Administration Actions

		1. Administration Actions Overview
		2. Creation of an Administration Action document
		3. Misc Administration Actions

 

1. Administration Actions Overview

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The Administration Actions are used to purge the Desktop Manager databases from the outdated documents (no longer in use Audit Results documents, expired Tasks...) and to keep up to date the Setup documents build on a dynamic users set (NAB Groups or NAB @formula).

Administration Actions should be performed as follows:

- Automatically by scheduling the To Schedule : Administration Actions agent from the Notes Designer. This agent should be scheduled once a day, during the night. The execution frequency can be set up for each action in their related document.

- Manually using the button in the Administration / Administration Actions view by selecting the Administration Action documents created for each Administration Action that you want to implement.

There are 10 Administration Actions available:

• Delete people not in NABs: Removes from the database all documents coming from the audit phase and involving people who are no longer in the address books defined in Setup documents or in the NAB of the server hosting the Desktop Manager database. This way, documents that are never going to be updated can be removed from the database.
  
  
• Purge outdated Audit documents: Removes from the database all Audit Results documents that are attached to a User document not updated for 1 month (in Silent or Full mode). This is a convenient way to remove all audit documents that are no longer updated from the database. The User document is not deleted.
  
  
• Remove Duplicated Users: Removes all documents linked to late users that haven't opened the database for at least 2 weeks from the database, only if active documents exist in the database for the same user (same Fullname but different Desktop Manager unique key). Documents to be deleted usually result from a user desktop change (new hostname) or from a Notes configuration re-installation, which generates a different unique key, hence a new document tree structure. As the old tree structure is no longer in use, it switches to late users.
  
  
• Remove Orphan Documents: Removes all documents coming from the audit, that are no longer attached to a valid User document. These orphan documents usually result from a document deletion involving only a part of the tree structure of documents attached under the main User document.
  
  
• Purge Completed Single User Tasks: Removes from the database all Single-user Task documents that have been completed for more than 2 weeks. This cleans up the Desktop Manager database from all maintenance documents that do not need long-term storage.
  
  
• Process Expired Tasks: All Task documents whose expiration delay (default is 30 days) would have been exceeded since the latest modification date go to Step 4 - Task Has Expired.
  
  
• Move Users To User Databases: Move User documents located in the Desktop Manager to the related Desktop Manager User database. This action is used only if we are moving from a Single Database architecture (1 Desktop Manager database containing both parameter and audit results documents) to a Multi Databases architecture (1 Desktop Manager database containing parameter documents and one Desktop Manager User database containing audit results documents).
  
  
• Purge obsolete Profile in User documents: Removes from the Desktop Manager User document all obsoleted profiles (Profile documents have been removed from the Desktop Manager database).
  
  
• Update Setup User List: Compute selection formulas (Task Administrators, user selection by Formula or PickList) for all Setup documents requiring it and declared in the Administration Action document. To keep the user list up to date, whether based on the used selection formula (Formula) or on group content (PickList).
  
  
• Send Install Mail to New Users: An installation mail can automatically be sent to these new users bring by the Update Setup User List action. The mail to send can be selected (among the available messages) by searching for the name of the Setup associated to the user in the Mail document title. For instance, if you define a Setup document named SETUP_KING, you should just give the Mail document the Mail For SETUP_KING name so that it works (the Mail document name contains the Setup document name).

 

2. Creation of an Administration Action document

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Administration Action documents are created in the Desktop Manager database using the button from the Administration / Administration Actions view. In order to ensure the validity of these documents, a number of fields must be filled in:

 

Action

: Type of Administration Action related to this document

: Free Text field.

: Name of the last person to modify the document.

: Document creation date.

: Document latest modification date.

 

: Start and End dates of the latest Administration Action execution.

 

: Let you run Administration Actions without deleting any documents from the Desktop Manager database. This simulation let you know the impact of such Administration Action on database documents.

: Enables the log of each action (list of removed documents, ...) in the log file on server or on local (from the button in the view of Administration Actions).

• Delete people not in NABs

: List of reference NAB to compare with Desktop Manager users.

• Remove Duplicated Users

: Delay for unmodified User and Audit Results documents removal (only if the User had other active documents).

• Purge outdated Audit documents

: Delay for unmodified Audit Results documents removal (The User document is not removed).

• Move Users To User Databases

:  : Path of the Desktop Manager database containing User documents to move to Desktop Manager User database.

: Once the User documents have been moved to the target Desktop Manager User database, we ask for the deletion of audit results documents from Desktop Manager database.

 

: Frequency for the Administration Action when it is performed by the To Schedule : Administration Actions agent.

: For Multi Databases architecture, audit results documents are split between several Desktop Manager User databases. So we need to run the Administration Actions on each server hosting Desktop Manager User databases.

 

: Enable the sending of an email report at each execution of Administration Action.

: List of recipients of email report

: Title of the email report

: Enable to join the log file of the Administration Action in the email report.

 

History

This section displays Administration Action logs for the document, including the run date, the number of removed documents, the run mode (Scheduled or Manually) and if the action was simulated or not (if documents were actually deleted or not).

 

 

3. Misc Administration Actions

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In the Administration / On Error Users view:

 : Removes the list of error messages present in the User document. It is recommended to clean this area up so that the User document is not displayed in the Error view. This way, the Error view can only display the issues that are not solved or processed yet.

In the Audit Results / Local Log Events view:

 : This action cleans the 5 display zones from the local Log.nsf file error messages (Miscellaneous Events, Mail Routing Events, Replication Events, Security Events, Newsgroup) once they have been taken into account. This allows cleaning the Local Log Events view, sot that it only displays recent error messages.

 

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