
Organizer 2.0 Beta 2    September 1994     Lotus Confidential   

                                ****ORGANIZER 2.0 BETA 2 RELEASE NOTES****
                                   for network and mail/scheduling administrators
                                                   September 1994

Welcome to the Beta 2 Release of  Lotus Organizer 2.0 with group scheduling for Lotus Notes and Lotus cc:Mail.  Please see the Lotus Organizer Administrator's Guide (September 1994 edition) for network installation and configuration. The release notes supplement this guide.   The release notes describe:

***  What's New in Organizer 2.0
***  Converting Organizer 1.0 and 1.1 Files
***  Configuration and Installation    
***  What We Want You to Evaluate
***  Known Problems and Workarounds

These release notes are also available online (README2.WRI on Install Disk 1 for the Scheduling Agent for Windows or README2 on the Install Disk for the Scheduling Agent for OS/2).   Additionally, Organizer 2.0 provides help screens for most topics.

If you've installed an earlier Beta Release of Organizer 2.0, refer to the "Configuration and Installation" section for procedures to remove your earlier beta installation.

WARNING  This is Beta software and you may lose data.  Make backups often.  Organizer files created with this Beta release may not be supported in the final shipping version of Organizer 2.0.

NOTE   Organizer 2.0 Beta installs and runs an executable file (ORGANIZE.EXE) that depends on preference information in two initialization (.INI) files (ORG2.INI and ORG2NET.INI).  The Install program creates these files during installation. 

The ORG2.INI file is installed in the Windows program directory, contains scheduling and setup information, and resides in the Windows program directory.  

ORG2NET.INI is shared among Organizer users and is installed in the Organizer program directory on the file server. The ORG2NET.INI file contains sections with initialization entries that are specific to your site.  

You can still run Organizer 1.0 or 1.1 without making changes to your 1.0/1.1 ORGANIZE.INI file. Please see "Components of a Mail-based Organizer Installation" in Chapter 2 or "Components of a Single-server Organizer Installation" in Chapter 4 of the Lotus Organizer Administrator's Guide for more information on Organizer initialization files.

You should NOT run the Organizer client and the Organizer Agent simulataneously from the same machine.

Organizer 2.0 features a new database with a .OR2 extension and will read and convert existing .ORG files.  See "Converting Organizer 1.0 and 1.1 Files" in these Release Notes.  

*** WHAT'S NEW IN ORGANIZER 2.0

Organizer 2.0 offers group scheduling and shared calendaring for Lotus Notes and cc:Mail users, as well as major enhancements to the personal information management features.  Please see "Known Problems and Workarounds" in these Release Notes for information about what is working in this Beta release.

Enhancements include:

CALENDAR
*  Display a monthly view
*  Create conflicting and overlapping appointments
*  Create tentative appointments
*  Share calendars: multiple users can have simultaneous access to the same 
	Organizer file

SCHEDULING
*  Process meeting notices from within Organizer
*  Choose meeting attendees from the cc:Mail directory (cc:Mail users) or 
	the Notes Name and Address book (Notes users). 
*  View free time availability by person or date when you set up a meeting
*  Designate required or optional attendance for invitees
*  Attach a file to a meeting notice such as a meeting agenda
*  Schedule meetings between Organizer 1.X and Organizer 2.0 users: display free/busy 
	time views between Organizer 2.0 and Organizer 1.X (Windows and Mac) 
	users and exchange meeting notices between Organizer 2.0 and Organizer 1.X 
	(Windows and Mac) users.  Organizer 1.1 works as a group scheduling 
	application only with cc:Mail, but both Organizer 2.0 cc:Mail and Notes users 
	can schedule meetings and send meeting notices to Organizer 1.1 users.

TO DO
*  Create repeating tasks
*  Enter a task without specifying a date or priority
*  Display tasks by priority, category, status, or date
*  Set alarms for tasks including a snooze alarm feature
*  Specify a completion date for tasks

ADDRESS
*  Enter business and home addresses for each person
*  Rename the field names for the address fields

PLANNER
*  Resize and move events with drag and drop
*  Block off time in the Calendar for Planner events
*  Display yearly and quarterly views
*  Automatically unfold the page when you turn to the Planner section

CALLS (NEW SECTION)
*  Manage contacts by tracking incoming and outgoing calls
*  Display call entries by status, date, company, category, or name
*  Create links to other entries
*  Log the duration of your calls

NOTEPAD
*  View pages by page number, creation date, or alphabetically by title or category
*  Customize page numbering and table of contents display

ANNIVERSARY
*  Set alarms on anniversaries
*  Create links to other entries
*  Display anniversaries by year, month, category, or zodiac sign

EXECUTIVE/ASSISTANT SUPPORT
*  Make changes to an Organizer file at the same time that someone else edits the file; 
	users have simultaneous access
*  Control access to your file via the Access Control List (ACL) and passwords. For 
	example, an assistant can manage an executive's calendar if the executive gives 
	the assistant an access level of "Assistant" to the file.

GENERAL
*  Specify your start-up preferences such as automatically opening your Organizer file to 
	today's date in the Calendar
*  Select single or multiple entries
*  After working on your Organizer file off of the network, merge the local file with your
	 network Organizer file to update all your Organizer information
*  Insert a new entry in any section, no matter which section you have open
*  Edit entries directly on screen
*  Use either the mouse or keyboard to create entries, navigate sections, etc.
*  Assign categories to any entry.  For example, you can categorize several tasks on your 
	To Do	list under one project name.
*  Display a subset of entries by creating a filter
*  Use Edit Go To to find a specific date in the Calendar section or name in the Address 
	section quickly
*  Set alarms or cost codes for appointments, tasks, calls, or Planner events
*  Create repeating entries in the Calendar, To Do, Calls, Planner, or Anniversary sections
*  Use the new Lotus context menus.  For example, when you've entered an appointment, 
	Appointment is a menu choice in the Calendar section.
*  Press the right mouse button to display context-sensitive shortcut menus
*  Customize your SmartIcons sets
*  Print professional-looking output that combines information from several sections.  For 
	example, print your appointments and to do list in a trifold printout
*  Archive information from any section by date
*  Customize your book cover colors and designs

ORGANIZER 2.0 INCLUDES
*  Organizer 2.0 for Windows (client software)
*  Organizer 2.0 Scheduling Agent: Windows and OS/2 agents that can be run as a 
	cc:Mail router task or Notes add-in server task 
*  Organizer 2.0 Administration Program for Windows


***  CONVERTING ORGANIZER 1.0 AND 1.1 FILES

Organizer 2.0 files have a .OR2 file extension.  Organizer 2.0 will convert an Organizer 1.X  .ORG file to an Organizer .OR2 file when you open the 1.X file using Organizer 2.0.  The file will increase in size when you convert it. 

Before you install Organizer 2.0, please remove any included files from your .ORG file.  Next,  run the Organizer 1.0/1.1 ORGUTILS utility on your .ORG file.  This will compact the file and reduce the file size when you convert it to .OR2 format.  Organizer 1.X Help or printed documentation contains information about using ORGUTILS.

NOTE  Organizer files created with this Beta release may not be supported in the final shipping version of Organizer 2.0.

	
***  CONFIGURATION AND INSTALLATION

The Lotus Organizer Administrator's Guide that accompanies this Beta release explains how to plan, configure, and install Organizer 2.0 on the network.   It describes

	*  Before You Begin (Chapter 1)
	*  Planning Your Organizer Installation (Chapter 2)
	*  Installing and Setting Up Organizer (Chapter 3)
                 Note Please see the "Agent Installation" section below for corrections to 
                  books section on "Configuring the Agent"
	*  Maintaining Your Organizer Files (Chapter 4)
	*  Using Single-Server Scheduling (Chapter 5)

These Release Notes contain information that supplements this guide.  They describe:
	*  Removing Beta 1
	*  Installation Notes
	* Agent Installation

REMOVING BETA 1
NOTE  Due to changes in  the Organizer file (.OR2) format and supporting code,  Organizer files created using Beta 1 are no longer supported.  There are no means to convert Beta 1 .OR2 files to the Beta 2 .OR2 file format. 

Beta 1 customers should delete their Organizer Beta 1 installation in its entirety before installing Beta 2.   There may be unexpected behavior if Beta 1 is not deleted prior to installation of Beta 2, and running both Beta versions simultaneously is not supported.

If you wish to use information created using Beta 1, we recommend that you print this data before you delete your Beta 1 installation for re-entry in a Beta 2 file.

To delete Organizer Beta 1 installation:

1.  Print any data which you wish to keep from your Beta 1 .OR2 file.
2.  Select  the Organizer 2.0 icon from the window or group where 					they are located.  Single-click on the icon and press the Delete key.	
3.  Launch Windows' File Manager (usually found on the Main window or group).
4.  Single-click on the drive icon (e.g., C) at the top of the File Manager 					window for the drive on which Beta 1 is located.  A directory structure appears for the 		selected drive.
5.  Single-click on the directory where Beta 1 is installed.  If Beta 1 was installed into
 	a subdirectory, navigate to the directory where the Beta 1 directory is located, and 
	then single-click on the Beta 1 subdirectory.
6.  Press the Delete key. 
7.  Dialog boxes appear asking you to confirm your deletion.  After verifying that you are deleting 		the correct directory, single-click on the "Yes to all" buttons which appear on the 			confirmation dialog boxes.

Organizer Beta 1 should now be deleted, and you are ready to install Beta 2.  

INSTALLATION NOTES
During install, make sure you correctly specify which network you're using and  the type of scheduling (cc:Mail, Notes, or single-server) you're installing.  The Administration Program and Scheduling Agent will not run unless this information is correct.

Lotus Mail Exchange Facility (LMEF) 3.1 Beta is required for scheduling between Notes/Organizer users and cc:Mail/Organizer users.  LMEF 3.1 Beta will be available during October 1994.  Please contact your Beta Administrator to obtain a copy.

Make sure that your CONFIG.SYS file specifies FILES=50 or higher.

Organizer 2.0 does not run under Windows NT

Organizer 2.0 Beta for Notes does not work in a Win-OS/2 session.  Only limited testing has been done for Organizer standalone and cc:Mail configurations under Win-OS/2. 

AGENT INSTALLATION
The following instructions replace the  Lotus Organizer Administration Guide, Chapter 3, Section "Configuring The Agent".

Creating the agent entry in cc:Mail using Organizer Administration program
1. Decide on a name for the agent (for example, _OrgAgent).
     Note Each agent in an organization must have a unique name.
2. Launch the Organizer Administration program for cc:Mail.
3. Select Create Agent from the menu, specify the agent name and press OK.  The agent   		name now displays in the list of Organizer entries.

Creating the agent entry in Notes
Complete the following steps from the Notes administrative workstation:
1. Decide on a name for the agent (for example _OrgAgent).
    Note  Each agent in an organization must have a unique name.
To create the agent's Notes mail file
1.   From the Notes server machine, run the Notes client software and 
	select File - New Database.
2.   Select the "Mail" template within the Design group box.
3.   Select "Local" for the server.
4.   Type a filename for the mail file (for example, mail\_orgagen)
5.   Type a title for this database (for example, _OrgAgent's Mail File)
6.   Open up the N&A Book database for this domain.
7.   Find the entry for _OrgAgent which was created by the Admin program and 
	open this Person document.
8.   Select View - Edit Mode to edit the document.
9.   Enter the agent name within both the Last Name and Full Name fields.
10. Enter the current Domain within the Mail Domain field.
11. Enter this mail server's name within the Mail Server field.
12. Enter the mail file name (from step 4) within the Mail File field.
13. Close this document and save the edits.

Notes scheduling only:  If you will be running the Organizer scheduling agent on a machine other than this Notes server machine, you will need to also open the new mail file you created, and add the name of the Notes ID file which will be used to run the Organizer agent into the Mail File's database access control list with an Access Level of Manager.

NOTE  The agent will try 3 times to deliver scheduling messages.  If the message is still undeliverable, the agent delivers the message to the agent's mail file (a folder called "Failed" for cc:Mail or a category called "Failed" for Notes.)

NOTE  You should NOT run the Organizer client and the Organizer Agent simulataneously from the same machine.

ADMINISTERING CONFERENCE ROOMS
When you schedule meetings in the Schedule Meeting dialog, Organizer obtains the list of rooms to display within the Rooms dropdown list from a special cc:Mail mailing list or a Notes group.  For cc:Mail, Organizer displays the Public Mailing List "#*ROOMS".  For Notes, Organizer displays the group "*ROOMS". The mail/scheduling system administrator will have to make sure this list or group contains the correct room entries which were previously created by the Organizer Administration program. 

ORGANIZER ADMINISTRATION PROGRAM
See Chapter 4 in the Lotus Organizer Administrator's Guide for information on the Administration program.

The Administration Program is a Windows application that must be run on a Windows machine.  Notes administrators must have Manager access to the public Name & Address Book to edit entries in the Name & Address Book.  cc:Mail administrators must log in as the cc:Mail Post Office name and enter its password to edit entries in the cc:Mail directory.


***  WHAT WE WANT YOU TO EVALUATE

We would appreciate specific feedback on the following features:
*  Scheduling: inviting people to meetings and processing meeting invitations (accept, 
	decline, delegate, propose changes, send attachments, etc.) 
*  Multiple users accessing the same Organizer file
*  The new Calls section
*  The new views in each section
*  Usability and ease of use
*  Categories
*  Filters
*  Section Preferences
*  Converting Organizer 1.X files

Administrators: We would like your specific feedback on 
*  Server installation and configuration
*  The features of the Administration Program
*  Agent performance
*  Dynamic server attachment for free-time search on Novell and LanManager networks
*  Performance of free-time search in scheduling

***  KNOWN PROBLEMS AND WORKAROUNDS

This section lists known problems for installation followed by problems listed by area of the product.  Workarounds are listed if they exist.  

DOCUMENTATION 
 Problem:  In the Lotus Organizer Administrator's Guide:
	* All references to the \FLAME directory in Chapters 3 and 5 are incorrect.  The correct 		  directory name is \ORG2
	* Illustrations in Chapter 4 have not been updated
	* Pages 4-2 and 4-3 describe logging in as a Notes and cc:Mail administrator. This login 		   procedure no longer happens with the Organizer Admin program.  Administrators log in 		   via the account and password information contained in the ORG2.INI file.
	* Pages 4-19 to 4-21 state that the .INI  [Scheduling] and [Agent] sections are in the 		  ORG2NET.INI file.  These sections are in the ORG2.INI file. 

GENERAL 
Problem:  If you create anOrganizer 2.0 file that is not set up for group scheduling, it cannot be later converted to a scheduling file.
Workaround:   Create a scheduling file with a different filename.  

Problem:  The Notes Windows client cannot replicate in the background if Organizer for Notes is running and the Organizer options have been added to the Notes Tools menu. 
Workaround:  In the NOTES.INI file, comment out the AddinMenus line or remove the ORGADDIN.DLL from the list of AddinMenus.  

Problem:  It is possible for the owner of an Organizer file to set his/her ACL to none and have no further access his/her own file.
Workaround:  Don't set the ACL to none if you want to retain access to the file.

Problem:  When creating a file in Names mode for scheduling, you are asked if you want to Always open this file. (Note: Setting the Organizer Preferences Open To option has the same effect.)  Only say Yes if you plan to run Organizer while always connected to the network.  If you have problems launching the product while disconnected from the network, follow the workaround below. 
Workaround: Edit the ORG2.INI file and remove the user name from the setting  OpenFile=.

ADMINISTRATION PROGRAM 
NOTE  If you run BOTH cc:Mail and Notes on the same machine, when you run cc:Mail Admin, make sure that the cc:Mail program directory is on your path before Notes.  Or, if you run Notes Admin, make sure that the Notes program directory is first. This ensures that the proper VIM.DLL is loaded.

Problem: The Organizer Admin program can delete actual entries in the Notes N&A book by selecting Edit /Clear "Delete Entry".

Problem:  Set Password is not working in Organizer Admin.

Problem: Code page 850 characters are not supported when running the English version of Windows and cc:Mail.

Problem:  Using Edit / Edit Selected shows an error message with double slashes "\\" in front of the filename but doesn't insert "\\" into the existing Organizer file path name. 

Problem:  In single-server installations,  Edit does not permit the deletion of user entries and .OR2 files. 

Problem:  Windows hangs when you run cc:Mail Admin and Organizer Admin simultaneously, both accessing the same cc:Mail post office. 
Workaround: Do not run Organizer Admin and cc:Mail Admin simultaneously.

Problem: Editing users in Organizer Admin, which were created in cc:Mail Admin, to the correct path and filename may erase other information for that user.


AGENT
Problem: When the Agent loses the connection to the cc:Mail post office,  no error messages appear.
Workaround:  If the Agent appears to be running but no invitations are being processed, check to make sure the machine running the Agent has not lost its connection to the file server containing the post office and/or .OR2 files.

Problem:  The OS/2 Agents for Notes will crash while processing if users set their File / Organizer Preferences / Meeting Notices to automatically process invitations.
Workaround:  Don't select Invitations in the Automatically process section of the Meeting Notices Preferences dialog for users, rooms or resources.  Rooms and resources must have their meeting notices processed by opening the Meeting Notices dialog for those files. 

Problem:  If installing the OS/2 Agent  in a LanServer environment and selecting the LanServer driver option, the Agent will not function properly.
Workaround:  Select the MS NET driver option instead of  LanServer while installing the Agent.  Please specify the drive letter and full path name when answering Agent installation prompts requiring a path. 


HELP
Problem:  Help for the Customer Support Icon does not exist yet.

Problem:  Search keywords do not work yet.


INTEROPERABILITY
Problem:  A chairperson using Organizer Beta can send meeting invitations to users of Organizer 1.X (for Windows and Mac).  Replies from those users are not received.

Problem:  If an Organizer 2.0 Beta chairperson sends meeting invitations with attachments to Organizer 1.X users,  the Organizer 1.X Agent cannot process the invitation.


PRINTING
Problem:  Printing in general from the Planner section has many known crashes. 

Problem:  Printing to small format papers like Filofax or Daytimer will have formatting problems.
Workaround: Print  to 8 1/2 x 11 paper and reduce on a copier.	

SCHEDULING
Problem: For cc:Mail only: You cannot delegate meeting notices if the cc:Mail post office is set up as Lastname, Firstname.  The product will crash.
Workaround:  Either set up test users with "Firstname Lastname" entries in the post office or don't delegate any meeting notices.  

Problem: Attachments have known problems. Don't choose Detach in the Meeting Notices dialog without opening the invitation and processing it first. The record will be locked until you close and reopen the Meeting Notices dialog. 
Workaround: Close the the Meeting Notices dialog and reopen it to unlock the notice.

Problem: If you detach a file after processing the meeting notice, the meeting notice will still appear. If you try to reopen the meeting notice, you will get record locked errors.
Workaround: Close the the Meeting Notices dialog and reopen it to unlock the notice.

Problem: If a meeting notice has a file attached, and you choose Cancel from the Detach dialog after delegating a meeting notice, the notice will still appear and can be re-processed which causes errors.
Workaround: Don't cancel from the Detach dialog.  Select No if you don't want to detach.

Problem:  If you accumulate more than 50 unprocessed  meeting notices in the Meeting Notices dialog, you can experience display and performance problems when opening this dialog. 
Workaround: Process all meetings notices as they come in and don't let more than 50 notices accumulate in the Beta file.

Problem:  If you invite more than 50 users to a single meeting, you may get Insufficient Memory errors.

Problem:  Default access on rooms and resources is set incorrectly.  
Workaround:  Open each room and resource file and grant the administrator owner access.  All other users should be given a default access of Free-time.

Problem:  Autoprocessing for rooms and resources is not set correctly.
Workaround:   cc:
Mail administrators should open each room and resource file  and enable all autoprocessing choices.  On the other hand,  Notes Administrators must manually accept all meeting notices for rooms and resources.  

Problem: The Windows or OS/2 Agents for Notes or cc:Mail  can crash if there are scheduling conflicts for the resource or room. 
Workaround:  Avoid scheduling conflicts for resources and rooms. Don't set autoprocess for Notes OS/2 Agents.  


