VisNetic GroupWare User s Guide Additional VisNetic MailServer Documentation is available at: http://www.deerfield.com/support/visnetic-mailserver VisNetic MailServer is published by Deerfield.com 4241 Old U.S. 27 South P.O. Box 851 Gaylord, MI 49735 989.732.8856 989.731.2642 fax http://www.deerfield.com Version 7.6.1
Section 1... 4 VisNetic GroupWare...4 1.1 GroupWare Introduction... 4 1.2 GroupWare Features... 4 Section 2... 5 Methods of Access...5 2.1 GroupWare - Methods of Access... 5 Section 3... 6 Installation and Configuration...6 3.1 GroupWare - Installation... 6 3.2 GroupWare - Post Installation Configuration... 6 3.3 GroupWare - ODBC Settings and Database Maintenance... 8 3.4 GroupWare Data Migration... 9 3.5 GroupWare - Enabling / Disabling Accounts & Domains... 9 3.6 GroupWare - Enabling / Disabling GroupWare service for Domains... 10 3.7 GroupWare - Enabling / Disabling GroupWare service for Users... 10 Section 4... 12 Web Interface...12 4.1 GroupWare - VisNetic GroupWare Web Interface... 12 Section 5... 13 Sharing...13 5.1 GroupWare - VisNetic GroupWare Sharing Concept... 13 5.2 GroupWare Sharing Principle... 13 5.3 GroupWare How to share Calendar / Contacts... 14 5.4 GroupWare How to show Shared Calendar in WebMail... 15 Section 6... 16 Calendar Settings...16 6.1 GroupWare Calendar settings... 16 6.2 GroupWare Additional Administrator Control... 18 6.3 GroupWare Calendar Files... 18 Section 7... 20 Events...20 7.1 GroupWare - Web Interface - Define Event... 20 7.1 GroupWare - Web Interface - Event List... 21 Section 8... 23 Notes & Tasks...23 8.1 GroupWare - Web Interface - Define Notes... 23 8.2 GroupWare - Web Interface Define Tasks... 23 Section 9... 26 Address Book...26 9.1 GroupWare Address Book... 26 9.2 GroupWare Address Book New Contact... 27 9.3 GroupWare Address Book Import / Export Contacts... 28 9.4 GroupWare Address Book Groups... 29 Section 10... 30 Outlook Connector...30 10.1 GroupWare - Outlook Connector... 30 10.2 GroupWare - Installing Outlook Connector... 30 VisNetic GroupWare User s Guide 2
10.3 GroupWare - Outlook Connector Main Interface... 30 10.4 GroupWare - Outlook Connector Synchronization... 31 10.5 GroupWare - Outlook Connector Account Settings... 31 10.6 GroupWare - Outlook Connector Options... 32 10.7 GroupWare - Outlook Connector Nested Folders... 33 10.8 GroupWare - Outlook Connector Distribution Lists... 34 Section 11... 35 Additional Administrator Controls via VisNetic WebMail...35 11.1 Additional Administrator Controls via VisNetic WebMail... 35 Section 12... 36 Technical Support...36 12.1 Technical Support Options... 36 VisNetic GroupWare User s Guide 3
Section 1 VisNetic GroupWare 1.1 GroupWare Introduction VisNetic GroupWare, a separately licensed component in VisNetic Mail Server, allows administrators to provide the following capabilities to individuals in their organizations: Full private and public calendaring Private and public task lists Full event system with reminders Shared address book VisNetic GroupWare will allow employees to schedule meetings, invite others, enable automatic meeting reminders, etc., using Microsoft Outlook, VisNetic WebMail or any other application via an open API. GroupWare seamlessly integrates with Outlook 2000/XP/2003, VisNetic WebMail and other applications--providing web-based access to shared calendars, appointments and address books. GroupWare also supports notifications through Instant Messaging, a feature not available in other products. 1.2 GroupWare Features Share Outlook folders with other VisNetic GroupWare users Outlook Calendar viewing/editing in VisNetic WebMail User Configurable Permissions to Share Folders Nested Folders Support Extremely Fast and Secure (SSL) GroupWare Access and Synchronization Create/View/Edit Tasks, Events and Notes ODBC & XML driven (Access, MS SQL 7 through 2000, MySQL and Oracle) Unlimited Contacts including phone numbers, email and mailing addresses Flexible Licensing independent of VisNetic MailServer license size Multiple date format (MM.DD.YY or DD.MM.YY, etc) Limit GroupWare access per Server, Domain or User Complete API for any client front-end Complete integration with Microsoft Outlook (2000/XP/2003) User defined reminders of Tasks and Events via email or Instant Messenger For a Complete Feature List visit: http://www.deerfield.com/visneticmailserver/groupware VisNetic GroupWare User s Guide 4
Section 2 Methods of Access 2.1 GroupWare - Methods of Access VisNetic GroupWare data is stored and synchronized on the server, offering a single point of access to all information. The two primary methods of accessing VisNetic GroupWare are: 1. The VisNetic GroupWare Outlook Connector VisNetic MailServer is a replacement for Microsoft Exchange Server. The VisNetic GroupWare Outlook Connector is a small, easy-to-install plug-in for Microsoft Outlook that allows any authenticated user to synchronize their Outlook Calendaring, Tasks, Events and Notes in their Outlook client. 2. VisNetic WebMail VisNetic MailServer includes a GroupWare capable Web mail server called VisNetic WebMail allowing for anytime/anywhere access. It is fully functional and ready to use immediately after a successful installation. The default VisNetic WebMail interface is Outlook Like ensuring that users accessing VisNetic Groupware either from Microsoft Outlook or WebMail experience the same usability. VisNetic GroupWare User s Guide 5
Section 3 Installation and Configuration 3.1 GroupWare - Installation VisNetic GroupWare Server is included in the default installation of VisNetic MailServer and is enabled by default. GroupWare includes a 30-day fully functional trial period. 3.2 GroupWare - Post Installation Configuration 1. Verify that the GroupWare Service is running in the VisNetic MailServer Administration Panel. 2. Select the Groupware icon and: VisNetic GroupWare User s Guide 6
a. Check Active to enable GroupWare b. Check Automatically create users in the GroupWare database. If this is disabled all new users added to VisNetic MailServer will not be added to the GroupWare database. Existing users however, will remain active c. Specify a Mail From & Notification From address. These fields are used by the system when sending email or IM notifications. Field Description Active Automatically create mail server users in the GroupWare database Enables GroupWare functions If checked, users will automatically be created in the GroupWare database after first login. If not checked, users missing in the GroupWare database will not be able to login. Allow anonymous access This option allows anyone access to the GroupWare server from the Internet over the web interface. It will display the public records of a public shared GroupWare account. Users can publish their calendars for public viewing. Notification sender This is the email address used in the GroupWare email notification messages as the sender. Notification from Same as above except the From header item will contain this value. Processing Mode Explore all holiday sets ODBC settings By default this function is enabled to all users and domains on the server. Using this option you can specify exceptions and rules based on the setup details. This allows you to specify your own holidays. Define ODBC connection details. VisNetic GroupWare User s Guide 7
GroupWare settings file This buttons allows manual configuration of the GroupWare parameters. 3.3 GroupWare - ODBC Settings and Database Maintenance Under ODBC Setting you will find VisNetic GroupWare defined as the Primary Connection. A Backup Connection string may be defined to ensure full redundancy for replicated database installations. When the primary connection fails, VisNetic MailServer will attempt to connect via the Backup Connection. Field Primary connection Backup connection Test Connection Create Tables Drop Tables Description This field specifies the complete connection string to the ODBC source. It contains the DSN, username and password. The backup connection string serves as a backup solution if the primary connection cannot be used. It has the same format as the Primary connection. This test verifies the connection can be established and properly authenticated to the ODBC source. This button creates the required tables in the ODBC source. The created tables will be deleted from the ODBC source. The default DSN is VisNeticGroupWare that was created during the installation and linked to the calendar.mdb file in the VisNetic MailSerevr\Calendar folder. It does not require a username or password. You may specify your own DSN: 1. Create a System DSN in the Control Panel / Administrator Settings / ODBC Data Source. Make sure it is a System DSN and not a User DSN. 2. Complete the proper connection string. Specify a backup if necessary. Test the connection. 3. Create the tables using the Create Tables button. VisNetic GroupWare User s Guide 8
4. Press OK. Data Storage VisNetic GroupWare stores data in either a Microsoft Access database (default) or SQL server. 1. Access Database A Microsoft Access Database is created and populated immediately upon install. The Microsoft MDB can be used for installations as high as 500 users. 2. SQL Server SQL Server can be used for any size installation. 3.4 GroupWare Data Migration The Groupware Data Migration feature lets you migrate all GW records to another DB. It simply reads all the tables and records from one ODBC DSN and creates tables and inserts all records to the destination ODBC DSN. Note: The destination DSN will be completely rewritten and deleted prior to the migration process. It is recommended to always migrate all data from any previous DSN. Not doing so will result in GroupWare synchronization problems. Field Source DSN, Destination DSN Migrate Data Description The Source and Destination ODBC connection strings. Never migrate data with the same source and destination DSN. Initiates the migration process 3.5 GroupWare - Enabling / Disabling Accounts & Domains Enabling or disabling GroupWare service globally, per domain or per user may be adjusted under the Groupware Processing Mode. Check the mode by selecting the Processing Mode button. Default is Process all all users in the domain are given GroupWare services. Individual users or domains may not be selected in this mode. This can be confirmed on the Account button, the domain properties under the Miscellaneous tab, the GroupWare option is grayed out. VisNetic GroupWare User s Guide 9
3.6 GroupWare - Enabling / Disabling GroupWare service for Domains Change the Processing Mode to Selected Domains only. Note that under Accounts / Domain you may enable & disable each domain for GroupWare service. 3.7 GroupWare - Enabling / Disabling GroupWare service for Users Change the processing mode to All accounts except selected, or Selected accounts only. You are now able to enable and disable the Groupware service for each individual account. If you want to disable GroupWare services for all accounts by default and enable only a few, then choose All accounts except selected in the GroupWare processing mode. Newly created accounts receive this designation by default. If you want to enable it you must manually uncheck them. VisNetic GroupWare User s Guide 10
To change default account settings go to the File Menu: Accounts / Options / Account Defaults. Select the Example button in the default.ini file for additional information. VisNetic GroupWare User s Guide 11
Section 4 Web Interface 4.1 GroupWare - VisNetic GroupWare Web Interface 1. Login to VisNetic WebMail (http://domain.com:32000/mail) 2. Once logged in click either on the Top Menu: Calendar, to manage Events, Tasks and Notes or on the Top Menu: Address Book to manage Contacts. After the 30-day trial expires, The GroupWare server will not allow users to log into the GroupWare server if a license key has not been purchased. To hide the Calendar option in the web interface, this may be disabled by logging into WebMail as an Administrator and going to Settings / Administrator Settings and check the Disable Calendaring option. Selecting the Calendar button will display the default Calendar interface. VisNetic GroupWare User s Guide 12
Section 5 Sharing 5.1 GroupWare - VisNetic GroupWare Sharing Concept One of the most powerful features in VisNetic GroupWare is the ability for users to share their Calendars with other users on the server. This may be done off-line (via Groupware Outlook Connector) or on-line (WebMail Calendaring interface.) This procedure can be accomplished in two steps: 1. The user must allow other users to see their Calendar 2. The user must configure their WebMail / MS Outlook to see this shared Calendar. 5.2 GroupWare Sharing Principle VisNetic GroupWare provides three hierarchical levels of sharing. The most important is the Global Sharing Settings. The Sharing Settings superceded and other Sharing such as sharing for particular entry or Friends permissions. It may be set to: Private Friends Friends & Public The next level of sharing is the Entry Sharing Settings. This Sharing Settings takes place when the global Sharing Settings is set to Friends or to Friends & Public and then determines who can see the appropriate entry. It may be set to: Private Public Show as Busy (only for Events) The last level of sharing is the Friends Permission which may be assigned by the user to any other account, and that determines the credentials for such account. It may be set to: View View/Modify Full Control VisNetic GroupWare User s Guide 13
5.3 GroupWare How to share Calendar / Contacts To share Calendar/Contacts, follow these steps: 1. Set the Global Sharing Settings 2. Set the Friends The following sections describe Calendar sharing but sharing of Contacts is the same. Once a user sets their Calendar to be shared, the Contacts are also set to be shared. Once user sets WebMail / MS Outlook Client to display the shared Calendar, it is also set to show shared contacts. 1. Setting the Global Sharing Settings The user must set the Global Sharing Settings under Calendar Settings. This may be found by clicking Settings button when the user logs into WebMail and then selects the Calendar Settings link. This sharing Settings supercedes any Sharing which is set for a particular Event / Task / Note or Contact. If Private is set in Sharing Settings, no entry will be shared even though a particular Event / Task / Note or Contact has Sharing set to Public. If set to Friends, then only accounts that the user has set to Friends may view those Calendar entries. When the sharing option is set to Friends & Public, the Friends have the permissions as assigned under the [Friends] link. As well, if the Public calendar option is enabled on the server, then the Public URL will be available at the specified address. 2. Setting the Friends VisNetic GroupWare User s Guide 14
The user must specify which users he would like to designate as Friends. Users may do this by clicking on the My Friends link. There are three permission types that may be assigned to Friends. View Public entries and Events with Shows As Busy Sharing View/Modify View/modify only public entries and Events with Shows as Busy Sharing and to add new entries. Entries with Private Sharing are not shown. Full Control View/modify all entries and to add new entries. 5.4 GroupWare How to show Shared Calendar in WebMail When a user has been granted rights to see a Calendar, the user can view the Calendar through WebMail. To the left of the WebMail Calendar screen is a field titled Shared Calendars. Type the email address of the Calendar you wish to view. After selecting the View button, the shared calendar will be shown assuming the user has granted you access rights to their calendar. If the user has not granted you access to their calendar, the calendar will not change. Further defined as My Calendar in the upper left of the Calendar. After changing the view to a shared calendar the address book, tasks and events may now be viewed as long as the other user has granted rights to see these items. To add default shared calendars to the Shared calendars list go to Calendar Settings and add users to your Shared Calendars settings. VisNetic GroupWare User s Guide 15
Section 6 Calendar Settings 6.1 GroupWare Calendar settings The Calendar Settings dialog is accessible via Settings / Calendar Settings This enables users to configure the Calendar WebMail interface to be displayed according to their personal preferences and to set the Calendar Sharing Settings. VisNetic GroupWare User s Guide 16
Field Description Working hours Work begins on Date format Time format Default page Week starts on the first day of the week Allows users to customize their daily view calendar. Day of the week you wish the calendar to begin with. Preferred displayed date format. Preferred displayed time format. Determines the default page displayed when first accessing the Calendar interface. Weekly / Monthly views as determined by Week Begins on option. If checked the first day of the week is the same as what is defined under Work begins on. Default Views Allows user to set which is to be displayed in Events / Tasks / List by default. Default sharing option A set value used by default when users Add Events / Tasks / Notes in Sharing options. Daily calendar reminders A summary email is sent to the user that includes all Events that are scheduled for the day. Daily notification email The addresses are used for Events where the fields for reminder addresses are empty. VisNetic GroupWare User s Guide 17
Holidays User can choose which national holidays will be shown in their Calendar. 6.2 GroupWare Additional Administrator Control There are several Groupware options that may be changed only via the WebMail interface. To access these settings you must log into WebMail as an Administrator then go to Settings and Administrator Settings. Global Groupware Account The Global GroupWare account allows you to provide a Global Address Book to users in WebMail as well as MS Outlook. You must specify an email address in the Global Groupware Account field. Use calendar@domain.com as example. This account is now linked with the Global Address Book is such a way that any contact created for calendar@domain.com account will appear in the Global Address Book for all users. All users can also create a new GroupWare account via their MS Outlook Client. This is done by entering calendar@domain.com into the Shared email option field. They will see the Global Address Book in MS Outlook after the synchronization. Disable Calendaring Enabling this option allows you to disable the Calendar in WebMail for all users. Disable Server Address Book This option allows you to disable the ability for users to save Contacts to the Groupware database. As a result, the sharing of Contacts is restricted. In this mode when the address.dat file is used, Sharing Settings is not possible. 6.3 GroupWare Calendar Files All Groupware data and settings are stored in the VisNetic MailServer \Calendar folder by default. These are the files / folders: Field Holidays Description Contains the national holidays. VisNetic GroupWare User s Guide 18
Calendar.dat Calendar.ldb Calendar.mdb Calendar.xml Contains all Groupware settings. File may be edited directly instead of via Config. This locks information for the Calendar.mdb. It is present only when Calendaring service is running and ensures that anyone may not edit the content while is use by VMS. This is the Microsoft access database where all the entries are stored by default. Includes the table definitions for database structure. VisNetic GroupWare User s Guide 19
Section 7 Events 7.1 GroupWare - Web Interface - Define Event 1. Select the Add Event button 2. User should define the properties of the event. The Sharing Settings determines if others can see the Event. The Repeating, Related Email Address and Reminders dialogs can be opened. Field Title Category Date Time Zone Duration Description Will be inserted into the user s Calendar. Allows user to organize their events by predefined categories. Date of the event. User s default Time Zone as set by the Administrator. User may change Time Zone if the event is to occur in a different Time Zone as example. Specified period of time the event will take place. VisNetic GroupWare User s Guide 20
Location Sharing Define where event will take place. Private Only the Owner and Friends with Full Control permission may view this event regardless of whether the Calendar is set to be viewed by Friends or Public. Show as Busy If user allows someone to see their Calendar, the event will be shown as Busy if the viewing user has only View or View/Modify permission. Friends with Full Control permission can see all the details of the event. Sharing Settings Public If the user has allowed someone else to check their Calendar, the event will be shown as is. This shows the user s current Sharing Settings defined under Calendar Settings. Private None of the Events/Notes/Tasks/Contacts are shared. No one is allowed access to this user s entries. Friends Accounts specified in the user s Friends are allowed to see the entries depending on their assigned permissions. See My Friends. Public & Friends This is the same as the Friends option however anyone can view the user s Calendar via a Public URL. Users that access a Calendar via the Public URL view the Calendar in the same manner as a Friend with View permission only. Note Repeating Related Email Addresses Reminders Public URL Anyone can access the user s Calendar via the URL assuming the user has set their view permission under Sharing Settings to Public & Friends. Additional field to further define the event. This feature can save time by allowing the user to define if/when this event should be repeated. The rules are self-explanatory. This field provides an opportunity to list related email addresses with the event. If Send Invitations option is checked, a new message to all specified addresses will be sent as an invitation for the event. This feature allows users to specify two reminders for an event. Reminders may be sent via Instant Messaging or Email. 7.1 GroupWare - Web Interface - Event List Selecting the Event List tab in the Calendar view will present the following dialog. VisNetic GroupWare User s Guide 21
If the Category- item is selected all the Categories will be shown. If User Defined is chosen, a new Edit button will appear. After clicking the Edit button, the user may choose which Categories should be displayed. The ------ item will show the uncategorized events. You my choose which events are shown: All Upcoming Past The default value for this option can be set in the Calendar Settings. VisNetic GroupWare User s Guide 22
Section 8 Notes & Tasks 8.1 GroupWare - Web Interface - Define Notes A Note is an entry without any date specification. A Tasks folder panel substitutes the view of the small calendar on the left panel. Folders allow users to sort Notes and manage them in groups. As example: A user can delete one folder with all the notes contained in this folder. 8.2 GroupWare - Web Interface Define Tasks New Tasks may be created by clicking on the Add task button in the Calendar interface. The following dialog will appear: VisNetic GroupWare User s Guide 23
The meaning of the fields is the same as to the Event section and are fairly selfexplanatory. The only differences are: Field Status Sharing Repeating Description Enables user to specify if the Task is complete or still in progress. The same as for the Event but the Shows as Busy is not available. This is for reminders only. The reminder email / IM message will be sent repeatedly. The panel with the Tasks yet to be completed Not Done is shown in the Calendar interface. VisNetic GroupWare User s Guide 24
The list of Tasks may also be viewed by clicking on the Tasks tab in the Calendar view. The following dialog will appear: VisNetic GroupWare User s Guide 25
Section 9 Address Book 9.1 GroupWare Address Book Address Book allows users: To manage personal Contact entries that contain Personal, Organizational and other information To sort these entries to Groups or Categories To Import / Export Contact entries from/to CSV file Users can access their Address Book by selecting the Address Book button in the top menu of the WebMail interface. For quicker navigation select the drop-down arrow and navigate directly: The default dialog is presented: The options to add a contact are rather self-explanatory with a few exceptions. There is a flag that indicates which column and in which direction the contacts are sorted. Users may also choose which contacts are shown, Groups or Contacts. VisNetic GroupWare User s Guide 26
The Add button to the left is for adding a new Contact with the Add button to the right used for adding a Contact to a new or existing Group. The Category drop-down menu determines which Category (if defined) is displayed. 9.2 GroupWare Address Book New Contact A user may add a new Contact by clicking on the Add button to the left. The following dialog appears: Field Contact Name Category Name & Nickname Email Address Organization Description Displayed in Address Book dialog as Full Name Allows user to better organize their contacts by defining Categories. Allows user to specify contact name and nickname. User may specify up to three email addresses for each contact. They are shown in a pull-down menu in the Address Book dialog for the user to add to the: To;, Cc: or Bcc: headers. The user may specify Name, Job, Profession, Department, etc allowing for additional details of the contact. VisNetic GroupWare User s Guide 27
Phones Other Addresses Other Public Certificate Save As Option to specify up to four phone numbers, including a short description for each. Ability to store two additional addresses for the contact. Option allows user to record additional information on the contact including; Gender, Spouse, Birthday, etc. If the user chooses to send encrypted email to this contact, a Public certificate is required for the contact and is saved/specified here. Text File This option is primarily for backwards compatibility with previous versions of VisNetic MailServer. If the Text file is selected, the Sharing and Sharing Settings options are no longer displayed. 9.3 GroupWare Address Book Import / Export Contacts Using the Import Contacts link allows the user to add contacts from a pre-defined.csv file. Here the user may choose which columns should be imported. VisNetic GroupWare User s Guide 28
Skip 1 st Row option serves to exclude the first line where the titles of the columns are defined. The Save As, Sharing and Sharing Settings options work in the same fashion Events, Tasks and Notes. The user can also export all the Contact entries to a CSV file. The default file name is Addressbook_MMDDYYY.csv and the format of the file is: ContactName,Email1@address.com,Name,Category,NickName,OtherStreet,OtherCity,O therzip,otherstate,othercountry,birthday,1or2(maleorfemale),note,title,firstname,m iddlename,surname,job,profession,department,officelocation,assistant,manager,url,calendarurl,spouse,anniversary,email2@address.com,homestreet,homecity,homez ip,homestate,homecountry,addressstreet,addresscity,addresszip 9.4 GroupWare Address Book Groups Users can create Groups by adding individual Contacts to a group of addresses. These Groups then can be added to the To:, Cc: or Bcc: headers when creating a new email message. Users may either edit an existing group by clicking on the Group List or create a new Group by clicking the Add new Group button. VisNetic GroupWare User s Guide 29
Section 10 Outlook Connector 10.1 GroupWare - Outlook Connector The VisNetic GroupWare Outlook Connector is a Microsoft Outlook plug-in that allows full Outlook groupware capabilities without the need for an Exchange server. With VisNetic Groupware Outlook Connector installed, together with VisNetic GroupWare, Outlook users can perform such tasks as Calendars, Folders, and Contacts sharing, Appointments/Tasks scheduling, and other collaborative tasks. The Outlook Connector is compatible with Outlook 2000, 2003 and XP. You must have one of these versions installed prior to installing VisNetic Outlook Connector. 10.2 GroupWare - Installing Outlook Connector 1. Download the latest VisNetic GroupWare Outlook Connector to your local machine. The VisNetic GroupWare Outlook Connector executable file may be downloaded from Deerfield.com. http://www.deerfield.com/download/visneticmailserver/ 2. Run the application file. 3. VisNetic GroupWare Outlook Connector installs to C:\Program Files\Deerfield.com\VisNetic GroupWare After installation is complete, the VisNetic GroupWare object and Synchronize All will appear in the Microsoft Outlook toolbar. 10.3 GroupWare - Outlook Connector Main Interface There are two methods of accessing the Outlook Connector settings. One is directly via the VisNetic GroupWare button on the Outlook Toolbar and the second via the Outlook Menu; Tools \ Options, there you will see a VisNetic Groupware tab. Selecting the VisNetic GroupWare button presents the following interface. VisNetic GroupWare User s Guide 30
The Properties option will display a list of existing accounts and other option. 10.4 GroupWare - Outlook Connector Synchronization The Outlook Connector allows three methods of synchronization: Outlook to GroupWare Server GroupWare Server to Outlook All (the account settings is used) Users can set the default synchronization via the Account Settings. By default both values are checked: Outlook to GroupWare Server and GroupWare Server to Outlook. The Synchronize All option processes synchronization according to this configuration. The synchronization process creates a queue of Objects that were changed and compares them with Objects on the Server/Outlook depending on direction. 10.5 GroupWare - Outlook Connector Account Settings The settings for an Account in the GroupWare Outlook Connector are simple. VisNetic GroupWare User s Guide 31
Field Description Name Email Address Password Used for descriptive purposes. Name is shown is a list of accounts in GroupWare properties and also as a Name of a Personal Folder that is created for this account. Email address of user s account. Password for above email address. Server IP address or hostname of VisNetic MailServer. Use SSL connection Enables SSL encryption for communication between server and the account. Use plain text passwords Disables secure authentication mechanisms. Shared email Specifying an email address in this field will allow the user specified under Email Address (joe@vmsdemo.com) to have access to their GroupWare data, depending on the permissions given. Integrate with default folders PST filename Account path If checked, the default user account in Outlook (and their.pst file) is used. This means that all created objects will be converted to the VisNetic GroupWare objects and will be included in the synchronization process. This option may be used with only one account. Allows user to link this account to any.pst file. Allows a user to specify the path to all index files and where.pst file will be stored. Generally this is used for LAN installations where machines should have access to these files for sharing purposes. 10.6 GroupWare - Outlook Connector Options VisNetic GroupWare User s Guide 32
Selecting the Options button form the VisNetic Outlook Connector displays the following dialog: Field Synchronization when Outlook starts and exits Enable Automatic Synchronization Synchronize GroupWare objects every (Minutes) Play sound when synchronization finished Show progress window during synchronization Close progress window when finished Description The synchronization process will occur when Outlook starts and when it is shut down This user defined setting controls how often the VisNetic Groupware Connector synchronizes with the VisNetic GroupWare Server. It is recommend that the frequency not be decreased below the default of 5 minutes as more frequent synchronization may degrade system performance in large installations. Set the synchronization frequency (in minutes). Select a sound to play when the synchronization process finishes (C:\WINNT\Media is a good source for sounds). Displays the progress of the synchronization process in a pop-up dialog box. Will automatically close the progress window when the synchronization process finishes. 10.7 GroupWare - Outlook Connector Nested Folders Similar to MS Outlook where Notes, Tasks and Contacts may be sorted into separate folders and subfolders. These nested folders will now be shown in Outlook and WebMail after synchronization. Note: This is one issue that is caused by the Microsoft Outlook API not providing a function to reflect Rename Folder. If you rename a folder and synchronize with VisNetic MailServer GroupWare Server the changes are not reflected immediately but rather right after you change the items in the appropriate folder. In other words, if you have a folder VisNetic GroupWare User s Guide 33
Job Tasks with 6 items in it and you rename the folder in Outlook then you must change all 6 items to reflect the change on the GroupWare server. 10.8 GroupWare - Outlook Connector Distribution Lists VisNetic GroupWare and Outlook Connector now support Outlook s Distribution List, a group of email addresses which can be used in To: instead of listing all individual addresses. Any Distribution List created in Outlook is created in VisNetic WebMail as a Group upon synchronization. (VMS version 7.6.1.0 and greater). VisNetic GroupWare User s Guide 34
Section 11 Additional Administrator Controls via VisNetic WebMail 11.1 Additional Administrator Controls via VisNetic WebMail Administrator settings are available under Settings / Administrator Settings in VisNetic WebMail. This is available to users with Administrative credentials. There are two features under the Administrator Settings that specifically apply to VisNetic GroupWare: Disable Calendaring: Removes the Calendar button from the top bar of the Outlook- Like WebMail interface. Disable Server Address Book: Disables the new database address book that is stored in the Access MDB file and will use the flat file.txt method of address storage. VisNetic GroupWare User s Guide 35
Section 12 Technical Support 12.1 Technical Support Options Technical Support for VisNetic MailServer is offered on several different levels. Please review the support options and select whichever is appropriate for your needs. http://www.deerfield.com/support/visnetic-mailserver Reseller Purchase Users who purchased VisNetic MailServer from an Official Deerfield.com Reseller will be referred back to them for support. For information about Official Deerfield.com Resellers, or to locate a reseller near you visit: http://www.deerfield.com/corporate/resellers/ Sales and Reseller Inquiries Sales questions (of a non-technical nature) relative to VisNetic MailServer software should be directed to sales@deerfield.com. Alternatively, you can call Deerfield.com at (989) 732-8856. Additional VisNetic MailServer documentation is available at: http://www.deerfield.com/support/visnetic-mailserver/ VisNetic GroupWare User s Guide 36