Teamware Office™ 8.0

Transcription

Teamware Office™ 8.0
Product Overview
TEAMWARE OFFICE 8.0 PRODUCT OVERVIEW
Tenth Edition March 2010
This document was produced by the Teamware Group Oy in Helsinki, Finland. We welcome
and consider all comments and suggestions. Please send them to:
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Teamware Group Oy
P.O. Box 135
FI-00381 Helsinki
FINLAND
Teamware®, Teamware Office™, Teamware Mobile™, Teamware Mobile Express™, and
other Teamware product and service names are trademarks of Teamware Group Oy. Rights to
other trademarks reside with their respective owners.
Although Teamware endeavors to ensure that the information in this document is correct and
fairly stated, it cannot accept liability for any error or omission. Further, Teamware products
and services are under continuous development, and it is important to check with Teamware
that a document contains fully up-dated material. This document does not form part of a
contract or license unless expressly agreed.
© Teamware Group Oy
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Table of contents
INTRODUCTION .......................................................................................................7
TEAMWARE OFFICE HIGHLIGHTS ........................................................................8
Driving forces changing the world..............................................................8
Business realities suggest sophisticated groupware .................................8
The Teamware Office approach ................................................................8
What does Teamware Office do? ..............................................................9
What does Teamware Office offer? .........................................................10
For the end user..................................................................................10
For the IS manager .............................................................................10
For the business manager ..................................................................11
Supports both client- and server-based processing ................................11
Use through the Web ...............................................................................12
Use with mobile devices ..........................................................................12
Supports multiple platforms .....................................................................12
Offers a secure environment....................................................................13
Supports applications integration.............................................................13
Directory as the integrated information repository ...................................14
Growing seamlessly .................................................................................14
Teamware Office as a single site system ...........................................14
Office as an enterprise system ...........................................................15
Supporting centralized and distributed administration.............................16
TEAMWARE MAIL ..................................................................................................17
Viewing your mailbox ...............................................................................17
Working with folders.................................................................................18
Mail messages .........................................................................................18
Managing messages ................................................................................18
Sending mail messages ...........................................................................20
Sending and receiving digitally signed and encrypted e-mail messages 21
Sending secure messages .................................................................21
Receiving secure messages...............................................................22
Public key ideology .............................................................................22
Certificate Authority support................................................................23
Support for Smart Cards .....................................................................23
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Searching for messages ..........................................................................24
Accessing archived messages.................................................................24
Accessing the Directory ...........................................................................25
Creating your own Address Book .......................................................25
Using Notifier............................................................................................27
Configuring mail priorities ........................................................................27
Offline Mail ...............................................................................................27
Using Teamware Mail through the WebService ......................................28
TEAMWARE LIBRARY ...........................................................................................30
Building libraries of folders .......................................................................30
Managing library documents....................................................................31
Searching for documents .........................................................................32
Basic search .......................................................................................32
Text Search.........................................................................................33
Controlling access and user rights...........................................................33
Handling different versions ......................................................................34
Using Teamware Library through WebService ........................................34
TEAMWARE CALENDAR .......................................................................................36
Making appointments ...............................................................................36
Sending notifications and setting reminders ............................................37
Defining user rights ..................................................................................37
Grouping calendar views .........................................................................37
Customizing calendars.............................................................................38
Printing calendars ....................................................................................39
Using Teamware Calendar through WebService ....................................39
Offline Calendar use ................................................................................40
TEAMWARE FORUM..............................................................................................41
Creating forums........................................................................................41
Viewing discussion trees..........................................................................42
Posting messages....................................................................................42
Locating messages ..................................................................................43
Searching ............................................................................................43
Managing forums .....................................................................................44
Forum manager ..................................................................................44
Public and private forums ...................................................................44
User rights...........................................................................................44
Using Forum in different ways .................................................................44
Using Teamware Forum through WebService.........................................45
NOTIFIER ................................................................................................................46
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About notices ...........................................................................................46
About reminders.......................................................................................47
Using Teamware Notifier through WebService........................................48
ADDITIONAL FEATURES IN WEBSERVICE .........................................................49
ADMINISTERING TEAMWARE OFFICE................................................................51
System Administration .............................................................................52
Using Admin........................................................................................52
Managing the use of system resources ..............................................52
The database features ........................................................................53
Billing Log............................................................................................53
Audit Log .............................................................................................54
System Event Log ...............................................................................54
User Administration..................................................................................54
Defining user roles ..............................................................................54
Using the Directory .............................................................................56
Managing the Directory.......................................................................56
ENHANCEMENTS FOR TEAMWARE OFFICE .....................................................61
Teamware Office Archive Server: Long-term storage of messages........61
Teamware Office Search Server: Free text search for Mail and Library .62
Teamware Agents ....................................................................................62
Additional security for Teamware Office ..................................................63
Scanning for viruses and other malicious files ...................................64
Spam protection ..................................................................................64
TEAMWARE OFFICE AS AN INTEGRATION PLATFORM ...................................65
Web support enables powerful integration ..............................................65
Teamware Integration Kit – Tool and application integration ..................65
Productivity tools and integrated services ..........................................65
Application development with Teamware Link.........................................66
XML based application development .......................................................67
JSR168 portlets........................................................................................67
Teamware Plug-in Interface.....................................................................67
Message Submission Agent ....................................................................67
Teamware Office Event Server................................................................68
Integration with external LDAP directories...............................................68
Connectors for Teamware Office .............................................................68
Teamware Connector for Anti-virus Engine........................................68
Teamware Connector for MIME..........................................................69
Teamware Connection for SharePoint................................................69
Teamware Connector for Pl@za ........................................................69
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Teamware Connector for Mail Archive ...............................................69
Integration with Teamware Mobile™ .......................................................70
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Introduction
Teamware Office™ is a set of groupware applications, which provides users with an easy way
of carrying out their office tasks and communicating with each other. Teamware Office
includes facilities for electronic mail, time and resource scheduling, discussions, document
management and retrieval; it helps users find, view, analyze and act on information in a userfriendly and timely way. The facilities are designed to meet the needs of users, whether they
are individuals in local or remote offices, or are members of a team within an enterprise or an
external business partner.
Teamware Office has a long history in improving collaboration and productivity in offices. In
the 1980s, it was one of the first groupware systems based on PC LANs and client-server
architecture. Teamware Office was also the pioneer in providing integrated, enterprise-wide
groupware services based on a suite of ready-to-run applications, allowing users to choose
and adapt their productivity tools according to their needs and working cultures.
Today, Teamware Office functionality is richer than ever, globally scalable, and based on
cohesive architecture. While supporting the proven network-centric approach with the distinct
advantages of security, accessibility and manageability, Teamware Office broadens the
collaborative environment by also allowing users to access its groupware services over the
Web, using universal Internet client applications such as Web browsers and e-mail tools.
In addition to its basic functionality, Teamware Office offers many possibilities for extension
of functionality and integration with other software. Teamware Office can be integrated with
Teamware Pl@za® or Microsoft SharePoint Server to build powerful, cohesive solutions for
intra/extra/Internet. Teamware Office can also be integrated with Teamware Mobile™ to
provide active mobile access to Teamware Office services, in particular Mail, Calendar, and
Personal Address Book.
This document focuses on the use of Teamware native 32bit Windows clients against
Teamware Office server(s). The availability of features and functionality through the
WebService or standard interfaces such as POP3 and IMAP4 may vary depending on the
limitations and advantages of given technology.
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Teamware Office Highlights
The computing industry is not what it used to be. It is more public, global and intense than
previously. There are market forces at work that seem to question traditional solutions, and to
make early adopters of new concepts the winners – or losers – of the business game.
Driving forces changing the world
For the past decade the major driving force in corporate communications was the Internet in
general, and the World Wide Web (Web) in particular. The interest in establishing a company
presence on the Web was immense and continuously growing. Web browsers spread
everywhere taking new grounds in providing users with access to the surrounding world.
While Web-based solutions are still being adopted a new driving force is emerging. Mobile
technologies mature to support mobile collaboration. Devices get more powerful. Features of
different devices merge. Connections become faster, more reliable and cheaper. Collaboration
from anywhere anytime is becoming a reality.
Business realities suggest sophisticated groupware
The emergence of intranets and extranets, as well as the growing number of open Internet
protocols for communicating and sharing information, brought improvements. Supporting
everyday business activities, however, is more complicated than just that. Users need to work
in teams – small, large and changing – that may include members of external business partners
and customer organizations. Users also need to work in a framework of varying business
circumstances, to manage ad hoc, inter-related, static, formal as well as informal team
activities. Moreover, users need to be able to do their actual business activities
instantaneously, without any delays caused by underlying applications or network
infrastructures.
Mobile collaboration will change they way people work together, communicate with each
other. Mobile professionals will have more freedom to choose the tools that best suit their
needs, the place and time when they communicate. Groupware is changing along with
changing needs and the evolving technologies.
Companies making purchasing decisions are often confused when confronted with the
challenge of new and established technologies. The Web/intranet technology raises the
question of timing. Although, the technology today is functionally limited, it is on its way to
becoming the primary computing environment. Should organizations take the risk and jump
on the Web bandwagon right now? Or, should they adopt a wait-and-see policy, with the
possible risk of losing important advantages?
The Teamware Office approach
Teamware Office provides a safe and flexible solution. It allows customers to build on their
existing computing infrastructure, take advantage of the security, replication and development
features of proven groupware, while at the same time enabling them to use or gradually move
to services over the Web. These services are accessible from within users’ existing native
Windows clients, as well as through corporate intranets, by using universal Internet
applications such as Web browsers or e-mail clients. Thus, Teamware Office provides an
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integrated collaborative environment that combines the best features of both network-centric
and Web/intranet-based solutions.
Mobile professionals are supported with alternatives from offline working and cableconnected synchronization to over-the-air connections and synchronization.
Because Teamware Office runs on standard environments supporting state-of-the-art
technologies, it offers price/performance benefits that have not been attainable in traditional
data processing. Additionally, as these technologies drive the computing market and deliver
steadily improving solutions with less expensive equipment, Teamware Office can be relied
on to provide a cost-effective and viable groupware platform, both today, and in the years to
come.
What does Teamware Office do?
Teamware Office is an electronic mail, messaging, scheduling, document management and
directory system for individuals and team-oriented users who want integrated functionality.
The size of a Teamware Office working environment can vary from a single local LAN to a
worldwide enterprise consisting of multiple LANs, WANs and servers.
Teamware Office users get a coherent, ready-to-run application environment for
communicating, creating, sharing, storing and retrieving information, as well as for allocating
personal time and company resources.
The Teamware Office suite of groupware applications includes:
• Teamware Mail for secure electronic messaging, including S/MIME and PKI
capabilities.
• Teamware Library for storing and retrieving electronic documents.
• Teamware Forum for enterprise-wide discussions and information distribution.
• Teamware Calendar for organizing personal time or booking shared resources such
as company meeting rooms or equipment.
• Teamware Directory for storing the corporate user information, personal address
book and e.g. tree view to the organizational hierarchy.
• Teamware Notifier for informing users of events occurred, or for reminding of tasks
that need to be done by a given time.
• Teamware Office Search Server for indexing and free text searching.
• Teamware Office Archive Server for long-term message archiving and free text
searching.
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• Teamware Office Event Server for publishing events created by Teamware Office
for systems that subscribe to listen to these events.
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Teamware Agents extend the capabilities of Teamware Mail by automating access to
mailboxes on behalf of the user. An agent can execute a task – a user-defined sequence of
operations – at a given time, at regular intervals, as a response to a particular event, or when
explicitly activated. As the actual agent process runs on the server, the assigned tasks will be
performed properly even if the client workstation is switched off.
Teamware Office applications can be purchased and used individually or together. When
combined, they provide a highly integrated collaborative environment with the same services
for all team members, regardless of their location or position in a department or company.
What does Teamware Office offer?
Teamware Office is a safe solution for small to mid-size to large companies moving from
corporate LANs to intranet groupware, whether you already are a Teamware customer, or on
your way to becoming one.
For the end user
Teamware Office provides an integrated applications environment that helps users do their
jobs quickly and effortlessly. Users can perform their business tasks collaboratively – locally
or remotely, based on multiple common tools and data sources – without the need for in-depth
technical skills. While enhancing the productivity of a group, Teamware Office empowers the
end users by allowing them to:
• Use graphical user interfaces, agents, Notifier, and search tools for improved
competitiveness and productivity.
• Create information using their preferred off-the-shelf PC productivity tools.
• Choose their client software – running on Windows or on the Web – from a range
of language versions.
• Communicate globally, without having to deal with underlying protocol and
operating system complexities.
• Share, route and track the information they have created or been given, leveraging
the best ideas and synergies of teams.
• Configure the preferences and visual settings of applications for quick and easy
access to the features and functions they most frequently use.
• High confidentiality and security – even the system administrator has no way of
seeing personal documents or files.
• Support for offline and mobile use.
For the IS manager
Teamware Office's networked solution ensures scalability. Customers can easily add new
software components to increase functionality, or new servers to meet new performance
requirements. When the number of users changes, it is also easy to add or remove
workstations according to the changing situation. Moreover, Teamware Office:
• Protects your existing hardware and software investments, while allowing you to
use or gradually move to new Web/intranet solutions.
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• Supports SMTP/MIME, S/MIME as well as LDAP-based directory interoperability
for low cost business transactions and communication.
• Offers modularity when implementing the Teamware Office system.
• Supports Windows Server 2008 Standard Edition and Enterprise Edition, Windows
Server 2003 Standard Edition SR2; Sun Solaris 10; RedHat Linux ES 5 and SUSE
Linux Enterprise server 11 platforms and the change from legacy systems and
formats to open environments.
• Provides both central and distributed administration.
• Supports server based virus detection.
• Provides high-level integration between Teamware Office and Windows
productivity tools.
• Offers APIs for integrating Teamware Office with customer applications and
services.
For the business manager
Teamware Office meets the challenge of decentralized decision-making as organizations are
shifting from functionally structured hierarchies to cooperating, goal-oriented teams. For the
business managers and office employees who increasingly need to make quick decisions on
their own, Teamware Office:
• Provides professional tools to access all relevant company-related data and services.
• Offers a complete groupware solution, which allows users to collaborate, within and
between teams and organizations.
• Supports extranets for cooperation with external partner and customer
organizations.
• Provides a modular, ready-to-run system with quick return on investment, without
having to give up existing investments or maintain multiple, separate systems.
• Provides worldwide support and a wide range of customer services.
Supports both client- and server-based processing
In Teamware Office, applications are run on the workstation, on the server, or both, yielding a
high level of flexibility and connectivity. Applications can be run from wherever the users
need, from a local LAN workstation or remotely from a branch office, home, or a hotel, for
example.
The native Teamware Office clients – which provide user interfaces to the Teamware Office
services over the network – interact with the server applications on a client-server basis.
Dividing the processing loads between the client and the server minimizes the amount of data
transfer and improves performance. Additionally, as the client can carry out immediate data
input validation and consistency checking; this approach greatly reduces the processing load
on the server site.
The Web-enabling capacity of Teamware Office – combined with the increased power at
server levels – also makes it possible for users to access the services over a company intranet
or the public Internet, by using browser-server computing based on Web technologies such as
HTML, JavaScript and Java.
The mail client can be a native Teamware Mail client, as well as any standard POP3/IMAP4
Internet mail clients. This openness, coupled with enhanced Teamware security options, also
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enables corporate users to flexibly communicate with each other or business partners via the
Internet.
Use through the Web
Teamware Office allows customers to exploit the Internet and deploy a flexible intranet
strategy, which can be built on existing resources.
Teamware WebService enables access to Teamware services over the Web, acting as a link
between a Teamware Office site and the Internet. Documents residing in the Teamware
environment can be accessed from the Web, so that on one hand there is the centralized and
safe documentation control, and on the other hand as wide a distribution of the documents
over the Web as desired. When appropriate, documents, calendars, discussions and messages
residing in the Teamware environment can also be made available through the Web for nonTeamware users. In addition, the WebService supports SSL3 protocol for secure
communication between server and browser.
The WebService is built in to the Teamware Office server architecture and it does not require
a separate web server. The WebService enables fixed WWW addressing for any Teamware
Office object over standard HTML templates. The system administrator can modify the predefined HTML templates or create new ones. If required this enables a complete redesign of
the user interface including graphics, colors and layout and makes the integration of
Teamware Office services with other web-based systems transparent.
Use with mobile devices
Teamware Office offers connectivity to its services for mobile professionals. In fact, several
features and add-on products are available for mobile use either using laptops or mobile/cell
phones.
PDA and Communicator users are offered CE and PocketPC based templates for PDA
browser based access. These templates include basic functionality of the different Teamware
Office clients.
Integration with Teamware Mobile™ introduces cutting edge mobile access features to
Teamware Office and, indeed, other enterprise information systems. Teamware Mobile agents
and mail filtering features make wireless use of Mail, Calendar and Personal Address Book
efficient in real time. Full support of Teamware Mobile features is available on Symbianbased (Series 60, Series 80 and UIQ) smart phones. Limited functionality is available in
selected other phone models and PocketPC-based PDA devices.
Supports multiple platforms
Teamware Office is an open system, based on official and de facto standards, providing
customers with a freedom of choice when building their server and workstation environments.
The supported server platforms include Windows, Sun Solaris and Linux. Native Teamware
Office clients can be run on Windows Vista Business and Windows 7.
Additionally, the use of a Web browser as universal workstation software for accessing
Teamware Office documents and messages provides significant benefits. As the workstation
platform is neutral for the Web browser, multiple environments can access the same
documents in the same way locally or globally. In particular, as no other software is needed,
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mobile and temporary users in remote locations can easily connect to Teamware Office
services through the Web.
Offers a secure environment
Teamware Office services, including the information under their custody, are protected at
many levels. User authentication verifies user identity before the user is allowed to access the
system. Access control (authorization) determines whether the user is granted access to the
services he or she is requesting. Through auditing, Teamware Office discovers attempted
abuses to enable administrators to take corrective actions.
The Teamware Mail includes secure mail features as a default option and enables users to
send digitally signed and encrypted mail messages. Teamware Mail is based on the S/MIME
standard and the use of private and public keys. With Mail you can securely send confidential
e-mail. You can sign and/or encrypt your messages using strong algorithms and long keys. In
addition, the Teamware Mail supports smart cards, providing uncompromised security. The
support for standard LDAP directories enables you to connect your Teamware Mail into any
existing Public Key Infrastructure (PKI).
In addition to the earlier mentioned SSL3 support for WebService, SSL support is also
available for SMTP, POP3, and IMAP4.
Teamware Office Archive Server automatically archives email messages for long-term storage
in read-only format offering protection against accidental data deletion. All important
information in email messages and attachments are retained on the archive server. Access to
archived messages is protected by user authentication and access rights.
Supports applications integration
In addition to providing ready-to-run messaging and groupware applications, Teamware
Office provides customers and third party software vendors with tools to integrate Teamware
Office with other tools and applications.
Teamware Integration Kit allows customers to add Teamware Office commands to the menus
of standard off-the-shelf PC productivity applications such as word processors and
spreadsheet programs. The Integration Kit also supports standard messaging interfaces such as
S-MAPI, to integrate mail enabled applications with Teamware Mail.
Teamware Link, a high-level application-programming interface, enables developers to create
enhanced, Teamware Office-enabled groupware applications. Teamware Link APIs are
available as Dynamic Link Library (DLLs) modules, which can be called from a line of
development environments such as Visual Basic, Delphi, C, and C++.
Teamware Office can be extended also with building add-on features on top of an XML API.
Teamware Office XML Toolkit is a toolkit to get developers started with XML-based
application development and integration.
Teamware Plug-in Interface is a part of Teamware Office Windows Mail application which
provides an easy-to-use method to add functionality and defined applications to Teamware
Mail menus and toolbar.
Teamware Office Event Server is a Java-based event broker that functions according to the
publish/subscribe principles. Events generated by Teamware Office services are published as
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‘topic alarms’ through the Event Server to other systems that subscribe to listen to a topic and
receive the related event messages. For example, an external system that needs users’
appointment information can be integrated with Teamware Office Calendar by registering it to
listen to the events published by the Event Server.
Directory as the integrated information repository
Teamware directory, the information repository of a Teamware Office system, provides the
basis for administration and integration. It contains administrative and addressing information
about systems, applications, organizations, users, and access rights.
The directory information of an enterprise-wide Teamware Office system is shared across all
member sites. This allows users to securely access information across the different sites. End
users access the directory either from the Teamware Office client applications or from the
native Teamware directory client, to search the Organization directory or create personal
address book entries.
Teamware Directory is a true X.500 solution providing high scalability. Teamware extends
from single-site system with tens of users to multi-site enterprise system with tens of
thousands of users. Flexible site topology and various replication options means that
Teamware easily restructures with business changes.
In addition, with Teamware Directory you can also access information in other directory
systems with the LDAP protocol, e.g. when fetching information from public directories or
legacy systems.
Growing seamlessly
Teamware Office as a single site system
A single site Teamware Office system functions as an autonomous messaging and groupware
system in a company. This site, built around only one directory service, comprises of one or
more Teamware server, which for their part can host one or more Teamware Office service,
such as Teamware Mail, Forum, etc. Additionally, Teamware servers host other Teamware
system components such as messaging Connectors and Message Router.
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Teamware Users are allowed to use all or part of the services within the limits of their access
rights. The services, although residing in separate servers within the site, are always invisible
to the users. Small to mid-size companies are typical users of a single site solution.
Office as an enterprise system
Teamware Office sites are the building blocks of an enterprise-wide groupware solution. The
relevant user and system component information, which each member site maintains locally,
is made available to the enterprise with distributed X.500 directory system.
The enterprise solution, keeping users in touch with each other and ensuring that the
directories in all sites are up to date and consistent, suits large organizations which have, for
example, outlets, branch offices, or agencies in many different locations.
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Teamware message routing facilitates the transfer of messages along a backbone that connects
together Teamware Mail installations and shared messaging connectors at different sites of an
enterprise system.
Teamware messaging connectors facilitate message exchange with other mail systems via
SMTP/MIME mail protocols. The use of SMTP/MIME is transparent across the network,
allowing mixing and matching of these protocols across the WAN, the Internet and the
company intranet. The Teamware message routing backbone allows the sharing of a single
Teamware Connector between Teamware Sites optimizing the cost of ownership and
administration efforts.
Supporting centralized and distributed administration
Teamware Office provides graphical tools to create user profiles, build and monitor the
system, collect statistics, backup databases online, and control processes. The Teamware
Office Admin facility supports centralized administration of enterprise systems, by allowing
the administrator to navigate in the network topology and to perform operations on selected
system components. Local administrators at any site can likewise use Admin to perform local
administrative operations.
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Teamware Mail
Most likely much of the work in your office is centered on communication inside your
company, and between your company and other organizations. Teamware Mail is an advanced
electronic mail system that enables you to effectively communicate and share information
with other users and groups of users, both in and outside the organization, via an Internet
MIME connection. As a default feature, Teamware Mail enables users to send digitally signed
and/or encrypted mail messages. The program is designed with the end user in mind; the user
can efficiently send and receive mail and attachments. The mail client can be a native
Teamware Mail client, as well as any standard POP3/IMAP4 Internet mail client.
Integration with Teamware Mobile enables automatic fetching of received email messages to
mobile devices and alerts upon incoming messages. Teamware Mobile mail rules allow the
user to define rule profiles to filter the messages. Messages sent from the mobile device are
processed by Teamware Office Message Submission Agent (MSA). The MSA introduces
these messages into Teamware Office on behalf of the user and sends them using the native
Teamware Office mechanisms. The MSA can also be used with POP3/IMAP Internet mail
clients.
Viewing your mailbox
Teamware Mail provides each user with an electronic mailbox for his or her use. Teamware
Mail makes it easy for you to organize your messages in folders, and list the messages in
various ways.
The mailbox consists of:
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Sent mail and their attachments.
Received mail and their attachments.
Folders and subfolders, for received and sent mail (user defined).
Wastebasket.
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With the multi-window function you can flexibly view received messages, sent messages and
new messages. For example, you can open a window listing all the mail messages you have
received, and another window displaying the mail messages that you have sent. Similarly, you
can have several Read and Send windows open at the same time.
In order to make Teamware Mail better suited to your personal preferences; you may want to
change the settings for how your mailbox is organized and how the information is displayed.
You can easily include toolbar buttons for the commands you use most often.
Working with folders
In your mailbox you can:
• Create folders and many levels of subfolders for different types of incoming and
outgoing mail messages, to make organizing your mail easy.
• Modify, delete, and move folders whenever you need to.
• Sort the contents of a folder to find your messages quickly.
• Set folder visibility to private if you have given delegate access to your mailbox.
Messages moved to Wastebasket or user-made personal folders can be restored to inbox and
outbox.
Mail messages
A mail message consists of message text, properties, and any number of attached files.
The properties contain information about the mail item, such as the name of the sender, status,
sending time, urgency, sensitivity level, and list of recipients. Sent mail messages have
additional information about the delivery status (sent, delivered, read, cancelled, etc.).
Teamware Mail automatically creates the properties according to the sending information
defined by the user. The user sees no separate mail receipt messages, which clutter your
mailbox and use-up space.
Mail supports a wide variety of character sets and handles even several different character sets
in the same message.
Received HTML messages are shown in the message field in an open message window. When
an HTML message is forwarded or a reply is created, the HTML content is converted to RTF
for the sent message.
Managing messages
A message is a note written by the sender that conveys information to the recipient, for
example, the contents of attached files.
In your mailbox you can:
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Select the sort order of your messages.
Change the type of messages to be displayed.
Mark messages as interesting, for easy reference.
Set your preferred color coding for the mail items in your mailbox, based on their
importance.
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• Write and modify an annotation text (a short description) for selected mail messages
for easier locating. Clicking a message will display its annotation in a bar in the
Main window. Annotations can also be used as search criteria.
• Reply to a mail message; you can even include the original message and
attachments, which can be edited.
• Forward mail to someone else, even automatically, and include an optional message
to the sender and another to the recipients. The forwarded mail is an attachment and
the new message text is a cover letter. This allows the recipient to easily distinguish
between the two. Or you can use the auto reply function.
• Print messages, parts of messages, and attachments.
• Search messages by a versatile number of wildcard variables such as the sender,
date, contents, annotation, date, size or location or use a combination of these
variables.
• See which tools were used to create the attached files. You can open and edit an
attachment directly from Teamware Mail by letting Teamware Mail select and start
the appropriate tool. Moreover, you can choose whether to just read the attachment
or save, print, and edit it.
• Define and apply local client filters or automatic server-side filters. The client filters
that perform specified actions on messages in a selected folder are activated by the
user. The server filters run automatically in the server and direct incoming
messages that match specified criteria to a given folder.
• See which folders have unread messages from the folder name displayed in
boldface font and the number of unread messages in the folder shown after the
folder name. A special view New received can be applied to the mailbox to display
all the unread messages in a single list regardless of the folder where the messages
are located.
• Grant other users or groups access rights to your mailbox. Read access enables a
user to open the mailbox and read messages, except in folders marked as private.
Write access enables the user to send messages; the mailbox owner is shown as the
sender, but the message itself shows the identity of the actual sender as well.
• Save mail messages with attachments and summary header information directly
from the Mail client to Teamware Library. This allows you to store messages for
longer term reference and share information with colleagues. Thus mail messages
related to, for example, a project or an active case can be saved to a Library folder
dedicated to that project or case.
•
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Sending mail messages
Teamware Mail makes it easy for you to compose mail messages. You just specify who the
mail message is intended for, and what the subject and contents of the message are. You can
also prepare several messages at the same time.
When you are sending a message, you can:
• Type recipient names or addresses and select the recipient from the list of
automatically filled-in alternatives.
• Write, format, and edit e-mail messages directly in the Message Text field.
• Create the text with a text processing tool of your choice and then paste it to the
Message Text field.
• Read a message from a file into the Message Text field; incomplete messages can
be stored, as drafts, to work on later.
• Include pictures, multiple fonts, formatted texts, or other objects in your message
with rich-text editors.
• Drag and drop images, attachments and text.
• Spell-check your message.
• Set an indicative expiration date for a message, to show how long the information is
valid.
• Save message as draft for future editing and sending.
• Send deferred messages that are delivered to the recipients at given date and time.
• Define the properties for both the mail message and its recipients. You can define
whether recipients receive an ordinary copy or a blind copy of the message. A blind
copy recipient is not visible to other recipients.
• Define a signature file, select to save it either on the workstation or the server and
set a preference to place the signature either at the bottom or on the top of a reply
message.
• Include any number of attachments to your messages in the form of, for example,
word processor documents, spreadsheets, and image files.
• Check the delivery status of a sent message.
• Resend the message, send the message to someone else in a modified form, send the
message to failed recipients only or even replace an earlier message with a new
one. For example, if, by mistake, you send someone an old version of a document,
you can supersede it with a new version, maybe even before they notice it.
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Sending and receiving digitally signed and encrypted e-mail messages
Organizations like governments, health services, police, finance and banking handle sensitive
information that cannot be sent over the Internet without being secured. Teamware Mail offers
high security with strong algorithms and long keys. Mail messages can be digitally signed
and/or encrypted. The message body and the attachments are encrypted. Signed and/or
encrypted mail messages are shown in the mailbox listing with special icons.
With the Secure Mail features of Teamware Mail, which are based on the S/MIME standard
and the use of private and public keys, the user can securely send confidential e-mail. The
user can sign and/or encrypt messages using strong algorithms and long keys. Teamware Mail
supports smart cards, providing uncompromised security. Support for LDAP certificate
directories enables the user to connect Teamware Mail into an existing Public Key
Infrastructure (PKI).
Sending secure messages
Secure messages are created in the same way as normal messages. The user then selects the
sign and/or encrypt option. In the case of signed messages the user’s private key either from
the Smart Card or from the PKCS#12 file is used. The user must supply the correct PIN code
or password. When messages are encrypted, the recipient’s public key is first obtained from
the LDAP Certificate directory.
Users can also use separate certificates for signing and encrypting a message. This allows, for
example, a user to sign a message with a personal certificate and encrypt it with an
organizational certificate.
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Receiving secure messages
When a user receives a signed message, the message viewer displays a security information
button. Security information shows whether the message was signed and/or encrypted, and
also the validity of the signature and any related certificates. If a received signed message is
also encrypted, a PIN code (Smart Card) or a Password (PKCS#12 file) is required to use the
private key to decrypt the message and attachments. Decryption is done in the workstation.
The message file in the server is left unchanged. The user can fetch and save the attachment
either in decrypted or encrypted format.
Public key ideology
Teamware Mail encryption and signing is based on public/private key technology. The idea
behind this technology is that encryption/decryption is always based on a pair of keys. One is
available publicly and one is private and held only by the owner.
The keys are mathematically bound to each other so that anything encrypted with the public
key can be decrypted only by using the private key of the same key pair – and vice versa. In
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this way, a message encrypted using the recipient’s public key can only be read by the
recipient who has the appropriate private key.
Certificate Authority support
A Certificate Authority (CA) validates the user identity. They may also make the actual Smart
Card and they also typically provide an LDAP directory for user certificates. The user certificate binds the user name and the related public key to each other. LDAP address and search
information, used to fetch the certificate from the LDAP directory, is stored in the Teamware
Directory. In cases where a user may have several different certificates, a list is presented to
allow selection of the appropriate certificate.
When sending or reading a secure message Mail automatically checks the certificate validity
from the CRL (Certificate Revocation List) maintained by the Certificate Authority. This is
done by OCSP server (Open Certificate Status Protocol).
In cases where the LDAP directory is not available or the recipient’s public key is otherwise
inaccessible, certificates can be exchanged as mail attachments. They can then be stored into a
local certificate cache for later use.
Support for Smart Cards
The private key is the proof of identity and is securely stored in a Smart Card. Some Smart
Cards contain two certificates with corresponding PIN codes – one is used for message
integrity signing and decryption and the other is used for non-repudiation signing. The first
PIN code is valid as long as the card is in the card reader, whereas the PIN code for nonrepudiation has to be entered again each time a signature is made.
Teamware Mail supports PKCS#11v2.11 API-based Smart Card readers.
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Searching for messages
Teamware Mail makes it easy for you to find mail messages fulfilling criteria that you specify.
You can search for a mail message by specifying criteria like who sent the message to you,
who the recipients were, what the subject of the message was, and on what date the message
was sent. Messages can also be searched by free text criteria that are matched to the message
text and text-based attachments. The file types supported are txt, rtf, doc, pdf, and html (other
file types will be added later).
It is possible to use simple one term criteria or define optional criteria, combining criteria
filled in two or more search fields and specify complex criteria with phrases and operators.
To narrow your search even more, you can specify additional criteria. For example, you can
specify the importance level of the mail message, the beginning of the annotation belonging to
the message, and the size of the message in kilobytes.
Accessing archived messages
Mail messages can be automatically archived for long-term storage when the Teamware
Office Archive Server has been installed to a Teamware Office system. Archiving messages
does not require any end user actions. Mail archiving is a user-based service defined in the
user account profile. All messages of archiving-enabled users traveling through the system are
archived immediately in read-only, compressed format on the Archive Server. Archived
messages are indexed for free text searching.
Each user can access their archived messages directly from the Mail client by making a
search. The search looks for messages both from the online mailbox and the archive
simultaneously. Archived messages are indicated with special icons in the search results
making it easy to see which results are in the mailbox and which in the archive.
Once listed in the search results messages can not only be opened for reading but also replied
or forwarded directly from the archive. There is no need for extra steps to restore the archived
messages first to the online mailbox.
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Users cannot delete any messages from the archive. Archived messages are automatically
deleted after the retention period expires.
Archived messages are safe on the Archive Server. Only the user themselves or the delegate
user who have received access rights to the user’s mailbox can search archived messages.
Accessing the Directory
Teamware Office includes an electronic addressing application, called Directory, which
includes all the users and addresses that are defined in your Teamware Office system. When
you open Directory you can see either one of its two parts: the Organization Directory or your
own Address Book. You share the Organization Directory with other users but the Address
Book is your private collection of important names and contact information. (For more
information on the Organization Directory, see the part on ‘Administering Teamware Office
system’).
With Teamware Mobile entries in Personal Address Book can be synchronized with contacts
on the mobile device.
Creating your own Address Book
Each user has a personal Address Book. Initially the Address Book is empty but you can
define your own listing of addresses, telephone numbers, and other contact information. It
offers you quick access to the contacts you use most often. You can use the Address Book to
search for mail and calendar appointment recipients, or view the addresses, telephone
numbers, and other contact information that you have saved there. Your Address Book is not
visible to other users.
A copy of your Address Book is normally stored in your workstation for faster access and
possible offline use. If you are working from another workstation, at login you can prevent
your Address Book from being copied to that workstation, ensuring that your Address Book
remains private.
The Address Book can contain two types of entries: private entries that do not exist in the
Organization Directory, and aliases that refer to entries in the Organization Directory. Private
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entries can either be individual entries or group entries. The aliases can refer to a user or a
group of users.
Before creating an entry in your Address Book, it is useful to check whether the user, group or
other item already exists in the Organization Directory. If it does, you can define an alias for it
in your Address Book. This makes it easier for you to find it, and has the additional benefit
that you do not have to keep the address up-to-date, as the alias points to the directory entry,
which is always kept up-to-date by the system. You can modify or delete any entries you have
made in your Address Book.
Creating and modifying aliases
Aliases are references to Organization Directory entries in your Address Book. In an alias, the
same information is visible as in the Organization Directory entry, but you can find frequently
used entries faster.
There are several advantages in using aliases:
• Searching is faster in the Address Book than in the Organization Directory.
• Short, descriptive alias names can be given to the entries. For example, you can use
nicknames to refer to users or groups that you either communicate a lot with, or that
have complex names in the Organization Directory.
You can create aliases for users and groups of users. You can create several aliases for a
person who may work in different locations. For example, Jane Alvin works at the company
and already has a user account in the system. You have included her as JaneA in your Address
Book. If she is sent to work with a project team at another location, another account is created
in the system, and you can include her, for example as JaneA/team in your Address Book.
When you send her e-mail, you use the appropriate alias referring to her location and the
message will be delivered to that destination.
Creating and modifying private entries
Private entries are addresses or other contact information that you can insert in your Address
Book. A private entry may contain an e-mail address, telephone numbers, street address, or
other information of a person or organization. You create a private entry when you want to
add an address from outside your organization to your Address Book.
Creating and modifying private groups
Private groups are groups that you create in your Address Book. They can contain private
entries, private groups, and aliases from your Address Book, as well as users and groups from
the Organization Directory. You can use groups as your own distribution lists for mail
messages.
If you need to create a new private group that closely resembles an existing entry in your
Address Book, you can simply copy an existing private group and change the entry and add or
remove users from the group as you choose.
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Searching for entries in your Address Book
The contents of your Address Book are visible when you open the Address Book page of the
Directory. When you want to find an entry, you can simply scroll through the list if your list is
short. Otherwise you can specify the type of entries to be listed, or type the first letter of the
name that you are looking for. All custom fields can be searched. The list automatically
scrolls to the entry that closest matches your specifications.
Using Notifier
Teamware Office has a configurable alarm feature - Teamware Notifier. The user can choose
different alarm signals to notify, for example, when a new mail is delivered.
Notifier keeps a list of incoming notifications. From this list, the user is able to view the alarm
item by simply clicking on it. The mail client then opens up directly to the message that has
been clicked on. The alarm item can also be started directly from the Notifier pop-up window.
For received mail, Notifier provides the user with information concerning the mail item, such
as the name of the person who sent the mail, and what the priority and sensitivity levels of the
mail are. Notifier can also be set up to inform a user about errors in mail delivery.
Notifications of messages that have been defined sensitive do not display the name of the
sender or the subject of the messages. (For more information, please see the part ‘Notifier’).
If a user has delegate rights to another mailbox, it is possible to subscribe to receive
notifications from that other mailbox in addition to notifications of one’s own messages.
Configuring mail priorities
A sender of a mail item with Teamware Mail can choose between urgent, normal, and nonurgent priorities. This feature can be used to control communication costs: the Teamware
Office administrator can for example configure specific sending times for different mail
priorities, and non-urgent mail can be sent during off-peak hours when communication is
cheaper.
Offline Mail
Offline Mail enables the user to work with e-mail when not connected to the server. The
messages and folders you need to work offline can be downloaded to your laptop or home
computer. With Offline Mail, you work the same way as when online: read messages, write
replies to them, and select the recipients from your Teamware Address Book. When back and
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connected again, you can send all the messages you have prepared, or continue working on
them online. Offline mail includes also a search for finding messages stored in the offline
folders.
It is also possible to work on messages stored in the offline mailbox while you have an active
server connection. In these situations, for example, when composing a reply to a message in
an offline folder, you can search recipients from the Directory. Regardless of whether you
have a server connection or not, you can check the sender’s Internet email address from the
Sender properties dialog.
Using Teamware Mail through the WebService
A user can access the mailbox through a regular browser. Teamware WebService supports a
wide variety of browsers from very light PDA browsers such as the Lynx or the Nokia
Communicator browser all the way up to the latest and state-of-the art browsers. This,
however, affects the available set of features and functionality. WebService look and feel is
customizable.
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In addition, the Teamware WebService acts as a link between a Teamware Office site and the
Internet. A Mail object - a folder, a message - can be issued with a unique URL address that
allows them to appear as Web pages on the Internet. The users can
• Place references to Mail objects in HTML documents.
• Attach references to Mail objects in other Teamware applications: e.g., in
Teamware Forum messages, Teamware Library documents, and Teamware
Calendar appointments.
• Create shortcuts for Mail objects to their Windows desktops.
•
In addition to basic mail features Teamware WebService Mail includes such features as
copying mail, forwarding mail, and downloading messages in *.eml format. Free text for
messages includes both a quick search and a dialog for detailed searches. Also included in
WebService is integration between services allowing, for example, saving of a mail message
to Library directly from the received message view. Users can write and activate an auto-reply
message to response on their behalf, for example, during absences and holidays.
It is possible to define automatic mail filters that are run on the server to sort incoming
messages to specified target folders. The incoming messages are identified by given criteria in
Sender, Address, Subject, or Recipient type fields. WebService Mail folder hierarchy
indicates the folders where unread messages exist by displaying the folder name in boldface
font and a number indicating the amount of unread messages in that folder. It should be noted
that automatic filters defined in WebService Mail affect also what the user sees in the Mail
client.
WebService comes now with a special add-on Teamware toolbar that makes browser-based
use even more efficient. The toolbar includes such useful features as checking for new
messages in Mail and Forum and finding free time in Calendar.
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Teamware Library
Teamware Library is an electronic information management system that enables people to
organize and share documents in the Teamware Office system. Documents stored in
Teamware Library are logically organized into folders; each document contains one or more
individual files, where the actual information is stored. All kinds of files can be stored in
Teamware Library.
Teamware Library can be used as an effective workgroup tool. Important up-to-date version
controlled documents, like a company's ISO 9000 quality documents, can be stored in
Teamware Library for reference and easily found exactly when needed. Teamware Library
can also be used to make centralized backups of the documents stored in it.
In a site with one Teamware Office server, Teamware Library is located in the server together
with the other possible Teamware Office services. In a system with more than one Teamware
Office server, Library services like other services can be distributed on several servers. In
addition, in an Enterprise system with multiple sites users can access Library services
transparently between sites.
Building libraries of folders
The Teamware Library server can contain several separate libraries, with each one being
dedicated to a specific theme or topic; for example, different projects can have their own
libraries.
The documents in a library are arranged in folders, which can be created according to the
needs of the users. A folder can contain subfolders, and the hierarchical continuity of nested
folders is practically unlimited.
The structure of a library is visually presented in the main window of the Teamware Library
user interface. This makes it easy for the user to find files and get a quick overview of the
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contents of an open library. It is even possible to view several libraries simultaneously. The
user can use drag-and-drop for moving or copying documents and folders within Teamware
Library.
Managing library documents
A library document consists of a properties sheet and the body of the document.
• The properties sheet contains administrative information about the document - for
example: name, version, creation time, latest modification time, owner, authors,
search keywords, contents, expiration date, retention date, and access control lists.
Likewise, custom attributes can be defined for Library documents. All of this
information can be used in searching for certain documents.
• The body of a library document comprises of one or more files which contain
electronic documents that can be created, viewed, and updated by any productivity
tool, like MS Excel and MS Word. The multi file-document possibility is a benefit
of Teamware Library in situations, for example, where users want to use the library
to store a word processing file containing a linked spreadsheet. In the same way,
the user can save the contents of an entire disk directory as one Teamware Library
document; an example could be the previous year's correspondence with a certain
client.
Integration with other Teamware Office applications is also provided, as Teamware Library
documents can be sent by Teamware Mail or posted to Teamware Forum without the user
having to exit from the Teamware Library application. In addition, mail messages can be
stored directly from Teamware Mail to Teamware Library. Attachments and summary header
information are included with the message when it is stored into a library document.
If a user saves a newer version of an existing document, he or she can allow Teamware
Library to automatically increment its version number. The latest version of a document can
thus be found easily.
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Searching for documents
The Teamware Library user can apply many different methods to locating a document or
documents. For a quick view of what a certain library or folder contains a user can browse
through document lists in the main window of the user interface. After choosing a document,
the user can view its profile to check the document version. Teamware Library also allows the
immediate viewing of the contents of the files included in a chosen document.
Basic search
Teamware Library supports document searches through document profiles. The user defines
the search criteria for custom attributes and indexed attributes of document profiles, such as
owner, author, keywords, and date range. The user can even apply simple free text search of
profiles, covering words appearing in connection with any attribute. The program then
displays a list of documents that fulfill these criteria.
Keywords
When creating a document, the user can specify keywords that can later be used in searching
for documents that deal with a certain topic or theme. To aid users, and to standardize and
simplify the search for a particular document, an administrator can define a set of standard,
workgroup-specific keywords for a whole library.
When searching for a document, the user can choose from a prompted list of these standard
keywords, or type in his or her own keywords. The administrator of the library server
specifies and updates the set of standard keywords on the basis of the keywords that users
often assign to their documents.
When a keyword search is conducted, the program generates a list of the documents in which
the specified keywords can be found; users can then directly open any of the documents that
are listed.
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Text Search
In addition to searching with owner, subject, dates and other basic attributes, Text Search
offers the possibility to search document for their content, either the document description or
attached files. Custom attributes can also be used as search criteria. Text Search is a standard
feature in the product but requires Teamware Office Search Server.
Text Search criteria are formed in the same way as in Mail. The criteria can be as simple or
complex as needed. Search scope i.e. libraries and folders from which the search is done can
be set by the user. Access rights are checked and the user is given just those hits he has the
rights to see.
Controlling access and user rights
In addition to the normal Teamware Office password protection, in Teamware Library you
can define different access rights to different libraries and folders. Each individual Teamware
Office user can be granted the right to read, update, or only insert documents on a folder-byfolder basis. Alternatively, they can be granted no rights at all. The users can also be
organized into user groups, and the user rights concerning libraries and folders can be defined
for an entire user group.
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Handling different versions
By default, Teamware Library displays the latest version of a document. The versions are
arranged by document date, and although the latest one will be opened when a document is
selected in the document list of a folder, the user can also view any of the older versions.
When updating an existing document, a user can lock it from other users to secure version
handling and preserve consistency during the update.
Using Teamware Library through WebService
A user can access the library documents through a regular browser. Teamware WebService
supports a wide variety of browsers from very light PDA browsers such as the Lynx or the
Nokia Communicator browser all the way up to the latest and state-of-the art browsers. This,
however, affects the available set of features and functionality. In addition, as the WebService
look and feel is fully customizable the end user experience in different systems may vary to an
extend that the user does not even realize he or she is in fact using Teamware Library.
Each Library object - a library, a folder, a document and even attachments – is issued with a
unique URL address that allows them to appear as Web pages on the Internet. The users can
• Place references to Library objects in HTML documents.
• Set references to other Library documents in document profiles.
• Attach references in other Teamware applications to Library documents: e.g., in
Teamware Mail, Teamware Forum messages, and Teamware Calendar
appointments.
• Create shortcuts for Library objects to their Windows desktops.
• Create, modify and delete libraries, folders and documents and manage rights in
these.
• View and update document properties.
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If “Read messages” permission or higher has been issued for a certain library or folder to
“Everyone”, non-Teamware users can also view the library or folder and its documents using
their Internet browser. The system administrator can allow or deny access or force the use of
SSL for given TCP/IP addresses or domains.
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Teamware Calendar
Teamware Calendar is an enterprise-wide group scheduling and resource management
application. Teamware Calendar includes excellent tools for concurrently reserving time of
both people and resources. Resource calendars are created for items that need scheduling,
such as conference rooms, portable video projectors or pooled cars. Personal calendars of
Teamware Office users are used typically for planning appointments or scheduling meetings
and they can be synchronized with Symbian-based phones.
In Teamware Calendar, several users, groups and resources calendars can be seen in one
window even if they are located in different servers. A user can easily search and define a
convenient time for a meeting by reserving meeting rooms, equipment and booking the time
of other users. Appointments, acceptances and rejections of meetings can also be entered into
someone else’s calendar within a site or across an enterprise. When integrated with
productivity tools, a user can start Teamware Calendar directly from an application.
Teamware Calendar includes many customizable features, such as toolbar, automatic reminder
setting, and time divisions in the personal calendar. They allow Teamware Calendar to be
adapted to a user’s personal needs.
Making appointments
A user can define a convenient time for a meeting with other users or other groups of users.
An appointment in Teamware Calendar is a single message unlike if the reservation was done
with multiple e-mail messages between recipients. Recipients then confirm or reject their
participation, or delete the appointment in their own calendars. The appointment maker and
other participants within the site can easily follow the status of appointments. The
appointment status, read, agreed or rejected can be seen with easy color-coding. For users that
do not have Calendar, the appointment can be sent to the mailbox directly from the Make
Appointment dialog.
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Using the multiple views, a user can browse for available times of other users or resources. In
the Make Appointment dialog, users can select the calendars and reserve the meeting time.
The user can also use drag-and-drop to manipulate appointments. Recurring appointments can
also be created. The recipient can then specify ability to participate separately for each date.
Teamware Calendar displays who will be attending the meeting, and resources that have been
booked for each appointment.
Users can attach documents to appointments; this gives you the possibility of including
meeting agendas or documents to be discussed. It is also possible to use an interactive spell
checker and consult a user dictionary from within Teamware Calendar.
Sending notifications and setting reminders
Teamware Calendar can be configured to notify users about calendar events like requests for
new appointments, modifications of existing appointments, withdrawals of appointments, and
confirmations or rejections. Notifications are delivered to users via Teamware Notifier. (For
more information, please see the part ‘Notifier’).
Users can define reminders for up-coming appointments, set individual reminders, or set
Notifier to automatically remind you of every appointment, which is made in your calendar.
The reminder will be displayed at the time of the appointment.
Defining user rights
In addition to the normal Teamware Office password protection, in Teamware Calendar you
can define different user rights for viewing different calendars. Each Teamware user has full
access rights to his or her personal calendar, and the owner of a resource calendar has full
access rights to that resource calendar. Other users can be granted rights to view, make, or
update appointments in a particular calendar. In addition, the user can define an appointment
as private, visible only to its participants. Others can only see that the time is reserved.
Teamware Calendar supports also anonymous access through the WebService. This feature
can be utilized e.g., in solutions where a user or resource online schedule is automatically
displayed through Internet home pages.
Grouping calendar views
Teamware Calendar users can be handled individually or as part of a group of calendars. The
user can define a calendar group, which can consist of personal calendars and resource
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calendars. Calendars allow flexible viewing of users and resources by day, week, or month.
The calendars of several users and resources can be viewed in parallel in one window, even if
they are located in different servers. If often needed, they can be grouped permanently.
Users can either browse through the appointments of the calendars in the same window, or use
the automatic ‘search for free-time’ function. This simplifies finding free time from user and
resource calendars. The user can also define optional (invited if free) and mandatory
attendees, or groups where the availability of at least one attendee or resource is required.
Customizing calendars
Teamware Calendar includes a flexible set of preferences that allows the user to customize
their calendars. For example, users can choose their default calendar, choose which calendars
are displayed when Calendar is started, and set reminders for appointments. Users can also set
the business hours for their calendars, choose the wallpaper and e.g. set the screen colors for
different days of the week.
The system administrators can also setup single national holidays and other annual important
days so that all system users automatically see them. In addition, the user can also include
important personal dates, such as holidays and birthdays in the personal calendar.
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Printing calendars
All calendar views can be printed e.g., for day, week, or summary. The calendar bookings for
a defined period can also be printed in a list form. In addition, the user can choose to omit or
print the weekend bookings, the overlaps of reservations, and unreplied or rejected requests. It
is even possible to print the contents of several calendars with just one command.
Using Teamware Calendar through WebService
A user can access the calendar appointments with a standard browser. Teamware WebService
however, affects the available set of features and functionality.
When PC browsers are used, a wide selection of functionality is available including creating,
modifying and deleting appointments, accepting and rejecting appointment requests, viewing
calendar in several different views, most-used calendars list, recurring appointments, and
many more.
WebService Calendar includes views that use Ajax technology to offer easy-to-use direct
manipulation interaction when creating and modifying appointments. These direct manipulate
views resemble the Calendar views in the Calendar client. In them, it is possible to create a
new appointment by highlighting a slot in the calendar grid and typing a subject to the
appointment. Modifying the date or time of an existing appointment is as easy as a move of a
mouse.
When viewing and selecting multiple calendars it is easiest to go through the directory unlike
going straight to the calendar application when using the Native Windows clients.
The Teamware WebService acts as a link between a Teamware Office site and the Internet. A
Calendar object - a calendar, a resource calendar, a reservation - can be issued with a unique
URL address that allows them to appear as Web pages on the Internet. The users can
• Place references to Calendar objects in HTML documents.
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• Attach references to Calendar objects in other Teamware applications: e.g., in
Teamware Mail, Teamware Library documents, and Teamware Forum messages.
• Create shortcuts for Calendar objects to their Windows desktops.
If the “Read messages” permission or higher has been issued for a certain calendar to
“Everyone”, also non-Teamware users can view the calendar and its reservations using their
Internet browser. The system administrator can allow or deny access or force the use of SSL
to particular IP addresses and domain names.
The WebService Calendar also includes a simple memo functionality that allows users to keep
a list of To Do items and bookmarks. The user can create To Do items and bookmarks shown
on lists in the WebService main screen. The user can add new items, modify contents or sort
the order of existing items, and delete items that are no longer needed.
Offline Calendar use
A new Java and html-based offline Calendar viewer enables users to download selected
personal, group and resource calendars to their workstations. Downloaded calendars and
appointments are viewed with a browser-based interface. Calendars can be searched for
download. Downloaded calendars can be easily updated or removed.
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Teamware Forum
Teamware Forum is the electronic bulletin board and conferencing medium of the Teamware
Office system. Teamware Forum provides a quick and reliable way of distributing messages
of mutual interest within a site or across an enterprise.
When using an enterprise level Teamware Forum, the geographical location of the users is not
important. Information is spread throughout Teamware Forum systems, which are connected
together, and users can search, fetch, and create the information they need regardless of how
far away they are from the origin of the message or other users.
With the help of Teamware Forum, the person in charge of internal information in an
organization can easily make a message, for example a question or a piece of information,
visible to a large group of people. The information distributed by Teamware Forum may
contain text files, spreadsheets, illustrations, or any other document produced by the
workstation's productivity tools. Moreover, Teamware Forum offers an opportunity for more
casual discussions.
Teamware Forum is the ideal solution when, for example, consolidating sales information or
distributing information in a large organization, or when establishing a help desk type of
service.
Creating forums
The Teamware Forum hierarchy consists of main forums, subforums, messages, and
discussions. Users can create discussions in the form of graphical trees comprising of
messages, their corresponding replies, and attachments.
Each Teamware Forum system contains several individual main forums and their subforums,
which are created according to the variety of topics and the need for information security.
Each forum has a forum manager who possesses the rights, for example, to modify the forum
profile, to grant user rights to the forum, or to delete the forum. The maximum size of both
forums and individual messages can be restricted.
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Viewing discussion trees
Teamware Forum messages can be viewed in graphical discussion trees. Each discussion is
initiated with a ‘root’ message and can be linked to a series of associated replies. So users can
easily browse through different discussions and reply to selected discussion messages. With
the help of this format, a whole discussion within a forum can be followed chronologically
from the first message to the last comment.
The initiator of a discussion has the right to close and resume discussions, and also to define
an expiration date for the discussion, after which the discussion is automatically removed
from Teamware Forum. It is also possible to mark those messages that construct the outline of
the discussion.
Posting messages
The actual information is stored in the form of messages. A message contains text, which can
be created with the Teamware Forum text editor or pasted from any user-preferred text
processing tool. The multi-window function allows you to, for example, view a discussion
chain in one forum, while writing a related message in another forum.
Messages can contain one or more files as attachments; for example, these can be text files,
illustrations, or spreadsheets. Message text can be in Rich Text Format and include OLE
objects and bitmap pictures. The user can write or fetch to his or her own workstation
messages and attachments of particular interest.
When writing in a forum you can use an interactive spell checker and consult a user
dictionary. Users posting messages can even defer the actual posting to a later date. Teamware
Notifier can be activated to inform the user of replies received to Teamware Forum messages,
and the arrival of new messages to a specified forum. (For more information, please see the
section ‘Notifier’).
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Locating messages
The Teamware Forum user can apply many different methods to locating a message. For a
quick view of what a forum or discussion contains, a user can browse through the hierarchical
structure of main forums or discussion trees.
Searching
Teamware Forum supports message search through message profiles. The user defines the
search criteria for indexed attributes of message profiles, such as author, keywords, type, and
date range. The user can even apply simple free text search of profiles, covering words
appearing in connection with any attribute. Then the program displays a list of documents that
fulfill these criteria.
Keywords
When creating a message, the user can specify keywords that can be used later to search for
messages that deal with a certain topic or theme. To aid users, and to standardize and simplify
the search for a particular message, a whole forum can be given a set of standard, workgroupspecific keywords.
When searching for a message, the user can choose from a prompted list of these standard
keywords, or type in his or her own keywords. The administrator of the forum server specifies
and updates the set of standard keywords on the basis of keywords the users assign to their
messages.
When a keyword search is conducted, the program generates a list of the messages in which
the specified keywords can be found; users can then open any of the messages that are listed
directly.
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Managing forums
Forum manager
Every forum has a forum manager, who defines the publicity and the user rights of the forum.
A message can be deleted either by the forum manager or by the message writer. The forum
manager can also set the default number of days that messages can remain in the forum.
Public and private forums
Forums can be either public or private; public forums are generally open to all users, while
private forums are visible only to a selected group of users.
User rights
The users of public and private forums can be granted different kinds of user rights according
to their presumed interests. These rights are forum-specific.
• Right to read and write messages in a forum. These forums function as open
discussion media, allowing the users to enter their own contribution to the
discussion or brainstorming.
• Right to read messages in a forum. These forums can be used for information
distribution.
• Right to view the forum name only. These are forums that are not likely to be of
interest to all users. The user can ask the forum manager for rights to access the
forum contents.
Using Forum in different ways
The Teamware Forum system can be utilized for various purposes by giving the forums
specific subjects and features. The examples below illustrate how different kinds of forums
can be used.
• Announcement forums. Public forums to distribute, for example, announcements of
company news or internal releases which all users can read, but can be written only
by forum managers or others with the proper rights. These messages will expire
after a specified time.
• Inquiry and discussion forums are public forums with restricted access that are used
to exchange information or to find solutions to specific problems concerning, for
example, a broad project involving many people. In this case, the users can note
forums of possible interest and then ask the forum manager for the read and write
rights.
• Discussion forums for special interest groups are private forums created for a
limited group of users in order to discuss specific subjects or projects. Users can
have read and write rights to these forums; however, some users may have only
read rights.
• Department forums. A public forum for people in the same department or
organization to distribute and discuss information. In this case, all the users will
generally have read and write rights. The messages will expire after a specified
time.
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• Information forums offer a practical way to keep the personnel of a company
updated, for example, about general rules and policies. This forum is created with
public read rights and restricted write privileges. The life span of the messages can
be unlimited.
Using Teamware Forum through WebService
A user can access the forum discussions with a standard browser. Teamware WebService
however, affects the available set of features and functionality. In addition, as the WebService
look and feel is fully customizable the end user experience in different systems may vary to an
extend that the user does not even realize he or she is in fact using Teamware Forum.
Teamware WebService acts as a link between a Teamware Office site and the Internet. A
Forum object - a main forum, a subforum, a message, and a discussion - can be issued with a
unique URL address that allows them to appear as Web pages on the Internet. The users can
• Place references to Forum messages in HTML documents.
• Attach references to Forum messages in other Teamware applications: e.g., in
Teamware Mail, Teamware Library documents, and Teamware Calendar
appointments.
• Create shortcuts for Forum messages to their Windows desktops.
• Create, modify and delete forums, forum tables and documents and manage rights.
If the “Read messages” permission or higher has been issued for a certain forum to
“Everyone”, non-Teamware users can also view the forum and its messages using their
Internet browser. The system administrator can allow or deny access or force the use of SSL
to particular IP addresses and domain names.
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Notifier
Notifier is an integrated tool designed to help you keep track of activities within the
Teamware Office system, and remind you of important tasks. When you receive a mail
message or appointment, or when it is time for you to complete a task, Notifier gets your
attention by displaying a pop-up window, beeping, playing a tune, or blinking an icon,
depending on your choice.
In order to deliver notifications to their targeted recipients Notifier checks user identity based
on authentication information. By default notifications are delivered only during an active
session. However, the Notifier client includes a user preference that allows retaining of the
authentication information after logout. This permits the Notifier to continue receiving
notifications for the user.
Notifier makes it easier for you to remember the status of your correspondence and other
tasks. It notifies you of new mail and the status of sent and received mail messages. It can
save and restore a list of notices that you have received. The items that you have already
worked on in Teamware Mail are marked read or cleared. Unanswered mail and other tasks to
do can be seen at a glance.
Quick access to Teamware Office applications is easy with Notifier. For example, you can
open mail messages and calendar appointments directly from Notifier.
Notifier also lets you set reminders that notify you at a given time, letting you maintain active
to-do lists. To have Notifier prompt you to begin working on a document, you can even link
files to reminders.
About notices
A notice is a message that informs you of an event in your Teamware Office system. You can
receive notices when:
•
•
•
•
•
•
•
You receive new mail.
A mail delivery or receipt error occurs.
When the recipient has read your message.
New appointments are made in your calendar.
Appointments are modified or withdrawn.
Appointments are confirmed or rejected.
You own a forum to which folders or messages have been created or removed.
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• Forum messages/discussions, that you have specified, receive replies.
• Forums, that you have specified, obtain new messages.
Received notices are listed by default. The list is updated according to how you specify the
settings. You can, for example, see which mail messages you have already read, and why a
notice was issued.
The notices listed in Notifier are often associated with an application, for example, a
Teamware Mail message. When you click on an alarm item from the list, the associated
application is started and the item is directly opened and displayed. You can open the notice
by using the Notice menu, using a toolbar button, double clicking the notice or activating the
pop-up menu with the right mouse button.
Delegate users of a mailbox can subscribe to receive notifications from that mailbox. In this
way they will know when new messages arrive to the other mailbox even when they are
logged in to their own mailbox.
Notifier also informs the System Administrator about selected system events that have
occurred.
About reminders
Reminders can easily be used for your to-do lists. A reminder is a personal notice that helps
you remember tasks that need to be carried out at a certain time, allowing you to easily
manage your work. For example, you can set Notifier to remind you when it is time for a
meeting with a client. There are two types of reminders:
• Single reminder. Issued only once for a specific date and time, such as for a
particular meeting.
• Recurring reminder. Issued at specified intervals when you want to be reminded of
regularly scheduled tasks, like weekly reports and monthly letters.
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When you create reminders, you simply define the type, date, time, and subject for each
reminder. Files, applications, mail messages, or calendar appointments can easily be linked to
a reminder. You can set Notifier to automatically open the appropriate window for you at the
time you specify.
Using Teamware Notifier through WebService
With the Notifier Preferences, the users are able to select their favored viewing environment
for the reminders and notifications.
When WebService is configured for viewing notifications, the notification pop-up windows
only inform the user about a new incoming item without revealing message or appointment
details.
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Additional features in WebService
In addition to the features described above, there are a number of features available only in
WebService. These additional features help the users organize their time and tasks.
Task service makes coordinating shared tasks easy. A user can create a task and assign it to
other users. The task creator can specify options that determine the due date and whether
assignees can reject tasks or whether they need to send a report when responding to the task.
Task service makes it easy to follow progress of tasks as the service keeps track of the status
of each assignee. Percentage of progress is shown in task details. Users can also create
personal task, i.e. make themselves assignees of a task.
Personal bookmarks can include both shortcut links to favorite targets in WebService and
links to external web sites. Adding WebService shortcut links is easy by clicking the Add
bookmark command on the page the user wants to appear on the personal bookmarks. The
link is then automatically inserted in the bookmark list and can subsequently be used as a
shortcut to the page directly from the personal bookmarks list.
Common bookmarks are used for sharing links inside the organization. Administrators can
modify this bookmark list making available links that are useful throughout the organization.
The Presence functionality compliments Calendar by information on the presence and
availability of users. Users can easily update their own presence information and secretaries or
others who have been given permission can also update others’ presence information. Default
presence options are: Present, Absent, Business trip, Meeting, and At home. Presence options
can be added and customized. Thus, for example, it is possible to include a Busy option,
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which can be used to indicate that the user wishes to concentrate on a task without
interruption although there are not any reservations in her calendar.
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Administering Teamware Office
In a LAN environment, client applications, such as Mail, Calendar, Forum, Library, Notifier
and Directory, are located in the users’ workstations or in some cases on an application server.
The clients communicate with the Teamware server services, which can reside in one server
or many servers on the LAN. The services provide these applications with a set of functions
for creating, searching, storing, and modifying items.
There are two main aspects in the administration; maintaining the servers, server operating
systems and Teamware Office services, and maintaining the relations and access of items and
objects like for example, user accounts or stored documents provided by the services.
Teamware Office supports both centralized and de-centralized administration, and it offers the
administrators a wide range of easy to use and powerful functions for controlling and
managing the Teamware Office system.
• Teamware Office client software setup supports silent mode and pre-setting of all
parameters enabling powerful group installations and upgrades e.g., through the
LAN operating system login scripts.
• At client installation, Administrators can customize the Teamware Office clients so
that all users or specific groups of users see a consistent user interface.
Administrators can also freeze the interface to prevent changes from being made.
• Teamware Office client software can be installed on a network server allowing easy
management and upgrading.
• Teamware Office server can be administered from a single workstation with
advanced graphical administration tools.
• Teamware Office servers offer advanced security management features such as
password policy management and advanced audit and usage logging features.
• Among the many enterprise class features, Teamware Office servers offer
scalability, supporting thousands of users through sophisticated multi-server
technology.
• Teamware Office server is equipped with advanced scripting tools to enable timeconsuming group operations such as e.g., creating or modifying large numbers of
user accounts to be carried out quickly and easily. In addition, the server has
versatile importing and exporting tools for system administration.
• Administrators can easily view and modify configuration information, monitor
system performance, and control user actions.
• Administrators can also set the system to inform him or her that selected system
events have occurred.
• Administrators can easily restore one user’s mailbox or calendar from backups.
• It is possible to disable service of a disabled user account, for example, to prevent
reception of email messages.
• The Organization Directory is located in a Teamware Office server in the LAN, and
is easily customizable and easily searched. Also, one Teamware Office system can
host multiple organizations transparently.
• The Directory is based on X.500 technology and it is able to exchange information
with third party vendor directories and user clients through the LDAP interface. In
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addition, the LDAP support enables versatile recipient searches from an external
LDAP directory for users.
• Teamware Office offers high security and confidentiality to the users including
server based virus checks, true server-client architecture, compressed and encrypted
file formats, unrecoverable password, detailed auditing and billing features and
much more.
•
Teamware Office offers administrators many useful tools for managing the system.
Administrators have tools to set users’ calendar permissions, list and remove users’ autoforward and auto-reply settings, and list disabled user accounts, just to mention a few.
System Administration
Using Admin
The Admin is a powerful Windows-based graphical application that allows the System
Administrator to conveniently maintain Teamware Office from any workstation on the LAN.
The Admin provides administrators with easy to use and powerful functions for controlling
and managing the Teamware Office system. Admin allows you to view and modify
configuration information, monitor system performance, and control user actions.
For example, the administrator can control password policy, how users login to the system and
how they use system resources. Password tools allows settings such as forcing users to change
their password at the very first login, forcing users to change their password next time they
log in, and selecting accounts whose password never expires.
Managing the use of system resources
You can manage the use of system resources by users by defining maximum sizes for services
and their components, or defining certain restrictions for user actions. You can define the
maximum amount of disk space of any service in a server, mailbox, calendar, forum, library,
and individual mail or forum message. In addition, the personal mailbox or a forum table size,
for example, can be set separately.
To control communication costs, you can also, for example, prevent users from sending
messages outside their own site. With mail barring, it is possible to define the range of e-mail
addresses that the user is allowed to send mail to.
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The database features
Teamware Office supports online backup that allows you to backup the system even when
users are using the system. This ensures continuous availability of the messaging and routing
system 24 hours a day and 7 days a week. Incremental backup online or offline is also
possible for the Directory, Mail, Library, Forum, and Calendar databases. Backup can concern
either all current database files, or just that information that has changed since the previous
backup.
The database format also allows and performs online compressing and recovering of the
system. The database can also be split into different resource volumes transparently enabling
versatile configurations with available hardware. The information in the database is
compressed and indexed with an algorithm generated with decades of experience in robust
and scalable messaging databases. Due to the nature of the database format, the stored
information has a high security and availability profile.
Billing Log
Billing events are events whose occurrence produces information that can be used to charge
users for consumption of chargeable benefits of using system resources. For example, a mail
message sent by a user can be a billing event. You are provided with detailed information
about how much, how often, or by whom the resources are used. Billing events can be
organized and divided into groups. Billing events do not, however, contain sensitive
information, such as exact recipient data. When you want to gather exact and sensitive
information, you can record and view audit events.
The following billing information is collected:
• Creation, modification, and deleting of user accounts, including any changes of
available services
• Information on each outbound mail message (number of attachments; total size of
message; number of recipients in different mailing systems - such as local and
internet; priority).
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All billing log entries contain common fields for general information, like date, time, the name
and unique ID of the user that originated the operation, organizational and personal billing
identifiers corresponding to the originator (e.g. cost center, account number, and personnel
number). The billing can be started and stopped individually for each of the Teamware Office
services.
In addition to being a tool for billing the users and organizations, the billing log is an excellent
tool for statistics gathering and pre-active administration. The log format is explained in more
detail in the system manuals.
Audit Log
Audit events are relevant to security and provide detailed information about the use of system
resources by users. Audit events can contain information about, for example, security
violations, the creation of a user account or a mailbox or the attempt to log into Teamware
Office. Audit events may also include some system events, such as starting and stopping a
service. Audit events can be divided into groups. The auditing can be turned on and off for
each service whenever necessary. The auditing log format is explained in more detail in the
system manuals.
System Event Log
A Teamware system event is any significant occurrence in a server that requires the System
Administrator to be informed. They are four types of events: error, warning, info, and trace.
You can choose to receive alerts when selected system events occur, or to have information
about system events recorded in a system event log or operating system log. System events are
classified into categories by source.
In addition for being a tool for monitoring the system the event log is an excellent tool for
statistics gathering and pre-active administration. The log format is explained in more detail in
the system manuals.
User Administration
The user administration has two aspects for the administrator to cover; the creation of the
objects such as user accounts or forum tables and the management of the objects and related
user rights. The creation of the objects is done with the respective client; user accounts are
created with the Directory, forums are created with the Forum and so on.
The rights to manage the objects are always assigned to the creator of the objects. In other
words, the owner of the table manages the rights to a forum table and the owner of the
calendar manages the rights to a calendar.
Defining user roles
In large sites, it is convenient to assign certain roles to users according to the types of tasks
they are expected to perform. Delegating rights eases the Administrator’s job and ensures
effective system management.
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System Administrator
The System Administrator is responsible for setting up the Teamware Office system and
keeping it operational. In a large system, there may be the need for more than one System
Administrator. Initially, there is only one built-in user account named ADMIN, who has all
the rights to all services in the system.
The ADMIN account is able to take the ownership of any objects that are created in the
system from the manager or the user either by changing the password and identifying as the
user or by taking the ownership of e.g., a forum table. An old password is not recoverable.
The ADMIN can assign System Administrator rights to other users under different user
names. For auditing purposes, it is recommended that the ADMIN account is used only to
create the initial System Administrator account(s). This also leaves the original account as a
backup for system maintenance when the System Administrator account is not available.
Manager
While the system is operational, it is the Manager's responsibility to control how a Teamware
service is being used. He or she has the rights to create, modify, or delete objects in the
service. The manager outlines the rules and conventions for the use of the service in the
organization. He or she also grants rights to users to create certain objects in the application.
Additional to the native Windows clients’ managerial functions most of the managerial tasks
can also be performed through the WebService.
User
A user is a person with a user account and therefore the right to log into Teamware Office and
use one or more of its services. This is the basic role of each person who uses the Teamware
Office system.
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Any user can create objects in the Teamware Office system, for example, aliases in his or her
Personal Address Book, create an appointment in the Calendar or store a document in the
Library. In addition, a user can have rights to create new user accounts, groups, and external
entries in the Organization Directory. These rights are granted by the System Administrator or
Directory Manager. Users need permission to view, use, modify, or delete objects that other
users have created.
Using the Directory
Additionally to being a normal end user tool for maintaining personal address book and
searching directory information, the Directory client provides tools to maintain the user and
resource accounts, user and resource groups and user templates for the administrator. In
addition, there are powerful and versatile server end tools for managing a large number of
directory objects at once.
Managing the Directory
Teamware Office includes an electronic addressing application, called Directory, that
comprises of all the users and addresses that are defined in the Teamware Office system.
When you open Directory you can see either one of its two parts: the Organization Directory
or your own Address Book. You can manage the users and addresses in the Organization
Directory or add your own entries to your Address Book.
Information is stored in a hierarchy that you can customize to conform to your organization's
structure. This structure enables you to easily browse and search the directory. The
Organization Directory contains user phone number, fax number, physical location, e-mail
address and other user information such as, for example, a picture of the user. The Directory
offers many features for managing the store where contact information is located.
Efficient management of the Directory is possible when user accounts are created based on
pre-defined templates. The user templates can be customized for the specific needs of the
organization by defining custom fields for commonly used contact information.
The Organization Directory is located in a Teamware Office server or servers in the LAN, and
is easily customizable and easily searched, simplifying address management. Information can
also be exchanged with other directory systems such as X.500 via the LDAP standard. The
Directory can support either centralized or local user administration.
Using the Organization Directory
The Organization Directory contains the users, groups, external entries, and user templates
that are defined in the system. The contents of the Directory are visible to all users according
to their individual user rights.
New users, user groups, and other entries can easily be added to the Teamware Office system
by the System Administrator, the Directory Manager or a user who has been granted the right
to create the entries. Before any entries are created, however, the System Administrator first
defines in Directory the organization specific attributes. The Directory Manager is responsible
for setting common rules for the style of user names, login names, and e-mail address names.
He or she also creates the required user templates, which authorized users can use when they
create new user accounts.
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Hosting multiple organizations in the Directory
The Teamware Directory can host multiple organizational directories. This is a very useful
feature for ISP’s and other vendors who wish to host multiple organizations in one Teamware
Office system. If the system is configured so that the System Administrator is the only user
who can see and manage all the organizational directories in the system, there can be a
Directory Manager in each organization able to manage only the organizational directory in
question.
Creating and modifying user templates
User templates are used as a basis for creating user accounts (a single user entry) and are
defined or modified by the Directory Manager to guarantee effective and consistent user
management in the system. When an authorized user, specified by the Directory Manager or
System Administrator, creates a new user account, he or she opens the template and fills in the
necessary information. User templates facilitate the creation of user accounts by saving time
and effort of the creator.
A user template contains common contact information for users in an organization. This may
include, for example, the department and company name, base addresses for different e-mail
addresses, telephone numbers, the Teamware Office services that are used, and user rights.
Templates can be flexibly used and modified. For example, some of the attributes defined in
the template can be changed when the user account is created, depending on the user rights of
the creator. If you make changes to an existing user template, the changes will not affect user
accounts previously created with the template.
Creating and modifying user accounts
A user account consists of data that defines a single user in the Teamware Office system.
Every user has a user account.
User accounts can be created based on pre-defined templates. The accounts are quickly and
easily created in the Organization Directory by the System Administrator, Directory Manager,
or a user with sufficient rights. In order to keep the Directory secure, a creator cannot grant
more rights than he or she possesses. For example, if you only have the right to create user
accounts and groups, you cannot grant anyone the right to manage the Directory.
It is possible to set a validity period for a user account, disable the account and services
related to it.
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In addition to the graphical account administration tools user accounts can be created,
modified and deleted through scripting interfaces enabling massive operations and user
account synchronization with other vendor directory systems.
Creating and modifying groups
Groups are created in the Organization Directory by the System Administrator, the Directory
Manager, or a user with the right to create groups with the native Directory client or through
the WebService. Groups in the Organization Directory may include users and even other
groups that can be found in the Organization Directory. It is easy to set user rights or send
mail to a large group of people by selecting just one group entry in the Organization Directory
rather than many individual entries.
Groups typically consist of groups of people who belong to the same organizational unit or
work as a team. In addition, it is possible to further organize groups into a group hierarchy.
For instance, the organizational structure of a company can be presented in the directory.
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Creating and modifying external entries
External entries make it convenient to have addresses of companies, contractors, business
associates, or other useful contacts accessible to everyone in the Organization Directory.
External entries are Organization Directory entries that can contain an e-mail address,
telephone number, and other contact information of people or organizations outside your
company. Users located at other sites in the organization are also imported to the Organization
Directory as external entries.
External entries are created in the Organization Directory by the System Administrator,
Directory Manager or a user with the right to create external entries. If you need to create a
new entry that closely resembles an existing external entry in the Organization Directory, you
can easily copy the existing entry and make changes as you choose.
Searching for entries in the Directory
The Directory includes versatile search features that allow you to search for users, groups,
external entries, and user templates from the Organizational Directory or if so setup, from an
external LDAP directory. You can specify the type of entries that you are searching for (a user
or group), the name or partial name of the entry with free wildcards, or search for several
entries at the same time.
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Advanced search features allow you to narrow the scope of your search. For example, you can
search for users that belong to the same site as you, or limit the extent of each search
operation.
Existing groups in the Organization Directory can simplify your search. If you know that a
user belongs to a certain group in the Organization Directory, you can search for the group
and select the required entries from the group.
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Enhancements for Teamware Office
Teamware Office Archive Server: Long-term storage of messages
Teamware Office Archive Server is a Java-based archiving server that runs as a web
application on the standard Apache Tomcat servlet container. With the Archive Server
installed and configured in a Teamware Office system all messages traveling through the
system are immediately and automatically archived to this back-end server. The Archive
Server database supports single-instance storage, compresses all data and indexes messages,
headers, and attachments for free text searching. Messages are stored in read-only, nonhuman-readable format and they cannot be manually deleted by end users or administrators.
Administrators define a retention rule which determines the period during which messages are
archived. When messages reach the end of their retention automatic pruning procedures delete
the oldest messages.
Users access their archived messages directly from the Mail client by using free text
searching. The search looks for messages automatically both from the online mailbox and the
archive. Archived messages are indicated with special icons in the search results making it
easy to see which messages are online and which are archived. Users can reply to or forward
found archived messages directly from the archive. There is no need to perform extra steps
first to restore the messages to the online mailbox.
Users’ actions on online message are not reflected to the archived copies of the messages. The
archive is not aware of the user moving a message to a folder or annotations users add to
messages. When the user deletes an online message, the archived copy of the message is still
retained in the archive.
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Teamware Office Search Server: Free text search for Mail and Library
Teamware Office Search Server is a Lucene-based, Java component that takes care of
indexing of Teamware Office Mail and Library contents and performing free-text searches to
find message or document and their attachments. If Teamware Office Search Server is not
installed and configured the basic search functionality without free text searching of content is
still available.
Free text search supports several search types:
• term. Example: meeting
• phrase. Example: “project plan”
• wildcard. Example: ma*er
• prefix. Example: week*
• fuzzy (‘sounds like’). Example: dubble~
• MUST and MUST NOT. Example: project +meeting
• bracketing. Example: project (meeting status)
•
Mail free text search supports Sender, Recipient, Subject, Date range, contents in message text
and attachments, and attachment file name searches. Library free text searches can be done
based on Owner, Author, Document title, Date range, contents in document description and
attachments, attachment file names, keywords, and custom fields. Both Mail and Library
allow the user to define search scope.
Contents of a wide variety of text-based file formats can be indexed for searching. By default
supported file types are: txt, rtf, doc, xls, ppt, pdf, odt, ods, odp, html, and xml. For example,
zip files can be added if needed.
Teamware Agents
Teamware Office comes with a feature, which supports intelligent agent processes. Teamware
Agents that actively perform actions on behalf of users and inform them about events of
interest in their Teamware Office environment.
An agent can be requested to execute a task - a user definable sequence of actions - at a given
time or at regular intervals, or as a response to a particular event. To minimize security risks,
an agent executing a task applies the access rights of a user who started it. A task could be
anything from a simple notification task to more complicated information retrieval and
processing tasks. In the following are listed some examples of tasks that can be carried out by
Teamware Agents:
•
“Send e-mail to the members of the group ‘Project Managers’ every Monday at
14:00.”
• “Send a GSM short message to my cellular phone each time I receive high
importance e-mail from anyone.”
• “At the 1st day of each month, delete those e-mail messages residing in my mail
inbox which are older than 6 months.”
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Agents are defined and managed by using the Teamware Agent client. The Agent client
functionality includes defining and activating new agents, monitoring and managing current
active agents and modifying the agent definition. The client also shows the history
information log of an agent.
As Teamware Agents are run on a Teamware Office server rather than on your personal
computer, they carry out your requests despite network disturbances and while you are not
connected. Agent service is a component on the Teamware Office server platform that
controls the agents defined by users. It maintains a database containing information about
each agent and launches the agents according to their schedules. It also notifies agent owners
if there are problems in running the agents.
Additional security for Teamware Office
Teamware services - and the information handled through those services - are protected from
unauthorized access by authentication, authorization, and access control. These security
mechanisms verify both the identity of users and whether they are allowed to perform the
operations they request. Accountability and auditing make users responsible for those critical
operations, which they have performed.
SSL can be used with WebService and SMTP, POP3 and IMAP4. Certificates by 3rd party
authorities like VeriSign can be used with Secure WebService.
Administrators can limit files that can be sent as attachments in email messages thus
preventing, for example, sending of exe or bat files that could contain malicious software. It is
possible to specify not only to specify restrictions based on file type ending but also file name.
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Scanning for viruses and other malicious files
Teamware Office supports also server based virus detection and cleaning. This can be set and
automated by the system administrator. The scanning requires a virus detection engine and
regular virus fingerprint updates form Symantec or F-Secure, two best-known worldwide antivirus companies. Support for Symantec virus detection engine is available on all platforms
(Windows, Solaris, Linux) and offers both real-time and database scanning. Support for FSecure virus detection engine is available on Linux and supports database scanning. F-Secure
virus detection engine can be used with Teamware Office for Linux.
Spam protection
Teamware MIME Connector includes features that offer basic spam protection capability.
Teamware MIME Connector enables connection and message filter groups, which can restrict
the amount of unwanted email being delivered to your users. The connection filters include IP
and SMTP filters. The message filters check messages headers for patterns.
It is also possible to use external spam protection software together with Teamware Office.
Messages marked by spam protection systems can be automatically directed to a specified
folder instead of inbox. Administrators can define the string that starts the message subject,
e.g. {Spam?} and the folder name to which these messages are directed (e.g. Junk mail). In
this way, junk mail does not clutter the inbox and the user can check the messages to make
sure they were in fact junk mail and delete them.
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Teamware Office as an integration platform
Teamware Office is based on open industry standards and the idea of giving customers the
opportunity to build a software system that can meet their special needs — matching their
existing computer environment and growing with their future requirements. In addition to the
internal integration between Teamware Office applications, Teamware Office has been
designed to promote easy enhancement with various tools for integration, and to allow
customers to tailor their IT environment according to their business processes.
Web support enables powerful integration
The Teamware WebService is based on standard text format HTML templates that can be
altered and changed by the system administrator. This enables the changing of colors, logos
and even the whole user interface and usability to fit the look and feel of other vendor
applications in the corporate intranet.
Teamware Integration Kit – Tool and application integration
Integration between the different Teamware Office groupware applications allows the user,
for example, to send Teamware Library documents through Teamware Mail; likewise, any
mail item can be directly filed in Library so that the user need not to log out of his or her
mailbox to store it.
Direct functional cooperation, between groupware services and standard third party
applications, allows the user to easily move data between groupware services and productivity
tools.
Productivity tools and integrated services
Teamware Office groupware applications operate in the Windows environment, which offers
the possibility for tailored integration between the groupware services and standard third party
applications. Teamware Office fully supports all third party products working in Windows
environments; this enables users to utilize their preferred word processor, business graphic,
spreadsheet package, or other type of standard PC productivity tools.
The Teamware Office Integration Kit is provided to help integrate Teamware Office
groupware applications with other tools. It contains macros, add-ins, and instructions for
writing tool macros. The Integration Kit adds Teamware commands to the menus of the
applications, allowing users to select and run Teamware functions, such as mailing a
document, or saving a document in Library, directly from the applications. The Integration Kit
macros are digitally signed and can thus be used also when macro security level is set on high.
Teamware Office Integration Kit includes support for Microsoft Office 2000, XP, 2003, 2007
and 2010 applications, and Microsoft Windows Explorer. Integration Kit also contains an
Outlook Calendar plug-in for importing and exporting calendar appointments between
Teamware Office Calendar and Outlook Calendar.
The difference between pure messaging interfaces and Integration Kit functions is that the
messaging interfaces are designed for mail activities only, whereas the Integration Kit enables
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Teamware Mail, Calendar, Library, Forum, Notifier and Agents to be integrated with various
tools. Customers can also enhance the Integration Kit functions with self-made macros.
Teamware Mail can install itself as the default mail client. With SimpleMAPI and mailto:
support, it is possible to call Teamware Mail from “send mail” commands of other
applications that also support SimpleMAPI, for example, MS Office applications, OpenOffice
applications, Adobe Acrobat, Filzip and browsers such as Firefox and MS Internet Explorer.
Teamware Mail can also be used to route documents produced and edited in MS Word and
Excel.
Application development with Teamware Link
Teamware Link provides an easy-to-use, high-level application programming interface to
Teamware Office services. It enables application programmers to embed groupware
functionality into their tailored business applications. It also allows the customization of the
Teamware Office environment by creating utility and add-on applications accessing the
Teamware information. Teamware Link supports all information sharing, document
management and teamwork automation features of the Teamware environment.
Teamware Link allows users to build applications of their own, such as a diary system using
the library server, or an address book that finds its data from the directory services. It can be
used either for customizing the Teamware Office system according to specific customer
needs, such as a customized EDI application that uses the mail services, or for integrating
other services within the system, such as an alarm function for computerized stock accounting
in an international enterprise.
Teamware Link supports Directory, Mail, Library, Calendar, and Forum services. It is
implemented as a Windows Dynamic Link Library, DLL, and may be utilized from any tool
capable of calling DLL functions. The product includes ready-made function definitions for
C/C++, Visual Basic, and Delphi development tools.
For example, as part of a business application system, commonly combined with a relational
database environment, the Teamware Link enables:
• Distributing database reports generated from operational systems via Teamware
Mail.
• Publishing information for groups of people in a Teamware Forum bulletin board.
• Replicating information between two remote databases by using mail facilities for
program-to-program communication.
• Combining non-structured, document based information stored in Teamware
Library with the business application database.
• Alerting users via Teamware Mail when a certain limit in database is exceeded.
• Implementing resource management applications utilizing Teamware Calendar
services.
• Generating resource allocation reports from Teamware Calendar.
Several useful utility applications are also included in the Teamware Link product in source
code format. These applications can be used as such or as a starting point, a template, for
further development.
66
XML based application development
Teamware Office Advanced WebService (XML Service) is an XML Application
Programming Interface. XML formed requests can thus be used to access Teamware Office
data. Doing this enables development of applications without depending on a certain language
and integration with existing business applications using XML. By using this XML Access
Function, you can fetch out functions or resources provided by Teamware Office as a XML
formed data and also send mails to Teamware Office and create an appointment in the
Personal / Resource Calendar.
Teamware Office XML Toolkit is a toolkit that helps developers in getting started with using
the Teamware Office XML Service. The Toolkit contains development documentation,
sample source code and application.
JSR168 portlets
Teamware Office product suite includes a number of ready-made, JSR168 compliant portlets
for integration with portal systems. The default portlets include, for example, a list of mail
message, a list of calendar appointments, a list of new incoming items and a menu portlet.
These portlets can be integrated with JSR168 compliant portal systems. Most portal systems
implement also proprietary fields, therefore, the integration typically requires some
adjustment and portlet integrations are thus offered as a project product.
Teamware Plug-in Interface
Teamware Office Mail includes by default three configurable commands that can be used to
perform specified operations, typically calls to external applications to process selected
messages. Each of the commands can be configured by naming them and indicating which
receiving application is called. After configuration a menu command appears automatically. If
the user so wishes she can add a toolbar button for the command.
The Teamware Plug-in Interface can be used, for example, to transfer selected email messages
to an external case management, document management or archiving system.
Message Submission Agent
Teamware Office includes a RFC2476 Message Submission Agent (MSA), which can
introduce messages into the Teamware Office system on behalf of a user, which allows that
mail to be delivered using the Teamware Office delivery mechanisms. This then allows
message statuses, such as delivery reports, receipt notifications and replies, to be handled in
the normal Teamware Office way. Copies of sent items are visible in the Teamware Mail
outbox.
Message Submission Agent offers a user-friendly solution to sending messages from mobile
phones via Teamware Mobile. Message Submission Agent also acts as a general submission
agent for any POP or IMAP client that users SMTP to submit mail.
With the MSA, this effectively means that IMAP clients will have to authenticate and send
their mail via a “Submission Server” (also using SMTP) rather than the SMTP server. The
mail is then delivered in the same way as though the mail were submitted using the Teamware
67
Office Mail client and the mail is automatically stored in the user’s mailbox. This has several
benefits:
• It supports authentication and IP address limitation.
• It provides a more efficient delivery mechanism.
• It automatically puts the message in the user’s outbox, thereby supporting the
normal delivery, read, and replied statuses.
• It removes the need for the IMAP client to send the message twice, once to send it
and the second time to store it using the IMAP server folder.
•
Teamware Office Event Server
Teamware Office Event Server is a Java-based message broker that accepts events created by
Teamware Office services and publishes them to subscribed listeners. The Event Server
creates ‘topic’ messages that corresponds the events generated by Teamware Office services.
Other software systems can subscribe to listen to these topic messages. Once they receive a
topic message they can perform desired actions on the topic message data. For example, a
system that needs users’ appointment data can subscribe to calendar events and receive related
topic messages to update its own database with users’ activities.
Integration with external LDAP directories
Integration between Teamware Office and an external directory (such as Microsoft Active
Directory or SUN Identity Manager) offers synchronization of basic user information (name,
phone numbers, addresses, etc.) between the contents of other directory and Teamware Office
Directory. Organizational unit (OU) and group information can also be mapped and
synchronized. However, since the OU hierarchies differ in Active Directory and Teamware
Office a mapping must be specified for the synchronization to succeed. In addition, Teamware
Office can be configured to use an external LDAP-based directory for user authentication.
The synchronization uses existing proven Teamware Office modules tximport and todirmov.
These modules are configured to replicate data using the LDAP protocol. The newest versions
of these TWO components can deal with binary attributes stored in Active Directory enabling
the use of Active Directory global unique ID as the identifier in the synchronization. This
facilitates synchronization and helps in guaranteeing the integrity of the data.
Replication of the information can be either performed manually on demand or be set to
happen as an ongoing automatic synchronization according to a specified schedule (e.g. every
night).
A once-off service is needed from Teamware to specify the required mappings and
configuration that enable the synchronization. Mapping of attributes and configuration are
defined customer-specifically based on information that needs to be synchronized and the
contents of the customer’s Active Directory.
Connectors for Teamware Office
Teamware Connector for Anti-virus Engine
Teamware Connector for Anti-virus Engine enables server based virus scanning at messages
through the WebService, at the SMTP/MIME messaging interfaces and files stored in
Teamware Office databases. The Anti-virus Engine can be set to auto clean, replace and warn
68
in case a virus or a malicious file is detected. The Anti-virus Engine requires Symantec or FSecure virus scanning engine. Support for Symantec virus detection engine is available on all
platforms (Windows, Solaris, Linux) and offers both real-time and database scanning. Support
for F-Secure virus detection engine is available on Linux and supports database scanning.
Teamware Connector for MIME
Teamware Connector for MIME makes it possible to exchange e-mail between Teamware
Mail and an SMTP (Simple Mail Transfer Protocol) mailing system. The MIME
(Multipurpose Internet Mail Extensions) connector makes the translation needed to exchange
the e-mail, but needs to connect to the “sendmail” service on a host to actually deliver, receive
and route the e-mail. The connector supports delivery and read notifications, and also
automatically converts incoming UUDECODED mail.
See section Spam protection under Additional security for Teamware Office, for the spam
filtering features available in the Connector for MIME.
Teamware Connection for SharePoint
Teamware Connection for SharePoint can be used to integrade Teamware Office to Microsoft
SharePoint Server. This integration makes it possible to create powerful user or group specific
intranet desktops that offer the users just the right tools and information they need for their
tasks.
Teamware Connection for SharePoint offers single-sign on (SSO) between Teamware Office
and SharePoint, comprehensive entreprise search that covers also Teamware Office Library
and Forum content, a Teamware page and a number of Web Parts for accessing Teamware
Office functionality and content via Teamware WebService.
Teamware Connector for Pl@za
Teamware Connector for Pl@za enables inter-operability between Teamware Office and
Pl@za. Pl@za-Office integration allows Pl@za to act as a portal for both Pl@za and
Teamware Office services. The integration makes it possible to create cohesive
intra/extra/Internet solutions that combine the benefits of Pl@za and Office.
Teamware Connector for Mail Archive
Teamware Connector for Mail Archive is an alternative way to archive mail messages in
addition to Teamware Office Archive Server. The Connector requires a 3rd party archive
server to store the messages. In this case, the archived messages have to be accepts via the
archive server products’ user interface. There is no direct access to a 3rd party archive server
from the Mail client like there is for Teamware Office Archive Server.
Teamware Connector for Mail Archive allows mail traffic in a Teamware Office installation
to be captured so that it can be copied to a back end archiving system for long-term retention.
The Connector takes care of archiving incoming, outgoing, and locally sent messages. An
archive policy defines messages to be excluded or included in archiving. The Connector is
made up of two components, the queue handler and the transfer queue. The queue handler
takes mail items from the mail queue, formats them into suitable messages for the back end
archiving system and places them in a transfer queue for subsequent transmission by SMTP to
69
the back end system. The archive queue handler processes items from the archive queue based
on the archiving policy. These components can scale to handle the load from any number of
mail servers in a busy site. A separate service is available for archiving existing email.
Integration with Teamware Mobile™
Integration with Teamware Mobile extends mobile support to a new level. Teamware Mobile
provides a secure over-the-air connection to intranet systems such as groupware mail and
calendar. Teamware Mobile integration with Teamware Office provides Mail, Calendar and
Personal Address Book synchronization with Symbian-based Series 60, Series 80 and UIQ
phones or Windows Mobile 2003 –based PDA devices. Users can have sets of mail rules for
automatic selection of messages made available on the mobile device. For more information
on Teamware Mobile, see Teamware Mobile Product Overview and Fact sheet.
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Teamware Office™ 8.0

Transcription

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