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Chapter: Setup

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Register new employee in Notes using "File", "Tools", "Server Administration" from a computer that has editor rights to the Public Address Book and Legal Notes System databases. Add the new user using by clicking "People, Register Person". Change the default password length to 5 and use "temp01" as the password. Their mail file should be their workstation name, eg. ws4.nsf. Don't elect to create their mail database immediately, rather it should be created during setup at the workstation.

Then, go into the Public Address Book database (names.nsf). Ensure the new user appears in the list. Change their "short name" to their initials (as opposed to the default, which is their first initial and surname). Add the user to the MRUsers group. Copy the user from the Public Address book to the Legal Notes System database (Ctrl-C to copy, Ctrl-V to paste), and edit that document to include their Workstation ID number in the appropriate field.

Then, run Notes for the first time on the new computer (or if it has a pre-existing Notes installation, simply delete the old user's notes.ini file which is usually in c:\windows but may also be in c:\notes or c:\notes\data). Alternatively you can delete all but the first 6-10 lines of notes.ini (so that some of the useful default settings are retained), or copy over the skeleton notes.ini from p:\notes457a. Any of these techniques will achieve a similar effect.

If the new user and the old user are sharing the same mail database, it is convenient before deleting the notes.ini file to run Notes one last time as the old user, and add the new user as a Manager of the mail database (by right-clicking and selecting Access Control) - click the box entitling them to delete documents, also. Otherwise, you have to delete the mail database which Notes won't let you do while the server is running.

The setup program will ask you a number of questions, most of which are self-explanatory. The username is the person's name, their home server is MRPerth/Proctors. Sometimes it will baulk the first time you try to put in the new user's name; trying again solves this and setup will then continue. Time zone is 8 hours east of GMT, and we do not observe daylight saving. We use the TCP protocol on our network, the server's name is MRPerth, and its IP address is 192.168.1.30. During setup you will receive a brief error message about being "not authorised to perform that operation", but the setup will complete regardless.

When deleting users, reverse the above process. Be sure to remove the user from any Notes and Windows NT group he has been given special access to. You can find out what groups a user belongs to in Notes by clicking the icon third from the right on the Notes status bar. You should not, however, delete the user from the Legal Notes System database but only change their status to "Former Employee".

When running Notes for the first time you need to open the various databases that the person will need (or if you have retained the previous user's c:\notes\data\desktop.dsk file, most of the icons will already be there). Do this from the File/Database/Open menu, and see any of the other computers around the office for what databases are needed. Some are on the Galt server - snmatter.nsf and the Supreme and District Court databases - and most of the others are on the MRPerth server - matter.nsf, Legal Notes System, Due Diligence, Precedents, Legal Database.

Click once on the Legal Notes System database and select "Set Administration Server" (this steps is only necessary if you deleted or trimmed the notes.ini file manually). Then go into File/Tools/User Preferences and change some of the default settings - check for new mail every minute, have audible and visible notification of new mail, don't encrypt sent or saved mail, lock ID after 60 minutes of disuse. Change their password using File/Tools/User ID, and have them write the password inside an envelope and give it to Anne.