Connector for IBM Lotus Notes. ados.com Therefore Corporation, all rights reserved.

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1 Connector for IBM Lotus Notes ados.com

2 CREDITS All rights reserved. No parts of this w ork may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - w ithout the w ritten permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective ow ners. The publisher and the author make no claim to these trademarks. Canon is either a registered trademark or trademarks of Canon Inc.in the United States and/or other countries. UniFlow Output Manager is either a registered trademark or trademark of NTWare in the United States and/or other countries. Microsoft, Outlook, SQL Server, SharePoint, NT, Excel, Internet Explorer and Pow erpoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Window s Explorer, SharePoint, Office, Window s, Exchange and Microsoft MAPI Editor screen shots reprinted w ith permission from Microsoft Corporation. SAP and R/3 are the trademarks or registered trademark of SAP AG in Germany and in several other countries. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective ow ners. IBM, DB2 and Lotus Notes are trademarks of International Business Machines Corporation in the United States, other countries, or both. ISIS is a registered trademark of Pixel Translations, a division of ActionPoint, Inc. Kofax Capture, Ascent, VirtualReScan and Adrenaline are the trademarks or registered trademarks of Kofax, Inc., in the United States and other countries. ecopy, ShareScan and ecopy Desktop are the trademarks or registered trademarks of ecopy, Inc., in the United States and other countries. Adobe is either a registered trademark or trademark of Adobe Systems Incorporated in the United States and/or other countries. While care has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: June 2009 Contact: documentation@therefore.net

3 Table of Contents 1. Sy st em...4 Requirement s 2. Preparat...4 ions before Inst allat ion 3. Creat ing...4 t he Configurat ion Dat abase 4. Preparing...6 t he Lot us Not es Target Dat abase Templat e 4. 1 Copy t he Sc ript Libraries Copy t he Therefore... Ac t ions Add t he Ac t ions t... o Forms / View s Copy t he Cat egory... Selec t ion Form Finalizing t he set... up Using...10 t he Configurat ion Dat abase 5. 1 Define t he Basic... Configurat ion Form Configurat ion Advanc ed Programming... 14

4 This connector was developed to allow IBM Lotus Notes users the ability to save and classify s directly into Therefore. The connector is delivered as a Notes Template (NTF), which contains all the design elements needed for installation and setup. 1. System Requirements It em Requirement s Therefore Therefore 2009 Therefore Client A Therefore Client must be installed on every client using the Therefore. 2. Preparations before Installation 1. Decide on which server the configuration database should be created. 2. Create a Therefore Users group in Lotus Notes to enable access restrictions to the configuration database and the saving actions. Add all users who should be able to save to Therefore. 3. Additionally a Therefore Administ rat ors group can be created if required. Add all users who should be able to administrate the Therefore Connector for Lotus Notes. 3. Creating the Configuration Database 1. Copy the file "TheConfiguration.ntf" to the local Lotus Notes directory (e.g. C:\Program Files\lotus\notes\data). 2. Open the Lotus Notes client and select File then Dat abase and then New. 3. Enter a Server name, Tit le and File name for the new database (this database must be available for all users). Then under Templat e select the Therefore Connector Configuration template from your local Lotus Notes data directory. Click OK to create the database. 4

5 4. Right-click on the newly created database and select Dat abase then Access Cont rol. Add the Therefore Users and Therefore Administ rat ors (optional) group to the Access Control List. Under At t ribut es set Access rights for Therefore Users to Readers, Therefore Administrators to Manager and Default- to No Access. 55

6 4. Preparing the Lotus Notes Target Database Template The source code necessary for the Therefore Lotus Notes Connector will be added to the Notes Template of the Database, which should be enabled for archiving. These steps are the same for any Notes database. In this manual the standard Lotus Notes Mail Template will be changed. 4.1 Copy the Script Libraries 1. Open the Lotus Notes Designer. 2. Open the Lotus Notes Mail template (for Version 6 this is mail6.ntf). 6

7 3. Open the Therefore Lotus Notes Connector Database. 4. Open Shared Code then Script Libraries. Here you will find two script libraries: TheLNCons and TheLNConnect or. Copy the script libraries to the target database (Lotus Notes Mail template) using copy & paste (CTRL-C and CTRL-V). Select No in the dialogs that open. 77

8 5. Double Click on the TheLNCons Script Library. Go to Init ialize. Set the values for Therefore Configuration DB Server (THEREFORE_CONFIGDB_SERVER) and Database Name (THEREFORE_CONFIGDB_PATH). If necessary you can translate all user messages to your local language. When finished, close and save your changes. 4.2 Copy the Therefore Actions 1. Open the Therefore Connector database. 2. Open the section Shared Code then Act ions. 3. Here you will find three predefined actions: Send Document t o Therefore saves the currently open document to Therefore. Send select ed Document s t o Therefore saves the selected documents in the current view to Therefore. View Document after saving the document can be opened in the Therefore Viewer. 4. Copy & paste the actions you need to the target database. It is then also possible to rename the actions. 8

9 By default the actions are only visible to users of the Therefore Users group. This setting can be configured via a formula in the shared actions. 4.3 Add the Actions to Forms / Views 1. Open the Mail Template database. 2. Open the section Forms. 3. Open the Memo form. 4. Select Creat e then Act ion then Insert Shared Act ion. 5. Select Send Document t o Therefore and then Insert. 6. Save the Form Repeat these steps for all actions needed. (i.e. you can add this action the Reply, New Memo and Reply wit h Hist ory forms). If you want to archive multiple documents at the same time, add the action Send Select ed Document s t o Therefore to the $Inbox folder and any other folder/view which needs the functionality. 99

10 4.4 Copy the Category Selection Form If you want to let the user choose the category the document should be archived to, then you need to copy the Cat egory Select ion form from the configuration database to the target database. 1. Open the Therefore Lotus Notes Connector Configuration database. 2. Open the section Forms. 3. Copy and paste the form TheCat egory Select to the target database. 4.5 Finalizing the setup The setup of the target database is now finished and after replication, all users should see the design changes (new buttons). The template is now ready to be connected to Therefore. To roll out your changes, the template changes have to be replicated to all databases using the template. This can be done by hand or automatically in the background (depending on your Lotus Notes System Setup). 5. Using the Configuration Database To enable the saving of Documents to Therefore, you have to setup archiving rules for every form you need to archive. In the Configuration Database you can define rules for each form and category. 10

11 5.1 Define the Basic Configuration The Basic Configurat ion defines whether an administrator should be informed by if a failure in the system occurs. Send Not ificat ion Mails on Error An with the error is sent to the user defined under Send t o. Send t o The recipient(s) (Users / Groups) of the s can be specified. 5.2 Form Configuration Every form from which s are to be saved needs to be configured. The main settings are: category for archiving, the file format and how attachments are handled. Each form needs to be mapped or needs to be specified as an alias in another form configuration

12 Configurat ion for Form Name The name of the form. wit h Alias: Forms for which the same settings should be used can be specified. User can Choose Cat egory : This sets whether a user can choose the category, for saving to, at run-time. If this is set to No then a single category must be selected. If this is set to Yes then a list of categories can be defined. User can choose bet ween following Cat egories This table defines which categories the user will be able to choose from. If this is left empty the user will be able to choose from all categories for which they have permissions. Alternatively a custom list can be defined using the Add New... button. The user will then only see categories added to the table. Archive As: The format for the to be saved in can be chosen. RTF: Supported by Lotus Note with no further requirements. HTML: Needs Microsoft Word XP installed on the client. PDF: Needs Microsoft Word XP and FreePDF ( installed on the client. User Select ion: User can choose the format in a pop-up dialog. Archive At t achment s: only the attachments are archived. Body & At t achment s: the and its attachments are archived. 12

13 Not es RichText Field holding t he cont ent and at t achment s: The name of the main richtext field of the form (e.g. Body for the Memo form). Already Defined Cat egory Mappings: A list of already defined category mappings for this form. Creat e new The Form t o Cat egory Mapping is opened and the category mappings can be defined Form to Category Mapping This is an optional configuration which defines a configuration for each form, for each category. If no form to category mapping is defined, then Therefore Lotus Notes Connector will apply default settings for this category. However, a form to category mapping is necessary if you want to pre-define some index information or map Lotus Notes fields to Therefore index fields. Mapping for Form Name: (Read only) Name of the form. Mapping for Therefore Cat egory : (Read only) Name of category

14 Not es Field Name / Therefore Index Field Name This table defines the mapping of Notes Fields to Therefore Fields. You define a 1:1 mapping of a Notes Field to an Therefore Index Field. The Notes Field Names cannot be verified at design time. If the Field was misspelled or does not exist, the user will get an Error Message displayed. Besides the Lotus Notes fields, you can use the following pre-defined functions: [USERID] ID of the current User [DBID] ReplicaID of current Database [DBNAME] File Path of current Database [TODAY] Todays Date Example for the memo form. Notes Field Name Therefore Index Field Name From Subject SendTo PostedDate [USERID] [DBNAME] From Subject To Date UserID DatabaseName Show Cat egory Dialog before Archiving: If yes is selected, the category dialog with the filled in index information will be displayed to the user. The user can then add additional Information or cancel the archiving process. If no is selected the user does not have the option to cancel the saving process. Allow Archiving more t han once: If yes is selected, a document can be saved to Therefore more than once (e.g. save the same document to different categories). Delet e Document Cont ent (use t his opt ion wit h care!): If yes is selected, the saved document content will be deleted and replaced by a message for the user. If you archive attachments only, only attachments will be removed. If you archive Body & Attachments, the complete Body together with attachments will be removed). Note: the deleted content is now only retrievable in Therefore and no longer in Lotus Notes. 5.3 Advanced Programming If you want to override the Configuration Database default settings using Lotus Script Code, there is a Public Function available for calling and passing your specific Configuration. To be able to call the function you have to add the Use TheLNConnector statement at the declaration section of the agent. You could use it, for example, to design two custom buttons. One saves documents in PDF format, and the other in HTML format. Funct ion for one Document : Public Sub TheArchiveDocumentEx (doc As NotesDocument, CategoryNumber As Integer, _ RTFField As String, ArchiveType As Integer, ArchiveScope As Integer, ShowDialog As Integer, _ MultiArchive As Integer, DeleteContent As Integer, bshowmsgbox as Boolean ) 14

15 Paramet ers: doc: Notes document to be archived. Cat egory Number: the category number to archive to (0 for default settings). RTFField: the RTF field containing the attachments ( for default settings). ArchiveTy pe: archive format for the Notes document. (0 default, 1 RTF, 2 HTML, 3 PDF, 4 user selection). ArchiveScope: archive attachments only or attachments and body (0 Default, 1 attachments only, 2 attachments & Body). ShowDialog: show the Therefore category dialog before archival (-1 Default, 0 No, 1 Yes). Mult iarchive: allow multiple archiving of documents (-1 Default, 0 No, 1 - Yes). Delet econt ent : delete the archived content (-1 Default, 0 No, 1 - Yes). bshowmsgbox: show message boxes to the user (True Messagebox command is executed, False print command is executed, for agents with no user interface, this prints to the server log file. Funct ion for mult iple Document s: Public Sub TheArchiveSelectedDocumentsEx (docs As NotesDocumentCollection, CategoryNumber As Integer, _ RTFField As String, ArchiveType As Integer, ArchiveScope As Integer,ShowDialog As Integer, MultiArchive As Integer, DeleteContent As Integer, bshowmsgbox as Boolean ) Paramet ers: (see above). Example: archive attachments & body as PDF user defaults for all other settings: Sub Click(Source As Button) Dim uiws As New NotesUIWorkspace Dim uidoc As NotesUIDocument Set uidoc = uiws.currentdocument Call TheArchiveDocumentEx(uiDoc.Document, 0,"",3,2,-1,-1,-1, True) uidoc.close(true) End Sub 15 15