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How to share a Local Address Book

Posted on 2005-04-18
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Last Modified: 2013-12-18
I have a few users that want to share an address book, how do you do this?  We are using Lotus Domino 6.5.
THe sales manager has an address book and the sales group wants to put this on the network where a few people can use it and add/modify records.  It is named the default names.nsf right now and knowing that the global address book is also names.nsf how should we do this?

Thanks for the help.


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Question by:thepunish3r
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by:Sjef Bosman
ID: 13806445
Why share the local addressbook? Problems lurking around the corner.

On the other hand, what you can do is:
- make a new Personal Address Book database on the server,
- use a name like privnames.nsf, or any meaningfull name,
- give every user a replica,
- give every user Editor-rights (or so),
- enable replication for this database
- and add the name of the local replica to the list of address books in the User's Preferences (File/Preferences/User Preferences, Mail, Local address books)
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by:thepunish3r
ID: 13841895
That sounds good, so it would be more of a departmental shared address book?  Only the people that I add it in for and have the rights can use it?
Can you give me some pretty detailed instructions on how to do this?  I am VERY new to Lotus coming off years of exchange work.
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Sjef Bosman earned 2000 total points
ID: 13841983
Yes, indeed. If you manage the dept. address book, you'd have to give everybody else Reader rights, so the can see other people's mail addresses. You want instructions more detailed than above?? Hmm...

On your PC:
- File/Database/New, use your local disk, give the database a Notes and a file name, and select Personal Address Book as template
- once the database is created, add some people (or copy/paste them from your private address book)
- then open the ACL: File/Database/Access Control
- add your colleagues who need to have access; format should be like the Notes id's
- you can select them from a public address book (select that address book at the top)
- if these people are all in a group already, use that group's name
- give these people Reader rights
- close the database
- enable the database for searches: File/Preferences/User Preferences, Mail, add the local db's name to Local address books (NB)
- now create a replica on the server: File/Replication/New Replica, select the server and go
- if you don't have permission to do this, ask your admin about this (he'll know the procedure)
- tell your colleagues to make a local replica and enable that replica for searches (see NB)
- how? once they opened the database on the server, they give File/Database/New replica

How 'bout that?
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by:thepunish3r
ID: 13842733
That's great, so I create the db and it is on my local drive but once I create the replica it will then put a copy on the lotus domino server?
Unfortunately, I am the admin - well with a person or 2 to help out that have been using lotus a bit longer.

Closing the db means just closing the tab on my lotus client right?
Then enabling for searches is just doing what you listed above?  File/preferences, etc?
Now for the colleagues that want to share this they just have to choose File, Database/Open or is it the File/Database/New Replica you listed above.

As you can see I need the details for everything :)  The details you provided are great though, so if I follow those step by step from my machine and create the db then all I have to do is add the replica on the client machine?  Are the steps above everything that has to be setup?

Much appreciated though!!!!
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by:Sjef Bosman
ID: 13844614
Eh, yes, ... yes, ... yes, ... both, no, yes.

The <no>:
1) you need to open the db on the user's client first, 'cause it's the easiest way to get a database-icon on the workspace,
2) then you have to make a replica on the user's system with File/Replication/New Replica,
3) when that's done, you have to add the replica's filename to the local address books (Alt-F/F/Enter, hate typing Prfereferences)
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by:thepunish3r
ID: 13845684
OK, so I think I am all set except how do I open the db I created on my machine's C drive on another user machine by doing file/open?  They won't be able to browse my C drive but I think by adding the replica it would put a copy on the lotus server somewhere and that is where I should browse to?
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by:Sjef Bosman
ID: 13845781
Read again:
- now create a replica on the server: File/Replication/New Replica, select the server and go

You cannot open a database on a client system, that's where the server comes in.
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by:thepunish3r
ID: 13845944
I think I have it setup.  So I did this.

created a new db on my machine.
Set the user rights - now this was a bit confusing, I want some people to be able to add/delete, modify contacts, etc.
Then I setup the replication to the lotus domino server and that worked fine.
Then I went to another IT guys machine and added in the db to his machine from the server.
Then I chose new replica and set that db on the server to replicate to his local machine.
Then added this list into the other IT guys address book for searches, such as you listed above for me to do, enabling searches, file/preferences and selecting that new test address .nsf.  Do I need to do that for each user that is going to use this?  I also imagine creating them a shortcut or something will be good to do on their toolbar or bookmark bar?
Then I setup a replication interval so that way if one of them makes a change the rest of the sales group can see it.

Now the question is how about permissions, where/how can I set it so that each person can add items to this shared contact nsf/modify but what stops one from overwriting anothers or adding in duplicates?.
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by:thepunish3r
ID: 13846148
I guess lastly is what about how lotus doesn't recognize duplicate contacts?  Well from what I have seen.

So if user A adds in a contact with first name "Test" and Last name "address" and then User B adds in that same contact info and they both replicate the changes to the shared.nsf stored on the lotus server then lotus seems to just let that happen.

Is there any option to allow for Lotus seeing duplicate names and telling the person that specific contact already exists?

As for creating the .nsf book would I want to allow the "index searching" or setup any other advanced options?
Can you recommend any sort of books for basic and advanced lotus administration?

Thanks again, I upped the points to as you are really helping me out alot.
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by:Sjef Bosman
ID: 13849348
There is no standard option to prevent duplicate documents. Usually, there will be a responsible person for the database to monitor these things. With some modifications to the personal NAB template, you could protect documents from being modified by people who don't have sufficient permission, using an Author-field. Unfortunately, this is not in that template, but could be added. For the time being, I'd suggest to give everybody Author rights, with Create document permission, but WITHOUT Delete document permission. Assign only 2-3 people the Delete document permission.

When you studied a lot of books, do come back for some modifications to your shared address book, such as the one mentioned above.

Domino Administration books: see http:Q_20836580.html
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by:thepunish3r
ID: 13878031
Hey again,
This question was posed to me.

WHy create the local replica anyway?  Why not just create the address.nsf on the lotus server and have people access it directly from there?  
I can only think of having it offline but is there anything else wrong with just creating it on the server?

How would I be able to add it in to the list of address books people can pick from if it is only on the server and not a local address.nsf.
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by:Sjef Bosman
ID: 13879197
Yes there is a good reason: the field in the preferences accepts only local address books, which is exactly what you found out already.

What you might try, but I don't know if it works or not, is to change the type of the database to Domino Directory. Don't call me when things go wrong, though!
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by:thepunish3r
ID: 13879251
Thanks, so the question then is what if you had a company address book other than what I call the "default global address list"?  How could you create another for people to be able to choose form/is that even possible in notes?
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by:thepunish3r
ID: 13879496
So what would be the difference between and address book .nsf and a domino directory?  I guess the thought is that we have one now which consists of every employee in the company and each site is responsible for updating it.
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by:Sjef Bosman
ID: 13883733
The Domino Directory, aka the Name & Address Book or NAB, contains not only the names of people in the same domain, it also contains the servers, connections and lots of other settings for the servers in the same domain, if used as the domain's NAB. So, for your purpose of address book only, there are many forms and views in the NAB you don't need and that should never be used. The Personal Address Book doesn't contain that many elements. Replicating a personal address book of only 10 Mb isn't that much trouble, is it? Given that the number of changes is minimal.

Open your server's NAB, and look what's in there.
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by:thepunish3r
ID: 13884576
Thanks, I agree with you, just had to pass this on to someone else.

Thank you again VERY MUCH for all the help.

Have you seen the questions I had on internal MX Records?  
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by:Sjef Bosman
ID: 13884706
Seen yes, read no :-| Fiddling MX records is not my ballgame, but I'll open the question :)

Thanks for the grade!
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by:thepunish3r
ID: 13886290
Hey, thanks for the help.  I just don't know what the mx record will do if I add it in, I am suspecting nothing really
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by:EBEQUET
ID: 14700613
great job, is there any way of automatic database replication deploy?

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by:Sjef Bosman
ID: 14701331
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