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NotesTracker – Lotus Notes and Domino Application Usage Tracker – Version 5.2
NotesTracker Guide
The comprehensive developer's toolkitfor tracking usage and complianceand enhancing the functionality of your IBM Lotus Notes and Domino Applications
Version 5.2
Build 5.2.00This guide was last updated on 31 July 2010 (03:57)
Asia/Pacific Computer Services
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NotesTrackerSupport@asiapac.com.auor NotesTrackerSupport@notestracker.comWe welcome your feedback about any technical inaccuracies plus your commentsabout this guide’s clarity, usability and missing or incomplete information.(Send them to the above e-mail address)
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NotesTracker – Lotus Notes and Domino Application Usage Tracker – Version 5.2
NotesTracker Guide - Table of Contents
Genesis – the Rationale behind NotesTracker.............................................................................................................................................6Sample Uses of NotesTracker......................................................................................................................................................................7The Packaging of NotesTracker – Evaluation and Licensed Versions.........................................................................................................8
NotesTracker Usage Terms and Conditions...................................................................................................10How you View and Analyze Usage Metrics generated by NotesTracker.......................................................13Displaying the Usage Log Document..............................................................................................................14
About database accesses via a Web browser......................................................................................................................19The Need to “Sign” the NotesTracker Web Agents...............................................................................................................20
Tracking actions carried out other than via a Notes Client or a Web Browser............................................20What to Track? Individual Notes Databases or Sets of Databases?.............................................................21NotesTracker Usage "Reports"........................................................................................................................24
NotesTracker Navigator Options......................................................................................................................25How to Select the NotesTracker Target Repository for a Database Being Tracked.....................................28Using NotesTracker with Clustered Domino servers.....................................................................................28Opening the Repository Database by Replica ID...........................................................................................29
Opening the Repository Database by Path and Filename.............................................................................30Internal (or “Self Contained”) Logging to the Current Database..................................................................31Security, Access Control and Privacy Considerations..................................................................................34
Security and Privacy Considerations for Administrators and Developers.............................................................................40Sample Privacy Notice for Tracked Database Users............................................................................................................40
The NotesTracker Configuration Document.........................................................................................................................41Access Level Required for Editing the Configuration Document..........................................................................................41NotesTracker Configuration View ........................................................................................................................................42Initial State of the NotesTracker Configuration Document....................................................................................................44
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NotesTracker – Lotus Notes and Domino Application Usage Tracker – Version 5.2
Issues with Specifying the Path and Filename of a Repository............................................................................................50Replication Considerations for Local NotesTracker Repositories.........................................................................................53
Testing the NotesTracker Repository Location..............................................................................................56Speed versus Reliability – Best to Open by Replica ID or Path plus Filename?.........................................58General Tracking Controls................................................................................................................................59
Notes Client Actions....................................................................................................................................................................................60Web Browser Actions..................................................................................................................................................................................60Document-Level Actions.............................................................................................................................................................................60Database-Level Actions..............................................................................................................................................................................61Ignoring Usage Tracking for Certain Users................................................................................................................................................61Restricting Usage Tracking to Specific Users............................................................................................................................................61Tracking Mode............................................................................................................................................................................................61
NotesTracker Performance Considerations....................................................................................................62Verbose and Quiet Tracking Modes, plus Some Typical Tracking Issues....................................................63
Status Line Messages related to Development Issues..............................................................................................................................64Status Line Messages related to Operational Issues.................................................................................................................................65
Improving the Presentation of Usage Log “Before” and “After” Field Values.............................................................................................67“Before Values” and “After Values” of Fields..............................................................................................................................................69Field Types..................................................................................................................................................................................................71
Difficulties in Tracking Rich Text Field Changes...................................................................................................................75Tracking Attachment Changes..............................................................................................................................................75
Listing the Names of Fields in the Database, and Field Name Filtering...............................................................................82Setting up a Meaningful “Title / Subject / Topic” Field for each Usage Log Entry.................................................................86The “UsageTracking_Title” Special Tracking Field...............................................................................................................87Suppressing the Logging of Document Links.......................................................................................................................87Specify a Database’s Application Classification...................................................................................................................89
Example of NotesTracker e-Mail Alert Messages.................................................................................................................92The “UsageTracking_SpecialDoc” Special Tracking Field....................................................................................................94Alerting Controls...................................................................................................................................................................96Alerts for Specified Action Types..........................................................................................................................................97
Selecting a Subset of Action Types............................................................................................................................................................97Trigger Fields..............................................................................................................................................................................................97
Alerts for Actions against “Special” Documents....................................................................................................................97Specifying When e-Mail Alerts are to be Sent......................................................................................................................98
Considerations for Scheduled Alerting..................................................................................................................................99Alerting Effectiveness, and Getting the Balance Right.........................................................................................................99Alert Mail Recipients, and Testing of Alert Scheduling........................................................................................................100Managing and Cancelling Scheduled Alerts.......................................................................................................................101
Alerting Views...........................................................................................................................................................................................101Managing Failures in NotesTracker e-Mail Alerting..................................................................................................................................102Managing Scheduled NotesTracker Alerts in Databases with Hidden Designs.......................................................................................105
Disk Space Management – Archiving Agent............................................................................................................................................108Monitoring and Managing Usage Log View Indexes................................................................................................................................108
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