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© 2009 Therefore Corporation, all rights reserved.

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Connector for IBM®Lotus Notes®

www.therefore.net© 2009 Therefore Corporation, all rights reserved.

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Printed: June 2009

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© 2009 Therefore Corporation, all rights reserved.

Table of Contents

Connector for IBM Lotus Notes

.......................................................................................................................................41. System Requirements

.......................................................................................................................................42. Preparat ions before Installat ion

.......................................................................................................................................43. Creat ing the Configurat ion Database

.......................................................................................................................................64. Preparing the Lotus Notes Target Database Template

..................................................................................................................................................... 6Copy the Script Libraries 4.1

..................................................................................................................................................... 8Copy the Therefore™ Act ions 4.2

..................................................................................................................................................... 9Add the Act ions to Forms / Views 4.3

..................................................................................................................................................... 10Copy the Category Select ion Form 4.4

..................................................................................................................................................... 10Finalizing the setup 4.5

.......................................................................................................................................105. Using the Configurat ion Database

..................................................................................................................................................... 11Define the Basic Configurat ion 5.1

..................................................................................................................................................... 11Form Configurat ion 5.2

..................................................................................................................................................... 14Advanced Programming 5.3


© 2009 Therefore Corporation, all rights reserved.4


This connector was developed to allow IBM Lotus Notes users the ability to save and classify e-mailsdirectly into Therefore™ . The connector is delivered as a Notes Template (NTF), which contains all thedesign elements needed for installation and setup.

1. System Requirements

Item Requirements

Therefore Therefore™ 2009

Therefore Client A Therefore™ Client must be installed on every client using theTherefore™ Connector for IBM Lotus Notes.

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 configurationdatabase and the saving actions. Add all users who should be able to save to Therefore™ .

3. Additionally a Therefore Administrators group can be created if required. Add all users who shouldbe 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:\ProgramFiles\lotus\notes\data).

2. Open the Lotus Notes client and select File then Database and then New.

3. Enter a Server name, Tit le and File name for the new database (this database must be available forall users). Then under Template select the Therefore™ Connector Configuration template from yourlocal Lotus Notes data directory. Click OK to create the database.

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4. Right-click on the newly created database and select Database then Access Control. Add theTherefore Users and Therefore Administrators (optional) group to the Access Control List. UnderAttributes set Access rights for Therefore Users to Readers, Therefore Administrators to Managerand –Default- to No Access.



4. Preparing the Lotus Notes Target Database Template

The source code necessary for the Therefore™ Lotus Notes Connector will be added to the NotesTemplate of the Database, which should be enabled for archiving. These steps are the same for anyNotes 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).

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3. Open the Therefore™ Lotus Notes Connector Database.

4. Open Shared Code then Script Libraries. Here you will find two script libraries: TheLNCons andTheLNConnector. Copy the script libraries to the target database (Lotus Notes Mail template) usingcopy & paste (CTRL-C and CTRL-V). Select No in the dialogs that open.



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 locallanguage. 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 to Therefore – saves the currently open document to Therefore™ .Send selected Documents to Therefore – saves the selected documents in the current view toTherefore™ .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 theactions.

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By default the actions are only visible to users of the Therefore Users group. This setting canbe 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 Create then Act ion then Insert Shared Act ion.

5. Select Send Document to 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 andReply with History forms). If you want to archive multiple documents at the same time, add theaction Send Selected Documents to Therefore to the $Inbox folder and any other folder/viewwhich needs the functionality.



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 needto copy the Category 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 TheCategorySelect 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 designchanges (new buttons). The template is now ready to be connected to Therefore™ . To roll out yourchanges, the template changes have to be replicated to all databases using the template. This can bedone 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 formyou need to archive. In the Configuration Database you can define rules for each form and category.

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5.1 Define the Basic Configuration

The Basic Configurat ion defines whether an administrator should be informed by e-mail if a failure inthe system occurs.

Send Not ificat ion Mails on ErrorAn e-mail with the error is sent to the user defined under Send to.

Send toThe recipient(s) (Users / Groups) of the e-mails can be specified.

5.2 Form Configuration

Every form from which e-mails are to be saved needs to be configured. The main settings are: categoryfor archiving, the file format and how attachments are handled. Each form needs to be mapped orneeds to be specified as an alias in another form configuration.



Configurat ion for Form NameThe name of the form.

with Alias: Forms for which the same settings should be used can be specified.

User can Choose Category:This sets whether a user can choose the category, for saving to, at run-time. If this is set to No then asingle category must be selected. If this is set to Yes then a list of categories can be defined.

User can choose between following CategoriesThis table defines which categories the user will be able to choose from. If this is left empty the userwill be able to choose from all categories for which they have permissions. Alternatively a custom listcan be defined using the Add New... button. The user will then only see categories added to thetable.

Archive As:The format for the e-mail 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 (http://freepdfxp.de/) installed on the client.User Select ion: User can choose the format in a pop-up dialog.

Archive

Attachments: only the e-mail attachments are archived.Body & Attachments: the e-mail and its attachments are archived.

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Notes RichText Field holding the content and at tachments: The name of the main richtext field of the form (e.g. Body for the Memo form).

Already Defined Category Mappings: A list of already defined category mappings for this form.

Create newThe Form to Category Mapping is opened and the category mappings can be defined.

Form to Category Mapping5.2.1

This is an optional configuration which defines a configuration for each form, for each category. If noform to category mapping is defined, then Therefore™ Lotus Notes Connector will apply defaultsettings for this category. However, a form to category mapping is necessary if you want to pre-definesome index information or map Lotus Notes fields to Therefore™ index fields.

Mapping for Form Name: (Read only)Name of the form.

Mapping for Therefore™ Category: (Read only)Name of category.



Notes Field Name / Therefore Index Field NameThis table defines the mapping of Notes Fields to Therefore™ Fields. You define a 1:1 mapping of aNotes Field to an Therefore™ Index Field. The Notes Field Names cannot be verified at design time. Ifthe 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

FromSubjectSendToPostedDate[USERID][DBNAME]

FromSubjectToDateUserIDDatabaseName

Show Category 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 userdoes not have the option to cancel the saving process.

Allow Archiving more than once:If yes is selected, a document can be saved to Therefore™ more than once (e.g. save the samedocument to different categories).

Delete Document Content (use this opt ion with 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 nowonly 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 aPublic Function available for calling and passing your specific Configuration. To be able to call thefunction 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, andthe 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 )

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Parameters:

doc: Notes document to be archived.

CategoryNumber: the category number to archive to (0 for default settings).

RTFField: the RTF field containing the attachments (“” for default settings).

ArchiveType: 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).

DeleteContent : 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 Documents:

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 )

Parameters: (see above).

Example: archive attachments & body as PDF – user defaults for all other settings:

Sub Click(Source As Button)

Dim uiws As New NotesUIWorkspaceDim uiDoc As NotesUIDocument

Set uiDoc = uiws.CurrentDocument

Call TheArchiveDocumentEx(uiDoc.Document, 0,"",3,2,-1,-1,-1, True)

uiDoc.Close(True)

End Sub