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Room Mailbox: Delegates do not recieve approval requests

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Wednesday, March 27, 2019 10:57 AM

Hello!

I have read a lot of articles including TechNet about configuring room mailboxes, but my configuration does not work anyway.

We have Exchange Server 2016.

We want that nobody could reserve or book the meeting in the Room without an approval of the delegates for the request. But now all the users with access (rights of "Author") can create a meeting, and its participants get the invitations without any delegates' approval.

The situation is also unusual because after the room was created it worked fine. But some approval attempts later it worked like I described - without asking for delegates' approval. I also made almost no changes of the settings - just added the delegates and gave the access, but no more.

After that I created one more Room Mailbox, but it did not work as it was described above from the moment of creation.

This advice helped for a while, just some minutes, but later it crashed again: https://community.spiceworks.com/topic/2008790-delegates-are-not-receiving-meeting-requests?page=1#entry-7012096

Then I change the configuration from here (Scenario 2): https://itpro.outsidesys.com/2017/11/06/exchange-configuring-the-resource-booking-attendant-with-powershell/ . And also no result.

Configartion of RM:

  • RunspaceId: 9306080b-bb02-4375-9ed3-ef0c733aa6fd
  • AutomateProcessing: AutoUpdate
  • AllowConflicts: False
  • BookingWindowInDays: 180
  • MaximumDurationInMinutes: 1440
  • AllowRecurringMeetings: False
  • EnforceSchedulingHorizon: False
  • ScheduleOnlyDuringWorkHours: False
  • ConflictPercentageAllowed: 0
  • MaximumConflictInstances: 0
  • ForwardRequestsToDelegates: True
  • DeleteAttachments: True
  • DeleteComments: True
  • RemovePrivateProperty: True
  • DeleteSubject: True
  • AddOrganizerToSubject: True
  • DeleteNonCalendarItems: True
  • TentativePendingApproval: True
  • EnableResponseDetails: True
  • OrganizerInfo: True
  • ResourceDelegates: {domain.local/Users/zotovs}
  • RequestOutOfPolicy: {}
  • AllRequestOutOfPolicy: False
  • BookInPolicy: {}
  • AllBookInPolicy: False
  • RequestInPolicy: {}
  • AllRequestInPolicy: True
  • AddAdditionalResponse: False
  • AdditionalResponse:
  • RemoveOldMeetingMessages: True
  • AddNewRequestsTentatively: True
  • ProcessExternalMeetingMessages: False
  • RemoveForwardedMeetingNotifications : False
  • MailboxOwnerId: domain.local/Users/education
  • Identity: domain.local/Users/education
  • IsValid: True
  • ObjectState: Changed

Last MS updates were installed month before creating this configuration.

I think that it is necessary to change the AutomateProcessing parameter - "AutoAccept" instead of "AutoUpdate" - and I have also tried this variant and also got no result.

Help me, please. I do not know what else to do.

If necessary, ask me for some additional information.

All replies (9)

Thursday, March 28, 2019 7:12 PM ✅Answered | 1 vote

Again, you're not supposed to "create" a meeting directly in the Room calendar, you are supposed to send a meeting request with the Room added as location so that the resource booking attendant will process the request, and notify delegates as needed. You don't need any permissions for that.

If you want to create meeting directly, you need to add the permissions, but this will always bypass any delegate decision. It's "direct booking".

Wednesday, March 27, 2019 7:35 PM

Every user that has explicit permissions (such as Author) can book the room directly, bypassing the resource booking attendant. None of the settings you've configured above will apply for such scenario, so the first thing to consider here is why have you granted such permissions?

And yes, AutomateProcessing needs to be set to AutoAccept for the booking attendant to do its magic.

Thursday, March 28, 2019 3:09 AM

Ok, I have just set AutomateProcessing to AutoAccept.

By default, the permissions is set to "Free/busy time". Users had some problem with creating meetings, so I decided to give Author's access.

Ok, then which permission should I choose? I have just also tried to set the permission for one of users by default (Free/busy time). No result again.

And are the settings of scenario configured right for my needs, except explicit permissions?

UPD: Default permission of "Free/busy time" do not allow to create a meeting.

Picture: https://photos.app.goo.gl/ma4rcF66BUVD4Wk48

Thursday, March 28, 2019 9:09 AM

Remove the Author mailbox folder permission, then give the delegate full access permission via the following command:

Add-MailboxPermission -Identity "room" -User "user name" -AccessRights FullAccess -InheritanceType All

Directly go to the room calendar and right click to create a new meeting request, then everything would work fine.

Regards,

Manu Meng

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Thursday, March 28, 2019 9:58 AM

Deleted all the users' permissions. By default - still "Free/busy time". 

The result of command:

WARNING: The appropriate access control entry is already present on the object "CN=education, CN=Users, DC=domain, DC=local" for account "domain\zotovs".

Nobody is able to create a meeting, except me because of Full Rights.

Friday, March 29, 2019 5:21 AM

UPD: It works now, I will test for some days and then I will mark useful answers. In case of problems I will reply again. 

____________________________________________________________________________________

Ok, correct me if I make any mistake.

I should create a meeting ("Встреча" or "Собрание") from the main window of Outlook like here:

https://photos.app.goo.gl/J41kGJhbceW35YpK6

Then I choose participants ("Кому...") and room ("Помещение") like here:

https://photos.app.goo.gl/nycZ2mGeYgVBxwV77

If my steps are right then I have no result again.

Friday, March 29, 2019 10:00 AM

UPD: It works now, I will test for some days and then I will mark useful answers. In case of problems I will reply again. 

____________________________________________________________________________________

Ok, correct me if I make any mistake.

I should create a meeting ("Встреча" or "Собрание") from the main window of Outlook like here:

https://photos.app.goo.gl/J41kGJhbceW35YpK6

Then I choose participants ("Кому...") and room ("Помещение") like here:

https://photos.app.goo.gl/nycZ2mGeYgVBxwV77

If my steps are right then I have no result again.

Look forward to your good news!

Regards, 

Manu Meng

Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact [email protected].

Click here to learn more. Visit the dedicated forum to share, explore and talk to experts about Microsoft Teams.

Monday, April 1, 2019 10:05 AM

Any update? Did it works till now?

Regards,

Manu Meng

Please remember to mark the replies as answers if they helped. If you have feedback for TechNet Subscriber Support, contact [email protected].

Click here to learn more. Visit the dedicated forum to share, explore and talk to experts about Microsoft Teams.

Thursday, April 4, 2019 11:50 AM

Everything is alright. Thanks a lot for your help!