Process Template Tab

To configure the main settings for an everyday user process template:

  1. Open the Process Template tab of the Everyday User Process Template dialog.
  2. From the fields on the Process Template tab, configure the process template settings (see the following table for more information about the fields).

Process Template Tab Fields

Field

Description

Description

Read-only information.

Mode

Determines how a user can make a reservation in EMS Web App.

  • Request – Everyday Users can complete a simple online form requesting a room. Unlike the Self Serve mode, this mode does not provide options for the Everyday User to view real-time room availability. In addition, requests must be reviewed, approved, and manually processed into actual reservations by an EMS Desktop Client user. The room is not taken out of inventory until this step has occurred.
  • Self Serve – Registered Everyday Users can view real-time room availability (in list or grid views) and create actual reservations in the EMS database. Rooms can be booked in a confirmed or request status based on your configuration and business process.

You must select this option if the Everyday Users who are attached to this Everyday User Process Template must be able to request rooms that have a video conferencing feature.

  • Service Only Request – Allows Everyday Users to request a service (for example, catering, A/V equipment, and so on) for a location that is not managed in EMS.

Various settings within the Everyday User Process template are enabled/disabled based on the selected mode.

Menu Text

The menu text or link that an EMS Web App user sees when requesting a room using this Everyday User Process template.

Available to New Everyday Users

Select this option if this Everyday User Process template is to be automatically assigned to newly registered Everyday Users.

Enable for Mobile Device

Select this option if this Everyday Process template is to be available (in an appropriate format) on a mobile device browser.

Outlook

Enables the Everyday Process template for use with the EMS for Outlook Add-in.

Parent Menu

The parent menu item on the EMS Web App main menu under which the name of this template appears.

Reserve Status

Available only for Self Serve mode. The default status that is applied to reservations that are booked in rooms identified as 'reserveable' on the Rooms tab.

Request Status

Available only for Self Serve mode. The default status that is applied to reservations that are booked in rooms identified as 'requestable' on the Rooms tab.

Conflict Status

Available only for Self Serve mode. The default status that is applied to bookings made by Everyday Users attached to this template that result in a conflict (the room is already booked).

Cancel Status

Available only for Self Serve mode. The default status that is applied to bookings that are canceled by Everyday Users who are attached to this template.

Rule Violation Status

Enabled only if Outlook is selected. Used in conjunction with the EMS for Outlook module. If you carry out an action in the EMS for Outlook module that violates a category date/time restriction, then the booking is changed to this status.

Default Setup Type

The setup type that is selected by default for a room search when a Everyday User who is attached to this template is reserving a room in the EMS Web App. The Everyday User can always select a different value.

Enable Integration to Microsoft Exchange (previously named Allow Invitations)

Enables the integration of templates with your organization's Exchange server (typically, when your organization does not use EMS for Outlook. Enabled only if your organization has purchased the optional Integration to Microsoft Exchange module.

With this option, you can decide for each process template, whether the template is connected to Exchange. Then, users who are attached to this template can see the free/busy schedules of the attendees. The user can choose a date and time that is convenient for all attendees and then send invitations through EMS Web App, which attendees receive and can manage through Outlook.

Allow Everyday User Personalization

Select this option if Everyday Users must be able to use the Options feature to customize their settings on EMS Web App pages.

Menu Sequence

Enter a number that indicates the order in which this menu option is relative to other menu items that fall under the same parent menu. Items are ordered from lowest to highest sequence number, with the item with the lowest sequence number appearing first.

If you leave the sequence set to the default value of zero for all menu items, then by default, the items are displayed alphabetically.

Available at Checkout

Select this option if the Everyday Users who are attached to this template must be able to select category resource items on the EMS Web App “checkout page” (the last page in the Room Request process) in EMS Web App.