Do you still have reservations in your Resource Reservations database from 2004 or 2003 and need to remove them without sending cancellation messages? This tip shows you how.
When a reservation is deleted from the Resource Reservation database it sends a message to the person who reserved it that their reservation was cancelled. Since users don't clean up their calendar you can remove the old docs and not send messages that their reservation was deleted. The message will be sent from the home mail server of the person deleting the reservation.
Simply create a router rule to hold all messages with either your name as the sender or "Reservation Deleted" in the subject line. Once these are held in the router you can delete them there. The users won't receive messages saying that last years meeting was cancelled.
The resource reservation database has a "Purge Documents (Auto)" agent. Disabled by default, that will purge meetings two days after the last scheduled occurrence of a meeting.
I wanted to use the Purge Agent provided with the reservation database, but there were occasions when someone wouldn't bring back a projector or car on Friday and someone else had it scheduled for Monday. If the database is purged of items more than two days old, we don't know who last had the car. To change the purge time, go to View --> Agents and double-click on the "Purge Documents (Auto)" agent. When it opens, go to Initialize under the objects tab, and change "Call purgedate.AdjustDay (-2)" to "Call purgedate.AdjustDay (-30)". Make sure the agent is enabled; it should fire off right away if it has never been run before. But make sure you have a good backup of the resource.nsf file. . .just in case.
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