Ibm Lotus Notes Calendaring & Scheduling, Best Practices and Troubleshooting-14th - Feb2013 PDF

Open Mic on
'IBM Lotus Notes Calendaring & Scheduling, Best

Practices and Troubleshooting'
14th February-2013
Chandra Shekhar Anumandla
IBM Software Group
2013 IBM Corporation
IBM Software Group | Lotus software
Agenda
Calendaring & Scheduling:
Workflow
Components.
Best Practices
Typical Scenarios
IBM Software
Troubleshooting
Q&A
02/14/13
Group | Lotus software
@2013 IBM Corporation
C&S Workflow - Overview

[ Basic Workflow ]
[ Meeting Workflow ]
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C&S Workflow Repeat Calendar
CalendarDateTime: This is added programmatically to each calendar document.
ApptUNID: Identifies each Calendar document. All instances contains the same ApptUNID
$Ref : Identifies the child instance document, matches with the ApptUNID in parent entry.
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C&S Components
Freetime Database
Calendar Profile
Server Process
Scheduler task
Calconn task
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Components Freetime Database
Busytime.nsf on Server : Created by the schedule manager the first time a server starts.
Contains documents with the name of each person or room in the domain that has a
calendar profile.
Clubusy.nsf on clustered server: Each clustermate has a replica of this database.
Local Busytime.nsf: Gets created automatically when the Notes client is launched.
The calendar profile contains user or room name in key field $Name . In busytime, it is the
name of the entity the busytime record is for.
[ Building busyinfo from profile document ]
IBM Software Group | Lotus
software
[ Buser Profile document in busytime.nsf ]
FREE TIME
PROFILE DOC
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Components Profile Document
Document that is used to identify the owner of a database, It is stored in memory and
does not appear in any view or folder.
Key field $BusyName identifies the room or user name system
Note: Use NotesPeek to view the data and fields stored in the calendar profile.
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Components Server task (nServer )

Server Task (nServer) performs lookup in Domino Directory ( person documents):
Expand any Groups,
Checks Full Name field to verify the calendar profile in db
Checks Mail Domain field if same domain or different
Checks Mail Server field if same server or another
Checks Mail File field for name to locate it to fetch cal profile
Checks Mail Address or Forwarding Address field
Checks Calendar Domain field to determine if the user is on non-Notes calendar.
Checks Calendar Server in Domain Documents, Adjacent, Non-Adjacent Foreign.
Example: Free time look-up in Single Domino Server.
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Components Schedule Manager Task
The schedule manager (Sched) is the server task that Scans any database that has a
Calendar Profile and gather the busytime information and store it in the free time
database.
The schedule manager searches the Domino Directory for certain fields within person
documents (User name, Mail Server, Mail file name & Calendar Domain) to add or update
the corresponding person documents in the busytime.nsf database.
Schedule manager only writes to busytime on the home server.
If any of the fields in the Domino Directory person documents are incorrect, schedule
manager will not populate or update the busytime.nsf, and this will affect free time.
If the calendar domain is non-Notes, the schedule manager will not create an entry for the
person in the busytime.nsf.
Schedule Manager uses fields startdatetime. enddatetime & $busyname etc.. in the
calendar document.
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Components Calendar Connector Task
The calendar connector is the "fetcher" of busytime.
Invokes only if invitee not on same mail server.
Probing Technique.
Server Connection Documents.
Notes Named Networks
Topology
Adjacent and non-Adjacent Domains
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10
Components Calendar Connector Task

Example: Free time look-up in Two Domino Servers in Single Domain
The Calendar Connector checks for connection record in Domino Directory for the Chairs
Home server A to the invitees' Mail Server B. If a Server Connection record is not found, then
Notes will probe the Network to match the name to a network address.
Example: Free time look-up in Two Domino Servers in Different Domains
The chair's home server checks Connection documents (Adjacent, non-adj or foreign domain
Documents) for 'DomainB' in the Domino Directory and finds the Calendar Server name is
Domino ServerB in DomainB.
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C&S Best Practices
Quick view for availability of your Group.
Add other calendars to Notes calendar.
Adding Auto Alarms / Notifications
Event Announcement
Schedule Access Control
Calendar Delegation
Calendar Setting via Policy
Calendar Cleanup
Calendar Archiving.
Repair Calendar
Prevent Users Delete Calendar Entries
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Best Practices Quick view for availability of your group
You can use a Group Calendar to see whether members of a group are free or busy at certain
times.
[ Bgroup Calendar ]
Creating Options
Display Time Options
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Best Practices Add Other Calendars To Notes Calendar
Notes user's calendar
Notes Teamroom calendar
Notes application calendar
Google Calendar
iCalendar feed
Activities
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14
Best Practices Adding Auto Alarms/ Notifications
Alarms Daemon: Lotus Notes client's add-in program.

EnablingAlarms: Preferences>Cal&ToDo>Alarms>AlarmNotification>DisplayAlarmNotifications
$EnableAlarms: Lotus Notes client's Notes.ini parameter (Value = 0 Off; 1- On).
Location Document: Checks the mail file name.
Calendar Document: $Alarm, $AlarmMemoOptions, $AlarmOffset, $AlarmSendTo, $AlarmUnit
$Alarms view : A hidden view in the mail file.
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Best Practices Event Announcement & Schedule Access
Instead new Meeting option, You can use 'Event Announcement' to send single invitation
to large number of people, when you do not want receive any responses.
Steps: Open Calendar>New > Event Announcement.
Schedule Access Control: You ( or any VIP user ) may control how much information about
your schedule others may see scheduling a meeting.
Note: Granting access your schedule information is different from granting access to your calendar.
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Best Practices - Prevent Users Delete Calendar Entries
Use the setting that removes, rather than deletes calendar entries,without the user
knowing.
In the Mail Policy Setting, Mail> Basics :
In mail Preferences>Calendar & To Do:
Reduce the temptation to delete by removing the notices to the calendar from the Inbox.
Use the calendars Notices tab of the mail policy.
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Best Practices Calendar Cleanup & Archiving
Using 'Calendar Cleanup' option, Keep always reduced the size of your mail file.
Often, you don't need to save old calendar and to do entries. Notes has a feature that
deletes past entries that haven't been modified in a long time.
Steps: Open Calendar > More > Calendar Cleanup :

Note: Calendar Cleanup deletes calendar and to do entries permanently.
Keep always reduced the size of your mail file using option 'Archiving Criteria'.
Steps: Open Calendar>Actions>Archive> Create Criteria:
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Best Practices Using Calendar Delegation
One of the most powerful tools in the Notes client is Calendar Delegation feature.
Calendar Delegation allows you to grant another Notes user access to your mail file,
enabling the delegated user to view and edit your calendar data, send invitations, notices
on your behalf, and act as a manager of your calendar data.
You can control Access to Your Calendar giving access to your PA / Secretary etc.. and you
can control the actions that each delegate is allowed to perform.
Steps: Open MailFile>More>Preferences>Access & Delegation:
Note: To delegate access to your Contacts, you must also enable the Contacts preference labeled
"Enable 'Synchronize Contacts' on the Replicator".
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Best Practices Repair Calendar feature
The Repair Calendar feature has been provided to help the customers to fix issues of
duplicate calendar entries.
The functionality works only if user is running 8.5 Notes client AND mail85.ntf template.
To turn off use Notes.ini paramter : CSEnableEventRepair=0.
Technote : The Repair Calendar feature in Notes 8.5
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Best Practices - Using Calendar Setting via Policy
Display of working hours, days in the user's mail file preferences.

What kind of notices/meetings to display in Inbox
Your availability and schedule information settings
Automatic Responses settings
Whether to allow delegation rights for users on their mail files etc.
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C&S Scenarios
Copying Repeated Calendar Documents to another Database.
Customizing Notes Calendar Messages
Can we use Notes Calendar as Company Calendar
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Scenarios Copying Repeat meeting to new database
When you try copy repeat calendars from one database to another, the workflow links may
break and it may lose the functionality.
The Work around is to create new replica database and replicate all the calendar documents,
instead creating new database.
If the new database creation is must then you must ensure this new database has same replica
ID on old database, programmatically AND also ensure both the databases have same calendar
profile of the user.
Another work around, you can try Action 'Copy To Database' Agent. ( Note: Ensure both the
databases have same calendar profile of the user ).
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Scenarios Customize Notes calendar messages or Notices
These messages are present in "Notice" form of mail template.

You can edit it as per your requirement. Example:
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Scenarios Can we use Notes Calendar as Company Calendar
It is not supported or recommended.
We can use any mail file but should have registered Notes ID, Person Document.
The mail file should not be used as a mail-in database.

Technote : Can the Notes mail file be used as a company calendar?
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25
C&S Troubleshooting
Free Time Problems
Calendar profile Problems
Missing, Broken & Duplicate meetings
Debug Parameters
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Troubleshooting Feetime & Calendar profile issues

Free Time Problems
Tell sched validate User Name/OU/O

Tell Sched Check User Name/OU/O
Load updall names.nsf -t($users) -r
Calendar Profile Problems
Calendar profile issues can be resolved by Deleting the Calendar Profile document
Technote : Notes calendar free time displays wrong information
Technote : How to delete Profile documents manually or using LotusScript
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Troubleshooting -Missing, Broken & Duplicate meetings

Missing, Broken & Duplicate meetings
Search the ApptUNID value in the hidden $ApptUNID view.

Check whether missing $Ref field? If so, Parent document
Examine the $CSTrack field, which maintains a history
If mail template customization may cause the meetings broken or corrupt.
Replication conflicts or notice processed from different replicas cause duplicates.
Use RemDupCE Tool or Repair calendarfeature.
Technote : The Repair Calendar feature in Notes 8.5
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Troubleshooting Debug parameters

Debug Parameters
Client side Notes.ini Parameters:
CSReportErrors=1
CSScheduleDebug=1
Scheduler_Data_Debug=1
Server-side Notes.ini Parameters:

Console_Log_Enabled=1
CsScheduleDebug=1
CSReportErrors=1
Debug_Schedule=1
Debug_Sched_All=1
CsLogAutoprocess=1
Debug_Cs_Level=65535
Debug_threadid=1
Log_mailrouting=30
Technote : Notes calendar free time displays wrong information
02/14/13
29
References
List of common calendaring & scheduling messages in Notes/Domino 8.5
Lotus Notes Calendar and Scheduling explained!
What is the function of the "Create Group Calendar" option in TeamRoom databases?
The Repair Calendar feature in Notes 8.5
Troubleshooting & resolving common Notes/Domino Calendaring & Scheduling issues
Can the Notes mail file be used as a company calendar?
How to recreate the busytime.nsf and clubusy.nsf databases on a Domino server
How to delete Profile documents manually or using LotusScript
Notes calendar free time displays wrong information
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Q&A
Legal Disclaimer
IBM Corporation 2013. All Rights Reserved.
The information contained in this publication is provided for informational purposes only. While efforts were made to verify the
completeness and accuracy of the information contained in this publication, it is provided AS IS without warranty of any kind,
express or implied. In addition, this information is based on IBMs current product plans and strategy, which are subject to change
by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this
publication or any other materials. Nothing contained in this publication is intended to, nor shall have the effect of, creating any
warranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license
agreement governing the use of IBM software.
References in this publication to IBM products, programs, or services do not imply that they will be available in all countries in
which IBM operates. Product release dates and/or capabilities referenced in this presentation may change at any time at IBMs
sole discretion based on market opportunities or other factors, and are not intended to be a commitment to future product or
feature availability in any way. Nothing contained in these materials is intended to, nor shall have the effect of, stating or implying
that any activities undertaken by you will result in any specific sales, revenue growth or other results. IBM, Lotus, Lotus Notes,
Notes, and Domino are trademarks of International Business Machines Corporation in the United States, other countries, or both.
Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or Both.
Other company, product, or service names may be trademarks or service marks of others.
All references to renovations.com refer to a fictitious company and are used for illustration purposes only.
THANK YOU
02/14/13
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Open Mic on

'IBM Lotus Notes Calendaring & Scheduling, Best

2013 IBM Corporation

IBM Software Group | Lotus software

Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

C&S Workflow - Overview

IBM Software Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

C&S Workflow Repeat Calendar

CalendarDateTime: This is added programmatically to each calendar document.

IBM Software Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

IBM Software Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

Components Freetime Database

Clubusy.nsf on clustered server: Each clustermate has a replica of this database.

[ Buser Profile document in busytime.nsf ]

@2013 IBM Corporation

IBM Software Group | Lotus software

Components Profile Document

IBM Software Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

Components Server task (nServer )

IBM Software Group | Lotus software

Example: Free time look-up in Single Domino Server.

@2013 IBM Corporation

IBM Software Group | Lotus software

Components Schedule Manager Task

IBM Software Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

Components Calendar Connector Task

The calendar connector is the "fetcher" of busytime.

Invokes only if invitee not on same mail server.

Server Connection Documents.

Notes Named Networks

Adjacent and non-Adjacent Domains

IBM Software Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

Components Calendar Connector Task

IBM Software Group | Lotus software

Example: Free time look-up in Two Domino Servers in Different Domains

@2013 IBM Corporation

IBM Software Group | Lotus software

C&S Best Practices

Quick view for availability of your Group.

Add other calendars to Notes calendar.

Adding Auto Alarms / Notifications

Schedule Access Control

Calendar Setting via Policy

Prevent Users Delete Calendar Entries

IBM Software Group | Lotus software

@2013 IBM Corporation

IBM Software Group | Lotus software

Best Practices Quick view for availability of your group

Display Time Options