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Workplace Services Portal mobile app

How Reservations Determines the Email Notifications to Be Sent (Archibus Extension for Microsoft Exchange)

Reservations minimizes the number of notifications sent to attendees when a recurring meeting is updated from Web Central. When updating, the application does not delete any exceptions, individual notes, or documents attached to the meeting occurrences in Exchange

Note: The email reduction applies only when using the Archibus Extension for Microsoft Exchange, and only to emails sent from Web Central and the Workplace Services Portal mobile app. It does not apply to emails sent using the Archibus Reservations Plugin for Outlook.

Reservations limits the number of meeting notification emails sent to attendees in the following ways.

• For both regular and recurring meetings, if you add or remove only attendees, then only the attendees you added or deleted get an email
• For recurring meetings, updates are sent as a single email for the whole series, as much as possible. In the following cases, Reservations will update each occurrence individually:
  • The meeting series in Exchange contains customized or cancelled occurrences (also referred to as exceptions) and you're changing the meeting time;
  • When you update a meeting series with exceptions, all changes except the time are applied to the entire series via one email; then, Reservations checks which occurrences need time changes, and one email is sent for each of them.
  • You are not changing all future occurrences.

  Additionally, each customized occurrence will be updated with a separate email if required.

  Note: If some occurrences of the meeting are in the past, they might become updated on your Exchange calendar. This is a side-effect of updating the entire meeting series with a single email. The corresponding reservations are not modified in Archibus.

• If a room is not available for some occurrences, attendees will still receive an invitation to attend the meeting in that room. Reservations does remove the location from the meeting on the organizer's calendar. The organizer should resolve the conflict to inform the attendees of the actual location.