SmartCloud Tip #8: When Person Docs don’t synch


I have encountered occasions in a hybrid environment where some person documents don’t appear in SmartCloud so they are not available for addressing mail and are not available for provisioning, as in the case of creating a new user.  The issue turned out to be that the entry in the Manager field on the Home/Work tab of the person document contained a long string of characters (about 40).  This prevented the document from getting synchronized with the directory in SmartCloud.  SmartCloud is designed so to avoid other problems, if there are any fields that can’t be synchronized, the whole document doesn’t.

So if names in your Domino Directory don’t appear in SmartCloud, review the fields for any unusual content that may be preventing it from synchronizing properly.

SmartCloud Tip #7: Notes BUILT-IN tool for migrating to SmartCloud


Want a simple method for migrating mail to SmartCloud? Maybe you are interested in moving to a Service-Only configuration, but were told you couldn’t migrate the data? Maybe you already completed a migration in a hybrid environment only to find one mailbox that was missed and needs to be migrated after the migration specialist is gone?
This process is embarrassingly simple and could make migration tools obsolete, at least for smaller environments. This puts self-service migrations in the hands of the end user. It could eliminate many billable hours transferring mail for Certified Data Transfer Managers (DTM) like myself. But I believe in things like Open Source software and Sharing Knowledge for the greater good.

Use Archiving. It’s that simple.

The steps are so easy an end user could do it. Here are the details:

Overview:
Adjust the ACLs of the mail files as necessary.
Create local replicas of the old mail file and the new mail file.
Setup Archive settings in the old mail file to archive into the local new mail file.
Archive Now. (This step will delete everything from the local replica of the old mail file, so don’t let it replicate back to the server in case you need it for some reason.)
Replicate the new mail file back to SmartCloud.
Review the old mail file to ensure all documents were archived.

The details:
1. If you are going to switch to a Service-only environment, you will be getting a new Notes ID. Make sure it has access to your old mail file. This step may need to be done by the system administrator.
2. Open your old mail.
3. Create a local replica of it. It Must not be encrypted. If you already have a local replica that is encrypted, you will need to make a new one.
4. Uncheck the box on the replicator page to replicate it. This will keep it from replicating the deletions back to the server after you archive.
5. Repeat steps 2,3, & 4 for your new mail file in SmartCloud.
6. Open the local replica of your old mail file.
7. Pull down Actions – Archive – Settings…

archiving1
8. Click on the Criteria tab. Disable any criteria that have a check mark indicating they are enabled.
9. Click the Create… button.
10. Enter a name for this criteria, something like “Move to SmartCloud”.
11. Check the box to Enable this Criteria.
12. In the field to select what should happen, browse to and select the local replica of your new SmartCloud mail file. The dialog will look like this:

archiving2
10. Click the Selection Criteria button.
12. Leave the setting to “not modified in more than”, and change the period to 0 days.

archiving3
13. Click on OK to all of the boxes. If the following dialog pops up, click yes.

archiving4
14. The Scheduling settings will be displayed. Click OK without enabling the schedule.

archiving5
15. You are now ready to perform the archiving. From the inbox of your old mail file, Pull down Actions – Archive – Archive Now.
16. When it is complete, you can check the document count in the database properties. It should be close to zero.Check the All documents view and in your calendar check the Lists – Calendar Entries view for documents that didn’t get brought over. It may be easiest to just re-create calendar entries.
17. Review the folders and calendar in the new mail file. When you are satisfied with the documents in the new mail file, go back to the replicator page and enable it so it can replicate to the SmartCloud server.

That is the whole process in a nutshell. There are some potential obstacles, like connection speed to the Internet, mail file size and Private folders. Also, you may also prefer to have someone with experience to turn on and configure your SmartCloud environment and address some other architectural details, but the act of moving your data can be incredibly simple. I have helped companies use this method very successfully. If you want help with the process, contact me at Divergent Solutions.

See the full list of tips HERE.

SmartCloud Tip #6: Dealing with Middle Initials


In a Hybrid SmartCloud environment, if you have users in SmartCloud who have a middle name or middle initial, that information does not get added to the SmartCloud directory automatically as there is no middle name field. It shows up in the IBM SmartCloud Notes area, but not in the User Accounts area under Manage Organization. So how do you deal with this? The process is actually very simple.

1. Find the user under Manage Organization – User Accounts.
2. Click on the name to edit it.
3. In the Given name field, after the person’s name, add a space and the middle initial or middle name as it appears in their person document in the directory.
4. Click Next to page through the settings until you get to Finish. (Click on Account Login to jump to the last page of settings and save a few clicks.) You’re done.

So what if you need to do this for a lot of people, in particular, during a migration? In this case, use the Integration Server Service. Again, a straight-forward process.

1. Create a view in your Domino Directory that looks like this:

IntegrationServerCSVFile
The three columns should have the following headings spelled exactly as they appear here, and formulas:
emailAddress –> Field: InternetAddress
Action –> Formula: “update”
givenName –> Formula: @Trim(@Implode(@Trim(@Subset(FirstName; 1)); ” , “)+ ” ” + MiddleInitial)

You can add additional fields to update if you so choose. Just be sure to follow the rules defined in the SmartCloud documentation.

2. Open the view you just created and select the documents that you want to update the middle initial in SmartCloud.
3. Pull down File – Export. Choose a file type of Comma Separated Value and name the file according to the rules for the Integration Server. Select Save.
4. Choose Save Selected and Include View Titles.
ExportCSV
5. Process the .csv as described in the documentation.

I think this process should not be necessary at all, but until the directory in SmartCloud has and uses the middleInitial field from your Domino Directory, this tip is essential.

See the full list of tips HERE.

Some tips are worth revisiting each year: Holidays in Dom Dir and Inbox Cleanup


Some topics are worth revisiting every year. Here are two of my favorites:

How to create holidays in the Domino Directory for importing into calendars

Clearing your inbox for a productive start to the new year

IBM’s next generation cloud email solution is coming to CONSUMERS for FREE!


Last week IBM provided a glimpse into their next innovation in email.  Code-named MailNext, it is now formally named Verse.  This is the next evolution of Connections Cloud, their enterprise cloud suite of software.
Now, just a week later, IBM has announced plans to make Verse available to CONSUMERS for FREE!!!
This is unprecedented by IBM.  First, this is the first time IBM has targeted consumers rather than businesses.  Second, the price is right to attract users to experience the new concept in messaging.  Free.  A brilliant strategy to finally take an aggressive action toward marketing their product by first winning over their market as individuals and then as businesses.

Long ago Microsoft did this by including Outlook with every operating system. Consumers used that interface to use POP to access their personal email accounts.  Familiarity at the consumer level made it easy for businesses to be persuaded to use it along with Exchange server for an enterprise messaging system.  Then Google repeated this successful recipe to build a strong consumer base before diving into the enterprise messaging marketplace.

Now IBM is going to apply the same formula.  Unlike Google however, IBM is not going to turn consumers directly into profit like Google does with their advertising and scanning of email.  They will be targeting Businesses to provide the revenue.

The beauty of this formula is simple.  Email is the software equivalent of a Gateway drug into the collaboration software market. And IBM intends to get you addicted to theirs.  In this case, those hardcore drugs are IBM’s collaboration software suite:  Connections (team, B2B and B2C tools for file sharing, activities, wikis, blogs, forums, surveys, & more);  Sametime Instant Messaging, video, audio, web conferencing, and Notes & Domino.  And IBM is taking the same approach as the State of Washington, making their gateway drug very accessible and affordable to everyone.

I have to wonder if this isn’t at least partially driven by IBM’s new partnership with Apple who has proven how successful consumer loyalty can be.  Many of us who work with the IBM technology and understand how much more powerful it is than the competitive products have long blasted IBM for shunning the consumer market. I have often thought one of their biggest mistakes was separating the application designer tools from the Lotus Notes client which took away the power for end users to apply their own energy to create the custom applications they needed. At that point in time they disarmed their greatest allies and advocates of the software.  It looks like the giant has finally awoken and recognizes the power that the individual has on the choice of software in the workplace.  I am anxious to see what this new evolution will do for improving our productivity in the most widely used software category in the world. How do you think this will impact the landscape of the collaboration software market?  Want to see for yourself? Pre-register here.

Roadmap of IBM Connections and IBM Connections Cloud (SmartCloud) Explained


(Note: because the features of IBM Connections is so tightly tied to releases in IBM Connections Cloud, this story applies to both)
On September 24th I published an article analyzing the Gartner report about Social business offerings.  In it I mentioned the lack of a roadmap for IBM Connections Cloud (SmartCloud).  The issue keeps resurfacing.  So far it has been met mostly with diversions and redirects:  “Why do we need a roadmap published?” or “We already have webinars and meetings with customers and present the roadmap to them“. I will say Luis Benitez has done a great job of posting information in various external sources like this slideshare or  on his personal blog website (Still not official and only covers the Connections functionality of Connections Cloud and it not a roadmap).  And of course there is the official IBM wiki website with the “What’s New” posting highlighting some features after the update, although not all changes are mentioned here, like the update to the ActiveX control for Internet Explorer which was pushed out without warning last Wednesday, outside the usual maintenance window; and the post contains no history of earlier releases.  All of these are only partial lists of what features are being working on or have been released to the service and they miss some of the key points of a roadmap.  Perhaps the name Roadmap is misleading.  Timeline might be more accurate.  I will take a moment to clarify what exactly I am looking for in a roadmap and why I think it is so important.

A roadmap provides several things:
1.  A general description of each feature that is coming along with a target release date
2.  A detailed description of each feature that has been released along with the exact date
3.  An indication when a feature is cancelled or delayed (optional)
4.  A general vision into the progress of the service past and future that builds confidence and rapport

In detail:
1.  Future
A roadmap does not need to show the next 2 years of features coming. Requirements change too often to be reliable and it would be unwise to tip their hand and show the competition too much about what they are working on.  But it should show the short term list of features that are imminent, within the next 2 to 3 months.  Why is this so important?  Because Cloud is not like software.  First, there are no beta releases for us to play with in advance.  Second, there is no SPR listing for it like there is for software, like Notes/Domino.  Third, customers cannot chose to delay or avoid a release like they can with software updates.  Therefore we need enough advanced notice to prepare for the new features.  This often requires communications to our user communities of the impending changes.  Larger organizations often have a series of reviews that the communications must pass before being sent out. The help desk may need to get special instructions or at least be prepared for the calls that will inevitably be generated.  Administrators may need to request the feature be enabled once it is available, like using federated login method for mobile apps.
2. History
The single most important reason for posting the date a feature was added is for troubleshooting.  In an environment where the customer is controlling the installation of software, they can track when the software was installed or upgraded.  So correlations of when the change was made and when a problem started happening are possible.  This is not the case in a cloud service environment.  Therefore it becomes an essential role of the cloud provider to document and publish the dates that new features are released.  Without it, it can take much more time identifying and resolving issues.

3. Changes
Sometimes plans change. It is better to show the changes than to have them simply disappear. This is not a legal contract, only a guide to help inform the customers. Changes are OK.

4.  Credibility
Trust is essential to getting companies to buy into your solution.  The historical data will provide a track record that demonstrates how much work is continually going into improving the service which will build confidence in both current and potential customers.

For comparison,
Here is the roadmap (effectively) for Notes / Domino
Here is the roadmap of Google Apps for Work
Here is the roadmap for Microsoft Office 365

In other words, a roadmap doesn’t just show you what is coming, it also shows where you’ve been and where you are now.  Just like the GPS in your car shows where you are and the roads around you for safe navigation.  Without the ability to see these things, customers are driving blind.  That is why we need a roadmap for IBM Connections Cloud.

Domino Developer Needed (closed)


Posting removed.  Thanks for all the great candidates!

You asked. IBM responds: Interim Fix for Domino to support SHA-2 and TLS fix for POODLE attack.


All the information you need is in these two technotes:
http://www-01.ibm.com/support/docview.wss?uid=swg21418982
http://www-01.ibm.com/support/docview.wss?uid=swg21687167
Watch for the fix to be posted on Fix Central soon.  Then this can be marked Completed in Greenhouse and IdeaJam.net
Note that one of these will only be supported on Domino 9.0.1.  The 8.5 code can’t support SHA-2 encryption.

What does this mean? This addresses the issue that web browsers will soon no longer support connecting to websites that use the older encryption due to its weaker algorithms that can be broken with today’s faster computers.  So Domino servers using https will need this update to allow web browsers to be able to connect after they drop support for the old security.

From friend lists to ads clicked, find out exactly what data Facebook has on you


Wonder what data Facebook has on you? Follow these steps to download and view everything they know about you. I expect you’re going to be surprised. Here’s how:
1. Log in to https://www.facebook.com
2. Click on the settings icon in the top right of the page, then click on Settings in the pop down menu.
facebookSettings1
This will display the General Account Settings.
3. Click on the link “Download a copy of your Facebook data” located below the list of settings and step through the process.
facebookSettings2
facebookSettings3
Be prepared for this to take a long time. You probably have more data there than you realize. Seriously.  (If you have the ability, connect your computer to your router via a network cable rather than wifi and it will go as much as 10x faster.)
4. Once you have downloaded the zip file containing your data, right click on the .zip file and extract the data.
5. Now take a look at the \html\ directory and double-click the files to view them in a browser.
You can see:

  • The ads you have clicked in the ads.htm
  • Your contacts that Facebook has harvested are listed in file.contact_info.htm
  • In the friends.htm  (You can even see all the people you have unfriended.)
  • Every photo you uploaded

Many people are shocked by what they discover.
I still haven’t figured out how to delete all those contacts they have of mine. But when I do, I’ll let you know.

Latest Gartner Magic Quadrant report on Social Software for Business


When you hear the term Social Software, many of us think of Twitter, Facebook, Pinterest, Linkedin and other similar consumer-oriented websites.  But social software is becoming more broadly adopted in the workplace as well. Gartner recently published a report assessing 17 different vendors of social software solutions for business.  Some of these I had never even heard of before reading this report.  Gartner ranked them in their magic quadrant graph as well as identified what Gartner sees as their strengths and cautions.  I have not yet explored all of them, in depth but I am certainly familiar with three of the more popular ones: Google, IBM, and Microsoft and I think Gartner is spot-on with their assessments of these.  But I would add more detail…

Google: Google has a great experience for the individual user.  But because Google Apps for Work is based on their consumer-grade offering, it lacks some of the basic requirements and central control that businesses often need.  Given that Google is and will likely remain a consumer product-driven company, that will always be their challenge. That also explains why they rank so low on the execution scale and miss the magic quadrant.  On the other hand, they seem to have replaced Microsoft as the new golden child to consumers (think Android vs. Windows Mobile or gmail vs. hotmail) which gives them momentum in the workplace driven by end users who want to use the same software at work as they use at home.  The risk to businesses is that consumers are as fickle about software as they are about women’s fashions and consumers don’t concern themselves so much about things like user support, security, high availability, and privacy.  Google’s roadmap.

IBM: Of these 3 most popular players, IBM is the only one focused exclusively on Business needs, some would say to a fault. The benefit here is their solutions start with the specific needs of business and build up from there and avoid the fickle consumer-driven market. Of course, that can also be their bane.  As a result, sometimes their user experience has lacked the fine tuning that the consumer-focused companies have. On the other hand, their solutions offer functionality for the knowledge worker that is totally absent in the consumer-first solutions.  I am anxiously looking forward to how this is influenced by their recent partnership with Apple. Given IBM is all about business process and data center while Apple is all about user experience and personal devices, this could prove a great marriage.

I completely agree with Gartner’s assessment on IBM’s need to market to developers and third parties to contribute.  The reference to customers’ perception of it as a complex solution would be valid if they were comparing on-site-based solutions.  But they aren’t.  In fact IBM and Microsoft are the only two of all 17 to even offer their solutions as both cloud-based and on-site.  If we limit the comparison to cloud-based versions, this is not a factor. It has also been impressive how IBM has demonstrated its commitment to their cloud solutions by adopting a cloud-first strategy.  Functionality is being added on a monthly basis to their cloud solution with those features being released in the software edition afterwards.  I know they have a busy roadmap. I just wish it were published.  Rumor and blind faith is not a business strategy.

Microsoft: While also primarily a consumer-product-oriented company, Microsoft has solid footing in the business software solution market. Microsoft is more of a latecomer to the social game, but is doing a good job catching up with their acquisition of Yammer. Yammer is good at what it does and even before its acquisition by Microsoft, it was adopted by many organizations starting with pockets of rogue employees, forcing I.T. departments to catch up. This is proof that I.T. leaders should be actively pursuing a social software solution or risk having the employees do it without them. Microsoft has a published roadmap of upcoming features.

When you read Gartner’s article, I recommend starting with the criteria definitions on the right, where they explain what they were basing their evaluations on.  Without understanding their criteria, the assessment can be misleading.

I think the report avoids two very important criteria that concern businesses:

1. Disaster Recovery and Business Continuity:  Nowhere in the report does it mention the infrastructure supporting these solutions. From the end users’ perspective it is irrelevant… Until something goes wrong.  A hurricane, gas explosion, terrorist or hacker attack. “In the cloud” does not mean out of harm’s way.  One of the strongest arguments favoring a cloud-based solution is the assumed resilience to such events. Cloud solutions can reduce the need for businesses to invest in redundant data centers, etc. provided they themselves have executed their own plan adequately. Given the high failure rate of companies that encounter a catastrophic data center event without a DR-BC plan (as published by FEMA), a CIO should be very interested in this criteria.  I am very familiar with how IBM and Microsoft address this and am comfortable with both of them. I don’t know enough about Google’s infrastructure for the Google Apps for Work. Regardless of your provider, you should know their DR-BC strategy and implementation.

2.  Customer Support and Responsiveness to Customer Requests: Yes, there is some mention of customer support in the Customer Experience criteria. That may have been reflected in the rankings, but it was glossed over in the report narratives. Of these three solution providers, Google seems to apply much of the same support philosophy as they have for free gmail accounts. Microsoft, on the other hand, has a good support center of well trained staff and a good escalation process. (I may be bias. I have friends on that team.)  IBM is also strong here. Many of the first level support team has 10+ years of experience and the support structure is such that the same technicians tend to take your calls, so they can build an understanding of your environment and have better continuity from one call to the next. (This is mportant in a cloud environment, as they do much of your administration, so you will make more calls.)

All three of these providers have various discussion forums.  IBM has Greenhouse, where you can also see new features before they go into production and can share product enhancement ideas that the community can promote.  Several product managers are active participants in the discussion forums and persistent, live chat sessions, engaging the customers.  When it comes to Social Business, IBM clearly practices what they preach. I expect part of that comes from IBM having a virtual office philosophy while Microsoft and Google are more campus oriented.  I have yet to discover that level of public accessibility with Microsoft and Google.  That doesn’t mean it doesn’t exist and if you know of it, please share it in the comments.

Probably the biggest factor that will trump all others is where you are starting from. Mail migrations are expensive, so if you don’t pick a vendor that already provides your email system, their solution either needs to integrate well with what you have or you need to be prepared to go through an expensive and disruptive migration.

Witness to a Murder (of crows)


Taking a diversion from the usual technology-related topic to share a bit of what most people will never see,  Sunday morning, 5:30 AM, the first day of Fall, 2014.  My internal alarm clock wakes me up. It is still quite dark outside.  Charlie, our rooster hasn’t even woken up yet.  That reminds me of something I have wanted to do for a long time: watch the large flock of birds by UW Bothell leave their roost.  Would there ever be a better day to do it than today?  Probably not.  So I got up, grabbed the camera and tripod and headed over to the bike trail by the UW Bothell campus.

I got there by 6:00 AM.  The air was mild and very calm.  It was still dark enough that the dark side of the New Moon with a brighter thin crescent edge was visible to the east, looking out over the roosting area.

Moon rise over Bothell

Moon rise over Bothell (actual brightness)

I set up my camera and waited.  It wasn’t long before the first birds start to fly, around 6:10 AM.  It started off slow at first, but very quickly the sky was full of them – A Murder of many thousands of Crows!
I was able to capture the sunrise as they left their roost in rivers of birds flying out to greet the world.  I noticed that they don’t just fly out in all directions.  Instead, they follow flight paths as if Air Traffic Control were giving them instructions.  The stream of birds went on for over 30 minutes.  Since it was early on a Sunday morning, the traffic noise from the highway was quiet.  The result is a very peaceful, almost meditational video.  I can imagine leaving the video playing on one of my computer monitors for a calm white-noise effect to offset the chimes of meeting reminders and email alerts while I work. It is recorded in HD, so it’s worth watching in full screen.

Don’t let the conditioning of modern television’s 5 to 20 second long clips between scene changes make you anxious after a minute or two of this.  Consider finding a time when you can sit and let the video play in its entirety as if you were there yourself, filming it.  If you are looking for a moment of excitement, you will have to create it yourself.  Count the number of times you see a lone bird flying in the other direction. Or count the number of times a bird flaps its wings as it passes by. Or count the number of times a pair of Canada Geese fly by.  Or count the number of distinct caws you hear. Or simply count the number of birds that fly by. Or just watch the rhythm of the stream of birds as the sky gradually changes color.  This far north, we have long sunrises.  Enjoy.

The Bothell crows make up a murder of many thousands of crows that roost every night at the 58 acre wetlands restoration site sandwiched between I-405, Hwy 522, and the University of Washington-Bothell campus.

The restoration project was started 12 years ago.  This is what it looked like back then:

North Campus wetland restoration 2002

Bothell Wetlands Today

You can learn more about this flock of crows  at the UW website.
And their Facebook page.
You can also get a better idea of just how large this murder is from this footage of them gathering again at the end of the day.

Quick Tip: Using the “like” feature in IBM Connections for more than just liking a file


The Like feature in IBM Connections is a great way to show you “Like” a file that has been posted.  But don’t get caught up in the mindset of Facebook “likes”.  This feature can also be a shortcut for a document review cycle.  Instead of creating todos in an Activity and assigning it to each person, you can just send them all the link and ask them to “Like” it when they finish their review.  Sounds almost too obvious, but I see people overlooking shortcuts like this often.  This applies to the “home” edition of IBM Connections as well as in IBM SmartCloud Connections.

LikeAFile1

LikeAFile2

Follow

Get every new post delivered to your Inbox.

Join 806 other followers

%d bloggers like this: