Notes/Domino Best Practices: Calendaring & Scheduling
Lotus Notes® Calendaring and Scheduling as a powerful and highly customizable system. Because there are many options for using the calendar, some confusion can arise over what are the "best" ways to use the calendar. This document attempts to answer some of those questions and contains links to other resources.
This is a living document and will continue to evolve over time.
|Best practices for administrators|
|Keep software upgraded|
It is a best practice to match the server, template and client code versions. Lotus Notes provides compatibility across versions, but the full function of many new features requires upgrades to all components. It is not uncommon for administrators to upgrade servers, but not upgrade clients or templates. Expected functionality may not be present in such cases, and problems that were fixed in newer releases of software may still be present in older versions. Unsupported versions of the Notes client, including all versions of Notes 4, 5, and 6x can result in user frustration, since many of the features that are expected in current calendaring systems are not present in those versions.
In order to provide the most robust calendaring systems to your users, all templates and clients should be upgraded to match the server version. If standard templates are not used, extensive testing of customization is recommended.
|Use policies or recommend settings for users|
Go to the Calendar & To Do tab, then select the Display tab.
Under the heading: “Calendar Notices in Mail Views” there are several options which can help users manage calendar data in their mailfile. Here is an overview of what each option is and why it is a good idea to set all of them.
This option will put any C&S document that is delivered to the user’s mailfile into the MiniView that the user can see from the Calendar. This is normally used in tandem with the option “Types of Meeting notices to be shown in your inbox” set to “All except responses”. With this option set, meeting notices (like reschedules and updated information notices) will still appear in the Inbox, but responses from invitees without comments will not. They will only display in the MiniView. The user can still see each person’s response to the meeting as it comes in, but from the MiniView in the Calendar, instead of cluttering up the Inbox.
This is useful for users who are trying to keep their mailfile under a Quota and frequently use the All Documents view to find old data that can be deleted. By simply not having C&S entries display here, the user is less likely to accidentally delete something that should be kept. This should be set ON.
Similar to the All Documents option, this is useful for users who are trying to keep their mailfile under a Quota and frequently clean out their Sent view. By simply not having C&S entries display here, the user is less likely to accidentally delete something that should be kept. This is set ON by default and should be left on.
This option should be turned on for all users. Meeting invitations are still delivered to the Inbox, but after processing (accepting, declining, counter, etc.) the processed document is simply removed from the Inbox. This is helpful to the savvy user who usually removes them anyway to clear out clutter from the Inbox, and is especially helpful to the user who might delete the C&S document from their Inbox thinking it has already been processed. Since this same document is also the document on the calendar, deleting it here will delete it off the calendar and from the mail file completely.
With this option set, meeting notices (like reschedules and updated information notices) will still appear in the Inbox, but responses from invitees without comments will not.
Note: Turning on the preferences to not display C&S entries in the All Documents and Sent views only applies to entries created/processed after the setting has been enabled. All calendar entries that are already in the All Documents and Sent view from before the setting was enabled will not be affected. These entries are not updated to be removed from the Mail views. Therefore, users must be careful when cleaning out the All Documents and Sent views making certain to remove (and not delete) C&S entries that display in these views.
On the Mail Basics Tab of preferences, the section called View and Folder Management contains a very important setting for Calendars. This setting "When I delete a calendar document from any Mail view or folder:" is designed to stop accidental deletions of calendar entries from non-calendar areas of the mail file. This should be set to "Remove without asking" for most users.
|Calendar cleanup or archiving|
|Calendar entries are not soft deletions|
|Best practices for users|
|Domino C&S Resources|
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|Building Lotus Notes/Domino calendar applications
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|Messaging Applications||IBM Notes||Windows||9.0, 8.5|
More support for:
Software version: 6.0, 6.5, 7.0, 8.0, 8.5, 9.0
Operating system(s): AIX, IBM i, Solaris, Windows, z/OS
Reference #: 7009325
Modified date: 18 April 2007