How To Set Up Exchange Integration using CDOEX

Transcription

1 Date: 4-Aug-11 Document Version No: 1.2 Prepared by: Distribution to: Clinton Hastings, Don Barwick Website Earliest available version of COINS: These notes are published as guidelines only. This How to Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require. Should you have any difficulties with this please contact either the COINS communication centre or your account manager to arrange for some specialist COINS consultancy. Please note that you should not expect the Applications Support team to conduct configuration changes for you. Page 1 August 11

2 CONTENTS 1 Purpose of this Document Overview of Functionality Compatibility Configuration Prerequisites Configuration on Exchange Server Configuration in COINS Page 2 August 11

3 1 Purpose of this Document This document explains how to set up and configure server-based integration of Exchange and COINS. It is intended for Exchange and Windows domain administrators, and assumes that you are familiar with using Active Directory. 1.1 Overview of Functionality Server-based Exchange integration allows you to: Replicate users' appointments and tasks - this is a two-way process. Diary events and journals created in COINS OA will be automatically copied to Exchange. Any updates made in Exchange to these items will also be copied back to COINS (note, however, that entries in Exchange that do not originate from COINS will not be copied). This method is an alternative to client-based integration of appointments and tasks which is explained in the guide How To Set Up Outlook Integration. Import s for a project. s put into a public folder (by moving, copying, drag and drop, or by including the public folder s address in the TO or CC address list) are imported into COINS as marketing journals and can be viewed in Project Management and Marketing. Import workflow replies. Workflows can be configured to send s to users, with links for moving the task to a different stage. These links allow users to send replies to a workflow address; COINS reads these replies and updates the workflow task as instructed. This means workflow users can control the workflow without having to log into COINS. Importing s and workflow replies requires public folders with an associated address. Replication is done by running a scheduled task on the Exchange Server. There is a separate process for replicating contact details; this is explained in the guide How To Configure Exchange Contact Replication. 1.2 Compatibility This process works with Exchange Server 2003 and A solution for Exchange 2010 will be available with COINS v Page 3 August 11

4 2 Configuration 2.1 Prerequisites 1. Progress OpenEdge Client Networking must be installed on the Exchange Server. 2. The AppServer must be set up on the COINS Unix server. This may require technical consultancy. 3. If you are using this with Exchange 2007, you will need to also install a 64-bit AppServer on the Exchange server. 2.2 Configuration on Exchange Server 1. Create a domain user account in Active Directory. This account will be used to do the actual replication. Pick a meaningful name, for example, "coins". Account settings: User must change password at next login Password never expires unticked ticked The password is used on the task schedule (see page 9). Never expires is the preferred setting, otherwise the replication will stop working at some stage with little indication of why (there will be nothing in the replication log file as the process will not run). If your policy requires you to allow the password to expire, you will need to ensure that you change the password on the task schedule before it expires. Member of: Remote Desktop Users (optional but helps with setup/debugging) 2. Create a working directory on the Exchange Server (for example: c:\coins\). Make sure that the replication user has Modify access to this directory; the replication account will need to be able to create and delete files in the directory. 3. Copy the following files (available from Construction Industry Solutions Ltd) to the working directory you created: coins_exchange.settings hsuhsa04.r 4. Change the settings in coins_exchange.settings: Property Description Sample Value AppServer The appserver connection string. This usually includes host and appservice name. -H AppService WebDevRTB Domain The Exchange domain. dev3.coins-global.com LogLevel Logging level. 1 - terse, 2 - normal, 3 - verbose. Log file is coins_exchange.txt AWBReplicate Whether to replicate tasks and appointments. Y 3 Page 4 August 11

5 Property Description Sample Value AWBServer AWBDaysHist The server name for this computer. This corresponds to the "Exchange Server" field in COINS User Maintenance (see page 11). How many days in the past to include when replicating. Appointments and tasks which occur in the future will always be replicated. A value of 30 means that any appointments or tasks from 30 days ago onwards will be transferred and compared. A smaller value means faster replication as fewer records are transferred and compared each time. Project s Whether to import project s. Y ProjectFolder ProjectUser ProjectCopy The folder in which the replication process searches for project s to import. The s will be in individual folders below this (see page 6). A valid COINS user; imported s will have this value as Author. Not yet implemented; leave blank. Workflow s Whether to import workflow s. Y Testx 30 /Public Folders/COINS Exchange/Inbound/Projects/ sysadmin WorkflowFolder The folder for workflow s (see page 6). /Public Folders/COINS Exchange/Inbound/Workflow/ 5. Give the replication user permission to modify each user s calendar and tasks. There are three ways to do this individually by user, by group policy, or global full access. Individual by user requires each user to grant editor access to the replication user (this needs to be done to both the Calendar folder and the Tasks folder). Set up a domain group policy to set all calendars to have the replication user as an editor. Page 5 August 11

6 Globally see the following Microsoft KnowledgeBase article: 6. To import s for a project or workflow replies, you need to create public folders to receive them. Folders for individual projects must be below a base folder; the individual project folders can be called anything, as long as the project number is inside square brackets: For example: Public Folders\COINS Exchange Public Folders\COINS Exchange\Inbound Public Folders\COINS Exchange\Inbound\Projects Public Folders\COINS Exchange\Inbound\Projects\Project 1 name [P0001] Public Folders\COINS Exchange\Inbound\Projects\Project 2 name [P0002] Public Folders\COINS Exchange\Inbound\Workflow Specify the base folder for projects, and the workflow folder, in the settings file coins_exchange.settings; see page 4. Ensure that all folders have permissions of Owner for the replication user. 7. To receive workflow replies, and to allow s to be sent to projects you must assign addresses to the workflow directory and the project directories: i. In Exchange System Manager, right-click the directory you want to assign the address to. Page 6 August 11

7 ii. Open the Properties dialogue box. iii. Add the address. Note: If address filtering is set up on your system, make sure that the address is added to the list. 8. Set up a task schedule on Exchange Server. The COINS/Exchange replication process (hsuhsa04.r) runs then exits; you need to set up a Windows scheduled task to run it as often as desired. Below are sample settings only. i. Go to Control Panel, Scheduled Tasks, Add Scheduled Task. Page 7 August 11

8 ii. Select 4GL Batch Engine. iii. Give the task a name and select how often you want the task to run. Page 8 August 11

9 iv. Set the task to run as the coins user v. Tick the box to open advanced properties vi. Change the command line to add program file (hsuhsa04.p) and set the working directory. Note: If you specify a.p file and Progress finds a.r file then it will run the.r file. Page 9 August 11

10 vii. On the Schedule tab, click the Advanced button and set the interval and finish time (set start and finish times for back-up window). Consider how frequently the COINS/Exchange replication process should run. Running less frequently means a longer wait until s appear in COINS, but less load on the server. Page 10 August 11

11 2.3 Configuration in COINS User Maintenance Set properties for each user in COINS whose appointments and tasks are to be replicated: There are two fields in User Maintenance Exchange Server and Mailbox. Field Exchange Server Mailbox Description The host name of the exchange server (as set in the AWBServer entry in the coins_exchange.settings file). This allows for load balancing. If left blank then this user s tasks and appointments won t be replicated. The mailbox name (if different to COINS user ID). If using load balancing, make sure that the COINS user ID is either an enterprise account or a domain account, depending on whether domain is a forest domain or a tree domain. Page 11 August 11

12 2.3.2 Workflow Configuration For workflow s, set the following SY parameters: WFETO WFMON The address to which replies should be sent. The agent (hsuhsa04.r) reads the inbox of this account and actions the inbound s. An address that will receive an containing the error message if the workflow monitor stops with an error. The detail of the error will shown in the body of the . Details of what the monitor was processing will be contained in the workflow monitor log file. The Workflow Monitor (%WWF1000MWFT) must be running to send the initial s to users. Page 12 August 11