Contents. Notes Mail Link Page 1

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1 Contents Contents... 1 About Notes Mail Link System requirements... 2 Installing Notes Mail Link - Overview... 3 Install Notes Mail Link... 3 Upgrade to newer version of Notes Mail Link... 3 New Installation of Notes Mail Link... 4 Step 1 Run the installation program from the CD... 4 Step 2 - Install support for Step 3 - Manual part of the installation (after Notes install Wizard is run) Step 4 - Notes Mail Link Templates Step 5 - Preferences to be set in SuperOffice CRM Upgrade to newer version of Notes Mail Link Step 1 Run the installation program from the CD Step 2 - Install support for Step 3 - Manual part of the installation (after Notes install Wizard is run) Step 4 - Notes Mail Link Templates Step 5 - Preferences to be set in SuperOffice CRM Test the installation Notes Mail Link with SuperOffice CRM Travel SuperOffice CRM Travel and s Create a Notes Mail Link template file Upgrading Notes Adding new users to SuperOffice CRM SO Distribution & Configuration database Notes Link installation checkpoints Troubleshooting Logging Turn on Debug info The Document dialog appears when you click the " " button No Templates Defined error message Authorization (using the SuperOffice CRM Document dialog) Appendix A... i Appendix B... viii Notes Mail Link Page 1

2 About Notes Mail Link 6 Notes Mail Link allows you to create new documents in Lotus Notes from SuperOffice CRM. The Notes document is saved in the Lotus Notes database, but a document reference is saved in SuperOffice CRM. You can then view or access the document from within SuperOffice CRM by clicking it in the document archive. Access to the different databases and forms within Lotus Notes is set up through template files. A template file contains parameters for server, database, form, view etc. In SuperOffice CRM the user selects as usual the type of document to write, just as with any type of document in SuperOffice CRM. Notes Mail Link also facilitates the storage of incoming s. Incoming s that are stored in SuperOffice CRM are automatically made public and are available to all SuperOffice CRM users in the organisation. The incoming Notes mail is stored physically in a common Notes mail archive. Lotus Notes is a registered trademark of IBM. SuperOffice is a registered trademark of SuperOffice ASA. System requirements SuperOffice CRM 5 (5.6 or higher) or SuperOffice CRM 6 Lotus Notes R5 (5.02b or higher) Full Lotus Notes client installed Administrator / Designer access rights to Domino server Design Access to the Lotus mail template SuperOffice CRM users need Notes Desktop installed (Lotus NotesMail licences are not sufficient). PS! Notes dialogs are mainly from Notes R8 and can differ some from Notes R6/R7. Notes Mail Link Page 2

3 Installing Notes Mail Link - Overview Install Notes Mail Link This option allows the creation of Notes documents and s from within SuperOffice CRM. The facility for defining Notes templates in SuperOffice CRM is also included. The setup program will also install the following databases on your Domino server (this is done by opening the Notes Installation database): SOCONFIG\SoConf.nsf - SO Distribution & Configuration SOCONFIG\SoMailArchive.nsf - SuperOffice Mail Archive Once the setup program has finished, you need to follow the manual steps described in the chapter "New installation of Notes Mail Link " in order to make Notes Mail Link work correctly. Upgrade to newer version of Notes Mail Link To upgrade from a previous version of Notes Mail Link you need to remove the old So Install.nsf database from your data folder and run the setup program from the CD. Once the setup program has finished you need to follow the manual steps described in the chapter "Upgrade of Notes Mail Link" in order to make Notes Mail Link work correctly. Notes Mail Link Page 3

4 New Installation of Notes Mail Link Step 1 Run the installation program from the CD The installation of Notes Mail Link only needs to be performed explicitly on the server. When the user runs the SuperOffice CRM client using SoLoader.exe (make sure you start SoLoader.exe from the server area), all the files needed for the link to run will be copied from the server to the client and registered automatically. To begin the installation: Start SuperOffice CRM Insert the Notes Mail Link CD into your CD-ROM drive. This screen will appear: Install SuperOffice Notes Mail Link on the server Installs required components on the server and the installation database needed for the Notes part of the installation to a location of your choice. Custom SuperOffice Notes Mail Link installation Lets you choose whether you want to do a server, standalone or workstation install. Use this installation option if you encounter problems with any of the clients. Notes Mail Link Page 4

5 This screen appears when you select the Install SuperOffice Notes Mail Link on the server option. Click Next to start the installation. Enter the name of the server that Notes Mail Link will use. Click Next. Check that the information displayed is correct. Click Next. Notes Mail Link Page 5

6 Browse to the folder where you want to install the installation database that will guide you through the Notes part of the installation. If you have access to the Domino Data root folder you can choose this location. Otherwise choose a temporary location and copy the two files to the data folder later. Click OK to continue. That completes the first part of the installation. You now need to follow the guidelines described in this manual in order to proceed with the installation. Click Finish to end this part of the installation. Notes Mail Link Page 6

7 Step 2 - Install support for NB! The screenshots is from Lotus Notes R8, but it is quite similar in Lotus Notes R6/R7. Before you start it is important to check that you are logged on with a user ID with the rights needed for this installation (admin. rights) and that this user's name is included in your organisation's standard Execution Control List (ECL) with all rights under workstation security. Refer to the Domino Administration help for further information. Opening the installation database When the installation from the installation CD is finished, you can continue with the rest of this installation from your workstation. You must have the Domino Administrator and the Domino Designer clients installed. You will also need administrator rights in order to create new replicas and new databases on the server. First, you need to copy the SO Install.nsf database to your Domino Data root folder if you installed it elsewhere during the Notes Mail Link installation. Then you have to sign the SO Installation database. Sign the database by running the administrator's client and choosing the Files tab. You will get this screen: Select the server where the database was copied to, or Local if you are working on the server. On the Files tab, click once on the SO Installation line under Title. Click the Sign option to the right under the Database tool, as shown above. Notes Mail Link Page 7

8 A new dialog will appear as shown below. Here it is important to select an ID that has all rights in the standard client ECL list. Click OK to continue. If you are asked to cross certify, just answer Yes. Start copying the databases by opening the SuperOffice Installation database from your server. From the menu, select: File Application Open... Choose your server and the SO Installation database and click Open. Notes Mail Link Page 8

9 Running the Notes installation Wizard The first time you open this database, you will need to press the ESC key to close the About dialog. Next this screen will appear: There are two choices: Full Install and Mail Template Upgrade. For a new installation, you must choose Full Install The Full Install option will install the new mail template that includes SuperOffice CRM functionality and two databases on the Domino server you select. The files are named: SoConf.nsf - SO Distribution & Configuration SoMailArchive.nsf - SuperOffice Mail Archive They need to be located in the SOCONFIG subfolder relative to your server's Domino Data directory. The installation database will copy these databases to your Domino server. The Mail Template Upgrade option will update your mail template to include SuperOffice CRM functionality. You can run this install every time you need to upgrade your original Notes mail template. Notes Mail Link Page 9

10 1. Select a template (Source) First select the server where the template that you are basing your new template on is located. This will normally be your Domino server or Local if you are running on the server. Then click the Browse button to select the file name of the template you want your new mail template to be based on. This will normally be mail8.ntf. The Next button is only enabled once a server and a template file have been selected. Click Next to continue. 2. Define the file name and the location of your new mail template Select the destination server where you want your new template to be placed and enter the file name of the template you are creating. It is a good idea to include in the file name the version of the template this new template is based on, e.g. SOMailR8.ntf. 3. Define the name of the new template Give the new template a database name and a template name It is a good idea to include in the template name the version of the template on which it is based, e.g. SuperOffice Mail Template R8. Notes Mail Link Page 10

11 Click the Create button and the install program will start copying the template. If the creation of the template was successful you will get this screen. Click Next to proceed with the installation. If the installation program did not create the new template successfully, you will get this screen. You must now click the Next button and proceed with the installation. When you are finished you must follow the manual steps as described in appendix A for Lotus Notes R5 or appendix B for Lotus Notes R6/R7/R8 at the end of this manual to complete the installation. Notes Mail Link Page 11

12 4. Copying the databases The Full Install option will also copy the two databases SoMailArchive.nsf and SoConf.nsf to the SOCONFIG folder on your destination server. Select the server where you want the two databases to be located. The next screen to appear provides a description of the different databases and what action the install program is going to take. Click Install to start the installation of these databases. On completion, a log shows you what actions have been taken. NOTE: If at the end of the mail template upgrade stage you received a message to perform the manual completion in Appendix A or Appendix B, you should follow these steps now! Notes Mail Link Page 12

13 Step 3 - Manual part of the installation (after Notes install Wizard is run) Step 3.1 Sign the installed databases with your Active User s ID The two databases in the SOCONFIG subfolder of your server and the template you created during installation should be signed with your Active User s ID. SoConfig.nsf SoMailArchive.nsf SuperOffice Mail template (the one that you created during installation) Sign these databases as described above under "Opening the installation database". Remember to refresh the view (press F9) in the administrator's client in order to see the SOCONFIG folder. Step Replicate the SuperOffice Mail Template back to your server Note: If you chose to install the template locally you must replicate it back to the server as described below. If you chose to install it on the server you can skip this step. When you have incorporated the design into the mail form(s) in your new mail template (e.g. SOMail8.ntf) you must create a replica of the template file on the server. First open the template: Then select: File Replication New Replica Choose your mail server as the server, and note that it is important to specify the server's root folder (i.e. not a subfolder) as the target for the new replica. If you place the template in a subfolder, it will not appear in the list of templates when you create new databases. Remember to keep the access control settings in order to use the default values in mail files created using this template. Notes Mail Link Page 13

14 Step Replace the design of the mail template for SuperOffice CRM mail users This can be done in two ways. You can replace the design of the databases individually from every Notes client, or you can replace the design of several mail databases from the server console. Replace the design of a single mail database Open the mail database you want to change the design of. You need a user ID with designer rights to the database. This will be the actual user, or the administrator. Select: File Application Replace design Specify the server as the template server, select the template you created from the list (i.e. SuperOffice Mailtemplate (R8.0)) and ensure the Inherit future design changes option is checked. Click the Replace button to start replacing the design. Repeat this procedure for each user. Remember to close and reopen the database in order to view the changes. Replace the design of multiple mail databases On the Domino server it is possible to change the design of multiple mail databases. This has to be done from the console of the Domino server (or remote console). The first thing you should do is to take a full backup of all the mail files. When the backup is finished, create a text file that contains the names of the mail files you want to change. You can create a list of the file names by issuing the Domino console command: LOAD CONVERT -L c:\temp\mailfiles.txt Notes Mail Link Page 14

15 Open the file c:\temp\mailfiles.txt and inspect its contents. This can be done in Notepad or another text editor. Edit the file so that it only includes the mail files of the users you are going to change. Make sure there is an extra blank line after the last person's mail file, or else this user's mail database will be skipped. Save the file when you have finished. You can then start converting the mail files. It is a good idea to do this outside regular working hour or at a time when s are not being sent. You can stop mail routing by issuing the console command: TELL ROUTER QUIT You can then start converting the mail files by issuing this command: LOAD CONVERT -F <listfile> <oldtemplatename> <newtemplatefilename> For Notes the command will look like this: LOAD CONVERT -F C:\TEMP\MAILFILES.TXT StdRMail SOMAIL.NTF This task is rather time-consuming. It depends on your hardware, but you should reckon on about 100 users per hour, so allow yourself enough time. When the job is finished, you must remember to restart the mail router. This is done by either restarting the Domino server or issuing the console command: LOAD ROUTER Note that this process will remove/overwrite any changes that users have made to their mailboxes. If you want to go back, you will need to restore from a backup. Notes Mail Link Page 15

16 Step 3.4 ACL Settings for SuperOffice CRM Notes Mail Archive The Notes Mail Archive is a Domino database, which is used as a shared repository of Notes mails that can be accessed from SuperOffice CRM. Because it is shared, users need to have access to all of the documents in the database in order for the links from the SuperOffice CRM client to work. Documents that are designated as being visible to one department or to all users require that a user other than the document's originator should be able to open it. Although all documents are technically available to all users, it is a good idea to take measures to prevent users from accessing those documents which are intended, by their SuperOffice visibility settings, to be hidden. This is achieved by making the database design only present the About document when the database is opened from a Notes client. To read a document stored in the Notes Mail Archive you must open it from the SuperOffice CRM client. You will get the About screen if you open the Mail Archive from a Lotus Notes client. In order to further hinder users from accessing documents not meant for them, certain settings in the ACL should be made. Your default SuperOffice user group should have the rights in the ACL shown below. Select: File Application Access Control Notes Mail Link Page 16

17 Note: The Create personal agents, Create personal folders/views and Create LotusScript/Java agent options are all deselected. Selecting any of these will allow advanced users to create their own design elements to enable them to navigate to unauthorized documents. Additionally, to prevent users altering the design on a local replica and then navigating to the documents you wish to hide from them, you should set the Enforce a consistent Access Control List across all replicas of this database flag under the Access Control List Advanced options. Warning: You must be very careful to ensure that a valid administrator person or group always has manager access to the database when this setting is in force. If there is no manager entry in the ACL, then you will not have the 'get out' option of changing the ACL on a local replica. Step 3.5 Check the configuration document Finally read the "SO Distribution & Configuration database" chapter later in this manual and check that this document has the correct values for your Notes environment. In particular, check that the NotesServer parameter is set to the Notes server where you installed the SO Mail Archive. Notes Mail Link Page 17

18 Step 4 - Notes Mail Link Templates Creating the SuperOffice CRM Notes templates Before you start using Notes Mail Link, you need to link a Notes Mail Link template to SuperOffice CRM. See "Create a Notes Mail Link Template file" later in this manual for details on how to create a template file. See also "Linking a new template" in the online help for SuperOffice CRM Maintenance for details of how to link your template file to SuperOffice CRM. The installation program installs three standard Notes Mail Link template files in your so_arc\template folder. These are: NotesDoc.son Mail.son MailInc.son Standard Document form Standard memo form in Notes Standard incoming mail form in Notes mail To use the NotesDoc.son template you must add your database name and server name to the following tags. Use a text editor to edit the files (e.g. Notepad). NotesDB=your_database_name NotesServer=your_server_name By default the Mail.son and MailInc.son templates are initialised with the following tags: NotesDB=SOCONFIG\SoMailArchive.nsf NotesServer=your_server_name You must link the Notes mail templates files and the document template file to a template in SuperOffice CRM. In SuperOffice CRM Maintenance, go to Lists and update the templates you need. Below is an overview of which template file name should be mapped to which SuperOffice CRM template. Template File Name Template Description Mail.son Outgoing template MailInc.son Inc. Incoming template Mail will now be stored in the common mail archive that is distributed with Notes Mail Link. Notes Mail Link Page 18

19 Other options when using the templates You can also add MAIL as your database name, like this: NotesDB=MAIL This tells Notes Mail Link to look for the name of the user's mail database (e.g. mail\jsmith.nsf) in the notes.ini file. However, if the MailFile tag is not present in the notes.ini file or the link cannot locate the notes.ini file, use the following method: NotesDB=<atem > (atem = "mail\jsmith.nsf") or NotesDB=mail\<atem >.nsf (atem = "jsmith") The atem template variable contains the value of the field on the contact card in SuperOffice CRM. See "Create a Notes Mail Link Template file" later in this manual for details on how to create a template file. See also "Linking a new template" in the online help for SuperOffice CRM Maintenance for details of how to link your template file to SuperOffice CRM. Notes Mail Link Page 19

20 Step 5 - Preferences to be set in SuperOffice CRM NB! It would be a good thing to restart CRM first by starting SoLoader.exe. This will reinitialize preference options. Start the SuperOffice CRM Maintenance client. Mail Preferences Click the Preferences button in the Navigator and change the following preferences under the group in order to activate Notes Mail Link: Preference Name Value Description Send new mail using NotesSender New s will be sent using this plugin Send fax using NotesSender New faxes will be sent using this plugin Send documents using NotesSender New documents will be sent using this plugin Use inbox Notes Your Lotus Notes inbox will be opened when you click the icon in SuperOffice CRM System Preferences The following preferences were added to the System group during the import described in the previous chapter. Enter the correct values for them. Preference Name Notes Mail Archive Filename Notes Mail Server Notes Document Server Value Name of the Common Mail Archive including relative path from your Domino data folder. If blank, Notes Mail Link will default to SOCONFIG\SoMailArchive.nsf Name of the server where your Common Mail Archive resides Name of the server where you store your Notes Documents (if you use this functionality) Now you can proceed to the chapter Test the installation. Notes Mail Link Page 20

21 Upgrade to newer version of Notes Mail Link Step 1 Run the installation program from the CD NB! The upgrade will NOT upgrade your SoMailxx.ntf template, but will create a new one. The installation of Notes Mail Link only needs to be performed explicitly on the server. When a user runs the SuperOffice CRM client using SoLoader.exe (make sure you start SoLoader.exe from the server area), all the files needed for the link to run will be copied from the server to the client and registered automatically. For Notes Mail Link 3.X Installations: The old issues with SoIds and temp folders no longer apply. The upgrade will create a new template to use and install a new sololink.exe and other DLLs. The upgrade will continue to use your current SoMailArchive.nsf and SoConf.nsf databases. To begin the installation: Remove the old So Install.nsf from the server You may want to take a backup of SoMailArchive.nsf and SoConf.nsf Start SuperOffice CRM on the server (in order to have ProgDir set in the registry) Insert the Notes Mail Link CD into your CD-ROM drive. This screen will appear: Install SuperOffice Notes Mail Link on the server Installs required components on the server and the installation database needed for the Notes part of the installation to a location of your choice. Notes Mail Link Page 21

22 Custom SuperOffice Notes Mail Link installation Lets you choose whether you want to do a server, standalone or workstation install. Use this installation option if you encounter problems with any of the clients. This screen appears when you select the Install SuperOffice Notes Mail Link on the server option. Click Next to start the installation. Enter the name of the server that Notes Mail Link will use. Click Next. Check that the information displayed is correct. Click Next. Notes Mail Link Page 22

23 Browse to the folder where you want to install the installation database that will guide you through the Notes part of the installation. If you have access to the Domino Data root folder you can choose this location. Otherwise choose a temporary location and copy the two files to the data folder later. Click OK to continue. That completes the first part of the installation. You now need to follow the guidelines described in this manual in order to proceed with the installation. Click Finish to end this part of the installation. Notes Mail Link Page 23

24 Step 2 - Install support for NB! The screenshots is from Lotus Notes R8, but it is very similar in Lotus Notes R6/R7. Before you start it is important to check that you are logged on with a user ID with the rights needed for this installation (admin. rights) and that this user's name is included in your organisation's standard Execution Control List (ECL) with all rights under workstation security. Refer to the Domino Administration help for further information. Opening the installation database When the installation from the installation CD is finished, you can continue with the rest of this installation from your workstation. You must have the Domino Administrator and the Domino Designer clients installed. You will also need administrator rights in order to create new replicas and new databases on the server. First, you need to copy the SO Install.nsf database to your Domino Data root folder if you installed it elsewhere during the Notes Mail Link installation. Then you have to sign the SO Installation database. Sign the database by running the administrator's client and choosing the Files tab. You will get this screen: Select the server where the database was copied to, or Local if you are working on the server. On the Files tab, click once on the SO Installation line under Title. Click the Sign option to the right under the Database tool, as shown above. Notes Mail Link Page 24

25 A new dialog will appear as shown below. Here it is important to select an ID that has all rights in the standard client ECL list. Click OK to continue. If you are asked to cross certify, just answer Yes. Start copying the databases by opening the SuperOffice Installation database from your server. From the menu, select: File Open Lotus Notes Application ( Ctrl+O ) Choose your server and the SO Installation database and click Open. Notes Mail Link Page 25

26 Running the Notes installation Wizard The first time you open this database, you will need to press the ESC key to close the About dialog. Next this screen will appear: There are two choices: Full Install and Mail Template Upgrade. To upgrade a version of Notes Mail Link using SoMailArchive you must choose Mail Template Upgrade The Mail Template Upgrade option will update your mail template to include SuperOffice CRM functionality. You can run this install every time you need to upgrade your original Notes mail template. 1. Select a template (Source) First select the server where the template that you are basing your new template on is located. This will normally be your Domino server or Local if you are running on the server. Then click the Browse button to select the file name of the template you want your new mail template to be based on. This will normally be mail8.ntf when you are upgrading. The Next button is only enabled once a server and a template file have been selected. Click Next to continue. Notes Mail Link Page 26

27 2. Define the file name and the location of your new mail template Select the destination server where you want your new template to be placed and enter the file name of the template you are creating. It is a good idea to include in the file name the version of the template this new template is based on, e.g. SOMailR8.ntf. 3. Define the name of the new template Give the new template a database name and a template name Note: You may use the same names as you used for the previous version of Notes Mail Link. It is a good idea to include in the template name the version of the template on which it is based on, e.g. SuperOffice Mail Template R8. Click the Create button and the installation program will start copying the template. Notes Mail Link Page 27

28 When this has finished you will get this screen. Click Exit. If the installation program did not create the new template successfully, you will get this screen. You must now follow the manual steps as described in appendix A for Lotus Notes R5 or appendix B for Lotus Notes R6/R7/R8 at the end of this manual to complete the installation. NOTE: If at the end of the mail template upgrade stage you received a message to perform the manual completion in Appendix A or Appendix B you should follow these steps now! Notes Mail Link Page 28

29 Step 3 - Manual part of the installation (after Notes install Wizard is run) Step 3.1 Sign the installed databases with your Active User s ID The template created by the installation and the SoMailArchive template distributed with this version should be signed with your Active User s ID. SuperOffice Mail template (the one that you created during installation) SO Mail Archive Template (SoMailArchive.ntf you probably located it in the same directory as So Install.nsf) Sign these databases as described above under "Opening the installation database". Step Replicate the SuperOffice Mail Template back to your server Note: If you chose to install the template locally you must replicate it back to the server as described below. If you chose to install it on the server you can skip this step. When you have incorporated the design into the mail form(s) in your new mail template (i.e. SOMail8.ntf) you must create a replica of the template file on the server. First open the template: Then select: File Replication New Replica Choose your mail server as the server, and note that it is important to specify the server's root folder (i.e. not a subfolder) as the target for the new replica. If you place the template in a subfolder, it will not appear in the list of templates when you create new databases. Remember to keep the access control settings in order to use the default values in mail files created using this template. Notes Mail Link Page 29

30 Step Replace the design of the mail template for SuperOffice CRM mail users This can be done in two ways. You can replace the design of the databases individually from every Notes client, or you can replace the design of several mail databases from the server console. Replace the design of a single mail database Open the mail database you want to change the design of. You need a user ID with designer rights to the database. This will the actual user, or the administrator. Select: File Application Replace design Specify the server as the template server, select the template you created from the list (i.e SuperOffice Mailtemplate (R8.0)) and ensure the Inherit future design changes option is checked. Click the Replace button to start replacing the design. Repeat this procedure for each user. Remember to close and reopen the database in order to view the changes. Replace the design of multiple mail databases On the Domino server it is possible to change the design of multiple mail databases. This has to be done from the console of the Domino server (or remote console) The first thing you should do is to take a full backup of all the mail files. When the backup is finished, create a text file that contains the names of the mail files you want to change. You can create a list of the file names by issuing the Domino console command: LOAD CONVERT -L c:\temp\mailfiles.txt Notes Mail Link Page 30

31 Open the file c:\temp\mailfiles.txt and inspect the contents. This can be done in Notepad or another text editor. Edit the file so it only includes the mail files of the users you are going to change. Make sure there is an extra blank line after the last person's mail file, or else this user's mail database will be skipped. Save the file when you have finished. You can then start converting the mail files. It is a good idea to do this outside regular working hours or at a time when s are not being sent. You can stop mail routing by issuing the console command: TELL ROUTER QUIT You can then start converting the mail files by issuing this command: LOAD CONVERT -F <listfile> <oldtemplatename> <newtemplatefilename> For Notes the command will look like this: LOAD CONVERT -F C:\TEMP\MAILFILES.TXT StdRMail SOMAIL.NTF The task is rather time consuming. It depends on your hardware, but you should reckon on about 100 users per hour, so allow yourself enough time. When the job is finished, you must remember to restart the mail router. This is done by either restarting the Domino server or issuing the console command: LOAD ROUTER Note that this process will remove/overwrite any changes that users have made to their mailboxes. If you want to go back, you will need to restore from a backup. Notes Mail Link Page 31

32 Step 3.4 The SuperOffice Mail Archive The SuperOffice Mail Archive is a Domino database, which is used as a shared repository of Notes mails that can be accessed from SuperOffice CRM. Because it is shared, users need to have access to all of the documents in the database in order for the links from the SuperOffice CRM client to work. Documents that are designated as being visible to one department or to all users require that a user other than the document's originator should be able to open it. The new design will only present the About document when the database is opened from a Lotus Notes client. To read a document stored in the Notes Mail Archive you must open it from the SuperOffice CRM client. You will get the About screen if you open the Mail Archive from a Lotus Notes client. To restrict such access through Lotus Notes you can replace the design of SoMailArchive.nsf as described below. Replace the design of the SuperOffice Mail Archive To replace the design of SoMailArchive.nsf with the new design: Open SoMailArchive.nsf on the server. You need a user ID with designer rights to the database. This will the actual user, or the administrator. Select: File Application Replace design Specify Local as the template server, select the SO Mail Archive Template design template and ensure the Inherit future design changes option is checked. Notes Mail Link Page 32

33 Click the Replace button and answer Yes to the question. ACL Settings for SuperOffice CRM Notes Mail Archive Although all documents are technically available to all users, it is a good idea to take measures to prevent users from accessing those documents which are intended, by their SuperOffice visibility settings, to be hidden. This is achieved by making the database design only present the About document when the database is opened from a Notes client. To read a document stored in the Notes Mail Archive you must open it from the SuperOffice CRM client. In order to further hinder users accessing documents not meant for them, certain settings in the ACL should be made. Your default SuperOffice user group should have the rights in the ACL shown below. Select: File Application Access Control Note: The Create personal agents, Create personal folders/views and Create LotusScript/Java agent options are all deselected. Selecting any of these will allow advanced users to create their own design elements to enable them to navigate to unauthorized documents. Notes Mail Link Page 33

34 Additionally, to prevent users altering the design on a local replica and then navigating to the documents you wish to hide from them, you should set the Enforce a consistent Access Control List across all replicas of this database flag under the Access Control List Advanced options. Warning: You must be very careful to ensure that a valid administrator person or group always has manager access to the database when this setting is in force. If there is no manager entry in the ACL, then you will not have the 'get out' option of changing the ACL on a local replica. Step 3.5 Check the configuration document Finally read the "SO Distribution & Configuration database" chapter later in this manual and check that this document has the correct values for your Notes environment. In particular, check that the NotesServer parameter is set to the notes server where you installed the SO Mail Archive. Notes Mail Link Page 34

35 Step 4 - Notes Mail Link Templates Upgrading Notes Mail Link Update the SuperOffice CRM Notes templates NB! If you are upgrading Notes Mail Link from an earlier version than 4.0, the following changes are required in order to make it work. Otherwise nothing needs to be done! 1) The name of the mail templates that are located in your template folder under so_arc have to be changed. Old Name New Name Description NotesMbx.son Mail.son Standard memo form in Notes mail (replaces the previous NotesMbx.son. You must rename NotesMbx.son to Mail.son and update the template definition in SuperOffice CRM Maintenance) NotesInc.son MailInc.son Standard incoming mail form in Notes mail (replaces the previous NotesInc.son. You must rename NotesInc.son to MailInc.son and update the template definition in SuperOffice CRM Maintenance) 2) You must edit your template files. The template files need a new tag as shown in the example below: SoDocId This tag is new. The document ID that is created for each new document in SuperOffice CRM will be written to this tag and used for storing information about the Notes document back into SuperOffice CRM. Example [Database] SoDocId=<doid > View=By Author NotesDB=testbase.nsf NotesServer=DominoR8 3) You must link the Notes mail templates files and the document template file to a template in SuperOffice CRM. In SuperOffice CRM Maintenance, select Lists and update the templates you need. Below is an overview of which template file name should be mapped to which SuperOffice CRM template. Template File Name Template Description Mail.son Outgoing template MailInc.son Inc. Incoming template See also "Linking a new template" in the online help for SuperOffice CRM Maintenance for details on how to link your template file to SuperOffice CRM. Notes Mail Link Page 35

36 Step 5 - Preferences to be set in SuperOffice CRM NB! It would be a good thing to restart CRM first by starting SoLoader.exe. This will reinitialize preference options. NB! If you are upgrading Notes Mail Link from a 3.x version, the following changes are required in order to make it work. Otherwise nothing needs to be done! Start the SuperOffice CRM Maintenance client. Mail Preferences Click the Preferences button in the Navigator and change the following preferences under the group in order to activate Notes Mail Link: Preference Name Value Description Send new using NotesSender New s will be sent using this plugin Send fax using NotesSender New faxes will be sent using this plugin Send documents using NotesSender New documents will be sent using this plugin Use inbox Notes Your Lotus Notes inbox will be opened when you click the icon in SuperOffice CRM System Preferences The following preferences were added to the System group during the import described in the previous chapter. Enter the correct values for them. Preference Name Notes Mail Archive Filename Notes Mail Server Notes Document Server Value Name of the Common Mail Archive including relative path from your Domino data folder. If blank, Notes Mail Link will default to SOCONFIG\SoMailArchive.nsf Name of the server where your Common Mail Archive resides Name of the server where you store your Notes Documents (if you use this functionality) Notes Mail Link Page 36

37 Test the installation To verify the success of your Notes Mail Link installation you can perform the following quick tests on a client. If you encounter any problems, please check the "Troubleshooting" chapter at the end of this manual. Open Notes Mailbox Click the button in the Navigator in SuperOffice CRM. The user's mailbox in Lotus Notes should open. This will test if this registry setting is correct: HKEY_CURRENT_USER\Software\SuperOffice\Mail\Inboxes\Notes Create a new Click the toolbar button at the bottom of the SuperOffice CRM window. Lotus Notes should open and a new be created. This will test if the file NotesSender.dll is registered with a CLSID: HKEY_CURRENT_USER\Software\SuperOffice\Mail\Senders\NotesSender Also click the Write toolbar button at the bottom of the SuperOffice CRM window and select the Notes Mail template that you created in step 5 of the installation. Lotus Notes should open and a new be created. This will test that sololink.exe and the templates that you defined work correctly. Open the "SuperOffice CRM Options" dialog Start Lotus Notes and open your mailbox. On the Actions menu choose SuperOffice CRM Options and a dialog will appear. Click the Help button and the Notes Mail Link Help will start. This will test if the file MailArchiveHelper.dll is registered correctly. Changes in Notes mailbox When you reopen the user's mailbox after the installation you should see these icons in both the view and the Memo form. When creating a new you should see Notes Mail Link Page 37

38 these icons. Notes Mail Link Page 38

39 Notes Mail Link with SuperOffice CRM Travel Notes Mail Link will decide which server to use by looking at the location currently valid in Notes. Therefore, you must switch to a location that contains communication settings that apply to where you are currently working. If you are NOT connected to a server, choose a location that is "Disconnected" Notes Mail Link will look at the $$HasLANPort tag in notes.ini. If the value of this tag is '0', Notes Mail Link will use "" (blank) as the server name (i.e. it will look for the database locally). If the value is '1', Notes Mail Link will use the name of the server specified in the.son file, the Notes Mail Link template file or the preference set in SuperOffice CRM. Note: TravelLocation in the template file used in previous versions of Notes Mail Link is no longer needed, but can still be used if desired. The value of the TravelLocation tag must be the name of the location you wish to use in Notes in order for Notes Mail Link to recognise to it. You may select your location by choosing File - Locations- Switch to Location in Notes. You can also have Notes ask for your current location each time you start Notes. To do this, choose File Preferences Basic Notes Client Configuration Additional options, select Prompt for location on startup, and click OK. If you are not connected to a server and you have not changed to the correct location in Notes, Notes Mail Link will try to connect to the server specified in the.son file, the template file or the preference set in SuperOffice CRM. An error message will be displayed indicating that the server could not be found. Change to the correct location in Notes and just double-click on the document in SuperOffice to create the document. If TravelLocation is set in the template file, Notes Mail Link will use the server specified by the LocalServer tag. This will normally be blank ("") meaning that the database resides locally, but could of course also be another server on the network. SuperOffice CRM Travel and s In order to use Notes Mail Link on a computer disconnected from the server, you first have to set up your PC to run both SuperOffice CRM and Lotus Notes properly. For Notes you must have a local replica of your mail file and a location document (e.g. Offline) that describes all the details of the location (see your Lotus Notes documentation for information). Notes Mail Link Page 39

40 When your PC is properly set up for running SuperOffice CRM and Lotus Notes disconnected from the server, you can install the SO Mail Archive and SO Distribution & Configuration database simply by creating replicas of the databases locally. Important - To make this work it is essential to maintain the same folder structure as on your server. This means that you need to create replicas of these files in the MAIL and SOCONFIG subfolders under your local Notes Data folder. Replicate your personal mail database from the server to a local \MAIL folder under your Notes Data folder. Replicate the common SO Mail archive from the server to a local \SOCONFIG folder under your local Notes Data folder. Replicate or copy the SO Distribution & Configuration database to a local \SOCONFIG folder under your local Notes Data folder. If you have changed the default parameter of Server in the configuration file for the SuperOffice mail archive from * (a star) to the server's name, you need to delete the local SO Distribution & Configuration database and replace it with a Notes copy instead of a replica. Then you can alter the value back to * (a star). To make the replicas, select the database and choose from the menu: File Replication New Replica... Type in \MAIL in front of the name of your personal mail database, and \SOCONFIG in front of the name of the two other databases. When you work with SuperOffice CRM and Notes while travelling, you must set the location in Notes to a disconnected location (the location Offline is the default from your Notes installation). In your copy of the SO Distribution & Configuration database, the TravelLocation parameter must be the name of the location you use when you are disconnected (e.g. Offline). See the "SO Distribution & Configuration database" chapter for details of parameters. The SuperOffice Mail Archive database can become quite large, since several users will be storing their s in the same database. Users must not under any circumstances delete mails from this database. If you have disk space problems on your local PC, you should read your Lotus Notes documentation for how to change the replication settings in order to define space savers. If you delete files from the personal replica of the SuperOffice Mail Archive it will corrupt the functionality of Notes Mail Link. Notes Mail Link Page 40

41 Create a Notes Mail Link template file To create a Notes Mail Link template file use a text editor, such as Notepad. The template file is build up in sections like a standard INI file. The file contains two sorts of information: Lotus Notes environment: Server name, database, name of form, view etc. Which values from various fields in the SuperOffice database are inserted into which elements in the Lotus Notes form. Here is an example of a template file that uses a non- Notes database: [Padding] Padd=<padd0> [SuperOffice NotesLink] NoOfFormItems=6 Name=<name > Address=<addr > ZipCity=<zipc > City=<city > Attention=<attn > Subject=<head > [Form] Form=Letter GoToField=Body [Database] SODocID=<doid > View=By Author NotesDB=testbase.nsf NotesServer=DominoR8 LocalServer= TravelLocation=Offline The [Padding] Section Always use Padd=<padd0> to trim the values inserted into the template variables. The [SuperOffice NotesLink] Section Under this section the link between SuperOffice CRM and Lotus Notes is defined. Note that the NoOfFormItems= tag is on the first line after the section header ([SuperOffice NotesLink]). The value of this tag must equal the number of lines or elements/form items listed below it. If the value of NoOfFormItems in the example below were 2 instead of 3, Notes Mail Link would only import the values of To and Subject tags and would omit the From tag. Notes Mail Link Page 41

42 All the elements are listed below the NoOfFormItems tag. On the left hand side of the '=' sign is the name of the Lotus Notes form item. On the right is the matching template variable in SuperOffice CRM. [SuperOffice NotesLink] NoOfFormItems=3 To=<name > Subject=<head > From=<auth > In the example above, three fields in the Lotus Notes form will be supplied with values from the SuperOffice CRM database. The Subject field will receive the value of the SuperOffice CRM template variable <head>. See "Template variables" in the online help for SuperOffice CRM Maintenance for an overview of the SuperOffice CRM template variables. Use the CRLF tag value if you want a linefeed within the Lotus Notes form item. Here is an example of a new line in a Lotus Notes Rich Text field called Body. You can have as many lines with Body=CRLF as you wish. [SuperOffice NotesLink] NoOfFormItems=3 Body=<name > Body=CRLF Body=<addr > This will create output in the document like this: John Smith 23 Downing Street The [Form] Section This section contains the following tags: Form GoToField The Form tag determines which form to use in the Lotus Notes database. If Form is blank (no value), the default form in the database is used. The GoToField tag determines in which field in the form the cursor will be positioned once the document is created. If GoToField is blank the cursor is positioned in the first field in the form. Example: [Form] Form=Memo GoToField=Body Notes Mail Link Page 42

43 The [Database] Section This section contains all information about the environment. SoDocId View NotesDB NotesServer LocalServer TravelLocatio n The document ID that is created for each new document in SuperOffice CRM will be written to this tag and used for storing information about the Notes document back into SuperOffice CRM. The View tag determines which view to open when starting the Notes database. If View is an empty string (""), the default view in the database is used. If there are several levels of views, separate them with slashes "\", e.g. View=Country\Customer\Region, or use an alias. The NotesDB tag determines which database in Lotus Notes to create the document in. NotesDB must have a value. The NotesServer tag determines which server to use. If NotesServer is an empty string (""), the database on the current computer is used. The name of the server to use if TravelLocation (see below) is "enabled". This will be an empty string ("") in most cases to indicate that the database is on the current computer, but could alternatively be the name of another server on your network or on another network. The name of the location in Notes used when the user is disconnected. If the name of the disconnected location in Notes is Offline (Disconnected), then set TravelLocation=Offline. Notes Mail Link Page 43

44 The [Notes Database/Document ID] Sections These two sections are added after Notes Mail Link creates the document in Lotus Notes. They contain universal IDs needed for retrieving the document. Do not add these sections to your template manually. If these sections exist in a template, Notes Mail Link will try to look for a document with a universal ID equal to the value of NoteUID instead of creating a new document. [Notes Database ID] NotesDBID=C12564FF0031E052 [Notes Document ID] NoteUID=B82F6B FA7C FC3 Universal Database ID. Not in use Universal Document ID. Used when retrieving the document Naming the template files The following two template files must be named as follows. Other template files can be given any name. Mail.son MailInc.son Outgoing template Incoming template The file extension must be.son. Notes Mail Link Page 44

45 Upgrading Notes When you upgrade your Notes environment it is very important to create a new SuperOffice Template. You cannot upgrade your old mail template, but have to create a new one. In most cases Lotus has enhanced the mail functionality. In order to take advantage of these changes, you should run the So Install.nsf database and choose Mail Template Upgrade. If you keep the same Design template name, then the designer process on the Domino server will upgrade this design for your users automatically. Adding new users to SuperOffice CRM In order to give new users the default settings for SuperOffice CRM mail templates you should consider creating a "user setup profile" in order to automatically retrieve SuperOffice CRM settings as default values. See your Notes/Domino Administration documentation for further information about user setup profiles. Notes Mail Link Page 45

46 SO Distribution & Configuration database The SO Distribution & Configuration.nsf database file is crucial for the correct operation of the system. This is where the parameters for file locations, names and functions are defined. The SO Distribution & Configuration database MUST be located in the SOCONFIG folder on your mail server. It contains a configuration document describing the location of the SuperOffice Mail archive. Some fields in the configuration document are mandatory. These fields are marked with a red star. The document contains the following parameters: Application/Module: The name of the application the configuration document applies to. Common Name: Alias: Server: Path and filename: Travel Location: NotesServer: LocalServer: The general name of the Notes database. The internal code the program uses to identify the Notes database (should not be altered). * means the current server (either mail server or local) This value can be altered if you have special requirements for setting up the SuperOffice Mail Archive on a different server from your mail server. This will affect mobile users or satellites. For more information, see the Travel section in this manual. The folder & filename of the Notes database to use (relative to the Data folder). Should reflect the name of the Travel location you use when working disconnected from the Notes server. Should contain the name of the server where the SuperOffice Mail Archive is installed when you are working at the office. Should be left blank. Notes Mail Link Page 46

47 Notes Link installation checkpoints The goal with this test is to verify that all components for Notes Mail Link have been installed properly with the correct files in correct place and correct registry settings etc. Install SuperOffice CD image Check installed files In order to be able to check the following, you must run the SuperOffice server installation Test The following files should be installed in the SuperOffice root directory The following files should be installed in the SuperOffice template directory Expected Result - PreferenceDlg.exe - MailArchiveHelper.dll - NotesSender.dll - SoloLink.exe - SoloLink.ini - NotesMailLink.chm - Interop.lotus.dll - NotesDoc.son - Mail.son - MailInc.son - FaxDoc.son (the following files are installed, but not used) - Forward.son - MailDoc.son - Reply.son Check SoLoader.ini Test The following sections should be added to the SOLoader.ini file Expected Result ; Mail Link files PreferenceDlg.exe = SuperOffice SoMailParser.exe = SuperOffice MailArchiveHelper.dll = DotNetCodebaseTlb Component ; Notes Mail Link files Start NotesSender.dll = SuperOffice Component SoloLink.exe = SuperOffice SoloLink.ini = SuperOffice NotesMailLink.chm = SuperOffice ; Notes Mail Link files End Notes Mail Link Page 47

48 Run Notes Link Setup.exe Added to SoLoader.ini In order to be able to check the following, you must run the Notes Link Setup installation The following files should be installed in the SuperOffice root directory A RunOnce secition is also added to the SoLoader.ini file The <VersionNo> is replaced with the actual version number of the Notes Link release. Open the template file NotesDoc.son Notes Link Reference Guide.pdf [Run:Notes Mail Link <VersionNo> Register] Command=sololink.exe RunOnce = Yes Verify that the ServerName you entered during the installation is written into the.son file NotesServer=<SERVER_NAME> Start SuperOffice with SoLoader.exe Notes Link Registry keys When you start with SoLoader, SuperOffice will run SoloLink.exe once and add keys to registry. Look for the following registry keys in order to check that everything is in place. Test SoloLink.exe Expected Result HKEY_CLASSES_ROOT\.Son * (default) SoloLink.Document HKEY_CLASSES_ROOT\SoloLink Document\shell\open\command * (Default) <Full sololink.exe path to SuperOffice root dir> %1 Inbox NotesSender SoLoader HKEY_CURRENT_USER\Software\SuperOffice\Mail\Inboxes\Notes * Command: path to Notes; i.e C:\Program Files\IBM\Notes\Notes.exe * Parameter: "MAIL" HKEY_CURRENT_USER\Software\SuperOffice\Mail\Senders\NotesSender * CLSID: {04C501FA-CB29-47B9-85FB-6266F99340B6} number may differ * FileExtension: "son" HKEY_CURRENT_USER\Software\SuperOffice\SoLoader\RunOnce * Run:Notes Mail Link <VersionNo> Register: The date it was run SuperOffice Admin client The following preferences can be checked in the Admin client Test Preference Mail Use Inbox Preference Mail Send new mail using Preference Mail Send documents using Expected Result Dropdown - Possible to select Notes Dropdown - Possible to select NotesSender Dropdown - Possible to select NotesSender Notes Mail Link Page 48

49 Preference Mail Send fax using Preference System Preferred Notes Document Server Preference System Preferred Notes Server Preference System database for SuperOffice SIX in Notes Dropdown - Possible to select NotesSender String possible to enter a server name String possible to enter a server name String possible to enter a notes database name (*.nsf). Default is: SOCONFIG\SoMailArchive.nsf Perform the Notes Setup part After installing SuperOffice and after the Notes Link Setup program has been run, you need to run the installation database SoInstall.nsf within Lotus Notes. The SoInstall.nsf installation file will be installed when you run the Setup.exe file located on the shipped CD image (the CD image that also contains all other modules and links in addition to SuperOffice CRM). How to do this is described in the Notes Link Reference Guide.pdf Visual tests Some visual tests can be performed inside Lotus Notes mail client Test Start Notes Mail Mainwindow and select an Expected Result If you have replaced with the new design from the Domino Server then you should see the SuperOffice icons in the mailbox When you reopen the user's mailbox after the installation you should see these icons in both the view and the Memo form Create a new When creating a new you should see these icons Open existing The SuperOffice buttons are visible. If the also have attachment, then the attachment button will also be visible. Notes Mail Link Page 49

50 Functional tests Functional tests to validate that the different components have been installed properly. Open Notes Mailbox by clicking on the mailicon in the Navigator in SuperOffice Create a new [1] Click the toolbar button at the bottom of the SuperOffice CRM window. Click any address in SuperOffice CRM Create a new [2] Click the Write button and select the Notes Mail Template you have created during the installation Open the SuperOffice CRM options dialog - Start Lotus Notes - Open your mailbox - On the Actions menu you choose SuperOffice CRM options If not Notes is already started, then Notes will start and your mailbox will be opened. This will test if this registry setting is correct: HKEY_CURRENT_USER\Software\SuperOffice\Mail\Inboxes\Notes Lotus Notes should open and a new be created with the current persons address This will test if the file NotesSender.dll is registered with a CLSID HKEY_CURRENT_USER\Software\SuperOffice\Mail\Senders\NotesSender Lotus Notes should open and a new be created This will also test if the file NotesSender.dll is registered with a CLSID HKEY_CURRENT_USER\Software\SuperOffice\Mail\Senders\NotesSender The SuperOffice CRM Options dialog will appear. Try to press the buttons in the options dlg and see if you get expected result (Help, About) This will test if the MailArchiveHelper.dll is registered correctly Notes Mail Link Page 50

51 Troubleshooting The following subsections describe actions to take in response to known issues. Logging You will find information about errors in the SuperOffice CRM logfile. Turn on Debug info Edit the following registry key to write more detailed information to the log file: HKEY_CURRENT_USER\Software\SuperOffice\SO5NL\EnableDebugInfo This key defaults to "0". Change it to "1" to write additional information to an own NotesLink logfile at C:\SONotesLink.log The Document dialog appears when you click the " " button Your Notes mail database should open with a new when you click the button in SuperOffice CRM. If the SuperOffice CRM Document dialog appears, the NotesSender.dll that is shipped with this product is not registered properly. Solution: There are three ways of handling this issue: 1. Remove the Run:Notes Mail Link subkey in the registry under HKEY_CURRENT_USER\Software\SuperOffice\SoLoader\RunOnce\ and restart SuperOffice CRM on the client using SoLoader.exe. 2. Locate the NotesSender.dll file in your /SuperOffice/Modules folder and double-click it (i.e. open it using regsrv32.exe, located in your Windows System32 folder). 3. Choose Custom SuperOffice Notes Mail Link installation on the menu that appears when you insert the CD. Choose Standalone or Workstation install and complete the installation. This will refresh all required files and registry settings. No Templates Defined error message If you encounter this error you have probably not defined NotesSender as your sender program. Solution: Start SuperOffice CRM Maintenance and open preferences. Define your settings as described in the "Preferences to be set in SuperOffice CRM" chapter. Notes Mail Link Page 51

52 Authorization (using the SuperOffice CRM Document dialog) When a document is created from the Document dialog in SuperOffice CRM, it is important to note that, in order to get the Notes Document ID, the form is actually created and saved in Lotus Notes first, before it is displayed to the user. This means that the first time the user saves the form, he/she is in fact modifying rather than creating it. Solution: Give the user the access required to modify the form. Notes Mail Link Page 52

53 "Create Cross Certificate" or "Execution Security Alert" message The "Create Cross Certificate" or "Execution Security Alert" message means that the database has not been properly signed with your server ID. Solution: Sign the database by following this procedure: Start the Domino Administration client In the Administration Client, open the server where the database is installed. Select the File tab Select the files in the SOCONFIG folder, and select the Sign option under Database on the Tools menu In the Sign Database dialog, select Active Server's ID and click OK If you are prompted to insert cross certificates during this procedure, just answer Yes. Notes Mail Link Page 53

54 Appendix A Appendix A Manual Steps Required for SuperOffice Mail Template Creation (R5 Non-English Templates) The Template creation wizard tries to make a SuperOffice customised mail template, based on the standard mail template delivered with your version of Notes. Due to some compatibility problems, this cannot always be fully completed; the templates delivered with non-english versions of Notes do not allow the installation code to add the SuperOffice Action buttons to the forms, views and folders. In this case, it must be done manually, using the Domino Designer client. The manual process involves the following actions: Adding the Shared Actions Send, Archive, Task and Lookup to the new template s Shared Action list. Inserting the subform SO Archive Subform Actions and replacing the Send button, in the forms Memo, Reply and Reply With History. Inserting the Archive, Task and Lookup Shared Actions into the views ($All) and ($Sent) and the folder ($Inbox). The Wizard should already have made a copy of the standard template with the name that you specified. This copy will have new design elements added and the new database title and template name that you specified. The Wizard should also have copied a database with the file name SODesignElements.nsf to your local Notes data directory. Adding the Shared Actions Send, Archive, Task and Lookup to the new Template s Shared Action list 1. Run the Domino Designer client. 2. Open SuperOffice Mail Design Elements database in Domino Designer (SoDesignElements.nsf). Located in your Notes Data directory. From the menu, choose File Database Open. Scroll down the Database field and highlight the entry SuperOffice Mail Design Elements. Click Open. Notes Mail Link Page i

55 Appendix A 3. Open the Shared Actions to be copied. In the Recent Databases navigator, expand the section Resources. Click Other from the expanded list. Double-click Shared Actions in the list of other resources in the right frame. 4. Copy the Send Shared Action to the Clipboard. Click the Send entry. Use either the Ctrl-C key combination or Edit Copy from the menu to copy the Shared Action to the clipboard. 5. Open the new Template file in the Domino Designer client. From the menu, choose File Database Open. If you chose to create the Template on a server, select the server s name from the pull-down list. Find and select the database matching the name you gave in the wizard. Click Open. 6. Open the Shared Actions for the new template. Follow the same steps you used to open the Shared Actions in the Design Elements database (step 3). 7. Paste the copied Action into the existing Shared Action list. Scroll down to the end of the Shared Action list and highlight the last entry by clicking on it. Use either the Ctrl-V key combination or Edit Paste from the menu. Notes Mail Link Page ii

56 Appendix A 8. Repeat steps 4 and 7 for the Shared Actions Archive, Task and Lookup. Switch to and from the Shared Actions of the Design Elements database and the Mail Template by clicking on the appropriate Window selector at the top of the Domino Designer window both will have the text Shared Actions. 9. Save and Close the new Template s Shared Actions. Make sure that the current window is the Shared Actions for the new Template. Close the window by either File Close, Ctrl-W or clicking the x on the Window selector. You will get a prompt Script error(s). Choose Yes to save script without its object code. Click No to edit errors. Click Yes. You should then get a prompt Do you want to save these Shared Actions? Click Yes. Notes Mail Link Page iii

57 Appendix A Inserting the subform SO Archive Subform Actions and replacing the Send button in the forms Memo, Reply, and Reply With History. 1. Open the Forms list in the new Template database. 2. Open the Memo form. Double-click Memo in the forms list. 3. Add a new line at the top of the form. Press the Enter key after the form is loaded. 4. Insert the subform SO Archive Subform Actions. From the menu, select Create Insert Subform. From the Insert Subform dialog, choose SO Archive Subform Actions and click OK. Note: Do NOT select SO Archive Subform; this does not contain the customised SuperOffice action buttons that we want to include. Notes Mail Link Page iv

58 Appendix A 5. Open the form s Action Pane Move the mouse-pointer over the right border of the main form design window. The pointer icon should change to a vertical bar with left and right arrows either side. Drag to the left to see the Action Pane. 6. Remove the existing Send button (Note its position). Select the Send entry in the Action Pane. Activate the Action Properties dialog by Alt-Enter, Edit Properties, or double-click the Send Action Pane entry. Note the value of the Position field. Close the Preferences dialog. Press the Delete key. Click Yes at the prompt Permanently delete the selected action? 7. Insert the new Send button. Select Create Insert Shared Action from the menu. Scroll down the Action list to find the new Send entry. This should be near the bottom of the list together with the other new Shared Actions, Archive, Lookup and Task. Select the Send entry. Click Insert and then close the Insert Shared Action(s) dialog. 8. Reposition the new Send Action. Find the Send Action that you have just pasted in the Action Pane. This should be at the very bottom of the list. Select the Send Action and activate the Properties dialog (see step 6). Type in the position value of the original Send Action that you noted down in step 6. Close the Properties dialog. 9. Close the form. Answer Yes to the prompt Do you want to save this form? 10. Repeat steps 3-8 to insert a new Send button for the forms Reply and Reply With History. Notes Mail Link Page v

59 Appendix A Inserting the Archive, Task and Lookup Shared Actions into the views ($All) and ($Sent) and the folder ($Inbox) 11. Open the views list in the new Mail Template. 12. Open the view ($All). Double click ($All) in the list of views. 13. Open the view s Action Pane Move the mouse-pointer over the right border of the main view design window. The pointer icon should change to a vertical bar with left and right arrows either side. Drag to the left to see the Action Pane. 14. Select the last entry in the Action Pane. Notes Mail Link Page vi

60 Appendix A 15. Insert the Shared Actions Archive, Task and Lookup into the view. Choose Create Insert Shared Action from the menu. Select the Archive Shared Action in the Insert Shared Action dialog. Click Insert. Repeat for Task and Lookup. Click Done. 16. Close the view window and save the changes. Use File Close from the menu, Ctrl-W or click the x on the Window selector. Click Yes to confirm that you wish to save changes. 17. Repeat steps 2 6 to insert the same actions for the view ($Sent). 18. Open the folders list in the new Mail Template. 19. Open the folder ($Inbox). Double click ($Inbox) in the list of folders. 20. Repeat steps 3 6 for this folder. Now you return to Step 3 in the installation procedure and continue with the installation. Notes Mail Link Page vii

61 Appendix B Appendix B Manual Steps Required for SuperOffice Mail Template Creation (R6/R7/R8 Templates) The Template creation wizard tries to make a SuperOffice customised mail template, based on the standard mail template delivered with your version of Notes. Due to some compatibility problems, this cannot always be fully completed; Notes Release 6/7/8 does not allow the installation code to add the SuperOffice Action buttons to the forms, views and folders. In this case, it must be done manually, using the R6/R7/R8 Domino Designer client. The manual process involves the following actions: Adding the Shared Actions Send, Archive, Task and Lookup to the new template s Shared Action list. Inserting the subform SO Archive Subform Actions and replacing the Send button, in the forms Memo, Reply and Reply With History. Inserting the Archive, Task and Lookup Shared Actions into the views ($All) and ($Sent) and the folder ($Inbox). The Wizard should already have made a copy of the standard template with the name that you specified. This copy will have new design elements added and the new database title and template name that you specified. The Wizard should also have copied a database with the file name SODesignElements.nsf to your local Notes data directory. Adding the Shared Actions Send, Archive, Task and Lookup to the new Template s Shared Action list 1. Run the Domino Designer client. 2. Open SuperOffice Mail Design Elements database in Domino Designer (SoDesignElements.nsf). Located in your Notes Data directory. From the menu, choose File Application Open. Scroll down the Database field and highlight the entry SuperOffice Mail Design Elements. Click Open. Notes Mail Link Page viii

62 Appendix B 3. Open the Shared Actions to be copied. In the Recent Databases navigator, expand the section Shared Code. Click Actions from the expanded list. 4. Copy the Archive, Lookup, Send and Task Shared Actions to the Clipboard. Click the Archive entry. Hold down the shift key and press down-arrow three times to select Lookup, Send and Task. Use either the Ctrl-C key combination or Edit Copy from the menu to copy the Shared Actions to the clipboard. 5. Open the new Template file in the Domino Designer client. From the menu, choose File Application Open. If you chose to create the Template on a server, select the server s name from the pull-down list. Find and select the database matching the name you gave in the wizard. Click Open. 6. Open the Shared Actions for the new template. Follow the same steps you used to open the Shared Actions in the Design Elements database (step 3). 7. Paste the copied Actions into the existing Shared Action list. Use either the Ctrl-V key combination or Edit Paste from the menu. Notes Mail Link Page ix

63 Appendix B 8. Set the icon for the Send button to None. Select just the Send button from the list of Shared Actions you have just pasted. Activate the Action Properties dialog by the Alt-Enter key combination, or from the menu Edit Properties Change the Icon radio button value from Custom to None. Tips: The Send button that you are looking for is the one that has the word Custom in the Graphic column. Notes Mail Link Page x

64 Appendix B Inserting the subform SO Archive Subform Actions and replacing the Send button in the forms Memo, Reply, and Reply With History. 1. Open the Forms list in the new Template database. 2. Open the Memo form. Double-click Memo in the forms list. 3. Add a new line at the top of the form. Press the Enter key after the form is loaded. 4. Insert the subform SO Archive Subform Actions. From the menu, select Create Resource - Insert Subform. Notes Mail Link Page xi

65 Appendix B From the Insert Subform dialog, choose SO Archive Subform Actions and click OK. Note: Do NOT select SO Archive Subform; this does not contain the customised SuperOffice action buttons that we want to include. 5. Remove the existing Send button. First open the Action Pane by selecting View - Action Pane from the menu. The Action Pane will pop up to the right of the form. There will be one entry in the Action Pane labelled Send (two entries in Domino R6/R7. Select the one which does not have an expand icon (+) next to it) Press the Delete key. Click Yes at the prompt Permanently delete the selected action(s)? 6. Insert the new Send button. Select Create Action Insert Shared Action from the menu. Scroll down the Action list to find the new Send entry. Note: There will be more than one Send entry in the list. The correct one to use is the one that appears in the list together with Archive, Task and Lookup. Notes Mail Link Page xii

66 Appendix B 7. Close the form. Answer Yes to the prompt Do you want to save this form? 8. Repeat steps 3-7 to insert a new Send button for the forms Reply and Reply With History. Notes Mail Link Page xiii

67 Appendix B Inserting the Archive, Task and Lookup Shared Actions into the views ($All) and ($Sent) and the folder ($Inbox) 1. Open the views list in the new Mail Template. 2. Open the view ($All). Double click ($All) in the list of views. 3. Select the last entry in the Action Pane. The Action Pane is situated to the right of the main view design window. You activate the Action Pane by selecting View - Action Pane from the menu. The Action Pane will pop up to the right. Select the last entry. Select the last entry in the Action Pane! Notes Mail Link Page xiv

68 Appendix B 4. Insert the Shared Actions Archive, Task and Lookup into the view. Choose Create Insert Shared Action from the menu. Select the Shared Actions Archive, Task and Lookup by clicking on them in the Insert Shared Action dialog. Click Insert. Click Done in the Insert Shared Action dialog. 5. Change the order of the buttons so that Task appears before Lookup. Click on Task in the Action Pane and drag it over the Lookup entry. 6. Close the view window and save the changes. Use File Close from the menu, Ctrl-W or click the x on the Window selector. Click Yes to confirm that you wish to save changes. 7. Repeat steps 2 6 to insert the same actions for the view ($Sent). 8. Open the folders list in the new Mail Template. 9. Open the folder ($Inbox). Double click ($Inbox) in the list of folders. 10. Repeat steps 3 6 for this folder. Now you return to Step 3 in the installation procedure and continue with the installation. Notes Mail Link Page xv