A recent query to the Exchange forums suggested that the documentation from Microsoft regarding Room Resource Policy with Delegates is not complete. Upon further review, I discovered the process is rather simple, but not intuitive nor well documented…
- Create the Resource (room mailbox, equipment mailbox).
- On Resource Policy Tab, select delegate, check “forward meeting requests to delegates”.
- On Resource General Tab, check the box for booking attendant.
- On the Resource In-Policy Requests Tab, check radio buttons:
- Selected Recipients (automatic approval), leave blank.
- All Users (subject to approval)
On the Resource Out-of-Policy Requests Tab, check “Selected recipients”. Leave blank
*Note: My goal was to have all meeting requests forwarded properly to the delegate(s) for approval, whether it’s in policy or out-of-policy. The above steps accomplish this however, if you desire to have only out-of-resource policy requests forwarded to a delegate AND all in-policy requests auto-accept, then use the Microsoft suggested defaults.
With the settings you suggest, this would require approval of all meeting requests regardless of whether they are in or out of policy.
That is correct. I have added notes for clarification.
Thanks for you documenting this step-by-step procedure. I was able to implement in it successfully.
Thank you very much for this article, it worked like a charm!
This did not work for me. I verified (triple checked) all the settings and everything matches up. Delegate still not receiving emails.
Exchange 2010 SP1
Thoughts
This sounds more like a permissions issue or that the delegate has not been set up for (at minimum) Editor access. You can do this two different ways.
1. Grant Full Access Permissions for the Room Mailbox to an administrator. As that admin, open the mailbox in Outlook and edit the Calendar and mailbox permissions. OR
2. Grant Full Access Permissions to the delegate using cmdlet:
PS C:\> Add-MailboxPermission -Identity “My Conference Room” -User “joe.user” -AccessRights FullAccess
Thank you very much it worked perfectly!
OMG! YOU ARE A LEGEND!
Hi, I have followed the above procedure. But delegator receiving mail from few user & not from all. Can you please advice .
Regards
Shankar.
I want to auto-process requests, but still let the delegates know about it. The above requires the delegate to approve or decline. How can I get the process to automate but still let the resource owner know the resource has been booked?
Shankar,
This sounds like a permissions issue. Double check your permissions for the assigned delegate(s) or which users may already have other permissions to that resource. Hope this helps.
-David
James,
I believe the best way would be to create a transport rule. Any message coming from the resource mailbox with “Accepted” can be set to sent to your delegates. Hope that helps.
-David
Thanks for this. I’m attempting do do something similar. How do you handle ‘proposed time changes’? I’m trying to set up resources that our production equipment. I’d like certain managers to be able to approve maintenance schedules on this equipment that might require downtime. The meeting invite might also involve a group of people that would be performing the maintenance.
Tyler,
I am trying to understand your situation. So, when a meeting organzier sends a request, and someone within the group who was invited needs to propose a new time, the manager(s) are not receiving the time change notice? I may have to test this to get an idea of what you are looking at.
-David