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Creating a custom form for a resource mailbox (Exchange 2007)

Posted on 2009-05-09
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Last Modified: 2012-05-06

I have an Exchange Server 2007 environment with approximately 100 users.  We make use of resource mailboxes for scheduling conference rooms & equipment but still use a variety of manual processes for such things as vacation requests.

To me, a vacation request process looks an awful lot like a meeting request so I am trying to setup a company-wide calendar for vacations and holidays.  When planning a vacation, users would be required to submit a "meeting request" to the calendar.  The calendar resource account is setup to place the schedule item on the calendar and tentatively accept the request, then forward the request to the calendar delegate (the HR Manager) for approval.

All of this works great!

Now for the question ... the "tentatively accepted" meeting request message from the calendar uses a standard meeting response form.  I would like to make a few modifications to this form, specifically to include some text, such as:

"Your vacation/leave request has been tentatively accepted and placed on the calendar.  Before your request can be officially approved, you must fill out the appropriate vacation/leave request form, available on the company intranet, and return the completed form to the Human Resources department.  Once HR and your manager have approved the request, you will receive another automated message and your calendar item status will be updated."

Can anyone out there tell me how I can find and modify this form?  Also, I would only want this form to be used for this specific resource mailbox so I might need some direction on how to install this form into this specific mailbox profile.

Thanks, I appreciate any help I can get here!


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Question by:AltaSens
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by:FearNoMore
ID: 24347800
Modifying the reponse from the Resource Mailbox is possible but I would not recommend modifying any form
Modification of the form; (if possible) would unneccesarily complicate things
The best way would be to use Exchange Management Shell to generate a custom response from the resource mailbox with the required statement as mentioned by you in your question
eg: Set-MailboxCalendarSettings -Id ResourceMailbox01 -AddAdditionalResponse:$true -AdditionalResponse:<text>
View the below mentioned link and scroll to the section "How to Customize the Response Message for Resource Scheduling"
http://msexchangeteam.com/archive/2007/05/14/438944.aspx
Another good article that talks about the same thing is:
http://microsoftblog.globalknowledge.com/2009/03/27/adding-custom-responses/ 
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Author Comment

by:AltaSens
ID: 24349053
Just as I did for the conference room resource mailboxes, I accessed the account through OWA and set the Response Message Text but for some reason it is not working with this specific mailbox.  

I do receive the tentative accept message but there is no response message text.  Any ideas here on what I should check?
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Expert Comment

by:FearNoMore
ID: 24351320
Check if any delegates are added
if a meeting request for the resource mailbox is forwarded to a delegate for
acceptance/decline, the custom response text is not included in the
acceptance/decline message sent to the organizer
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Accepted Solution

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FearNoMore earned 500 total points
ID: 24351357
Rereading the setup again, I see that the HR manager is added as a delegate.
You need to remove the delegate.
This is a by design behaviour in Exchange, the custom response will not be included if a delegate is present
The only way to overcome this is to have the delegate manually add the custom response, depending upon whether its approved or not
OR
After removing the delegate...Include a custom response to state that you need to meet the HR manager directly to get the tentative meeting approved
Now give permissions to the HR manager to view this resource mailbox calendar and basis his/her approval, they can go into this resource mailbox and accept the meeting.
 
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Author Closing Comment

by:AltaSens
ID: 31579867
thank you for your help!  sorry it took me so long to close this out..
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