admin2009 raven justifying

© 2009 Wellesley Information Services. All rights reserved.

Justifying Your Upgrade: How Notes and Domino 8.0.x and 8.5 Make You and Your Team More Productive!

Mary Beth Raven, IBMPaul Mooney, Blue Wave Technology

In This Session …

• We assume you’re still using Notes/Domino 6.x or 7.x (not 8.0 or 8.0.1)

• Upgrades are justified if they produce better business outcomes• Better business outcomes include:

Shorter cycles Larger scale Higher quality Lower cost

2

Better Business Outcomes for End Users

• For business end users Shorter cycles Higher quality

Our primary business end

user is Samantha

3

Better Business Outcomes for Domino Administrators

• For Domino Administrators Lower cost

• For Help Desk staff Shorter cycles Lower cost

Ida is our Help Desk persona

Fred is our Domino Admin

4

What We’ll Cover …

• Notes 8.0.2 better business outcomes for end users• Domino 8.0.2 better business outcomes for admins• Notes 8.5 better business outcomes for end users• Domino 8.5 better business outcomes for admins• Wrap-up

5

Notes 8.0.2 Better Business Outcomes for End Users

• Shorter cycles and improved comprehension Start the client faster than 8.0 or 8.0.1 Read email faster with preview pane on

right Remember more of what you read Manage inbox more quickly Find info faster with Widgets and Live Text

6

7

8.02 and 8.5 Clients: Faster Cumulative Response Time Than 8 or 8.0.1

8

8.0.2 and 8.5 Clients Use Less Memory Than 8 and 8.0.1

9

8.0.2 and 8.5 Warm Start Gets Faster Than 8 and 8.0.1

10

8.0.2 and 8.5 Client Cold Start Gets Faster Than 8 or 8.0.1

Read Email Faster with Preview on the Side

Reading research indicates that 4.5 inch line lengths are quicker and better to read

11

Read Email Faster — Sample “Statistics”

• The IBM study was done with reading a Web page • Shorter line lengths saved approximately four seconds per page • If length and format of Web page = most mail messages

Then you save four seconds of reading per mail message At 180 msg/day = 720 seconds = 12 minutes!

12

Read Email Better — Sample “Statistics”

• IBM reading research indicates that when using the shorter line length, participant RETAINED more info in a post-test of the material

• Remembering more = PRICELESS!

13

Ability to act on whole conversation (move to trash, or folder) increases productivity

14

Manage Inbox Faster — Act on Whole Conversation

Act on Whole Conversation — Sample “Statistics”

• Assume one second to delete an email or move it to a folder• IBM research indicates that the average mail thread is 6 messages

You delete (or move to a folder) entire thread in one second. Saves five seconds.

You get about 30 threads a day (180 mail messages) You save 150 seconds deleting mail (almost two minutes)

15

Viewing inbox by conversation reduces email clutter

Viewing inbox by conversation reduces email clutter

16

Manage Inbox Faster — View by Conversation

View by Conversation — Save Cognitive Cycles

• Grouping mail by conversation saves cognitive time processing each message individually If it takes you one second to establish the context for each

individual message, then grouping by conversation might save five seconds per conversation

You get about 30 threads a day (180 mail messages) You save 150 seconds establishing context (almost two

minutes)

17

View by Conversation — Save Time Looking for Related Mail

• Grouping mail saves time looking for related messages in your inbox If it takes you two seconds to find a mail message related to the

one your currently reading And you look for related messages 30 times a day You save one minute

18

See Information Immediately with Widgets

• Widgets bring additional functionality right into the Notes client• There are no “out of box” widgets in 8.0.2, the end user or “Fred

the domino admin” has to add them• Widgets (including Eclipse “plug-ins and features”) can be

added to: The Sidebar Toolbars and menu bars Context menus

19

See Information Immediately with Widgets (cont.)

20

Stock T oolbar

Sidebar Panel

Context M enu extension

Find Info Faster with Live Text

• Live Text is indicated by a dashed underline

• It is made “live” by hooking it to meaningful actions

• Names and addresses for USA and Germany can be recognized as Live Text

• Works in any Notes document

21

Widgets and Live Text — Sample Time-Saving Data

• Save approximately seven seconds each time you use Live Text instead of opening a Browser and copying the info Examples:

Have an address in email and you need driving directions Search the Web for info about a person

Do this 10 times a day = 70 seconds

22

Summary and Demo of the 8.0.2 Time-Saving Capabilities

• Approximate time saved using Notes 8.0.2 = 18 min a DAY

• PLUS the priceless “remember more of what you read” part!

• Multiply by the NUMBER OF PEOPLE in your organization = No Brainer!

23



24

Domino 8.0.2 Business Outcomes for Domino Administrators

• Low-cost management of widgets and Live Text

• ODS 48 option• Traveler• iNotes UL• Message recall• Inbox maintenance• Out-of-Office enhancements

25

Low-Cost Management of Widgets and Live text

• Set desktop policies to deploy widgets Fred can give Samantha the ability to create her own widgets,

or not, depending on her skill level• Deploy a widget catalog

Fred can control exactly which user groups get which widgets and Live Text

26

Click New

Click Widgets

Set Desktop Policies to Deploy Widgets

• Fred can use Domino policies to control many things in the widgets sidebar or toolbar and catalog

• Open Pubnames.ntf to create a new desktop policy

• Click the Widgets tab

27

Default catalog name is toolbox.nsf; public server one is Noteswidgets.nsf

Deploy your own or use this Public server 72.51.41.44

Set Desktop Policies to Deploy Widgets (cont.)

• Complete the pertinent fields

28

“Widget catalog categories to install” refers to the categories from the widget catalog.Widgets in these categories automatically get installed on Philippe’s computer.

You have to type in these categories by hand in the policy, separated with a comma

29


If you turn on “Show the My Widgets panel … ” in this policy, then Philippe sees the My Widgets sidebar panel and toolbar automatically

This will be checked on

30


Deploy a Widget Catalog: Overview of Steps

• Get the template, put it on a server• Set Access control • Create Categories• Enable the Sweeper agent• Verify that the low-priority replication schedule is right for your

organization

31

1. Obtain the Widget Catalog template (TOOLBOX.NTF). The template is installed with the IBM® Lotus® Domino® server.

2. Create the catalog, MyNotesWidgets.nsf, e.g., using the supplied TOOLBOX.NTF template

32

Deploy a Widget Catalog: Get the Template

1. Give Admins/power users read and write access to the catalog

2. Give admins the [Admins] role

3. Give Admins/power users one of the following access rights to the catalog: Manager Designer Editor

Read and write

access

Admin role

Add access rights

33

Deploy a Widget Catalog: Set ACLs

End users need reader access if they will not be adding to the catalog

1. Choose which type of categories to create: 1. Admin categories (keywords) are locked and only the admin

can add to them2. User-defined categories (keywords) allow users to add

categories and things to the categories

For Admin categories, Open the administration part and choose Keywords

Click New Keyword

34

Deploy a Widget Catalog: Create Categories

2. To create user-defined categories, go to the All Widgets view and click “Add Widget to Catalog”

All Widgets View

Click Add Widget to Catalog

35

Deploy a Widget Catalog: Create Categories (cont.)

3. Locate the Category field and click to enter categories

Type in your categories or click to launch the keyword dialog

Or type in keywords here

36

Deploy a Widget Catalog: Create Categories (cont.)

1. Deploying the agent is optional2. This agent ensures that Widget documents are properly created and

populated; if a problem is found, the offending document is removed from the user views, is placed in the Administration/Document Queue, and an email is sent to the document author informing him/her of the problem

3. From the widget catalog, go to View — Agents

37

Deploy a Widget Catalog: Enable ToolSweeper Agent

4. Select the agent5. Click Enable

Click Enable

If you are looking at the public catalog on the turtleweb site, it is not there. You have to be using your own Widget catalog on your own server.

38

Deploy a Widget Catalog: Enable ToolSweeper Agent (cont.)

1. A local copy of the catalog will be created on the user’s client system and periodically updated based on a 24-hour (default) replication schedule

IMPORTANT! The catalog does not follow your replication schedule, it replicates once every 24 hours. You can change that.

39

Deploy a Widget Catalog: Local Replica

Inbox Maintenance

• Boost the performance of your mail server Control how many emails are in the $inbox folder Controlled by the administration process and policies

40

Out-of-Office as a Router Service

• Badly-needed enhancement to auto response system No longer controlled by the agent manager Responses go immediately Users can set it for hours, not minimum one day Set in configuration document

41

Message Recall

• Permit users to remove messages after they have sent them• Enabled by default• Configured in configuration document and policies

Recall a message that could ruin your career = PRICELESS!

42

Summary and Demo

• Use policies to control use of Widgets and Live Text

• Deploy a widget catalog for maximum user productivity

43



44

Notes 8.5 Better Business Outcomes for End Users

• Save time Focus on one federated calendar Forward vCard Choose from multiple email

addresses• Save data

Improved import contacts

45

Save Time — Federate Other Calendars into Notes

Add calendars here, click to show them in

the main area

46

Calendar “Federated” with 3 Others

Learn what colleagues are doing

Entries from a teamroom

calendar

Track Activities To-do’s

47

Federated Calendar Time Savings — Sample Data

• Federate 3 other calendars that you check each twice a day = save 6 “calendar checks”

• A “calendar check” = opening the calendar and navigating to the proper day/week view

• Each calendar check = 10 sec• Save one minute

48

Save Time — Forward vCard

49

Forward vCard Time Savings

• Prior to 8.5, Samantha had to export a contact • Our usability data indicates that many users FAILED to do the task

in such a manner that others could import• Priceless?

50

Save Time — Choose Which of Several Email Addresses

No need to remember minute details of each email address – the addresses are grouped for you!

51

Email Type-Ahead Time Savings — Sample

• You send 30 mails a day to people who have more than 1 mail address

• Grouping saves approximately two seconds • Save one minute

52

Save Data — Import Contacts with Field Mapping

Samantha can review each contact and reconcile any differences

53

Field Mapping Data Retention — Example

• If you import a set of contacts that had an unmapped field (e.g., “secretary phone” did not map to “AA phone” = data loss)

• You don’t know that field was unmapped until you look for that info

• Savings = priceless!

54

Summary and Demo for Notes 8.5 client

• Save at least 2 more minutes a day

• PLUS 2 more priceless things!

55



56

You Have Everything in 8.0.2 … PLUS

• Domino Attachment and Object Service (DAOS)• ID Vault• Dynamic policies• Traveler enhancements

Remote wipe Symbian support

57

Right — Onto DAOS!

• Key infrastructure factor of ND8.5.x• Radical change in messaging architecture design

IBM states you may save approximately 25% disk space• Think! … before you implement

I will get back to this bit …• You’re gonna love this …

58

What Is DAOS?

• Domino Attachment and Object Service• Attachments are removed from Domino databases• Stored on the File Store

Body holds a “ticket” referencing the database• Single copy stored for multiple identical attachments

That is, when you mail 20 people with attachment, only 1 copy of the attachment is stored

All mail files link to the attachment

59

How Does DAOS Work?

• DAOS Manager Operates with and beneath the Domino server level Requires ODS51 and transactional logging

• NLO files Format used to store all attachments in file system Because storing them as normal attachments would have been

a bit silly Encrypted with server key

You can disable this

60

How Does DAOS Work? (cont.)

• Tickets References in the body of documents “pointing” to the

NLO files• DAOS Catalog

Database containing list of all NLOs and references DAOSMgr looks this up if it needs to DAOSCAT.nsf … you CANNOT open this database

61

Mythbusting DAOS

• There is NO DIFFERENCE to end-user experience Even users with local replicas

• You can have 1 server using DAOS and another server not using DAOS Even in a cluster Does not work with DB2-enabled databases

• It operates underneath the Domino server layer Works with transactional logging At some points … even Domino doesn’t know DAOS is running!

• Massive potential disk space savings• Radical rethink of your storage and backups – WARNING!

62

How Much Performance Improvement Can I Get?

• Disk space savings? It depends …

• Type of site Small site (single server)

Massive savings Large distributed team site over multiple servers

Less savings• Type of users

Technical users tend not to reply with attachments Marketing however … ;)

Usually, the dumber, the better for saving space!

63

User Stupidity: Space Saving

• Detailed, scientific study taken …

64

0

24

48

71

95

IT staff Engineers Finance Marketing

Attachment Duplicates Understand “anykey”

The Sweet Spot

• The database now has “sizes” Logical – the size of the database as if the attachments were in

the database as normal Physical – the actual physical size of the nsf

• Quotas use the logical size! Yay!

• See for yourself

65

Now … ID Vault

• ID Vault removes the pain from Password recovery

By allowing password resets without access to the id itself Lost ids

By redistributing the vault copy Users with multiple id copies (we know you’re out there)

By keeping multiple copies in sync User renames Reissuing the keys

By doing both without needing any user involvement

66

Dynamic Policies

• Policies can be tied to groups of users• Associated in the policy documents• So …

When you add a person to a group The policy applies to them

67

So …

• It makes you happy because you can keep your environment secure and not wait on users to complete your work

• It makes users happy because they have one sync’d id and can easily get a password reset

• It makes audit happy because you no longer have that backup directory of id files “just in case”

68



69

Wrap-Up: 8.0.2 Client

• Performance keeps getting better• Read email faster with preview pane on right• Remember more of what you read• Manage inbox more quickly• Find info faster with Widgets and Live Text• Each user could save 18 minutes or more a day using this client!

70

Wrap-Up: 8.0.2 Administration

• Admins can control the deployment of Widgets and Live Text using policies and using a widget catalog

• The new Out-of-Office (OOO) service stops user complaints• Message Recall is a lovely feature

Will your business permit it? Discuss!• Inbox maintenance helps performance• Lotus Traveler and iNotes UL

Excellent free mobile support

71

Wrap-Up: 8.5 Client

• Save time Focus on one federated calendar Forward vCard Choose from multiple email addresses

• Save data Improved import contacts

• Save another two minutes or more a day — for about 20 minutes of saved time compared to 7.x!

72

Wrap-Up: 8.5 Administration

• DAOS can radically change your disk space requirements Consider your backup program!

• ID Vault will drastically reduce password reset times• Dynamic policies permit you to deploy policies more quickly

and easily

73

Resources

• Line length studies David Beymer, Daniel Russell, and Peter Z Orton, “Wide vs.

Narrow Paragraphs: An Eye Tracking Analysis,” Proc. Interact 2005 – International Conference on Human-Computer Interaction, Rome, September 2005.

Peter Orton, David Beymer, and Daniel Russell, “The Long and the Short of Learning,” Training+Development, Vol 61 No 2, 2007, pp 66-69. Training+Development magazine is published by the American Society for Training & Development (the world’s largest association dedicated to workplace learning). This paper reviews our eye tracking studies on line length and online reading.

74

Resources (cont.)

• Whitepaper on how to use a Notes Widget to deploy plug-ins www 01.ibm.com/support/docview.wss?rs=899&uid=swg2130

5829• Mary Beth’s Notes Design Blog — follow this to impact the future of

Notes! www.NotesDesignBlog.com

• Paul Mooney’s blog www.pmooney.net/

75

7 Key Points to Take Home

• Using Notes 8.0.2 could save each user 18 minutes a day managing mail

• Using “preview on the side” can actually help you remember more of what you read!

• Using Notes 8.5 could save each user 2 more minutes a day, plus do things (such as forward a vCard) that they could not do before

76

7 Key Points to Take Home (cont.)

• Deploying 8.0.2 will allow you to improve Out-of-Office and other messaging features

• 8.0.2 and 8.5 vastly improve mobile product support• ID Vault is an excellent support feature• DAOS will offer excellent value on disk space and savings, but

consider your backups

77

Your Turn!

How to contact us:Mary Beth Raven – [email protected] Mooney – [email protected]

78