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[desc]
	Chapter 2 Putting a Database Into Production
	
	
	
	
	801536180
	109
	781567117
	1969
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	Chapter 02
	
	
	
	
	
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<:R1,5,1,480,1,960,1,1440,1,1920,1,4080,>Lotus Confidential                               Putting a Database into Production  
<:P19999,0,2->

>
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	204 0 7 1025 0 0 0 240 65535 Standard	65535 0 0	0 0 0 0 0 0 0 65535 0 0 65535 1 0 0 0 0
[edoc]
@Chapter title@<:s><:#1004,8486><:f280,,><+!>Chapter 2<-!><:f><+!><:f280,,> Putting a Database<-!><:f><+!><:f280,,> Into Production<-!><:f>

<:s><:#480,8486>This chapter describes the tasks involved in pilot testing a database and then putting it into production.

@Ahead@<:s><:#390,8486>About putting a database into production

<:s><:#240,8486>Putting a database into production involves the following tasks:

@Bullet@<:s><:#240,8486>Completing the design (done by designer) 

@Bullet@<:s><:#240,8486>Pilot testing the database (done by designer)  

@Bullet@<:s><:#240,8486>Finalizing access to the database 

@Bullet@<:s><:#240,8486>Creating replicas of databases (optional)  

@Bullet@<:s><:#240,8486>Creating replicas of design templates (optional)  

@Bullet@<:s><:#240,8486>Distributing encryption keys (optional)  

@Bullet@<:#240,8486>Creating a Mail-In Database document (optional)  

@Bullet@<:s><:#240,8486>Including a new database in the database listing 

@Bullet@<:#480,8486>Listing the database in the Database Catalog (optional) Listing the database in the Database Catalog (optional)

@Bullet@<:s><:#240,8486>Notifying users 

@Bullet@<:s><:#240,8486>Providing training 

@Bullet@<:s>Getting feedback<+)><-)><:h<*&>
<:I180,0,0,26><:R1,5,1,480,1,960,1,1440,1,1920,1,5760,><:P19999,0,2->  Database Manager's Guide	                Lotus Confidential

>

@Ahead@<:s><:#390,8486>About completing the design of a new database

<:s><:#480,8486><:f,,>The database designer <:f><:f,,>should complete the following tasks before the database manager<:f><:f,,> pilot tests the database<:f><:f,,> and puts it<:f><:f,,> into production.<:X8,1;Index "Design" # "completing"><:f><:X8,1;Index "Completing a design" #>

@Bullet@<:s><:#480,8486>Write About This Database and Using This Database documents that describe the purpose of the database and how to use it.

@Bullet@<:s><:#480,8486>Import any existing data from another application into the new database; for example, if data is originally stored in a spreadsheet.

@Bullet@<:#240,8486>Give the database Manager access.

@Bullet@<:s><:#480,8486>Provide the manager a copy of the database on a disk, file server, or Notes server.

@Bullet@<:s><:#480,8486>Send the manager any encryption keys the designer used to encrypt fields so the manager can distribute these keys to the appropriate people.

@Bullet@<:s><:#480,8486>Create a design template for the database with which to make future design changes.<:X8,2;Index "Design template" # "creating"><:X8,2;Index "Template, design" "" " See Design template">

@See also prnt@<:s><:#240,8486>For more information, see the Application Developer's Guide.

@See also btn@<:s><:#240,8486><:N799977742,KB,65535,1,1
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@Ahead@<:s><:#390,8486>About pilot testing a new database

@See also prnt@<:s><:#1200,8486>Before putting a database into production, pilot test it with a limited number of users to ensure that it works as intended and that instructions are clear.  Encourage testers to provide feedback by telling them and mentioning in the About This Database doc
ument that the database is in a testing phase and directing user questions, comments, and suggestions to you or the designer. 

<:#720,8486>When you define the Access Control List (ACL) for testing the application, assign the -Default- group No Access, give yourself Manager access, and give testers the access they require, making sure to assign them to roles as needed. 

<:s><:#720,8486>Copy the test database to one server (do not create replica copies yet). Confirm with the Notes administrator that testers have access to the server. Save the original version of the database as a backup copy.

@See also prnt@<:s><:#240,8486>For more information about the ACL, see Chapter 3.

@See also prnt@<:s><:#480,8486>For information on the About This Database document, see the Application Developer's Guide.

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@Bhead title@<:s><:#260,8486>Copying a new database to a server

<:s><:#1200,8486>Work with the Notes administrator to determine on which server to place a database, since the administrator is aware of server resources, topology, and network protocols. The server on which you store the database should be one which database users can acce
ss and which has sufficient memory and disk space to support the database. 
<:X8,2;Index "Database" # "copying to server"><:X8,2;Index "Copying" # "database to server">

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - New Copy.

@Numbered list@<:s><:#480,8486>Next to Server, click the list arrow to display a list of servers. Select the server on which you want to place the copy.  

@Numbered list@<:s><:#480,8486>Enter a title for the database. The database icon and the Open Database dialog box display this title.

@Numbered list@<:#480,8486>Next to Filename, enter a path name and file name. Limit the name to eight characters plus the .NSF extension. 

@Numbered list@<:s><:#480,8486>Select "Database design and documents" to copy the database design and all documents.

@Numbered list@<:s><:#480,8486>Select "Database design only" if you do not want to copy any pre-existing documents.

@Numbered list@<:s><:#240,8486>Select "Access Control List" to copy the ACL.

@Numbered list@<:s><:#240,8486>(Optional) Select Local Security to encrypt the new copy of the database.

@Numbered list@<:s><:#480,8486>(Optional) To set a maximum size for the database, click Size Limit, type a size limit in MB, then click OK.

@Numbered list@<:s><:#240,8486>Click OK.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details

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@See also btn@<:s><:#240,8486>About putting a database into production <:N798411094,KB,65535,2,1
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@Chead title@<:s><:#240,8486>Details: Copying a new database to a server

<:s><:#720,8486>You must have "Create new databases" access to a server to copy a database to it. If you don't have this access, ask the Notes administrator to give you this access or to copy the database to the server for you. 

@Dhead@<:s><:#240,8486>Filename

<:s><:#480,8486>There are three ways to store a database: within the data directory, in a linked directory, and as a linked database. 

<:#960,8486>You can store a database in a subdirectory of  the data directory. Notes administrators can use subdirectories as a way to organize databases on a server. For example, the administrator can create subdirectories that correspond to departments within a compa
ny.

<:s><:#960,8486>A Notes administrator can link an outside directory to the data directory and you can store a database in the linked directory. To users, linked directories appear as subdirectories of the Notes data directory. For replication, make sure all necessary serve
rs are included in the access list  for the directory link.

<:s><:#720,8486>You can also store a database outside of the Notes data directory if a Notes administrator creates a database link that points to the location. To users, a linked database appears to be in the data directory.

@See also prnt@<:s><:#240,8486>For more information on subdirectories and links, see the Administrator's Guide.

@Dhead@<:s><:#240,8486><+!>Local Security<-!>

<:s><:#1440,8486>This option helps prevent unauthorized local access to a database. Notes encrypts the database using  the ID of the server that stores the database. Only people using the server ID can access the replica database; the contents of the database are illegible 
to people who have physical access to the server using a different ID. This encryption also carries over to copies of the database made at the operating system level.

<:s><:#240,8486>You must have Manager access to a database to encrypt it.

@Dhead@<:s><:#240,8486>Size Limit

<:s><:#720,8486>Users see a message if they attempt to add documents to a database that has reached its maximum size. Users can sometimes add documents to a database that has reached its size limit if there is unused space within the database. 

<:s><:#960,8486>If a database reaches its size limit, you can reduce its size by archiving certain documents. You can also use replication settings to reduce the size of a database; for example, by replicating only a subset of documents or by removing older, unmodified doc
uments.

@See also prnt@<:s><:#240,8486>See "Ways to control the size of a database" in Chapter 5.

@Dhead@<:s><:#240,8486>Access Control List

<:s><:#1440,8486>You can assign ACL settings (including access roles) before or after you copy the database to a server. 
<:f,,>If you assign ACL settings on the original and then copy the ACL along with the database, you should assign yourself Manager access to the original before you copy it. If you do not, you will not have Manager access to the new copy. If you do not copy
 the ACL when you copy the database to a server, the ACL in the new copy automatically lists you with Manager access. 
<:X8,4;Index "ACL" # "defining"><:X8,4;Index "Defining an ACL" #><:f>

@See also prnt@<:s><:#240,8486>See Chapter 3 for information.

@Ahead@<:s><:#390,8486>About finalizing access to a new database

<:s><:#1440,8486><:X8,4;Index "ACL" # "finalizing"><:X8,4;Index "Finalizing the ACL" #>As a database manager, you are responsible for finalizing the database Access Control List 
<:f,,>(ACL)<:f> and for creating any<:f><:f,,> roles for the database. An 
<:f>Access Control List <:f,,>is a security feature that determines the level of access that people and servers have to a database as a whole. A<:f><+!><:f,,> 
<:f><-!>role<:f,,> <:f><:f,,>is an additional security feature used to further restrict database access to specific database components such as views or documents. 
<:X8,4;Index "Access control list" "" " See ACL">

<:s><:#720,8486>Database designers may have already created ACLs and roles. For example, roles are used to limit access to specific forms, views, or fields--access that the designer chooses. 

<:#1200,8486>Before putting a database into production, the you should review the existing ACL with the designer to ensure it is correct, assign the designer Designer access (if management and design are done by separate people), assign yourself Manager access, and assi
gn one other person Manager access who can manage the database in your absence. 

<:s><:#480,8486>If there will be replica copies of a database, you must assign appropriate access to servers in the ACL to ensure that replication of the database can occur.

@See also prnt@<:s>For information about access levels for people and for instructions on creating an ACL see Chapter 3 .

@See also prnt@<:s><:#480,8486>For information about replication and about choosing access levels for servers</`>see Chapter 4 .

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@Ahead@<:s><:#390,8486>About creating replicas of a database

<:s><:#1440,8486>After you place a database on one server, you might need to add replicas to other servers. For example, people at branch offices might want to have a replica on their local servers. Or a database might be large and heavily used so you want to place copies o
n more than one server to reduce the time it takes for users to access it. Replica databases (identified by a common replica ID) stay in sync through the process of replication.

<:s><:#720,8486>A Notes administrator should help you determine on which servers to place replicas since administrators are familiar with server capacity and control server-to-server replication schedules.

@See also prnt@<:s><:#240,8486>For information about replication and creating a database replica see Chapter 4.

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@Ahead@<:s><:#390,8486><:ZDDE_BOOKMARK1>About creating design template replicas of a new database<:Z~DDE_BOOKMARK1>

<:s><:#1200,8486>The database designer can create a design template and change the database design on the template rather than directly on the database. A designer can manually update the database with the new design from the template or put a copy of the template on the se
rver that stores the database and wait for the server DESIGN task to update the database design.  

<:s><:#720,8486>If there are multiple replicas of a database and the designer relies on the server DESIGN task to update them with design changes, you must create replicas of the design template on each server that stores a replica of the database.

@See also prnt@<:s><:#240,8486>For more information, see "About replication of design templates" in Chapter 4.

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@Ahead@<:s><:#390,8486><:ZDDE_BOOKMARK11>About distributing encryption keys for a new database<:Z~DDE_BOOKMARK1>

<:#960,8486>The database designer may encrypt one or more fields in a database so that only people with the required encryption key can access the field(s). For example, a designer can encrypt a field that contains confidential salary information to prevent all but a f
ew people in Payroll from seeing the field. <:X8,5;Index "Keys, encryption" "" " See encryption keys">

<:s><:#960,8486>If the designer has assigned a specific encryption key to a field, you should merge the key with your user ID and then distribute the key to the people who need access to the encrypted field. Consult with the database designer to determine which people shou
ld receive the encryption key.

<:#1200,8486>All Notes users can use encryption keys designated for International use, but Notes users outside of the U.S. and Canada cannot use encryption keys designated for North American use. If you are using an encryption key for documents in a database replicated 
outside of the U.S. and Canada, designate it for International use.

<:#480,8486>For information on creating and using an encryption key, see the Application Developer's Guide.

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@Ahead@<:s><:#390,8486>Ways to distribute encryption keys for a new database

<:s><:#480,8486>Managers receive encryption keys from designers then distribute the keys to the appropriate users. You can distribute encryption keys by:

@Bullet@<:s><:#240,8486><+)>Distributing<-)> the key using Notes mail 

@Bullet@<:s><:#240,8486>Exporting the key to a file 

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@Bhead title@<:s><:#260,8486>Distributing an encryption key using Notes mail 

<:s><:#480,8486>Use this method if you and the people who receive the encryption key use Notes mail. Recipients should merge the encryption key with their user IDs.

@Numbered list@<:s><:#240,8486>Choose File - Tools - User ID.

@Numbered list@<:s><:#240,8486>Click the Encryption icon.

@Numbered list@<:s><:#240,8486>In the Encryption keys box, select the encryption key you want to distribute.<-!><-">

@Numbered list@<:s><:#240,8486>Click Mail.

@Numbered list@<:s><:#480,8486>In the To field, type the names of people that should receive the encryption key.

@Numbered list@<:s><:#240,8486>In the CC field, type the names of additional people.

@Numbered list@<:s><:#240,8486>Type a new subject or accept the default subject text.

@Numbered list@<:s><:#240,8486>Click Sign to sign the document.

@Numbered list@<:s><:#240,8486>Click Encrypt to encrypt the document.

@Numbered list@<:s><:#480,8486>Click Send. When you see the message "Should recipients be allowed to send this key to other users?" click Yes or No.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

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@Chead title@<:s><:#240,8486>Details: Distributing an encryption key using Notes mail

@Bullet@<:s><:#480,8486>In the To and CC fields, you can also click Address, select names from a Name & Address Book, and click OK.

@Bullet@<:s><:#960,8486>In general, only other managers of the database should be allowed to send a key to users. Distribute the key to other managers of the database in a separate e-mail that allows them to send the key to other users. Distribute the key to users in one e-mail th
at prevents them from sending the key to others. 

@Bullet@<:s><:#960,8486>If you distribute an encryption key to users with Author access, they can remove encryption from any documents they've written. If you distribute the key to users with at least Editor access, they can remove encryption from documents others have written.

@Bullet@<:s><:#480,8486>You cannot mail an encryption key encrypted for North American use outside of the United States.

@Bullet@<:#480,8486>When users within the U.S. receive a key encrypted for International use, they can't designate the key for use in North America.

@Bhead title@<:s><:#260,8486>Distributing an encryption key by exporting it to a file

<:s><:#480,8486>Use this method if either you or the recipients do not use Notes mail. Choose File - Tools - User ID.

@Numbered list@<:s><:#240,8486>Click the Encryption icon.

@Numbered list@<:s><:#240,8486>From the top box select the encryption key to export. Click Export.

@Numbered list@<:s><:#480,8486>(Optional) Click Restrict Use to allow only one person to use this file. If you do not want to restrict use of the file, skip to step 7.<-!><-">

@Numbered list@<:s><:#240,8486>Type the exact name of the user to use this encryption key.

@Numbered list@<:s><:#480,8486>(Optional) Select "Allow that person to export the key or forward it to others" to let the recipient export the key or mail the key to other users. Click OK.

@Numbered list@<:s><:#480,8486>In the Password box, type a password to protect the file. If you do not want to create a password, click No Password and skip to step 9.

@Numbered list@<:s><:#480,8486>In the Confirmation box, type the password a second time to confirm you've typed it correctly. Click OK.

@Numbered list@<:s><:#240,8486>Type a file name and select a directory in which to store the file. Click OK.

<:s><:#720,8486>If the mail system you and the recipients use allows you to encrypt a file, attach the file to a mail document, encrypt the file, then send the document. Otherwise, deliver the file by hand.

@See also btn@<:#240,8486>{bmc 1details.bmp}See details 

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@Chead title@<:#240,8486>Details: Distributing an encryption key by exporting it to a file

@Bullet@<:s><:#480,8486>In general, allow only other managers of a database to export or forward the key to others users.

@Bullet@<:s><:#960,8486>If you distribute an encryption key to users with Author access, they can remove encryption from any documents they've written. If you distribute the key to users with at least Editor access, they can remove encryption from documents others have written.

@Bullet@<:s><:#480,8486>You cannot mail an encryption key encrypted for North American use outside of the United States.

@Bullet@<:#480,8486>When users within the U.S. receive a key encrypted for International use, they can't designate the key for use in North America.

@Ahead@<:s><:#390,8486>Ways to merge an encryption key with your user ID

<:s><:#960,8486>Database manager's must merge an encryption key received from designers with their user IDs in order to distribute them to users who require the keys. 
<:X8,8;Index "Encryption keys" # "merging with ID"><:X8,8;Index "Importing" # "encryption key">Users must merge an encryption key received from managers with their user IDs to access fields encrypted with the key or to encrypt a field with the key. 

<:s><:#240,8486>You can merge an encryption key with your user ID in the following ways:

@Bullet@<:s><:#240,8486>Merge the key through Notes mail 

@Bullet@<:s><:#240,8486>Merge the key by importing from a file 

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@Bhead title@<:s><:#260,8486>Merging an encryption key through Notes mail<-!><-">

<:s><:#480,8486>If you receive an encryption key through Notes mail, merge the key with your user ID.

@Numbered list@<:s><:#240,8486>Open the mail document with the attached encryption key.

@Numbered list@<:s><:#240,8486>Choose Actions - Accept Encryption.

@Numbered list@<:s><:#240,8486>Enter your password and click OK.

@Numbered list@<:s><:#480,8486>Type any comments about the encryption key, for example, where the encryption key is used.<:f180,BArial,0,0,255><+!><+"> (Good example?)<-"><-!><:f>

@Numbered list@<:s><:#240,8486>Click Accept.

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@Bhead title@<:s><:#260,8486>Merging an encryption key by importing it

<:s><:#480,8486>If someone sends you an encryption key as a file, either on disk or as a mail attachment, merge the key with your user ID. 

@Numbered list@<:s>Choose File -Tools - User ID.

@Numbered list@<:s><:#240,8486>Enter your Notes password.

@Numbered list@<:s><:#240,8486>Click the Encryption icon.

@Numbered list@<:s><:#240,8486>Click Import.

@Numbered list@<:s><:#480,8486>Select the directory and specify the file name of the encryption key you want to import. Click OK.

@Numbered list@<:s><:#720,8486>If the person who exported the file associated a password with it, enter the password and then click 
	OK.

@Numbered list@<:s><:#240,8486>Click Accept to merge the key with your user ID file, and click OK.<-!><-">

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@Bhead title@<:s><:#260,8486>Creating a Mail-In Database document for a new database

<:s><:#960,8486>If the database is designed to receive mail, you or the Notes administrator must create a Mail-In Database document in the public Name & Address Book that specifies the file name, server, and domain of the database. The database can receive mail only after 
this document is created. <:X8,9;Index "Mail-In Database Document" # "composing"> 
<:X8,9;Index "Composing" # "Mail-in database document"><:f><:X8,9;Index "Name & Address Book" # "composing mail-in database document">

@Numbered list@<:s><:#240,8486>Open the public Name & Address Book.

@Numbered list@<:s><:#240,8486>Choose Create - Server Administration - Mail-In Database.

@Numbered list@<:s><:#240,8486>Type the name of the database, for example Suggestion Box.

@Numbered list@<:s><:#240,8486>Type the name of the database server (the server that stores the database).

@Numbered list@<:s><:#240,8486>Type the domain of the database server.

@Numbered list@<:#240,8486>Type the name of the database file, for example SUGGEST.NSF.

@Numbered list@<:s><:#240,8486>Type a description of the database.

@Numbered list@<:s><:#240,8486>Choose File - Save Document.

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@Bhead title@<:s><:#260,8486>Including a new database in the database listing

<:s><:#960,8486>To prevent people from accessing the database during its design, the designer may have removed the database title from the list of databases that appear in the Open Database dialog box. You should now make sure the database appears in the listing so people 
can access it. <:X8,9;Index "Database" # "including in database listing"> 
<:X8,9;Index "Open Database dialog box" # "displaying database in"> 

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:s><:#240,8486>Click the Design tab.

@Numbered list@<:s><:#240,8486>Select "Show in 'Open Database' Dialog."

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@Ahead@<:s><:#390,8486><:ZDDE_BOOKMARK12>About including a database in the Database Catalog<:Z~DDE_BOOKMARK1>

<:#1200,8486><:ZDDE_BOOKMARK2>A Notes administrator can create a Database Catalog (CATALOG.NSF) on a server that provides information about databases on the server (and on others servers if the appropriate replicas and server accesses are set up). The Database Catalog i
ncludes views that list databases by category, manager, replica ID, server, title.

<:s><:#960,8486>Each document in the Database Catalog shows the server, file name, replica ID, and manager of a database as well as information from the About This Database document. From within a document, users can browse the database or open the database on their worksp
aces.

<:s><:#480,8486>You must explicitly list a database in the Database Catalog for information about it to appear there.<:Z~DDE_BOOKMARK2>

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@Bhead title@<:s><:#260,8486>Including a database in the Database Catalog

@Numbered list@<:s><:#240,8486>Select the database icon and choose File - Database - Properties.

@Numbered list@<:s><:#240,8486>Click the Design tab.

@Numbered list@<:s><:#240,8486>Select "List in Database Directory."

@Numbered list@<:s><:#240,8486>Type one or more categories for the database.

<:s><:#960,8486>The categories you type determine how the database is categorized in the "Databases by Category" view in the Database Catalog. Enter a comma or semicolon at the end of one category to distinguish it from the next. You can type a total of 80 characters in th
e box. 

@Ahead@<:s><:#390,8486><:ZDDE_BOOKMARK13>About notifying users of a new database<:Z~DDE_BOOKMARK1>

<:s><:#1680,8486>Notify users when a database is ready for use, either by sending mail or posting the information in a database used for this purpose. In the notice, provide the database title, file name, and server location, and describe the database. If you plan to add re
plicas to other servers, include a schedule; for example, if the database is now available on a company headquarters server, indicate when you plan to add replicas to branch office servers. Also provide any details of training you plan to provide.<:f,,> 
<:X8,10;Index "Notifying users" # "of a new database"> <:X8,10;Index "Database" # "notifying users of"><:f>

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@Bhead title@<:s><:#260,8486>Automatically adding a new database to users' workspaces

<:s>If you use Notes mail to notify users of a new database, you can add a button to the memo which recipients can press to automatically add and open the new database on their workspaces. 
<-!>

<:#720,8486>The following button example adds the database NEWPROD.NSF in the subdirectory DISCUSS on the server MARKETING to the workspace and then opens the database: 
<:X8,11;Index "Database" # "adding to workspace"> <:X8,11;Index "Workspace" # "adding database to">

<:#240,8486>@@Command(<[>AddDatabase]; "MARKETING":"DISCUSS\\NEWPROD.NSF");

<:#240,8486>@@Command(<[>FileOpenDatabase])

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@Ahead@<:s><:#390,8486>About providing training for a new database

<:s><:#720,8486>It is often beneficial if you, the database designer, or someone else knowledgeable about the application conduct training sessions. Investing time up front for training can significantly reduce the number of questions to deal with in the future.

<:#1200,8486>The extent of training depends on the complexity of the application. Simple applications, for example a discussion database used by one workgroup, may require only online Help. More complex applications that  are cross-functional and used by many workgroups
 probably require one or more training sessions that demonstrate the application and answer questions.

@See also prnt@<:#480,8486>For descriptions of ways to create online Help for a database, see the Application Developer's Guide.

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@Ahead@<:s><:#390,8486>About getting feedback on a new database

<:s><:#720,8486>Since users know best how well a database is working, make it easy for them to suggest design improvements or report bugs. The following techniques are useful for getting feedback:

@Bullet@<:s><:#720,8486>Use the About or Using database document. Provide the name, phone number, and e-mail address of database managers in the About This Database document and encourage people to contact them.

@Bullet@<:s><:#1440,8486>Add a button to a form or add a form to a database for suggesting design improvements or reporting problems. This is a very effective way to get feedback, since people can compose a document or press a button at the time they encounter a problem or think of
 an idea. Publicize this feature in the About or Using database document. Mail suggestions automatically to the appropriate people and/or keep them in the database.

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