When a calendar entry with a room reservation is migrated to Exchange (O365), is it possible for the user to remove the Notes migrated room and add an Exchange room to the migrated entry? Or should the user delete the migrated calendar entry and create a new one with the new room?
The migration of the rooms and resources are meant to be migrated as a place holder for the meeting so that no one else will book the room because the workflow on these rooms and resources will not function properly after the migration has occurred.
We have this listed as a known limitation in our documentation:
Changes to migrated meetings with Rooms and/or Resources are not updated in the Domino Resource Reservations database. (16698)
There are issues with meetings that have Rooms and Resources that have been migrated. Updates are not properly made in the Notes Rooms and Resources database if a one-time meeting or reoccurring meeting is cancelled in Outlook. Additionally, updates are not properly made in the Notes Rooms and Resources database if individual occurrences are cancelled or rescheduled in Outlook.
The reason we list this as a known limitation is because at this time we do not have a solution to this problem and we are looking to address it in a future release. From my detailed explanation below I am sure you will appreciate how complex this problem is to resolve and will need further extensive development research and time to resolve.
To provide you with more technical explanation as to why we have this listed as a known limitation:
Rooms and reservations calendar events are not stored as repeating events in Notes as they are in a regular users mail file. A regular Domino user's calendar events have all of the standard repeat information for example start dates, repeat every X, for Y times, etc.. and a room event does not contain all of the repeat information. A room in Lotus Notes actually creates an individual event for each occurrence and not all of the repeat fields are present, but the repeat type is Custom List and there is only a single date in the CalendarDateTimes field. Since some of the repeat fields are present the migration is forming a repeating series, but since not all of the fields are there, and/or the documents are not in the expected parent/child relationship, we cannot apply the exception the same way we would with a normal repeating meeting in a user's calendar. Therefore when we migration a room or reservation the workflow does not work because it cannot find the meeting to remove or cancel or update since it is not on the expect date.
Let me give you an example....
We have a meeting that is created on the 3rd of each month. Exchange uses the original occurrence date to match an update to the calendar's existing entries. And this is where the problem begins.. The chair's calendar has the repeat info (pattern), so for this MONTHLY event on the 3rd, the dates are Oct 3, Nov 3 and Dec 3. This same event as migrated to the room is created as a DAILY repeat starting on Oct 3 repeating every day for 3 occurrences. Exceptions are added to place the event on the proper day (Oct 3, Nov 3 and Dec 3).
Exchange matches the ORIGINAL occurrence date from the update to the room's calendar. From the chair the Nov 3 event has an original date of Nov 3, but for the Room the Nov 3 event has an original date of Oct 4. Since the room has no original event occurring on Nov 3, a new entry is created. To clarify, the Room's 3 occurrences have original dated of Oct, 3, Oct 4 and Oct 5 with exceptions to move Oct 4 to Nov 3 and Oct 5 to Dec 3
So for weekly, monthly, yearly patterns the original occurrence dates will not match, thus the occurrence cannot be found to be updated and a new item is created.
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