Issue
Rooms Post Migration - Outlook user receives 'Room' has declined this meeting
Solution
To disable these emails if required check the following:
Verify the room mailbox's booking delegates on Exchange admin center (EAC).
1. Log into the EAC with admin account.
2. Select the recipients on the left column, click resources, check the room mailbox.
3. Click Edit or double-click the room mailbox. A pop-up dialog box will open.
4. Click booking delegates and ensure that the room can auto process for all users.
5. Click on booking options and ensure the room allows repeat bookings and that there is no decline date set.
In cases where the Exchange booking options have to differ from the Domino options the message can be silently removed in Exchange. This will use a transport rule which should only be enabled during migration.
1. Log into the EAC with Admin account.
2. Click mail flow, and click New under rules.
3. Under the new rule dialog box, select appropriate conditions and actions under Apply this rule if... and Do the following…
4. This should be "The subject or body includes" and "Resource Disabled:" and "Delete the message..."
5. Note: The application of a transport rule can have unexpected results and should be used with caution. Checking these settings with Microsoft support would be recommended.
Clear the Domino resource database of historical booking data prior to migration. This will use the built in "Purge Documents (Auto)" agent in the resource database. The default setting for the agent is to purge all items except those 2 days before the agent run date. A back up of the reservations database is recommended. This should be completed before importing the rooms / resources into CMTe.
1. Open the resource database in the Notes Designer client.
2. Expand "Code" and click "Agents"
3. Select the Purge Documents (Auto) agent and click to "Enable".
4. Note: the account used to enable the agent must have rights to run agents on the Domino server and have ACL rights on the resource database to delete documents.
5 Note: Additional details for the agent settings can be found in the IBM Help documentation.
