Dimensions, and how to configure them

Introduction

Dimensions are things that you can book, such as a room, a person or a product. Out of the box, Booker25 provides dimensions for Resources, Staff, Groups and Contacts. The first 3 are custom objects, while the last one is the Salesforce standard Contact object. This article explains what you can do with dimensions, and how you can create your own.

By using dimensions, you can:

  • make sure that bookable items are Included in the Booker25 conflict checking logic. More information about conflict detection: Conflict Checking

  • make sure that you only add available items to your reservations by using intelligent lookups (more on this below in the Define Dimension Field section)

  • create calendars for bookable items that will show their reservations. This means you can show a calendar on a contact record page for example, on which you show in turn that contact’s reservations. More information about calendars: Calendar Differences

Practical example

Imagine you have a fleet of cars and drivers. Your cars are stored in a custom Car object (Car__c), while your drivers are stored in the standard Contact object. You now want to track both your cars and drivers availability. As we mentioned earlier, Booker25 provides a Contact dimension, so you're all set as far as your drivers go. But how do you track your cars? And how do you make sure it does not cost you double work to track which car is assigned to which driver at each moment in time?

Simple! You create a Cars Dimension in Booker25. That way, when you create a reservation from either the driver or the car calendar, and link the other to it as well, Booker25 will draw that reservation on both calendar and keep both in sync at all times!

Technical overview

Dimensions are a powerful way of letting Booker25 know about records on any standard or custom object that are related to Reservations in, either through a lookup or via a junction object:

Through a lookup

The Reservation object has a lookup to the other object.


An example of this is the Resource object, to which Reservation has a lookup.

Via a junction object

The Reservation object is linked to the other object through a third object, which has lookups to both Reservation and the other object. This Salesforce knowledge article explains what a junction object is.

An example of this is the Contact object, which is linked to Reservation through the ReservationContact junction object. ReservationContact has a lookup to Reservation and to Contact.

Video example

For a more visual introduction to Dimensions and an example of how they work, please have a look at this video.

Here is another example (if you’re watching the embedded video below, scroll to 6min40):

Dimensions & Dimension Fields

Now let's have a look at how you configure this

Define Dimensions

First, we start by telling Booker25 about the object that holds the bookable items

  1. Go to the Booker25 app

  2. Click on the Dimensions tab

  3. Click New

  4. Fill in the following fields

Field

Type

Required

Description

Dimension Object Name

Text

Yes

The API name of an object to which reservations are related.

Following the example, this would be Car__c

Define Dimension Fields

Next, we configure a way to link bookable items to reservations

  1. On the Reservation object, create a lookup to the object that holds the bookable items. In our example, this is a lookup to the Car__c object. (We won't go into too much detail on this one, as it's basic Salesforce admin knowledge)

  2. Make sure the field is part of the correct field set you will be using

  3. Go back to the Dimension you created in the previous section

  4. Go to the Related tab

  5. Click New in the Dimension Fields section

  6. The only field you currently need to fill in is Dimension Field Name, in which you fill in the API Name of the field you created in step 1 of this section

  7. Click Save

The following tables goes into more detail regarding the function of the other fields:

Field

Type

Required

Description

Dimension

Lookup

Yes

The Dimension record that is the parent of this Dimension Field.

Dimension Field Name

Text

Yes

The API name of a lookup field on Reservation.

Enable Advanced Lookup Filtering

Checkbox

No

Enables the advanced lookup filter on the reservation form for this dimension field.

The advanced lookup filter allows you to use autocomplete to search through valid related records. It will only show records in which the current reservation will be valid. So for example meeting rooms in closed buildings or staff that are unavailable because of holiday or sick leave will not be shown. Or if you have added a service to the reservation, it will only show records in which that service is actually available during the time of the reservation.

A known limitation of the advanced lookup filter is that it doesn't support custom lookup filters.

Auto Populate on Calendar

Picklist

Yes

Controls if this dimension field gets populated with the related record id when creating a new reservation on the calendar.

Options:

  • Never - The field will not be populated

  • Only when on form - The field will only be populated if it is visible on the reservation form

  • Only when on form and required - Same as above but only if the field is required on the form

  • Always - The field will always be populated, even if it isn't visible on the form

Availability Checking

Picklist

Yes

Defines the behavior when Reservations are saved outside of the available times for the related dimension record.

  • None - Allow the Reservation to be saved

  • Soft - Allow the Reservation to be saved, but show a warning to the user and enter a Conflict record in the database

  • Hard - Don't allow the Reservation to be saved, and show an error message to the user

For more information, see this article about Conflict Checking, and this article about Availabilities

Double Booking Checking

Picklist

Yes

Defines the behavior when double bookings are detected for Reservations in this Dimension.

  • None - Allow the Reservation to be saved

  • Soft - Allow the Reservation to be saved, but show a warning to the user and enter a Conflict record in the database

  • Hard - Don't allow the Reservation to be saved, and show an error message to the user

For more information, see this article about Conflict Checking.

Dimension Allow Double Booking Field

Text

No

The API name of a checkbox field1 on the related dimension object. When Enforce Double Booking Check is enabled, but this field on the related record equals true, the double booking is allowed.

Reservation Allow Double Booking Field

Text

No

The API name of a checkbox field1 on reservation. When Enforce Double Booking Check is enabled, but this field on the reservation equals true, the double booking is allowed.

Capacity Checking

Picklist

Yes

Defines the behavior when a Reservation's quantity exceeds the Dimension's capacity.

  • None - Allow the Reservation to be saved

  • Soft - Allow the Reservation to be saved, but show a warning to the user and enter a Conflict record in the database

  • Hard - Don't allow the Reservation to be saved, and show an error message to the user

For more information, see this article about Conflict Checking.

Dimension Capacity Field

Text

No2

The API name of a number field3 on the related object, which holds the capacity of the related record. This capacity can't be exceeded if Enforce Capacity Check is enabled.

Reservation Quantity Field

Text

No2

The API name of a number field3 on the reservation, which holds the quantity of the reservation. This quantity is checked to not exceed the related record's capacity if Enforce Capacity Check is enabled.

Reservation Skip Capacity Check Field

Text

No

The API name of a checkbox field1 on reservation. When Capacity Checking is set to 'Soft' or 'Hard', but this field on the related record equals true, the reservation will be saved normally.

1: Can also be a cross-object reference or a checkbox formula on Reservation. However the latter will not be set yet when working from the Reservation Form UI.
2: Required when Enforce Capacity Check is enabled.
3: Can also be a number formula, and can also be a cross-object reference.

Create a calendar

Create calendar config

Set up Calendars & Views

Create the actual calendar

Add a Calendar to a Lightning App Page



Done!

You are done as far as linking bookable items to your reservations in a 1-to-many fashion (via lookups) goes. If you proceed with the next section, you can build something similar for many-to-many relations (via junction objects).

Dimension Junctions

Dimensions Junctions are a way to let Booker25 know which junctions between a Dimension and a Reservation are important. An example of this would be a Contact list, where you link multiple Contacts to a Reservation.

Using dimension junctions you can:

  • Make this list visible on the reservation form

  • Make the Reservation visible on the dimension calendar for each dimension record in the list

  • Make Booker25 detect and prevent double bookings for these contacts

Define Dimension Junctions

Now let's see how we can configure a Dimension Junction

  1. Create a junction object with two lookups (or Master-Details): one to Reservation and one to the object that holds the bookable items.That object is Car__c in our example. (We won't go into too much detail on this one, as it's basic Salesforce admin knowledge)

  2. Go back to the Dimension you created in the previous section

  3. Go to the Related tab

  4. Click New in the Dimension Junction section

  5. Fill in the fields from the following table:



Field

Type

Required

Description

Dimension

Lookup

Yes

The Dimension record that is the parent of this Dimension Junction.

Dimension Junction Name

Text

Yes

The API name of the junction object you just created

Reservation Lookup API Name

Text

Yes

The API name of the lookup (or master-detail) to Reservation. Make sure the actual field on the Junction object has the 'Allow reparenting: Child records can be reparented to other parent records after they are created' / 'Reparentable Master Detail' checkbox set to TRUE

Dimension Lookup API Name

Text

Yes

The API name of the lookup (or master-detail) to the Dimension object

Create trigger hook

For every Dimension Junction you create, make sure you also create a Trigger for its object, which calls the following method: B25.DimensionJunctionTriggerHook.execute()

This makes Booker25 check permissions on the object. Make sure to replace <Dimension_Junction_API_Name> with the actual API name of your object, and <Trigger_Name> with a name that makes sense to you.

1 2 3 trigger <Trigger_Name> on <Dimension_Junction_API_Name> (before insert, before update, before delete, after insert, after update, after delete, after undelete) { B25.DimensionJunctionTriggerHook.execute(); }



Display your Dimension Junctions on the Reservation Form

Displaying Dimension Junctions on the Reservation Form

Done!

Good job! You should now be able to add multiple bookable items to your reservations from the reservation form on the calendar! The sections below provide some additional information.

Additional fields information

The table below goes into more detail about each field on the Dimension Junction record.

There is an edge case where you can get an error like this: SObject row was retrieved via SOQL without querying the requested field: B25__Reservation__c.<junctions>__r (where <junctions> is your relationship name).

This error happens when you have both a field and a junction under the same dimension, both with Availability Checking: None. A workaround for this error is to give either the field or the junction Availability Checking: Soft or Availability Checking: Hard.

 

Field

Type

Required

Description

Dimension

Lookup

Yes

The Dimension record that is the parent of this Dimension Junction.

Dimension Junction Name

Text

Yes

The API name of an object. This object should be a junction between reservation and the dimension.

Reservation Lookup API Name

Text

Yes

The API name of a field on the object. This field should be a lookup (or master-detail) to Reservation. Make sure the actual field on the Junction object has the 'Allow reparenting: Child records can be reparented to other parent records after they are created' / 'Reparentable Master Detail' checkbox set to TRUE

Dimension Lookup API Name

Text

Yes

The API name of a field on the object. This field should be a lookup (or master-detail) to the dimension.

Availability Checking

Picklist

Yes

Defines the behavior when Reservations are saved outside of the available times for the related dimension record.

  • None - Allow the Reservation to be saved

  • Soft - Allow the Reservation to be saved, but show a warning to the user and enter a Conflict record in the database

  • Hard - Don't allow the Reservation to be saved, and show an error message to the user

For more information, see this article about Conflict Checking, and this article about Availabilities

Double Booking Checking

Picklist

Yes

Defines the behavior when double bookings are detected for Reservations in this Dimension.

  • None - Allow the Reservation to be saved

  • Soft - Allow the Reservation to be saved, but show a warning to the user and enter a Conflict record in the database

  • Hard - Don't allow the Reservation to be saved, and show an error message to the user

For more information, see this article about Conflict Checking.

Dimension Allow Double Booking Field

Text

No

The API name of a checkbox field1 on the dimension. When Enforce Double Booking Check is enabled, but this field on the related record equals true, the double booking is allowed.

Reservation Allow Double Booking Field

Text

No

The API name of a checkbox field1 on reservation. When Enforce Double Booking Check is enabled, but this field on the reservation equals true, the double booking is allowed.

Junction Allow Double Booking Field

Text

No

The API name of a checkbox field1 on the object itself. When Enforce Double Booking Check is enabled, but this field equals true, the double booking is allowed.

1: Can also be a cross-object reference or a checkbox formula on Reservation. However the latter will not be set yet when working from the Reservation Form UI.

General Performance Considerations

For performance reasons, it is good practice to only have the minimum number of Dimensions, especially ones that are configured for conflict checking.