Smart Device Syncing Practices The Novell Data Synchronizer for Mobility is the product used to synchronize GroupWise mail, contacts and calendar items to a mobile device. First the GroupWise account must be reviewed to ensure the structural integrity of the GroupWise mailbox. Next, an engineer provisions the user account in the Novell Data Synchronizer for Mobility server. Finally, the mobile device is configured to use the ActiveSync protocol to synchronize GroupWise data to native device applications. Reviewing the GroupWise mailbox requires a technician to inspect the GroupWise mailbox and verify there are no duplicate or misplaced folders within the GroupWise mailbox. Provisioning a user account in the Novell Data Synchronizer is a process initiated by an engineer. The time needed by the DataSync server to complete the provisioning process is dependent on the size of the mailbox. Once a user account has been provisioned, the device needs to be configured to synchronize to the DataSync server. A Microsoft Exchange syncing relationship is how the device needs to be configured for syncing to GroupWise. In general, synching services will work with mobile devices that: Support connecting to MS Exchange 2003 SP2 or later Run Apple ios 4.2.1 or later Run Android 2.1 or later Run or can be upgraded to Symbian Series 60 3rd-5th Edition Run or can be upgraded to MS Windows Mobile 5.0 or later, MS Windows Mobile 5.0 with Messaging and Security Feature Pack, or MS Windows Mobile 2003 and 2003 2nd Edition Run Windows Phone 7 Support the ActiveSync protocol version 2.5 To configure Exchange ActiveSync on the device the following information is needed. Username: For example: jsmith Password: Your GroupWise password Email server: mobile.archchicago.org
Domain: This information is not required. Email address: For Example: jsmith@archchicago.org Be aware most devices are configured to automatically push changes in GroupWise to the mobile device. Consult the device manual to disable this function and instead choose to sync at a 15-30 minute interval. This will greatly conserve battery life and prevent a password lockout when the time comes to change your GroupWise password. If a time critical message is expected, performing a manual sync will retrieve the latest GroupWise changes Operating System Specific guidelines at the end of this document are linked as follows: Apple ios devices ipod, iphone, ipad Android OS devices: Droid, Droid X, HTC Thunderbolt, Samsung Galaxy Tab, Motorola Xoom Windows Mobile 6.x OS: HTC Touch Pro, Samsung Mogul Password Changes The GroupWise password expires every 30 days. There is currently no way to initiate or complete a password change process exclusively on a mobile device. Complete the normal password change process at workstation logon or GroupWise Web Access logon. Familiarize yourself where to change the stored password on the mobile device and update the password immediately after a change to avoid possible network lockout. If you are planning an extended absence from the office, it is recommended that you change your password prior to your leave. This will allow you 30 days of password validity thereby avoiding any password expiry related syncing interruptions while you are out of the office. Device Security As proprietary AOC data is stored on the device, it is required that a PIN, password, or other biometric means be used to secure the device. The device should also be configured to auto-lock if left unused or unattended. Consult the device manual to configure these security measures. Wireless syncing Because mail synchronization is wireless, wireless signal strength is the greatest factor in a successful sync. Though the mobile device may indicate a strong wireless signal, the data connection strength may not be sufficient to complete a successful sync. Consult the device manual and familiarize yourself with the on device signal and data connection indicators. It may be necessary to change your physical location to maintain a connection capable of completing a successful sync. Avoid using free or public Wi- Fi hotspots when syncing as they may be surreptitiously capturing your wireless traffic. Only use known
secure Wi-Fi hotspots when syncing. When sending or receiving time critical messages from the device it is best to use a secure Wi-Fi location to allow the best chance for a successful sync. Mobile application markets 3 rd party applications are not supported by the Office of Information Technology nor are 3 rd party applications backed up via the Novell Data Synchronizer for Mobility. Be mindful that though an application is free, it may contain location tracking or other malicious code. Only the Apple App Store and Google Android Market place are authorized for application purchases. Do not install applications obtained or purchased from any other application marketplace or location. Personal Data Personal data, such as photos, music, applications, secondary mail, contacts, calendars, are not backed up or supported. The only information backed up is the data successfully synchronized from the mobile device back into the GroupWise system and present during the nightly disaster recovery backups performed on the GroupWise system. Backup your personal data as instructed by the device manual. Personal data backups typically involve connecting the device to a home computer. Device loss or theft In the case of device loss or theft, contact the carrier immediately and request that the device be remotely erased and disabled. Please notify the Office of Information Technology that syncing services may be disabled and a secondary remote erasure may be initiated. Remote Erasure In the event the security of Archdiocesan data on the phone is compromised, a remote erasure of all data on the mobile device may be initiated at any time. This erases all data on the device including photos, music, applications, etc. This remote erasure may also affect additional storage in the form of micro-sd or other add-on memory devices. In any event, the Archdiocese will be held harmless for the loss of personal data. Insurance, Warranties, Device protection Insurance beyond the manufacturer warranty is recommended to protect the device from loss, theft and accidental damage & destruction. Squaretade and Asurion are reputable vendors of such insurance coverage. Though there is an upfront cost and deductible, such insurance policies will typically replace a device at a cost savings of several hundred dollars less than purchasing a replacement device without a contract. A screen protector and case are also recommended to protect the device from incidental drops and screen scratches. Firmware Updates It is not recommended to update the mobile device firmware. A firmware update may adversely affect a functioning syncing relationship.
Known Item Synchronization Issues Click the Topic linked below to review the known synchronization issue Attachments Large Attachments New Contacts Copied Contacts Contacts with Categories Contacts with Pictures Organizations within Contacts Personal Address Books Shared Address Books Draft Items Forwarded Items Moved Items HTML Formatted Messages Appointments on Windows Phone 7 Devices Appointment Modifications Rescheduled Appointments Declined Appointments Private Appointments Personal Calendars Shared Calendars Shared Folders Find Results Folders
Reminder Notes Tasks Phone Messages Picture Quality Attachments On some mobile devices, items that have attachments are available on your mobile device before the attachments themselves have synchronized. When this happens, you might see the item on your mobile device without attachments, then the item disappears briefly and reappears complete with attachments. This is working as designed. Large Attachments Synchronizing large attachments to other applications and mobile devices can put a substantial load on the DataSync server. The maximum size of attachments is 500 Kilobytes (one half megabyte). If an oversized attachment is time critical, use the on device web browser to navigate to the GroupWise WebAccess portal and login using the simple interface. All messages and attachments are available for download when using GroupWise WebAccess. New Contacts If you create a new contact on your mobile device and if you do not assign it to a specific address book (perhaps called a group or a category on your mobile device) or if you assign it to an address book that does not exist in GroupWise, it might not synchronize back to GroupWise as you expect. By default, an unassigned new contact synchronizes to your default personal address book in GroupWise. However, the default personal address book in GroupWise is your Frequent Contacts address book, which is not synchronized to your mobile device by default. So an unassigned new contact from your mobile device might not synchronize to GroupWise where you expect it, or it might not synchronize at all. To assure that new contacts created on your mobile device synchronize to GroupWise as expected, always assign them to a mobile device address book (or group or category ) that is synchronized with a specific GroupWise personal address book. Or, make sure that you change your default personal address book in GroupWise to a personal address book that synchronizes with your mobile device. Your default personal address book in GroupWise is the address book that displays when you click the Contacts tab in the GroupWise client. When you change your default personal address book in the
GroupWise client, the change takes effect for your mobile device the next time the DataSync server is restarted. Copied Contacts If you copy a contact from one GroupWise address book to another, the contact is not synchronized to your mobile device in the destination address book. The GroupWise client links the original contact into the destination address book. Such links are not currently synchronized to your mobile device. However, on some mobile devices, you can search for contacts, regardless of which address book they are located. If the original contact is in an address book that is not synchronized to your mobile device, such as the Frequent Contacts address book, the copied contact does not appear on your mobile device, even when you are synchronizing the address book that it was copied into. If you want a copied contact to appear on your mobile device, delete the original contact from the original address book. This creates the contact as a normal contact in the address book that is being synchronized. Contacts with Categories On some mobile devices, contacts with categories appear to be duplicated. If this is a problem, remove the category from the contacts. Contacts with Pictures If you create a contact on your mobile device and add a picture to it, the contact might not synchronize to GroupWise if the picture that you added to the contact on your mobile device exceeds the GroupWise picture size limit. GroupWise personal address books limit contact pictures to 64x64 pixels and less than 2K in size. Organizations Organizations currently do not synchronize to mobile devices. Personal Address Books When your default personal address book synchronizes to your mobile device, it is named Contacts rather than the name that you see in GroupWise. The default GroupWise personal address book is your Frequent Contacts personal address book. If you change your personal address book in GroupWise, this change does not synchronize to your mobile device. As a result, if you add new contacts to the new default personal address book in GroupWise, those new contacts synchronize to your original default personal address book on your mobile device. On some mobile devices, personal address books with categories appear to be duplicated. If this is a problem, remove the category from the personal address books. Shared Address Books
Shared address books are synchronized to the owner s mobile device, but not to the mobile devices of those with whom the address book has been shared. Draft Items If you create a draft item on your mobile device, it does not synchronize to your Work in Progress folder in the GroupWise client. If you create a draft item in the GroupWise client, it does synchronize to your mobile device, but you cannot modify it on your mobile device. Forwarded Items On some mobile devices, items that are forwarded as attachments in GroupWise are not accessible. Moved Items If you move an item from one folder to another in the GroupWise client, it might not immediately move from the original folder to the destination folder on your mobile device. If the moved item still appears in the original folder, or if it does not appear in the destination folder, manually refresh the folder on your mobile device. Use the mobile device s Sync or Refresh option to see that the item has successfully moved from the original folder to the destination folder on your mobile device. HTML Formatted Messages Messages that display with HTML formatting in GroupWise are synchronized as text-only messages to your mobile device. The DataSync server currently uses ActiveSync version 2.5, which does not support HTML formatting. A future version of the DataSync server will support a more recent version of ActiveSync. Appointments on Windows Phone 7 Devices On Windows Phone 7 devices, the DataSync server does not correctly accept and decline appointments. Therefore, users of Windows Phone 7 devices should not accept or decline appointments on their devices. This issue will be corrected in a future update. Appointment Modifications If you send an appointment to multiple users in the GroupWise client, then modify the appointment on your mobile device by changing the time, subject, location, or message text, your changes are not synchronized back to GroupWise. For some mobile devices, when you modify an appointment on your mobile device, the modified appointment synchronizes correctly to GroupWise, but the original appointment is not removed from GroupWise, resulting in duplicate appointments in GroupWise. Rescheduled Appointments
If you reschedule an appointment into the future in the GroupWise Calendar, it also reschedules to the new date on your mobile device. However, the original appointment on the original date remains as a duplicate on your mobile device. On some devices, subsequent synchronizations update both appointments. On other devices, subsequent synchronizations cause both appointments to disappear from the mobile device. Declined Appointments If you decline an appointment and include a comment, the comment does not synchronize to the appointment sender s mobile device. Private Appointments Some mobile devices cannot mark calendar items as private. This is a limitation of the mobile device. Once an appointment created on a mobile device has been synchronized back to GroupWise, use the GroupWise desktop client or web client to mark the appointment as private. Personal Calendars In the GroupWise client, you can select the personal calendars from which you want appointments displayed in the main GroupWise Calendar. However, when calendar data is synchronized to your mobile device, all appointments are synchronized into the main calendar on the mobile device, regardless of which personal calendars you have selected in GroupWise. This is working as designed at present. If you create a personal calendar under your main Calendar folder in the GroupWise client, it might synchronize to your mobile device as a regular folder rather than a Calendar folder. If this happens, rename the personal calendar to cause it to display as a Calendar folder. Shared Calendars Shared calendars are synchronized to the owner s mobile device, but not to the mobile devices of those with whom the calendar has been shared. Shared Folders Shared folders synchronize to your mobile device if you are the folder owner. Users with whom the folders are shared do not see the shared folders on their mobile devices. Find Results Folders Find Results folders do not synchronize to your mobile device. A Find Results folder is a view of search results, not an actual folder in GroupWise. Reminder Notes
Reminder notes are synchronized to your device as all day events. If you create an all day event on your mobile device, it synchronizes to GroupWise as an all day event. If you create a note on your mobile device, it does not synchronize to GroupWise. Tasks Tasks are not currently synchronized to your mobile device. Phone Messages Phone messages are not currently synchronized to your mobile device. As a workaround, you can set up a rule to forward phone message items to yourself as e-mail messages, which then synchronize to your mobile device. Picture Quality GroupWise personal address books limit contact pictures to 64x64 pixels and less than 2K in size. Mobile devices often handle pictures with more pixels and a larger file size. When pictures are synchronized from your mobile device to GroupWise, GroupWise makes two attempts to optimize the picture to fit within the GroupWise limits of 64x64 pixels and 2K file size. The resulting picture might not display as well as expected in the GroupWise personal address book. When pictures are synchronized from GroupWise to your mobile device, they might not display as well as expected on the mobile device because the GroupWise limit is retained on the mobile device. The following steps detail how to establish an Exchange syncing relationship on an ios device. Keep in mind it is best to complete this process when connected to a known secure Wi-Fi hotspot. It may take up to 10-15 minutes to complete an initial sync when connected to a known secure Wi-Fi hotspot. When establishing a synching relationship over the cellular data network, it may take an hour or more for the entirety of the initial sync to complete. Open the Settings app Select Mail, Contacts, Calendars (you may need to scroll down) Select Add Account and choose Exchange Enter your information as follows: Email Address: e.g. jsmith@archchicago.org
Password: Your GroupWise password Description: Archdiocese of Chicago Select Next in the top right corner The process will attempt to verify, timeout and then an additional data entry field will appear. Email: This is carried over from the previous screen Server: mobile.archchicago.org Domain: This information is not needed Username: e.g. jsmith Password: This is carried over from the previous screen Description: This is carried over from the previous screen Select Next in the top right corner Acknowledge that Mail, Contacts & Calendar sync are set to ON and select Save in the top right corner. Once completed the device returns to the Mail, Contacts, Calendars settings menu. Select Fetch New Data (it may be necessary to scroll down) Move the Push slide to Off Select Every 30 Minutes as the default syncing interval.
Take the time to familiarize yourself with the Mail, Contacts, Calendars settings. It is suggested you take the time to set a default signature. Press the Home button to return to the home screen. The following steps detail how to establish an Exchange syncing relationship on an Android OS device. Keep in mind it is best to complete this process when connected to a known secure Wi-Fi hotspot. It may take up to 10-15 minutes to complete an initial sync when connected to a known secure Wi-Fi hotspot. When establishing a synching relationship over the cellular data network, it may take an hour or more for the entirety of the initial sync to complete. Open the Settings app Select Accounts and Sync Select Add Account and choose Microsoft Exchange (it may also be called Corporate Sync or Exchange ActiveSync ) Enter your information as follows: Email Address: e.g. jsmith@archchicago.org Password: Your GroupWise password Select Next The process will attempt to verify, timeout and then an additional data entry fields will appear. Domain\Username: Your GroupWise login name, e.g. jsmith Remove any leading backslash characters that may appear or be inserted before your username. Server: mobile.archchicago.org Ensure that Use Secure Connection (SSL) checkbox is selected. Select Next
If available, select 30 Minutes as the default syncing interval. Select Next As a description of the account enter Archdiocese of Chicago select Next Take the time to familiarize yourself with the Accounts and Sync settings. It is suggested you take the time to set a default signature. Press the Back button to return to the home screen. The following steps detail how to establish an Exchange syncing relationship on a Windows Mobile OS 6.x device. Keep in mind it is best to complete this process when connected to a known secure Wi-Fi hotspot. It may take up to 10-15 minutes to complete an initial sync when connected to a known secure Wi-Fi hotspot. When establishing a synching relationship over the cellular data network, it may take an hour or more for the entirety of the initial sync to complete. Press the Windows key Select ActiveSync Select Menu Add Server Source Enter your information as follows: Email Address: e.g. jsmith@archchicago.org Deselect the checkbox Attempt to detect Exchange Server Settings automatically Select Next Server Address: mobile.archchicago.org Ensure the checkbox This server requires an encrypted (SSL) connection is selected. Select Next This information is not needed Username: e.g. jsmith Domain:
aoc2 Password: Your GroupWise password Ensure the Save password checkbox is selected Select Next Leave the default selections in place and select Finish. The ActiveSync icon animation will terminate when the initial sync has completed. Depending on the volume of your GroupWise data, it may be necessary to manually sync one or more times before all of the contacts, calendar and mail data is synchronized. Take the time to familiarize yourself with the ActiveSync settings. It is suggested you take the time to set a default signature. It is also recommended that a default syncing interval of 30 minutes is configured.