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windream

Mail Archiving forLotus Notes

windream GmbH, Bochum

Copyright © 2001 – 2004

bywindream GmbH / winrechte GmbHWasserstr. 21944799 Bochum

Issue: 01/04 – 3.5.0.1

All rights reserved. No part of the contents of thisdescription may be reproduced or distributed in any form(print, photocopy, or any other form) or by any meanswithout the explicit written permission of windream GmbH/ winrechte GmbH

Important NotesAll information and technical specifications in this description have beencollected by the authors with great care. They cannot, however, eitherguarantee, take legal responsibility or make any other warranty for theresults of the use of this information.

We would also like to point out that all Software and Hardware logos andnames in this desription are the exclusive property of the Trademark,Brandname or Patent right holders. These are naturally protected by theappropriate laws and trade agreements.

Table of Contents i

Table of Contents

Archiving Lotus Notes e-mails in windream 1Introduction 1Basics of windream Mail Archiving 2System requirements 3

Server 3Client 3Further requirements 3Creating Agents 5

Installation 7Installing Mail Archiving (Launch Setup) 7Launch Setup 8Select destination folder 8Select components 8Configuring the object type 8Select program folder 10Start copying process 10Setup complete 10

Entries in the Windows Registry 12HKEY_CURRENT_USER\SOFTWARE\A.I.S. GmbH\windreamsolutions\MAX 12HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S. GmbH\windreamsolutions\MAX 12HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S. GmbH\windreamSolutions\ MAX \<Object type name> 13

Configuration 16Object type of documents to be archived (Mail) 16Changing the object type 19Configuration options of windream Mail Archiving 22

Archiving E-Mails 28Storing messages in windream 29

Remarks 31Length of directory names 31

Uninstalling windream Mail Archiving 32Agents to be configured in Lotus Notes 33

Agent "Save Mail in windream" (File LotusScriptAgent1.txt) 33Agent "windream Mail Archiving - Options" (FileLotusScriptAgent2.txt) 34

Table of figures 35

Table of charts 37

Index 39

Archiving Lotus Notes e-mails in windream 1

Archiving Lotus Notes e-mailsin windream

IntroductionThe present documentation serves as a guideline for the installation andconfiguration of windream mail archiving for Lotus Notes (version3.0.1.6 or higher).

The description presents a brief survey on the basic requirements ofthe installation. We also explain the required configuration and systemsettings for windream mail archiving.

With windream mail archiving, windream GmbH and their partnersoffer a solution which allows to archive e-mails in windream withdifferent mail Clients. At present, Microsoft Outlook (version 2000 orhigher) and Lotus Notes (version 5.0.8 or higher) are supported.

In any case, the installation of windream mail archiving requires aprevious installation of the windream Server and the windream Client(on the computer on which the mail archiving will be installed),including the required components.

The installation programs for windream Server, Client and mailarchiving are part of the installation CDs, which you have receivedfrom windream GmbH or from your windream partner.

The installation of windream mail archiving requires knowledge in theoperation of Lotus Notes and windream (administration via windreamManagement Console). Further information can be found in thedocumentation provided by Lotus Notes and windream GmbH.

The present documentation can be found on the installation CD ofwindream mail archiving.

2 Archiving Lotus Notes e-mails in windream

Basics of windream Mail ArchivingWith windream Mail Archiving for Lotus Notes, a solution has beendeveloped that allows users to archive e-mails directly from a LotusNotes Client into windream DMS.

Thus, there is an option to index attachments automatically as separatefiles and to archive them. The storage in the DMS can be configuredaccording to user-specific settings on the workstation or user level.

With additional components, the objects to be archived can also bestored in windream as rendition in PDF- or in TIFF-format. In thiscase, the messages are converted and stored in windream as PDF- orTIFF-files. Optionally, it is also possible to store the files in theiroriginal format. The description of the installation and theconfiguration of the components for rendition creation is not part ofthis documentation. Further information can be requested at windreamGmbH or one of its partners.

windream mail archiving for Lotus Notes enables windream users tosave messages in windream securely, in a structured way and easilyretrievable.

After storage in windream, e-mails can be deleted manually orautomatically from Lotus Notes.

Mail Archiving within Lotus Notes has been implemented as Agent inLotusScript. This agent serves for extracting the files, documents andproperties available in the mail program. They will be forwarded towindream COM objects which have especially been created forarchiving e-mails and which execute the storage in windream includingthe indexing.


System requirementsThe following system requirements have to be fulfilled:

ServerHardware requirements• The hardware requirements must be fulfilled which are valid for the

installation of the windream Server (version 3.5 or higher).• The hardware requirements must be fulfilled which are valid for

installing Lotus Domino Server.

Software requirements• windream Server version 3.5 or higher has been installed and is

ready to operate.• Lotus Domino Server has been installed and is ready to operate.

ClientHardware requirements• The hardware requirements must be fulfilled which are valid for the

installation of windream Client (version 3.5 or higher).• The hardware requirements must be fulfilled which are valid for the

installation of Lotus Notes Client (version 5.0.8 or higher).

Software requirements• windream Client version 3.5 or higher has been installed and is

ready to operate.• Lotus Notes Client version 5.0.8 or higher has been installed and is

ready to operate.

Further requirementsFurther requirements are listed below which must have been fulfilledfor the installation.

• Configuration of the required Agents in Lotus Notes.• Import or create the object type (folder type) for mail storage in

windream.• Determine the folder structure for the mail storage in windream

(optional).


Configuring the Agents for adjusting the Lotus Notes ClientFor installing windream Mail Archiving, the configuration of Agents isrequired. This is – as an optimum method – executed by adjusting theglobal mail template on the Lotus Notes / Domino Server. Theconfiguration of the Agent can be executed from a Client, if you havethe required access rights. The following Agents are to be created:

• An Agent over which the mail storage into windream is launched(default: Save mail in windream)

• an Agent over which the configuration of windream Mail Archivingis executed (default: windream Mail Archiving - Options).

The agents are configurd the way that the respective actions areinitiated via entries of the Actions menu from the mail program. Thedesignators for the Agents can be selected individually. However, werecommend to select the designators entered (default) (see also chapter"Creating Agents").

Creating the object type for storage in windreamThe object type (folder type) for messages to be archived must becreated in the DMS. Customizing the windream system can be donebefore or after the installation. However, this must have been donebefore starting the mail archiving process for the first time.

When executing the windream mail archiving setup program, you candetermine the object type to be used for the archiving. The Setupprogram will make the required settings in the Windows Registry (seealso chapter "Configuring the object type" p. 8 and "Object type of thedocuments to be archived (Mail)", p. 16). In order to enable this objecttype for being used, it must have been configured in windreamrespectively. For this, you configure the object type in windream orimport it into windream using the respective administrative function ofthe windream Management Console (WMC). The XML-file requiredfor the import is named Mail.xml respectivelyMailvector.xml and can be found in the installation directory ofthe mail archiving program on the target system or in directory\mail\<version_of_mail archiving> on the installationCD. The files which you have to select for the import depends on thewindream version you use. The object type Mailvector.xmlcontains index fields which have been defined as vector fields. Theprocessing of vector fields is only possible in windream version 3.5 orhigher.

Note: The configuration or the import of the object type caneither be executed before or after the installation. However, it mustbe executed before operating the program for the first time.

Note that conflicts with already existing object types or with indexfields might occur when importing the object type. In this case, the


object type has to be adjusted respectively (for example by changingthe designators for index properties or the object type).

The assignment of the object type for indexing is executed whilestoring messages in the DMS. Index data to be used for indexing areextracted from the e-mail files and are assigned to the object type.

windream mail archiving uses the Windows Registry entries forassigning index data to the index properties to be used. A key with thedesignator of the object type is entered here under windreamsolutions\MAX. Configurations for this object type are made hereusing the respective key entries (for example the assignment of indexfield properties). See chapters "Configuring the object type", p. 8 and"Entries in the Windows Registry", p. 12.

Determining the folder structure for windream file storageBefore the installation respectively the first operation of windream mailarchiving, you will have to determine how the storage of messages shallbe organized in the existing folder structure of the DMS. For example,a central mail directory can be created, or a user-defined as well as aproject-depending structure can be chosen.

If a central mail directory shall be used, this must be known andconfigured (check access rights), and it must be determined on theClients.

Creating AgentsFor the operation of windream Mail Archiving, two Agents must beconfigired on the Lotus Domino Server (see also chapter "Furtherrequirements", p. 3). This will not be executed by the setup program.The agents must be created manually via the respective functions of theLotus Domino Designer (for example by adjusting the global mailtemplate). Thus, two textfiles are delivered which contain the sourcecode (LotusScript) for the Agents to be created. Copy this code fromthe textfiles into the input fields when defining the Agent.

How to create the Agent named "Save mail in windream" 1. Start Lotus Domino Designer and open the global mail template. 2. Select entry Agents. 3. Select command New Agent from the Actions menu. 4. In field Name, enter the designator for the Agent (default: SaveMail in windream ).

5. Enable the checkbox for the commonly used Agent. 6. Select the entry Manually from the Actions menu from the dropdownlistbox for selecting the starting point.


7. Choose Selected documents from the dropdown listboxdetermining for what documents it shall be valid.

8. Select entry LotusScript from the dropdown listbox Start . 9. Enable the Objects tab page and highlight entry Options. 10. Open file LotusScriptAgent1.txt. 11. Copy the contents of this file into the input field in the area SaveMail in windream (Agent): Options.

12. Save the Agent with the respective command of the file menu.

How to configure the Agent "windream Mail Archiving -Options"

1. Start Lotus Domino Designer and open the global mail template. 2. Select entry Agents. 3. Select command New agent from the Actions menu. 4. In field Name, enter the designator for the Agent (default:windream Mail Archiving - Options).

5. Enable the checkbox for the commonly used Agent. 6. Select the entry for manual operation from the Actions menu indropdown listbox for the starting time.

7. Select the entry for executing the Agent once (commands can beused) from the dropdown listbox determining for what documentsit shall be vaild.

8. Select entry LotusScript from the dropdown listbox Start. 9. Enable tab page Objects and highlight entry Options. 10. Open file LotusScriptAgent2.txt. 11. Copy the contents of this file into the input field in area Save mail inwindream (Agent): Options.

12. Save the Agent using the Save command of the file menu.


InstallationLaunch the Setup program only after having checked the aspectsmentioned above.

The installation of windream mail archiving is executed on a windreamClient.

Installing Mail Archiving (Launch Setup)Insert the installation CD and follow the instructions on the screen.

Depending on your windream version, you select the mail archivingversion on the start page for selecting the installable components.Then, you start the Setup(file <CD-ROM-drive>\mail\Setup.exe).

The Setup assistant will lead you through the installation steps. Followthe instructions on the screen.

How to install Mail Archiving 1. Close the Lotus Notes Client Service, if it is still active. 2. Insert the installation CD and select the installation options fromthe menu.

3. Select file setup.exe in folder \mail on the installation CD. 4. Start the Setup program. 5. Enter the destination folder for windream Mail Archiving. 6. Select the components to be installed in the respective dialog box(see also "Select components", p. 8).

7. Determine the settings for the object type that shall be used (seealso "Configuring the object type ", p. 8).

8. Determine the program folder in the respective field, under whichwindream Mail Archiving shall be listed in the windows Startmenu.

9. Start the copying process.

After having completed the installation, you start Lotus Notes toconfigure Mail Archiving.

Note: Please note that you will still have to configure MailArchiving after installation, before using the software. Please alsoensure that the folder type required for archiving has beenregistered correctly in the Windows Registry (see also chapters"Configuration options of windream Mail Archiving", p. 22 and"Object type of documents to be archived (Mail)", p. 16) .


Launch SetupStart the Setup program from the CD and follow the instructionsdisplayed.

Select destination folderIn the dialog box for determining the destination folder, you enter atarget folder for windream Mail Archiving.

Select componentsHere, you select the components which shall be installed.

• Lotus Notes Module• Outlook Module

The components Lotus Notes and Outlook can only be installedalternatively.

Figure 1: Select components

Configuring the object typeHere, you determine the object type to be used and the assignment ofproperties of a Lotus Notes mail to the windream indices (designatorsof the index fields).


Figure 2: Configuring the object type

With the entries made here, the settings for the object type in theRegistry are determined. Please note that the object type you determinehere must also exist in windream. If necessary, you will have toconfigure the object type in windream after installation or adjust itaccording to the changes made here (see also chapter "Object type ofdocuments to be archived (Mail)", p. 16).

The default values for the object type named Mail are preset. You canfind the XML-file named Mail.xml or Mailvector.xml in theinstallation directory of the mail archiving program on the target systemor in directory \mail\<version_of_mail archiving> onthe installation CD. Select one the files, if you want to import theobject type into windream. The files you have to select for the importdepends on the windream version you use. The object type namedMailvector.xml contains index fields which have been defined asvector fields. The processing of vector index fields is only possilbe inwindream version 3.5 or higher.

If you have already configured an object type for mail archiving inwindream, enter the name of this object type here. Further on, youchange the designator for the index fields respectively. Ensure that atleast the index property 'ID' listed in the dialog box must be assigned tothe object type, so that the messages can be archived. All other fieldsare optional. In order to be able to retrieve archived mails, you shoulduse further index fields to, which the respective index data is assignedduring the archiving process. After the installation, check the objecttype using the resepctive option of the mail archiving settings (see alsochapter "Advanced options").


Note: You can change the values (name of the object type anddesignators of index fields) of the respective entries (designators forthe keys in the Registry). It is important that the wentries (thenumber and the designators of the fields) correspond to those ofthe object type to be used.

Write to fileVia this command button, you can save the current object type settingsin a file (max.ini) and in a selectable directory of your choice (forexample on a network drive). Thus, you can also use them on furtherworkstations (reading settings via comman button Read from file). Filemax.ini is set with default values:

[Common]ObjectType=Mail[Mail]Comment=NoteTo=RecipientID=IDReceivedTime=DateSenderName=SenderSubject=ReferenceType=Type

Read from fileVia this command button you open a dialog box for selecting a file(max.ini) with the object type settings to be read. These will then beapplied to the dialog box for the configuration of the object type andentered respectively in the Registry by the Setup program.

Select program folderIn the dialog box for selecting the program folder, you determine theprogram folder with which windream Mail Archiving shall be displayedin the Windows Start menu. Via entry windream mail archiving options ofthis folder, you can then launch the dialog box for user- andworkstation-specific configuration of mail archiving (see also chapter"Configuration options of windream Mail Archiving", p. 22).

Start copying processThen, you start the copying process to install windream MailArchiving.

Setup completeAfter having completed the installation, you start Lotus Notes toconfigure windream Mail Archiving (see also chapter "Configurationoptions of windream Mail Archiving", page 22).


Note: If changes should become necessary concerning the objecttype later on, you can make the changes via the maintenance modeof the Setup program (see chapters "Object type of documents tobe archived (Mail)", p. 16 and "Changing the object type", page 19).


Entries in the Windows RegistryThe following chapters explain the entries in the Windows Registry,which are required for operating Mail Archiving. The keys aredetermined by the Setup program. It is also possible to adjust specifickeys manually which have been preset with default values by the Setupprogram.

When explaining the keys, we will specificly describe a possible manualdetermination.

In the Registry, the keysHKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream solutions\MAX andHKEY_CURRENT_USER\SOFTWARE\A.I.S.GmbH\windreamsolutions will be created during the installation.

HKEY_CURRENT_USER\SOFTWARE\A.I.S.GmbH\windream solutions\MAXThe values for operating the program, which contain workstation- anduser-specific settings, are below key MAX. The key will be generatedwith the currently set values after the first start of the windream mailarchiving options. We will now explain some entries in detail.

TruncatePathType: String

Entry TruncatePath determines the number of characters of amail reference line which shall be used for generating the directorynames. The entry will be set to default value 40 during the installation.If more characters shall be used, you change the value respectively (seealso chapter "Length of directory names", p. 31).

HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream solutions\MAXBelow this entry, there are all keys and entries required for operatingthe windream Mail Archiving program. The system also places theworkstation- and user-specific settings here. Some of the entries will beexplained in detail now.

AdvancedOptionsVisibleType: String

The display of the advanced options tab page in the windream mailarchiving dialog box is controled via entry


AdvancedOptionsVisible. Default is value = 1: Extendedoptions will be displayed.

CurrentVersionType: String

Entry CurrentVersion names the key of the current version.

ObjectTypeNameType: String

Entry ObjectTypeName contains the name of the object type to beused. The entry will be set during the Setup. Default value is Mail.

PostProcessingVisibleType: String

Entry PostProcessingVisible controls the display of theadvanced options for the settings of the post-processing scripts. Value= 1: options will be displayed. Value = 0: options will not be displayed.

SaveMailFormatVisibleType: String

Entry SaveMailFormatVisible controls the display of theadvanced options of mail archiving for the configuration of therendition creation. Value = 1: options displayed. Value = 0: values notdisplayed.

HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream Solutions\ MAX \<Object typename>This key contains the entries and keys for the object type to be used.The entries will be listed now which have to be set explicitly. Theobject type to be used and the object type-specific indices aredetermined via these entries. Additionally, the assignment between theinternal field designators of the mail system (Lotus Notes) and theindex fields of the object type (index properties in windream) isexecuted here. The entries are preset with default values by the Setupprogram (see also chapter "Configuring the object type", p. 8 and"Object type of documents to be archived (Mail)", p. 16).


CommentType: String

Entry Comment designates the name of the index field of the obejcttype in windream, which takes up the value for a comment of a mail.The entry is set by the Setup program. This entry is optional. Default isvalue Comment.

IDType: String

Entry ID designates the name of the indexs field of the object type,which takes up the value of the ID for internal administration of amessage. The entry is set by the Setup. This entry must be set. Defaultis value ID.

ReceivedTimeType: String

Entry ReceivedTime designates the name of the index field of theobejct type in windream, which takes up the value of a reception date.The entry is set by the Setup program. This entry is optional. Default isDate.

SenderNameType: String

Entry SenderName designates the name of the index field of theobject type in windream, which takes up the value of a message sender.The entry is set by the Setup Program. The entry is optional. Default isSender.

SendTimeType: String

Entry SendTime designates the name of the index field of the objecttype in windream, which takes up the value of a message's date ofsending. The entry is optional and will not be set by the Setup program.The object type Mail delivered with the program does not contain arespective index field. If this criterion shall be used, respectiveadjustments will be required in the Registry (create a character stringSendTime below the Mail key) and in the WMC (define type indexfor the date of sending for object type Mail). See also chapter "Objecttype of the documents to be archived (Mail)", p. 16.


SubjectType: String

Entry Subject designates the name of the index field of the objecttype in windream, which takes up the value of a subject in a mail. Theentry is set by the Setup program. This entry is optional. Default isSubject.

ToType: String

Entry To designates the name of the index field of the object type inwindream, which takes up the value of a message receiver. The entry isset by the Setup program. This entry is optional. Default isRecipient.

TypeType: String

Entry Type designates the name of the index field of the object typetype in windream, which takes up the value of the message type. Theentry is set by the Setup program. This entry is optional. Default isvalue Type.

Note: The use of this index field is not possible under LotusNotes. You can adjust the preconfigured object type by removingthe index field (see also chapter "Configuring the object type", p. 8and "Object type of the documents to be archived (Mail)", p. 16).


ConfigurationAfter having completed the installation, you will have to make somesettings to configure windream Mail Archiving.

On the one hand, you can adjust the object type which shall be usedfor the storage of messages (changing the designators of the indexfields or of the object type). This might become necessary, if an objecttype or an index field with the same name already exists in windream.

On the other hand, you must make the settings on the Mail Clientwhich determine how mails shall be stored in windream (see chapter"Configuration options of windream Mail Archiving", p. 22).

Object type of documents to be archived (Mail)In order to be able to use windream Mail Archiving, it is necessary todefine a windream object type (folder type), which is used for indexingduring the archiving process. This folder type must exist in windream.

A folder type is delivered with the Software. It can be installed withwindream Mail Archiving. If this object type shall be used, it musteither be created in windream before or after the installation ofwindream Mail Archiving. Thus, you configure the object type inwindream or you import it to windream using the administrationfunction of the windream Management Console (WMC). The XML-file required for import is named Mail.xml respectivelyMailvector.xml and can be found in the installation directory ofMail Archiving on the target system or in directory\mail\<Version_of_Mail Archiving> on the installationCD. The files you have to select for the import depends on thewindream version you use. The object type namedmailvector.xml contains index fields which have been defined asvector fields. The processing of vector index fields is only possible inwindream version 3.5 or higher.

However, note that conflicts might occur with already filled indexfields. In this case, you will possibly have to adjust the index names (seealso chapter "Changing the object type", p. 19).

If you want to use another object type different from the default typeor if changes are necessary, ensure to make these changes in windream,too.

The assignment of properties of a Lotus Notes mail to the windreamindices and the determination of the folder type to be used can beexecuted via the Setup program or via the respective entries in theRegistry (see chapters "Configuring the object type ", p. 8 and "Entriesin the Windows Registry", p. 12).


Administration of object types in the windream ManagementConsole (Object type Mail)The object type to be used can be adjusted individually (change layoutof tab page, add further object type-specific indices) via theadministration functions of windream. It is also possible to use anotherobject type than the one delivered with the Software. The descriptionof the administration can be found in the documentation and in thewindream online help.

Figure 3: Administration of object types in the windream Management Console

List of object type-specific indices for the object type of MailArchivingName Column Size Type DescriptionID szTextNr 64 Text ID for internal

administration. Thisindex should not bevisible on tab pageindices.

Subject szTextNr 128 Text Subject (reference)

Sender szTextNr 128 Text Sender data

Recipient szTextNr 128 Text Receiver data

Date dwDateNr 0 Date Entry date

Note szTextNr 255 Text Text for notes

Type szTextNr 64 Text Message type (MSOutlook only)

Table 1: Object type-specific indices of type Mail

The size of the windream index field types can be adjusted accordingto individual needs. Optionally, you can also define a date field whichtakes up the date of sending of a message.


For example:

Name Column Size Type DescriptionDate dwDateNr 0 Date Date of sending

In order to enable the field for being used during indexing andarchiving processes, entry SendTime must be available below keyHKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream Solutions\ MAX \<Object typename> (see also chapter"HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream Solutions\ MAX \<Object type name>", p. 14).

Object type for Mail Archiving (Object type Mail)

Figure 4: Object type Mail (Tab page Indices) for windream Mail Archiving

If you want to change the configuration of the object type or if youwant to use another type, please note the following procedures. If youwant to use other index names (designators for index fields) than the


suggested ones, you will have to adjust the names in the WindowsRegistry (see chapter "Configuring the object type ", p. 8 and "Entriesin the Windows Registry", p. 12).

Changing the object typeAs default, the name of the object type is preset as Mail. If youchange the designator of the object type or if you want use anothertype, you will have to adjust the respective entries in the Registry.Please note that the object type which shall be used must contain fourindices which correspond to the indices of the object type Mail. Thedescxription of the required indices can be found in the table named"List of object type-specific indices" in chapter "Object type fordocuments to be archived (mail)".

Important warning: Please note that later changes of the objecttype (while operating windream Mail Archiving) will result inproblems with the administration of already archived documents ofthis type.

The adjustment of the object type can be executed with themaintenance mode of the Setup program (see chapter "Installing MailArchiving (Launch Setup)", p. 7).

Alternatively, you can also make the settings in the Registry directly(use regedit command).

How to adjust the object type in the Registry (Setupmaintenance mode)

1. Launch the Setup program (for example using commandSettings>Control Panel>Add or Remove Programs from the WindowsStart menu).

2. Select entry windream Mail Archiving. 3. Enable command button Chaege/Remove to launch the maintenancemode.

4. Enable option Modify and click Next. 5. Enter the required changes in the dialog box of the object typesettings and finish the maintenance operation.

How to adjust the object type in the Registry (commandregedit)

1. Enter the regedit command in the command line of theWindows Start menu.

2. Open key HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream solutions\MAX.


Figure 5: Designator of the folder type for Mail Archiving in the Registry

Adjusting the entry for the object type 3. If you only want to change the designator of the object type, youchange the value of the entry \ObjectTypeName from Mailto <new name>.

Note: After having changed the designator, you will also have toadjust the key which contains the settings for the object typerespectively (fromHKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream solutions\MAX\mail toHKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream solutions\MAX\<Newdesignator>). If the index fields of the object type werechanged, too, you will also have to change the index fields in theRegistry.

Changing entries of the object type-specific indices 4. Open key HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream solutions\MAX\mail.


Figure 6: Adjusting the folder type for Mail Archiving in the Registry

5. If you want to change the entries for the object type-specificindices, you will have to make the changes in the following key:

HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S.GmbH\windream solutions\MAX\mail\[column ofobject type-specific index]

The following values must/can be adjusted:

Comment: from Comment to <new name>

ReceivedTime: from Date to <new name>

SenderName: from Sender to <new name>

Subject: from Subject to <new name>

To: from Recipient in <new name>

The key named Type can be deleted, as this key has not been designedfor being used with Lotus Notes.

Note: The processing of mails with windream Mail Archivingrequires that the object type of the documents to be archived atleast contains one object type-specific index which corresponds tothe field type of the ID field of the object type deleivered with theprogram.In order to be able to retrieve the archived messages efficiently,further object type-specific index fields should be defined in anycase. Thus,check the object type after having completed theinstallation using the respective option in the settings of the mailarchiving program (see also chapter "Advanced options").


Configuration options of windream Mail Archivingwindream Mail Archiving offers different user-specific settings withwhich the Mail Archiving can be controlled. Start the dialog boxwindream Mail Archiving [version] - Options from the mail application(command windream Mail Archiving - Options from the Actions menu).

Figure 7: windream Mail Archiving - Options

You can also launch the options dialog via entry windream mail archivingoptions from the program folder of the start menu (for example viacommand Start>Programs>windream mail archiving>windream mail archivingoptions). Lotus Notes need not be started for this. This way, you canconfigure the mail archiving without opening the mail application.

Archiving / IndexingOn this tab page, you determine the options for indexing and archivingLotus Notes messages in windream.

Settings for the target folderIn the area named Target folder, you determine the folder in which themessages shall be stored in windream. Below the determined


destination folder, a directory will be created for each messagearchived. This directory will be indexed with the object type and therelevant mail information described above (receiver, sender, subject anddate).

The destination folder can either be entered or selected via the Browsebutton. When entering the folder manually, ensure that no drive letteris entered in front of the path. The path must always start with abackslash.

Save mailsautomatically to

If this option is enabled, the system will check whether identicalmessages have already been saved in the determined directory. This isexecuted via the mail-ID. In case a mail has already been archived youcan determine whether a copy shall be created, whether the mail shallbe overwritten or whether another storage place shall be selected (seebelow).

Do not group mailsby date

Select this option, if a sorting is not required. the messages will bestored in the destination folder directly. No further subdirectories willbe created.

Group according toarchiving date

Via this checkbox you determine whether the storage structure shallfurther be extended by additional folders below the destination folder.If the option is checked, further subfolders will be created below thedestination folder as YYYY\MM\DD, into which messages are stored(for example \Mails\2002\02\05\TestMail).

Group according todate ofsending/reception

Select this option, to make a structure below the destination folderaccording to the dtae of sending / reception. If the option has beenswitched on, further subdirectories will be created in the destinationfolder in the YYYY\MM\DD format (for example\Mails\2002\02\05\Testmail).

If message hasalready beenarchived

With this option, you determine what procedure shall be executed ifmails have already been archived or if you try to store two messageswith the same subject in the same destination folder. Enable the desiredoption (ask to select other place of storage, overwrite, create copy).

• Ask – Mail Archiving asks the user whether he wants to store themail as copy, whether he wants to overwrite the existing directory orwhether he wants to archive it under a different directory name.

• Overwrite – The mail directory will always be overwritten with thenew contents.

• Create copy – A copy of the directory will always be created. Thedirectory name will then be extended by a consecutive number.

Ask on each saving Determine here that windream Mail Archiving shall ask for adestination folder on each saving process in windream, if you do notwant to use a predefined destination folder.

A browse dialog will be opened when storing a mail, in which you mustdetermine the destination folder. The selected mails and all their


components will then be stored in this directory. You can use theoption to keep this folder as basic folder for following mails in order touse the selected basic folder for all previously selected mails.

Note: If the option to ask on each saving process is enabled, thesystem will not check whether a message is already available in theselected directory or not.

Settings for archivingIn this area you determine the file format, in which the mail contents isstored in windream. Additionally, you can determine whether themessages shall be deleted from Lotus Notes after being archived.

Mail format Here, you determine the file format with which the messages are storedin windream. Only the text format can be chosen, meaning that themail contents is saved as a text file in the selected destination folder.

Store mailadditionally ascomposite file

Not available for Lotus Notes.

Delete mail afterarchiving

Enable this option if messages shall be deleted in Lotus Notes afterhaving stored them in windream.

Extract files fromzipped attachments

If this option is enabled, files from zipped attachments are extracted.

Settings for indexingWhen archiving mails, the mail body as well as all available attachmentsare saved as separate files in a folder of the mail directory. Mail bodyand attachments can be indexed. The folder in which a mail is placedwill automatically be indexed (assignment of the folder type with theindex data taken from the mail).

Determine for body and attachments separately, whether MailArchiving shall display an indexing dialog or not. A basic requirementis that the windream indexing service has been switched on on theworkstation computer.

You can also post-index files in windream later on.

Show index dialogsfor attachments

Here, you determine whether the dialog box for indexing shall bedisplayed for each attachment of a message. Then, you can determine,whether the index data of an attachment shall be applied to otherattachments (see below).

Transfer indexvalues ofattachements

If you want to index the attachments of messages during the archivingprocess, select this option to determine whether each attachment shallbe indexed separately (option for interactive indexing) or whether theindex data of the first attachment shall be applied to all other


attachments (option for transferring the index values of the firstattachment).

Show index dialogfor mail body

This option determines, whether the dialog box for indexing shall bedisplayed for the mail body to be stored or not.

Show index dialog ofmail folder

This option determines, whether the dialog box for manual indexingshall be displayed for the mail folder or not.

Use all receiver(names) for indexing(CC, BCC)

Select this option, if all message receivers shall be used for indexing.During an automatic indexing process, all receivers of the fields To, CCand BCC will be applied to the respective index field of the object type.

Assign mail fulltextto folder

If this option has been enabled, the contents of a message will bestored as fulltext for the respective mail folder. The text can be viewedvia the folder properties on tab page Fulltext as extracted fulltext.

Advanced optionsHere, you determine the advanced options for indexing and archivingmessages in windream.

Fugure 8: windream Mail Archiving - Advanced options


LoggingThe archiving processes can be logged. Select one of the optionsoffered. An output into the system debugger will only be possible, ifthe required DLL has been installed before. Further information can berequested at windream GmbH or one of its partners.

All processes of the windream mail archiving program will be logged inthe logfiles named WMOMail.log and WMOMax.log. The files arestored in rthe local Temp-directory of the currently logged-in user (forexample C:\Documents andsettings\Administrator\Local Settings\Temp).

Note: The folder Local settings is hidden and can only beviewed, if the option for viewing all files and folders has beenswitched on in the folder options of the Explorer.

Post-processing scriptAfter having stored the messages, scripts may be launched which canexecute further processes. It is possible to use scripts separately formail folders, mail bodies, attachments or the rendition. Enter thescripts with fully qualified filename in the respective fields.

For mail folder Script will be executed for the mail folder, after the folder has beencreated in windream.

For mail body Script will be executed for the mail body after the file has been createdin windream.

For attachments Script will be executed for attachments after they have been created inwindream.

For rendition Script will be executed for the rendition after the rendition has beencreated in windream.

Folder typeThe name of the folder is displayed here, which is used for indexing thethe messages. In order to check whether the object type determinedreally exists in windream and with what properties the object type-specific indices have been equipped, click the command button forchecking the folder type.

RenditionThe mail bodies of the messages can also be stored in windream asrendition.

Create rendition Select this option, if the rendition shall be created and set the renditionformat (PDF or TIFF).

Note: The description of the installation and the configuration of


the software required for creating the rendition is not part of thisdocumentation. Please contact windream GmbH or one of itspartners for further information.

Do not save mail astext, if a renditionexists

The emails will not additionally be stored in their original format (text),if they are saved as rendition.

Show index dialogfor the rendition

Enable this option, if the index dialog for entering the index propertiesshall be displayed for a rendition.

How to configure windream Mail Archiving 1. Start Lotus Notes. 2. Enable command windream Mail Archiving [version] - Options from theActions menu.

3. Determine the desired settings in the dialog box windream MailArchiving – Options.

4. Save the changes by clicking OK.


Archiving E-MailsDuring the archiving process, messages are stored as folders inwindream, as an e-mail – as well as a fax message – cannot giveinformation on the type of document. A message can be an invoice, acontract draft or a note. Just like an envelope, an e-mail only givesinformation on the sender, the receiver or the mailing date.

With windream Mail Archiving, this information (i.e. sender, receiver,date, subject) is saved via a respectively defined folder type inwindream. The contents – mail text and attachments – are stored asfiles in this folder and can thus be assigned separately to documenttypes and equipped with index values.

The directories for the e-mails are created in the configured ordetermined destination directory of the windream drive (see alsochapter "Configuration options of windream Mail Archiving", p. 22).

The windream mail directory will receive the email subject as name,and special characters are substituted by underscores. Additionally, thisname will be extended by a timestamp. The configured object type withthe relevant e-mail information (index properties like for examplesender, receiver, date and subject) is assigned to the directory (see alsochapter "Configuring the object type", p. 8 and "Object type ofdocuments to be archived (Mail)", p. 16).

Depending on the configuration, a directory tree will first be createdbelow the destination folder, which is based on the current date (dateof archiving) or on the date of sending respectively on the date ofreception in the format YYYY\MM\DD, and in which the emaildirectory will be created.

The mailbody is stored as textfile in the e-mail directory, and the filereceives the name of the subject with the respective file extension. Ifthe e-mail contains extractable attachments, these will additionally besaved separately as files in the mail directory with their originalfilename. Double filenames are extended by continuing numbers. Ifconfigured, separate indexing dialogs are opened for the e-mailattachments and the mailbody, which allow to independently index therespective mail components (see also chapter "Configuration optionsof windream Mail Archiving", p. 22).

When archiving messages, respective entries are written to the folderhistories of the e-mail directories. This process records the files whichhave been created in the mail folder. A user entry is created for eachfile.

Depending on the configuration, the messages are deleted from LotusNotes after being archived.


Storage structure of an archived e-mail<destination folder>+-YYYY-------------------- +-MM-------------------- +-DD------------------ +-Mail directory-- Mailbody------ Attachments-----

OptionalOptionalOptional

Example

End of example

Storing messages in windreamThe storage of messages in windream from Lotus Notes is executedwith command Save mail in windream from the Actions menu.

Previously selected messages are forwarded to windream MailArchiving. A progress dialog informs you on the progress of storing.

Depending on the current configuration, the messages are stored in adetermined destination windream directory of windream, or a fileselection dialog is displayed in which the target folder can be selected.

The indexing of the mails is executed according to the options set. Allmessages are always indexed automatically via the determined foldertype with entries for sender, receiver, date and subject. Additionally, itis also possible to index the mail contents and the respectiveattachments separately (see also chapter "Configuration options ofwindream Mail Archiving", p. 22).


Figure 9: Message indexing while archiving

How to archive messages in windream 1. Start Lotus Notes. 2. Open the desired mailfolder and highlight the messages to bearchived.

3. Select command Save mails in windream from the Actions menu. 4. If necessary, determine the desired destination folder in windream.

The reporting dialog informs you on the progress of storing.

5. If necessary, enter the index information for the mail contents andthe attachments. The indexing fields will only be displayed, if MailArchiving has been configured respectively and if the windreamIndexing Service has been started.

The messages are saved in windream. Depending on the currentsettings, the messages are deleted form the Lotus Notes mailfolder orequipped with a flag for tracking. When storing in windream, an entrywill be written in the windream history for each folder and each file.The history can be viewed via the object properties of stored messagesin windream.


Remarks

Length of directory namesThe mail directories receive a directory name which contains the first40 characters of the mail's subject. Additionally, this name is extendedby a timestamp.

If more characters of the subject line shall be used, you can determinethe desired number in the Windows Registry. Open keyHKEY_CURRENT_USER\Software\A.I.S.GmbH\windream solutions\MAX\TruncatePath andenter the desired value.


Uninstalling windream Mail ArchivingThe uninstallation of windream Mail Archiving must be executed asfollows:

• Uninstall windream Mail Archiving via Setup or viaControl panel >Add or Remove Programs.

• Remove Agents from Lotus Notes.

First, you uninstall windream Mail Archiving. After that, remove theAgents from Lotus Notes.

How to uninstall windream Mail Archiving 1. Close Lotus Notes. 2. Open dialog box Add or Remove Programs using commandSettings>Control Panel>Add or Remove Programsof the Start-menu.

3. Select entry windream mail archiving. 4. Enable button Change/Remove to uninstall windream MailArchiving.

Alternatively, you can also uninstall windream Mail Archiving via themaintenance mode of the Setup program:

1. Close Lotus Notes. 2. Start the Setup. 3. Select option Remove from the maintenance dialog and enablebutton Next.

4. Confirm the security question with OK. 5. Enable the Complete button in last dialog box.

How to remove the Agents from Lotus Notes 1. Start Lotus Notes Domino Designer and open the mail templatewith which you created the Agent.

2. Open the list of Agents. 3. Highlight the entries for the Agents of windream Mail Archiving(default: Save mail in windream and windream MailArchiving - Options).

4. Remove the Agent using the Remove command from the pop-upmenu.


Agents to be configured in Lotus NotesThe source code (Lotus Scripts) is listed now for the Agents which youmust create for windream Mail Archiving. The scripts are delivered astextfiles.

Agent "Save Mail in windream" (FileLotusScriptAgent1.txt)Cf. chapter "Creating Agents", p. 5 to learn how to create Agents.

' Agent "Save mail in windream"

' – commonly used Agent' – Manually from the "Actions" menu' – Selected documents' - LotusScript

Sub InitializeDim Session As New notessessionDim db As notesdatabaseDim collection As notesdocumentcollectionDim toWindream As Variant

On Error Goto ErrHandlerCreate' get notes database and selectionSet db = Session.currentdatabaseSet collection = db.unprocesseddocuments

' create lotus to windream integration objectSet toWindream = CreateObject("VBNotesToWindream.ToWindream")

' export selected documentsOn Error Goto ErrHandlerExporttoWindream.Export collection

Exit Sub

ErrHandlerCreate:Messagebox "Windream mail integration library cannot be initialized." &vbCRLF & _"Please make sure that the mail integration library WMOMail.dll andNote2windream.exe is installed and registered." & vbCRLF & _"Error" & Str(Err) & ": " & Error$ & vbCRLF & "Line: " & Erl(), _MB_OK + MB_ICONEXCLAMATION, _"Windream Mail Integration"Exit Sub

ErrHandlerExport:Messagebox "Windream mail integration library cannot save mails." &vbCRLF & _"Error" & Str(Err) & ": " & Error$ & vbCRLF & "Line: " & Erl(), _MB_OK + MB_ICONEXCLAMATION, _"Windream Mail Integration"Exit Sub

End Sub


Agent "windream Mail Archiving - Options" (FileLotusScriptAgent2.txt)

Cf. chapter "Creating Agents", p. 6 to learn how to configure theAgents.

' Agent "windream Mail Archiving - Options"

' – Commonly used Agent' – Manually from the "Actions" menu' – Execute once (@commands can be used' - LotusScript

Sub InitializeOn Error Resume Next' Create windream mail integration object for optionsSet oWMOOptions = CreateObject("WMOMail.wmMailOptions")

If Err <> 0 ThenMessagebox "Windream mail integration library cannot be

initialized." & vbCRLF & _"Please make sure that the mail integration library WMOMail.dll is

installed and registered." & vbCRLF & _"Error" & Str(Err) & ": " & Error$ & vbCRLF & "Line: " & Erl(), _MB_OK + MB_ICONEXCLAMATION, _"Windream Mail Integration"Exit Sub

End If

' tell the option dialog which features are supported by this mail tooloWMOOptions.BodyFormats = cSupportedLotusFormatsoWMOOptions.LoadSettings

' display the option dialog - closing this dialog will save the optionsautomaticallyoWMOOptions.DisplayEnd Sub

Table of figures 35

Table of figuresFigure 1: Select components.................................................................................................... 8Figure 2: Configuring the object type .................................................................................... 9Figure 3: Administration of object types in the windream Management Console ....... 17Figure 4: Object type Mail (Tab page Indices) for windream Mail Archiving ................. 18Figure 5: Designator of the folder type for Mail Archiving in the Registry ................... 20Figure 6: Adjusting the folder type for Mail Archiving in the Registry........................... 21Figure 7: windream Mail Archiving - Options ................................................................... 22Fugure 8: windream Mail Archiving - Advanced options ................................................ 25Figure 9: Message indexing while archiving ........................................................................ 30

Table of charts 37

Table of chartsTable 1: Object type-specific indices of type Mail ............................................................. 17

Index 39

Index

AAdvancedOptionsVisible 13Agents 4

Lotus Script 33Save mail in windream 33Source code 33Store mail in windream 5windream Mail Archiving - Options

34Archiving

E-mail 28

CComment 14Complete

Setup 10Component

Lotus Notes 8Outlook 8

Configuration 16CurrentVersion 13

DDestination folder

Select 8

EE-mail

Archiving 28

FFolder type

Check 26

IID 14Installation 7Introduction 1

LLaunch

Setup 8Length of directory names 31Lotus Script

for Agents 33LotusScriptAgent1.txt 5, 33LotusScriptAgent2.txt 5, 34

MMail archiving

Basics 2Mail Archiving Setup

Complete 10Select program folder 10Start copying process 10

Mail.xml 4, 9Mailvector.xml 4, 9max.ini 10

OObject type

Change 19Configure 8Mail.xml 16

Object type Mail 8, 17Layout of tab Indices 18object type-specific indices 17

ObjectTypeName 13Options

Advanced 25Archiving/Indexing 22Folder type 26Logging 26Post-processing script 26Rendition 26windream Mail Archiving 22

PPostProcessingVisible 13Program folder

Select 10

RReceivedTime 14Remarks 31Requirements 3

SSave mail in windream

Script 33SaveMailFormatVisible 13SenderName 14

40 Index

SendTime 14Source code for Agents 33Store mail in windream

Script 5Subject 15System requirements 3

TTo 15TruncatePath 12Type 15

UUninstallation 32

WWindows Registry

Entries 12windream Mail Archiving - Options

Script 34

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