®                    Open Mic onIBM Lotus Notes Calendaring & Scheduling, Best        Practices and Troubleshooting       ...
IBM Software Group | Lotus software  Agenda Calendaring & Scheduling:    ●        Workflow    ●        Components.    ●   ...
IBM Software Group | Lotus softwareC&S Workflow - Overview    [ Basic Workflow ]                        [ Meeting Workflow...
IBM Software Group | Lotus softwareC&S Workflow – Repeat Calendar ●     CalendarDateTime: This is added programmatically t...
IBM Software Group | Lotus softwareC&S Components ●     Freetime Database ●     Calendar Profile ●     Server Process ●   ...
IBM Software Group | Lotus softwareComponents – Freetime Database ●     Busytime.nsf on Server : Created by the schedule m...
IBM Software Group | Lotus softwareComponents – Profile Document●    Document that is used to identify the owner of a data...
IBM Software Group | Lotus softwareComponents – Server task (nServer )Server Task (nServer) performs lookup in Domino Dire...
IBM Software Group | Lotus softwareComponents – Schedule Manager Task ●   The schedule manager (Sched) is the server task ...
IBM Software Group | Lotus softwareComponents – Calendar Connector Task ●     The calendar connector is the "fetcher" of b...
IBM Software Group | Lotus softwareComponents – Calendar Connector TaskExample: Free time look-up in Two Domino Servers in...
IBM Software Group | Lotus softwareC&S Best Practices ●     Quick view for availability of your Group. ●     Add other cal...
IBM Software Group | Lotus softwareBest Practices – Quick view for availability of your group ●     You can use a Group Ca...
IBM Software Group | Lotus softwareBest Practices – Add Other Calendars To Notes Calendar ●     Notes users calendar ●    ...
IBM Software Group | Lotus softwareBest Practices – Adding Auto Alarms/ Notifications ●     Alarms Daemon: Lotus Notes cli...
IBM Software Group | Lotus softwareBest Practices – Event Announcement & Schedule Access●    Instead new Meeting option, Y...
IBM Software Group | Lotus softwareBest Practices - Prevent Users Delete Calendar Entries●   Use the setting that removes,...
IBM Software Group | Lotus softwareBest Practices – Calendar Cleanup & Archiving●    Using Calendar Cleanup option, Keep a...
IBM Software Group | Lotus softwareBest Practices – Using Calendar Delegation●    One of the most powerful tools in the No...
IBM Software Group | Lotus softwareBest Practices – Repair Calendar feature●    The Repair Calendar feature has been provi...
IBM Software Group | Lotus softwareBest Practices - Using Calendar Setting via Policy●     Display of working hours, days ...
IBM Software Group | Lotus softwareC&S Scenarios●    Copying Repeated Calendar Documents to another Database.●    Customiz...
IBM Software Group | Lotus softwareScenarios – Copying Repeat meeting to new database●    When you try copy repeat calenda...
IBM Software Group | Lotus softwareScenarios – Customize Notes calendar messages or Notices●    These messages are present...
IBM Software Group | Lotus softwareScenarios – Can we use Notes Calendar as Company Calendar ●     It is not supported or ...
IBM Software Group | Lotus softwareC&S Troubleshooting●    Free Time Problems●    Calendar profile Problems●    Missing, B...
IBM Software Group | Lotus softwareTroubleshooting – Feetime & Calendar profile issuesFree Time Problems    ●        Tell ...
IBM Software Group | Lotus softwareTroubleshooting -Missing, Broken & Duplicate meetingsMissing, Broken & Duplicate meetin...
IBM Software Group | Lotus softwareTroubleshooting – Debug parametersDebug Parameters   • Client side Notes.ini Parameters...
IBM Software Group | Lotus softwareReferences●    List of common calendaring & scheduling messages in Notes/Domino 8.5●   ...
IBM Software Group | Lotus software                                                        Q&A                            ...
Upcoming SlideShare
Loading in …5
×

Open mic on_ibm lotus notes calendaring & scheduling, best practices and troubleshooting-14th_feb2013

3,013 views
2,803 views

Published on

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
3,013
On SlideShare
0
From Embeds
0
Number of Embeds
7
Actions
Shares
0
Downloads
82
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Open mic on_ibm lotus notes calendaring & scheduling, best practices and troubleshooting-14th_feb2013

  1. 1. ® Open Mic onIBM Lotus Notes Calendaring & Scheduling, Best Practices and Troubleshooting 14th February-2013 Chandra Shekhar Anumandla IBM Software Group © 2013 IBM Corporation
  2. 2. IBM Software Group | Lotus software Agenda Calendaring & Scheduling: ● Workflow ● Components. ● Best Practices ● Typical Scenarios IBM Software Group | Lotus software ● Troubleshooting ● Q&A02/14/13 @2013 IBM Corporation 2
  3. 3. IBM Software Group | Lotus softwareC&S Workflow - Overview [ Basic Workflow ] [ Meeting Workflow ] IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 3
  4. 4. IBM Software Group | Lotus softwareC&S Workflow – Repeat Calendar ● CalendarDateTime: This is added programmatically to each calendar document. ● ApptUNID: Identifies each Calendar document. All instances contains the same ApptUNID ● $Ref : Identifies the child instance document, matches with the ApptUNID in parent entry. IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 4
  5. 5. IBM Software Group | Lotus softwareC&S Components ● Freetime Database ● Calendar Profile ● Server Process ● Scheduler task ● Calconn task IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 5
  6. 6. IBM Software Group | Lotus softwareComponents – Freetime Database ● Busytime.nsf on Server : Created by the schedule manager the first time a server starts. Contains documents with the name of each person or room in the domain that has a calendar profile. ● Clubusy.nsf on clustered server: Each clustermate has a replica of this database. ● Local Busytime.nsf: Gets created automatically when the Notes client is launched. ● The calendar profile contains user or room name in key field $Name . In busytime, it is the name of the entity the busytime record is for. IBM Software Group | Lotusbusyinfo from profile document ] [ Buser Profile document in busytime.nsf ] [ Building software FREE TIME PROFILE DOC02/14/13 @2013 IBM Corporation 6
  7. 7. IBM Software Group | Lotus softwareComponents – Profile Document● Document that is used to identify the owner of a database, It is stored in memory and does not appear in any view or folder.● Key field $BusyName identifies the room or user name system Note: Use NotesPeek to view the data and fields stored in the calendar profile. IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 7
  8. 8. IBM Software Group | Lotus softwareComponents – Server task (nServer )Server Task (nServer) performs lookup in Domino Directory ( person documents): ● Expand any Groups, ● Checks Full Name field to verify the calendar profile in db ● Checks Mail Domain field if same domain or different ● Checks Mail Server field if same server or another ● Checks Mail File field for name to locate it to fetch cal profile ● Checks Mail Address or Forwarding Address field ● Checks Calendar Domain field to determine if the user is on non-Notes calendar. ● Checks Calendar Server in Domain Documents, Adjacent, Non-Adjacent Foreign. IBM Software Group | Lotus software Example: Free time look-up in Single Domino Server.02/14/13 @2013 IBM Corporation 8
  9. 9. IBM Software Group | Lotus softwareComponents – Schedule Manager Task ● The schedule manager (Sched) is the server task that Scans any database that has a Calendar Profile and gather the busytime information and store it in the free time database. ● The schedule manager searches the Domino Directory for certain fields within person documents (User name, Mail Server, Mail file name & Calendar Domain) to add or update the corresponding person documents in the busytime.nsf database. ● Schedule manager only writes to busytime on the home server. ● If any of the fields in the Domino Directory person documents are incorrect, schedule manager will not populate or update the busytime.nsf, and this will affect free time. If the calendar domain is non-Notes, the schedule manager will not create an entry for the IBM Software Group | Lotus software ● person in the busytime.nsf. ● Schedule Manager uses fields startdatetime. enddatetime & $busyname etc.. in the calendar document.02/14/13 @2013 IBM Corporation 9
  10. 10. IBM Software Group | Lotus softwareComponents – Calendar Connector Task ● The calendar connector is the "fetcher" of busytime. ● Invokes only if invitee not on same mail server. ● Probing Technique. ● Server Connection Documents. ● Notes Named Networks ● Topology ● Adjacent and non-Adjacent Domains IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 10
  11. 11. IBM Software Group | Lotus softwareComponents – Calendar Connector TaskExample: Free time look-up in Two Domino Servers in Single Domain● The Calendar Connector checks for connection record in Domino Directory for the Chair’s Home server A to the invitees Mail Server B. If a Server Connection record is not found, then Notes will probe the Network to match the name to a network address. IBM Software Group | Lotus softwareExample: Free time look-up in Two Domino Servers in Different Domains● The chairs home server checks Connection documents (Adjacent, non-adj or foreign domain Documents) for DomainB in the Domino Directory and finds the Calendar Server name is Domino ServerB in DomainB. 02/14/13 @2013 IBM Corporation 11
  12. 12. IBM Software Group | Lotus softwareC&S Best Practices ● Quick view for availability of your Group. ● Add other calendars to Notes calendar. ● Adding Auto Alarms / Notifications ● Event Announcement ● Schedule Access Control ● Calendar Delegation ● Calendar Setting via Policy ● IBM Software Group | Lotus software Calendar Cleanup ● Calendar Archiving. ● Repair Calendar ● Prevent Users Delete Calendar Entries02/14/13 @2013 IBM Corporation 12
  13. 13. IBM Software Group | Lotus softwareBest Practices – Quick view for availability of your group ● You can use a Group Calendar to see whether members of a group are free or busy at certain times. [ Bgroup Calendar ] ● Creating Options IBM Software Group | Lotus software ● Display Time Options02/14/13 @2013 IBM Corporation 13
  14. 14. IBM Software Group | Lotus softwareBest Practices – Add Other Calendars To Notes Calendar ● Notes users calendar ● Notes Teamroom calendar ● Notes application calendar ● Google Calendar ● iCalendar feed ● Activities IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 14
  15. 15. IBM Software Group | Lotus softwareBest Practices – Adding Auto Alarms/ Notifications ● Alarms Daemon: Lotus Notes clients add-in program. ● EnablingAlarms: Preferences>Cal&ToDo>Alarms>AlarmNotification>DisplayAlarmNotifications ● $EnableAlarms: Lotus Notes clients Notes.ini parameter (Value = 0 – Off; 1- On). ● Location Document: Checks the mail file name. ● Calendar Document: $Alarm, $AlarmMemoOptions, $AlarmOffset, $AlarmSendTo, $AlarmUnit IBM Software Group | Lotus software ● $Alarms view : A hidden view in the mail file.02/14/13 @2013 IBM Corporation 15
  16. 16. IBM Software Group | Lotus softwareBest Practices – Event Announcement & Schedule Access● Instead new Meeting option, You can use Event Announcement to send single invitation to large number of people, when you do not want receive any responses. Steps: Open Calendar>New > Event Announcement.● IBM Software Group | Lotus software Schedule Access Control: You ( or any VIP user ) may control how much information about your schedule others may see scheduling a meeting. Note: Granting access your schedule information is different from granting access to your calendar.02/14/13 @2013 IBM Corporation 16
  17. 17. IBM Software Group | Lotus softwareBest Practices - Prevent Users Delete Calendar Entries● Use the setting that removes, rather than deletes calendar entries,without the user knowing.● In the Mail Policy Setting, Mail> Basics :● In mail Preferences>Calendar & To Do: IBM Software Group | Lotus software● Reduce the temptation to delete by removing the notices to the calendar from the Inbox.● Use the calendar’s Notices tab of the mail policy.02/14/13 @2013 IBM Corporation 17
  18. 18. IBM Software Group | Lotus softwareBest Practices – Calendar Cleanup & Archiving● Using Calendar Cleanup option, Keep always reduced the size of your mail file.● Often, you dont need to save old calendar and to do entries. Notes has a feature that deletes past entries that havent been modified in a long time. Steps: Open Calendar > More > Calendar Cleanup : IBM Software Group | Lotus software Note: Calendar Cleanup deletes calendar and to do entries permanently.● Keep always reduced the size of your mail file using option Archiving Criteria. Steps: Open Calendar>Actions>Archive> Create Criteria:02/14/13 @2013 IBM Corporation 18
  19. 19. IBM Software Group | Lotus softwareBest Practices – Using Calendar Delegation● One of the most powerful tools in the Notes client is Calendar Delegation feature.● Calendar Delegation allows you to grant another Notes user access to your mail file, enabling the delegated user to view and edit your calendar data, send invitations, notices on your behalf, and act as a manager of your calendar data.● You can control Access to Your Calendar giving access to your PA / Secretary etc.. and you can control the actions that each delegate is allowed to perform. Steps: Open MailFile>More>Preferences>Access & Delegation: IBM Software Group | Lotus software Note: To delegate access to your Contacts, you must also enable the Contacts preference labeled "Enable Synchronize Contacts on the Replicator".02/14/13 @2013 IBM Corporation 19
  20. 20. IBM Software Group | Lotus softwareBest Practices – Repair Calendar feature● The Repair Calendar feature has been provided to help the customers to fix issues of duplicate calendar entries.● The functionality works only if user is running 8.5 Notes client AND mail85.ntf template.● To turn off use Notes.ini paramter : CSEnableEventRepair=0. IBM Software Group | Lotus software Technote : The Repair Calendar feature in Notes 8.502/14/13 @2013 IBM Corporation 20
  21. 21. IBM Software Group | Lotus softwareBest Practices - Using Calendar Setting via Policy● Display of working hours, days in the users mail file preferences. ● What kind of notices/meetings to display in Inbox ● Your availability and schedule information settings ● Automatic Responses settings ● Whether to allow delegation rights for users on their mail files etc. IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 21
  22. 22. IBM Software Group | Lotus softwareC&S Scenarios● Copying Repeated Calendar Documents to another Database.● Customizing Notes Calendar Messages● Can we use Notes Calendar as Company Calendar IBM Software Group | Lotus software02/14/13 @2013 IBM Corporation 22
  23. 23. IBM Software Group | Lotus softwareScenarios – Copying Repeat meeting to new database● When you try copy repeat calendars from one database to another, the workflow links may break and it may lose the functionality.● The Work around is to create new replica database and replicate all the calendar documents, instead creating new database.● If the new database creation is must then you must ensure this new database has same replica ID on old database, programmatically AND also ensure both the databases have same calendar profile of the user.● Another work around, you can try Action Copy To Database Agent. ( Note: Ensure both the databases have same calendar profile of the user ). IBM Software Group | Lotus software 02/14/13 @2013 IBM Corporation 23
  24. 24. IBM Software Group | Lotus softwareScenarios – Customize Notes calendar messages or Notices● These messages are present in "Notice" form of mail template.● You can edit it as per your requirement. Example: IBM Software Group | Lotus software 02/14/13 @2013 IBM Corporation 24
  25. 25. IBM Software Group | Lotus softwareScenarios – Can we use Notes Calendar as Company Calendar ● It is not supported or recommended. ● We can use any mail file but should have registered Notes ID, Person Document. ● The mail file should not be used as a mail-in database. Technote : Can the Notes mail file be used as a company calendar? IBM Software Group | Lotus software 02/14/13 @2013 IBM Corporation 25
  26. 26. IBM Software Group | Lotus softwareC&S Troubleshooting● Free Time Problems● Calendar profile Problems● Missing, Broken & Duplicate meetings● Debug Parameters IBM Software Group | Lotus software 02/14/13 @2013 IBM Corporation 26
  27. 27. IBM Software Group | Lotus softwareTroubleshooting – Feetime & Calendar profile issuesFree Time Problems ● Tell sched validate User Name/OU/O ● Tell Sched Check User Name/OU/O ● Load updall names.nsf -t($users) -r IBM Software Group | Lotus softwareCalendar Profile Problems ● Calendar profile issues can be resolved by Deleting the Calendar Profile document Technote : Notes calendar free time displays wrong information Technote : How to delete Profile documents manually or using LotusScript 02/14/13 @2013 IBM Corporation 27
  28. 28. IBM Software Group | Lotus softwareTroubleshooting -Missing, Broken & Duplicate meetingsMissing, Broken & Duplicate meetings ● Search the ApptUNID value in the hidden $ApptUNID view. ● Check whether missing $Ref field? If so, Parent document ● Examine the $CSTrack field, which maintains a history ● If mail template customization may cause the meetings broken or corrupt. ● Replication conflicts or notice processed from different replicas cause duplicates. ● IBM Software Group | Lotus software Use RemDupCE Tool or Repair calendarfeature. Technote : The Repair Calendar feature in Notes 8.5 02/14/13 @2013 IBM Corporation 28
  29. 29. IBM Software Group | Lotus softwareTroubleshooting – Debug parametersDebug Parameters • Client side Notes.ini Parameters: CSReportErrors=1 CSScheduleDebug=1 Scheduler_Data_Debug=1 ● Server-side Notes.ini Parameters: IBM Software Group | Lotus software Console_Log_Enabled=1 CsScheduleDebug=1 CSReportErrors=1 Debug_Schedule=1 Debug_Sched_All=1 CsLogAutoprocess=1 Debug_Cs_Level=65535 Debug_threadid=1 Log_mailrouting=30 Technote : Notes calendar free time displays wrong information 02/14/13 @2013 IBM Corporation 29
  30. 30. IBM Software Group | Lotus softwareReferences● List of common calendaring & scheduling messages in Notes/Domino 8.5● Lotus Notes Calendar and Scheduling explained!● What is the function of the "Create Group Calendar" option in TeamRoom databases?● The Repair Calendar feature in Notes 8.5● Troubleshooting & resolving common Notes/Domino Calendaring & Scheduling issues● Can the Notes mail file be used as a company calendar?● IBM Software Group | Lotus software How to recreate the busytime.nsf and clubusy.nsf databases on a Domino server● How to delete Profile documents manually or using LotusScript● Notes calendar free time displays wrong information 02/14/13 @2013 IBM Corporation 30
  31. 31. IBM Software Group | Lotus software Q&A Legal Disclaimer © IBM Corporation 2013. All Rights Reserved.The information contained in this publication is provided for informational purposes only. While efforts were made to verify the IBM Software Group | Lotus softwarecompleteness and accuracy of the information contained in this publication, it is provided AS IS without warranty of any kind,express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to changeby IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, thispublication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating anywarranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable licenseagreement governing the use of IBM software.References in this publication to IBM products, programs, or services do not imply that they will be available in all countries inwhich IBM operates. Product release dates and/or capabilities referenced in this presentation may change at any time at IBM’ssole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product orfeature availability in any way. Nothing contained in these materials is intended to, nor shall have the effect of, stating or implyingthat any activities undertaken by you will result in any specific sales, revenue growth or other results. IBM, Lotus, Lotus Notes,Notes, and Domino are trademarks of International Business Machines Corporation in the United States, other countries, or both.Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or Both.Other company, product, or service names may be trademarks or service marks of others.All references to renovations.com refer to a fictitious company and are used for illustration purposes only. THANK YOU 02/14/13 @2013 IBM Corporation 31

×