Oct 9, 2017 10:59 AM
24 Posts

Catering order related to a room reservation

  • Category: Calendar
  • Platform: All Platforms
  • Release: 9.0.1
  • Role: Administrator,Developer,End User
  • Tags:
  • Replies: 4

Dear all,

While creating a meeting there is no place to specify how many people will attend the meeting, how many meals are necessary (and which kind) and so on...

As this request come and come over and over again I have been asked to find a solution.

Nothing seems to be available in Notes in order to achieve this.

How to you deal this in your organisation ?

Thank you for sharing it.

Benoît

Oct 9, 2017 11:06 AM
171 Posts
There are similar requests regarding Resource Reservations

I have received similar requests to decouple the resources (mainly equipment) from a meeting room. For example, if two meeting rooms are next to each other, can some of the equipment be moved between the rooms based on the needs of a given meeting? Can someone booking a meeting in Room A know whether the person booking Room B will need all the chairs allocated to Room B, or can unused chairs be moved to Room A in advance of the meeting? These are valid issues that Resource Reservations could, perhaps, help solve but I have not found a satisfactory solution.  

I've also gotten a request for tracking individual items on an equipment cart that would allow someone to reserve individual items on the cart, combinations of different items on the cart as well as the whole cart. 

 

Oct 10, 2017 3:13 PM
34 Posts
A couple questions
It sounds like you are using Domino R&R for handling both normal meetings as well as larger scale event planning.  It can be used for both but its primary focus is the more frequent use cases of normal meetings.

Typical R&R use cases do not involve moving what are typically considered fixed resources around such as chairs or tables.  When a room is configured to seat, say, 125 then it is expected that it has or it can hold 125 chairs (even if they are not always there).  For instance, the Cafeteria may only seat 75 people normally but it can be reconfigured to seat 125 for an "All Hands" meetings so you would configure it in Domino as having a capacity of 125.  Domino knows how many invitees there are (the Capacity item on the request) so you can see if additional chairs need to be brought in or not.  The stock template does not do things like say "Jay has 100 participants so you better bring in an additional 25 chairs".  However you could add something like that with only a little effort.

When I have discussed the use of resources with customers in the past they have all told me they keep their mobile resources in the system as individual entries and simply move them around as needed.  You are the first person to describe having a cart full of resources that are all moved around in unison whether they are requested or not.  I would like to hear more about why you take that approach instead of simply putting the requested resources on a single cart and delivering that to the room.  

Do you find it more efficient to simply have a standard cart that you move around instead of individually stocking a cart for a particular meeting?  

Do you find the a single cart approach works well over alternative approaches?

Can you say a little more about how many resources you have and why you took the approach you did to handling them?

If you need to handle requests for only some items on a cart such as "I just need a projector" then you could do that now with the stock R&R system by simply making each item on the cart its own resource (e.g. "LCD Projector 01", "LCD Projector 02", etc).  In order to do this though you could not continue to use a model that involves reserving a cart that is fully stocked; users would need to start requesting just what the need instead of a cart that has lots of goodies they may or may not want.
Bruce

IBM
Oct 10, 2017 2:15 PM
34 Posts
You could try
using the $CSCopyItem mechanism to send whatever info you want from C&S over to the R&R database.  It is a mechanism we added in R6 to allow 3rd parties to piggy back on our workflow without disrupting it.

Notes uses a specific list of items when sending workflow to R&R.  As of R6 we also send any items that are found listed in the $CSCopyItems field on the note.  Simply put that item on your form and make it a list of item names to send along on the workflow we send.  You can then use those items in any R&R additions you make or in any code you layer on top of the R&R template.  With the $CSCopyItem mechanism you can have the Chair include any catering info you want to send along and use in any views you add or in any code you have that monitors the R&R database.

If you want to make something more complicated such as an entire separate workflow process for ordering catering (and getting it approved or not) which gets triggered by the Acceptance of a reservation request then $CSCopyItems may not fully meet your needs. We have looked at adding a secondary request workflow to the R&R for things like ordering catering or additional services like room layout changes but we haven't added it to the system.  

Adding secondary workflow is not a simple thing because customer requirements for it vary greatly.  You may be able to build your own to suite your particular needs with some effort though.  
Bruce

IBM
Oct 11, 2017 10:41 AM
24 Posts
$CSCopyItems

Dear Bruce,

 

Thanks for your info.

Sounds that $CSCopyItems should be ended with an "s".

I have modify my apointment form in order to add this new field to the document to be created.

I have filled it with string "Recipients".

The field and its value have been correctly stored in the appointment document in my agenda and also on the reservation document on the resource db.

Than what ?

I expected to get the recipient field copied into the reservation.

But it is not.

Do I miss something ?

-Ben-