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@type:tabhd@<:I2390,0,0,0>Database Size

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Description

>
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Used by

>
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Databases by Category

>
			 1 1 0 0 0 0 0 1 0 0 0 0
Lists databases alphabetically category as set in the Design property dialog box for each database.

>
			 1 2 0 0 0 0 0 1 0 0 0 0
Users to locate databases on a specific topic.

>
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Databases by Manager

>
			 2 1 0 0 0 0 0 1 0 0 0 0
Lists alphabetically managers of databases in the Catalog

>
			 2 2 0 0 0 0 0 1 0 0 0 0
Administrators to determine which databases people or servers are managers of.

>
			 3 0 0 0 0 0 0 1 0 0 0 0
Databases by Replica ID

>
			 3 1 0 0 0 0 0 1 0 0 0 0
Categorizes databases by Replica ID and shows the location of each database.

>
			 3 2 0 0 0 0 0 1 0 0 0 0
Database managers or administrators to determine if databases are replicas or to see where replicas of a database reside.

>
			 4 0 0 0 0 0 0 1 0 0 0 0
Databases by Server

>
			 4 1 0 0 0 0 0 1 0 0 0 0
Categorizes databases by server location.

>
			 4 2 0 0 0 0 0 1 0 0 0 0
Administrators to see a list of  databases that reside on a server.

>
			 5 0 0 0 0 0 0 1 0 0 0 0
Databases by title

>
			 5 1 0 0 0 0 0 1 0 0 0 0
Categorizes databases by title.

>
			 5 2 0 0 0 0 0 1 0 0 0 0
Users who want to find the location of a database for which they know the title.

>
			 6 0 0 0 0 0 4096 1 0 0 0 0
Network Connections

>
			 6 1 0 0 0 0 4096 1 0 0 0 0
Lists alphabetically servers that initiate scheduled replication and with which servers they replicate

>
			 6 2 0 0 0 0 4096 1 0 0 0 0
Administrators or database managers to check if replication is scheduled between two servers.

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Maintaining Databases <:P10,0,11->	                                                                                    Lotus Confidential

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Lotus Confidential                                                                                    Administrator's Guide 
<:P10,0,11->

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[edoc]
@Chapter title@<:s><:#300,8486>Chapter 11  Maintaining Databases

@Ahead@<:s><:#240,8486>About maintaining databases

<:s><:#400,8486>As a Notes administrator, it is your responsibility to maintain databases on the server. Database maintenance tasks include:

@Bullet@<:s><:#200,8486>Putting databases into production

@Bullet@<:s><:#200,8486>Monitoring database activity and database size

@Bullet@<:s><:#200,8486>Compacting databases

@Bullet@<:s><:#200,8486>Updating full-text indexes

@Bullet@<:s><:#200,8486>Creating a Database Catalog and database libraries

@Bullet@<:s><:#200,8486>Updating database design

@Bullet@<:s><:#200,8486>Restoring corrupted documents and views

@See also prnt@<:s><:#400,8486>See the <+">Database Manager's Guide<-"> for information on the tasks relating to managing an individual database such as controlling access to a database, replicating a database, and maintaining a database.

@Ahead@<:s><:#240,8486>About putting new databases into production

<:s><:#400,8486>When a new database is ready to be put into production, the Notes administrator and the database manager work together to decide where to put the database and what its replication schedule should be. 

<:s><:#200,8486>As a Notes administrator, your responsibilities in this process are:

@Bullet@<:s><:#600,8486>Working with the database manager to determine where the database should be located. Factors to consider are: the type of database application, size of the database, the number of users and their locations, and existing replication schedules between servers
. 

@Bullet@<:#600,8486>If the database access control list contains a new group not yet created in the public Name & Address Book (PNAB), adding the new group to the PNAB and make sure it replicates before adding the database to a server or servers.

@Bullet@<:s><:#400,8486>Verifying that connection documents and replication schedules exist between servers that will store replicas of the database.

@Bullet@<:s><:#400,8486>Copying the database to a server and creating replica databases on other servers, if the database manager does not have "Create replica databases" access to the server.

@See also prnt@<:s><:#200,8486>For information on connection documents and replication schedules, see Chapter 3. 

@See also prnt@<:#200,8486>For information on creating a group in the PNAB, see Chapter<:f180,BArial,0,0,255><+!><+"> ??<-"><-!><:f>

@See also prnt@<:s><:#200,8486>For information on creating a database replica on a server, see the Database Manager's Guide.

@Ahead@<:s><:#240,8486>About storing databases on the server

<:s><:#800,8486>Where and how to store databases quickly becomes an issue as Notes usage increases throughout your organization and application developers create and distribute databases.<:f180,BArial,0,0,255><+!><+"> What are the things to watch out for /plan for to accom
modate increasing numbers of databases? <-"><-!><:f>You can organize databases on the server in the following ways:

@Bullet@<:s><:#200,8486>Place databases in the root Notes data directory.

@Bullet@<:#800,8486>Place databases In a subdirectory to the Notes data directory. Creating subdirectories is a convenient way to organize databases, for example, according to groups of users. Refer to your operating system documentation for instructions on creating a subdirec
tory. You must create the subdirectory under the Notes data directory

@Bullet@<:s><:#200,8486>Place databases in a directory outside the Notes data directory and link to it. 

@Bullet@<:#400,8486>Place a single database in a directory outside the Notes data directory and link to it. About directory and database links

@Bhead@<:s><:#220,8486>Directory links

<:s><:#1400,8486>Directory links allow you to place databases in a directory outside of the Notes data directory and then link to take advantage of server space in another location. When you do this, you can 
<:f180,BArial,0,0,255><+!><+">must?<-"><-!><:f>  also restrict access to the linked directory and allow only people with access to the directory to view databases within it. 
<:f180,BArial,0,0,255><+!><+">Does the linked directory have to exist on the same server? If it can be on another server, this sounds like a way to add "virtual" disk space to the server. Are there instances when you'd run out of space in the data directory
 but have space available on another directory on the server that could be utilized? 
<-"><-!><:f>

<:#1000,8486>To create a directory link, you create a text file with a .DIR extension and in it type the path to the directory to which you want to link. Users see the link file as a subdirectory to the Notes server; for example the link file MKTG.DIR appears to users a
s the Notes subdirectory <[>MKTG]. Users are unaware that <[>MKTG] points to another location. You create access lists in the link file to control who can access the databases in the linked directory.

<:#400,8486>Using the UNIX command ln to create soft links circumvents directory access control and is therefore not recommended. 
<-!><-">

<:#200,8486>Using links with NetWare and OS/2 can slow server performance.<:f180,BArial,0,0,255><+!><+"> T<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>rue for any other servers<-!><-"><:f>

@Chead title@<:s><:#200,8486>Examples: Creating a directory link

<:#200,8486><+!>NLM<-!>

<:#400,8486>To create a link to the SYS:MKTG directory on a Notes Server for NetWare, create the text file MKTG.DIR in the Notes data directory and type the following text in it: 

@Mono@<:#200,8486>SYS:MKTG

<:s><:#200,8486><+!>NT<-!>

<:#400,8486>To create a link to the \MKTG directory, create the text file MKTG.DIR in the Notes data directory and type the following text in it: 

@Chead title@<:#200,8486>\MKTG <:f180,BArial,0,0,255><+!><+">CORRECT FOR NT?<-"><-!><:f>

@Bhead@<:s><:#220,8486>Database links

<:s><:#600,8486>Database links let you link to individual databases outside of the Notes data directory. A linked database appear to users as if it is in the Notes data directory. Access to a linked database is controlled through the database ACL.

<:#400,8486>Using the UNIX command ln to create a soft link to a database circumvents database access control and is therefore not recommended.

@Chead title@<:s><:#200,8486>Examples: Creating a database link

<:#200,8486><+!>NLM<-!>

<:#400,8486>To create a link to the database SALES.NSF stored in the PROJECTS directory on VOL1, create a text file SALES.NSF in the Notes data directory and type the following text in it: 

@Mono@<:#200,8486>VOL1:PROJECTS\SALES.NSF

<:s><:#200,8486><+!>NT<-!>

<:#400,8486>To create a link to the database SALES.NSF stored in the PROJECTS directory on the D drive, create a text file SALES.NSF in the Notes data directory and type the following text in it: 

@Mono@<:#200,8486>D:\PROJECTS\SALES.NSF<+!><+"><:f180,BArial,0,0,255>CORRECT FOR NT?<-"><-!><:f>

@Bhead title@<:s><:#220,8486>Creating a directory link

@Numbered list@<:#400,8486>Create a text file in the Notes data directory<:f180,BArial,0,0,255><+!><+"> (can this be in a subdirectory of the Notes data directory?)<-"><-!><:f> with the extension .DIR.

@Numbered list@<:s><:#200,8486>In the text file, type the path to the directory to which you are linking.

@Numbered list@<:s><:#600,8486>In the text file, type each individual and group that you want to give access to the link. If your site uses hierarchical naming,<:f180,BArial,0,0,0> type the complete, canonical format of the user's name for optimum security:<:f>

@Numbered list@<:s><:#200,8486>Save the file to the Notes data directory, giving it any file name and the extension .DIR.

<:s><:#200,8486><:f180,BArial,0,0,255><+!><+">Can you use groups in a link access list??<-"><-!><:f>

@Chead title@<:s><:#200,8486>Details: Creating a directory link

@Bullet@<:#600,8486>A directory link file (.DIR file) should point only to a subdirectory, not to a root directory. For example on a Notes Server for NetWare, a .DIR file can point to SYS:SALES but not to SYS:. Or on a Notes Server for UNIX, a .DIR file can point to /sales but
 not to /. 

@Bullet@<:#200,8486>The name of the directory link file can be any name that includes a .DIR extension.<-">

@Bullet@<:s><:#600,8486>If you don't include an access list in the link file, any user that can access the Notes server can access the linked directory. 
<:f180,BArial,0,0,255><+!><+">CORRECT or is it if no access list, no user can access the linked directory?<-"><-!><:f>

@Bullet@<:s><:#200,8486>People not included in a link file access list can see the directory listed but cannot access it.

@Bullet@<:s><:#600,8486><:f180,BArial,0,0,0>If you use distinguished names at your site, entering only a user's common name in a link file access list allows access to all users with the same common name who are listed in the Name & Address Book. For optimum security, type the com
plete, canonical format of the user's name:

@1st lev para@<:#200,8486>CN=user's name/OU=organizational unit/O=organization name

@1st lev para@<:s><:#200,8486><:f180,BArial,0,0,0>For example, to add John Smith/Sales/Acme, type this line in the link file:<:f>

@1st lev para@<:#200,8486>CN=John Smith/OU=Sales/O=Acme

@Bhead title@<:s><:#220,8486>Creating a database link

@Numbered list@<:#400,8486>Create a text file in the Notes data directory with the extension .NSF.<:f180,BArial,0,0,255><+!><+"> C<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>an this be in a subdirectory of the data directory?? 
<-"><-!><:f>

@Numbered list@<:s><:#200,8486>In the text file, type the path to the database to which you are linking.

@Ahead@<:s><:#240,8486>About monitoring database use

<:s><:#400,8486>One way to free up disk space on a server is to remove any databases that are no longer used. The following views in the Notes Log are useful for monitoring database use:

<:s><:#200,8486><+!>Database - Usage<-!>

<:#1000,8486>This view shows each use of a database by users and servers. Session documents show the number of documents read and written for each session. Activity documents show the number of times a database was used (including uses at the view level where no documen
ts were opened <:f180,BArial,0,0,255><+!><+">True??<-"><-!><:f>) and the number of documents read and written over a period of days, weeks, or months.<:f180,BArial,0,0,255><+!><+"> Do Activity documents appear only if No_Force_Activity_Logging =0? 
<-"><-!><:f>

<:s><:#200,8486><+!>Database - Sizes<-!>

<:#400,8486>This Weekly Usage column of this view shows the number of times the database has been used over the last week. 
<+!><+"><:f180,BArial,0,0,255>Do weekly usage numbers only appear 
<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>if No_Force_Activity_Logging =0? 
<-"><-!><:f>

<:s><:#200,8486><+!>Usage - By User<-!>

<:s><:#400,8486>This view lists each session between a user and a server. Documents within the view show all the documents used during the session.

<:s><:#200,8486><:f180,BArial,0,0,255><+!><+">CAN STATISTICS OR EVENTS BE USED TO MONITOR DATABASE USE?<-!><-"><:f>

@Bhead title@<:s><:#220,8486>Disabling automatic database activity recording

<:s><:#400,8486>The User Activity dialog boxes associated with databases summarize database usage. By default, the Catalog task on a server activates this activity recording for server databases. 
<:f180,BArial,0,0,255><+!><+">CORRECT??<-"><-!><:f> 

<:#1200,8486>Reporting database activity in the User Activity dialog box of databases adds 64K to the size of each database. If you want to rely solely on the Notes Log for database usage information rather than viewing this information on individual databases, you can 
use the NOTES.INI variable No_Force_Activity_Logging=1; this prevents user activity from being automatically recorded in the User Activity dialog in a database. However, database managers can still enable it on an individual database basis.

@See also prnt@<:s><:#400,8486>See the <+">Database Manager's Guide <-">for information on reporting user activity in the User Activity dialog box of a database.

@Ahead@<:s><:#240,8486>About monitoring the size of databases

<:s><:#600,8486>You should monitor the size of databases on a server. To see the size of each database, use the Database -  Sizes view of the Notes Log. This view sorts databases by size, from largest to smallest, and calculates the total size of all databases on the serve
r. 

<:s><:#800,8486>Documents within the Database Sizes view also show the size of each view in a database. A view of size 0 Kbytes indicates a view has never been used 
<:f180,BArial,0,0,255><+!><+">CORRECT?<-"><-!><:f> If a view has never been used or a view is very large, consult with the database manager to see if the view is necessary and if not if it can be deleted to save disk space.

<:s><:#600,8486>The % Used column of the Database - Sizes view shows the percent of the database being used; if the number is below 90% (it contains more than 10% of unused space), compact the database to free up disk space.

@See also prnt@<:s><:#200,8486>See "About compacting databases" later in the chapter for information on compacting.

@Ahead@<:s><:#240,8486>About database size limits

<:#800,8486>You can set a maximum size for individual databases on a server to prevent unchecked growth of databases. For example, you can set a maximum size for mail databases of 10MB.<-!><-"><+!><+"><:f180,BArial,0,0,255> 
<-"><-!><:f>When somebody attempts to add a document to a database that has exceeded its size limit, Notes displays the following message:

<:s><:#200,8486><:f180,BArial,0,0,0>Cannot allocate database object - database would exceed its disk quota.<:f>

<:s><:#400,8486>Users can sometimes add documents to a database that has reached its size limit if there is unused space within the database.

<:s><:#400,8486>You can also specify a warning size; when a database reaches its warning limit, the Miscellaneous Events view of the Notes Log displays the following message:

<:s><:#200,8486><:f180,BArial,0,0,0>Warning, database <:f><:f180,BArial,0,0,0>has exceeded its size warning threshold.<:f><-!><-">

<:s><:#400,8486>Notify the managers of any database that is approaching its size limit so that managers can compact the database or archive or delete unnecessary documents.

<:s><:#200,8486>Work with database managers to determine acceptable size limits.

<:s><:#200,8486><:f180,BArial,0,0,255><+!><+">INVESTIGATE HOW TO SET SIZE LIMITS ON ALL MAIL FILES.<-"><-!><:f>

@Ahead@<:s><:#240,8486>Limiting the size of a database

@Numbered list@<:s><:#200,8486>Choose File - Tools - Notes Administration.

@Numbered list@<:s><:#200,8486>Select the server that stores the database.

@Numbered list@<:s><:#200,8486>Click the Databases icon and choose Database Size Limits.

@Numbered list@<:s>Select the database from the list of databases.

@Numbered list@<:#200,8486>Select "Size is" below "Maximum Database Size" and specify a size limit in KB.

@Numbered list@<:#400,8486>Select "Size is" below "Warning Size" and specify a size limit in KB that is lower than the specified maximum size.

@Numbered list@<:s><:#200,8486>Click Set.

@Numbered list@<:s><:#200,8486>Repeat steps 4 through 7 to set size limits on additional databases on the server.

@Numbered list@<:s><:#200,8486>Click Done.

<:s><:#400,8486><-!><-">To remove these limits at some point in the future, select "No Limit" for "Maximum Database Size" and "No Warning Limit" for "Warning Size. 
<:f180,BArial,0,0,255><+!><+">CORRECT??<-"><-!><:f>

@Ahead@<:s><:#240,8486>About compacting databases

<:s><:#800,8486>Deleting documents and attachments from a database results in blocks of unused space within the database. As new documents are created, they fill in the unused space. Databases that consist of 10% or more unused space should be compacted. Compacting databas
es frees up disk space by removing unused space.

<:s><:#400,8486>Databases can be compacted individually. As a Notes administrator, you can also compact multiple databases on a server using the Compact program. 

@Bhead@<:s><:#220,8486>Server program Compact

@See also prnt@<:#1000,8486>Compact all databases that have 10% or more unused space once a week and compact all databases once a month. Monthly compacting of all databases ensures that databases with unaccounted for unused space (which can result from server crashes during replicatio
n) are compacted. <+!><+"><:f180,BArial,0,0,255>Any other reason we recommend compacting all databases (not just ones with 10% or more unused space) once a month?<-"><-!><:f> 

<:s><:#200,8486>You can run Compact manually or automatically through a server program document.

<:#600,8486>Although it's possible to schedule Compact using the NOTES.INI variable ServerTasks or ServerTasksAt, these methods cause Compact to run continually or at least once a day, more frequently than is usually necessary. 
<:f180,BArial,0,0,255><+!><+">TRUE?<-"><-!><:f> 

@See also prnt@<:s><:#600,8486>When you run Compact manually or by creating a server program document, you can choose to compact all databases on the server or only databases that consist of a certain percentage or more of unused space. 

<:#400,8486>Notes requires that LOG.NSF, NAMES.NSF, MAIL.BOX, and STATREP.NSF be open when it runs. To compact these databases, shut down the server first.

<:s><:#400,8486>Because compacting large databases can take some time, be sure to run Compact during off-peak hours so that users don't experience performance problems.

<:s><:#400,8486>Since compacting a database creates a temporary copy of it, the server must have enough disk space available to store the copy during the process. 

@See also prnt@<:s><:#200,8486>See the<:f180,BArial,0,0,255><+!><+"> <:f><-"><-!><+">Database Manager's Guide<-"> or Help for instructions on compacting a single database.

@Bhead title@<:s><:#220,8486>Checking database used space percentages

@Dhead@<:s><:#200,8486>Notes Log

<:#400,8486>The Database Sizes view of the Notes Log (LOG.NSF)  displays the percentage of database space actually in use for each database.

@See also prnt@<:s><:#200,8486>For information about the Notes Log, see Chapter 11.

@Dhead@<:#200,8486>Stats & Events Report 

<:#600,8486>If you run the Report task on a server, the File Stats view in Stats & Events Report (STATREP.NSF) shows the amount of unused space and percent of used space for each database. An Investigate warning appears if the percent of used space in a database falls 
below 70%.

@Bhead title@<:s><:#220,8486>Compacting multiple databases on a server

<:s><:#200,8486>To run Compact, type the following command

@Mono@<:s><:#200,8486>LOAD COMPACT -S <<VALUE<;>

<:s><:#200,8486>-S <<VALUE<;> is optional.

@Chead title@<:s><:#200,8486>Details: Compacting multiple database on a server

@Bullet@<:s><:#400,8486>Use the -S <<VALUE<;> switch to compact only databases with unused space equal to or greater than the specified percent value. For example, 

@Mono@<:s><:#200,8486>	LOAD COMPACT -S 10 

@1st lev para@<:s><:#200,8486>compacts all databases consisting of 10% or more unused space.

@1st lev para@<:s><:#200,8486>If you do not use -S, all databases on the server are compacted. 

@Bullet@<:s><:#400,8486>You can type this command at the server console to run COMPACT on demand or in a server program document to run it on schedule.

@See also prnt@<:s><:#400,8486>See Appendix B for more information about server program documents. 
<:f180,BArial,0,0,255><+!><+">What term is Karen using for these documents?. 
<-"><-!><+!><+"><:f180,BArial,0,0,255>Correct cross<-!><-"><:f><+!><+"><:f180,BArial,0,0,255> ref<-"><-!><:f>. 

@Ahead@<:s><:#240,8486>About full-text indexes

<:#1000,8486>Full-text indexes allow users to process full text search queries on a database. Notes stores full-text index files in a directory FILENAME.FT where FILENAME is the file name of the indexed database, excluding the .NSF extension. Each time Notes creates or 
updates a full-text index, Notes places an incremental index file in the directory. Notes places this directory in the same directory as the database, typically the Notes data directory.

<:s><:#200,8486>Only users with Manager or Designer access to a database can create a full-text index for it.

@See also prnt@<:s><:#200,8486>See the <+">Database Manager's Guide<-"> for information on creating full-text indexes.

@Bhead@<:s><:#220,8486>Full-text index size

<:s><:#200,8486>The size of a full-text index depends on  two factors: 

@Bullet@<:#400,8486>The percentage of database that is text as opposed to non-text elements such as bitmaps, buttons, agents, and so on. The text percentage typically ranges from 25% to 75%. 

@Bullet@<:s><:#600,8486>The index option chosen.<-!><-"><+!><+"><:f180,BArial,0,0,255> <-"><-!><:f>The "Word Breaks Only" option causes the size of a full-text index to be approximately 50% of the space consisting of text. The "Word, Sentence, and Paragraph Breaks" option causes t
he size of a full-text index to be approximately 75% of the space consisting of text.<-!><-">

<:#200,8486>The following table shows index sizes for three 8MB databases consisting of various percentages of text.

<:s><:t0>

<:s><:#400,8486>Because full-text indexes can potentially take up significant disk space, ask managers and designers to consult with you before creating indexes on public databases. 

@Ahead@<:s><:#240,8486>About updating full-text indexes:

<:s><:#800,8486>Since the contents of most databases change over time, you must periodically update full-text indexes. Databases on workstations must be updated manually. Notes updates full-text indexes on server databases according to one of four update frequencies select
ed by the database manager or designer. The options are:

@Bullet@<:#1000,8486>Immediate. Notes updates the index as soon as possible each time someone closes the database. The indexing rate is about 20MB of text per hour (on a 486/33 OS/2 server), depending on the length of the documents. 100,000 bytes per document indexes 1 document
 every 15 seconds. 3,000 bytes per document (average) indexes 2 documents per second.<:f180,BArial,0,0,255><+!><+"> ARE THESE STATISTICS STILL CORRECT? 
<-"><-!><:f>

@Bullet@<:s><:#400,8486>Hourly. The Agent Manager program <:f180,BArial,0,0,255><+!><+">(CORRECT??)<-"><-!><:f> updates the index every hour. 
<:f180,BArial,0,0,255><+!><+">If not the Agent Manager, what? <-"><-!><:f>

@Bullet@<:#400,8486>Scheduled. If you create a progam document, the Updall program updates the index according to the specified schedule.

@Bullet@<:#400,8486>Daily. The Updall program updates the index each morning at 2 A.M. along with other databases indexes each morning at 2:00 A.M.

<:s><:#400,8486>Since updating indexes uses server resources, database managers should consult with you before selecting these options. 

<:#1000,8486>The program Updall runs by default daily at 2:00 AM at which time it updates all full-text indexes on the server as well as all changed database views. You can also run Updall manually or create a server program document to run it on schedule; either of the
se methods allow you to customize full-text index updates, for example by updating only indexes that use specific update frequencies or exclude view updates.

@Bhead@<:s><:#220,8486>Increasing the full-text index word limit

<:#800,8486>By default, Notes full-text indexes only the first 100,000 words in each document in a database.<+!><+"><:f180,BArial,0,0,255> 
<-!><-"><:f>To increase the number of words-per-document that Notes indexes, increase the value of the NOTES.INI variable  FT_Max_Instances.<:f180,BArial,0,0,255><+!><+"> CORRECT description? 
<-"><-!><:f>For example, to increase the full-text index word limit to 200,000 words per document specify

<:#200,8486>FT_Max_Instances=200000.

<:#1000,8486>The amount of server memory required by the indexer to update full-text indexes is approximately 10 times the word limit value. 
<:f180,BArial,0,0,255><+!><+">Still true? Does "memory required" refer to the memory required for creating indexes or for updating them? 
<-"><-!><:f>For example, the full text indexer requires 2MB of memory<-!><-"><-"> if the word limit setting is 200,000.<:f180,BArial,0,0,255><+!><+"> Memory requirement is i<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>rrespective of the actual number of words 
that require indexing?<-!><-"><:f>

@Bhead title@<:#220,8486>Ways to run Updall to update full-text indexes

@Bullet@<:#200,8486>Run Updall manually or as a scheduled program document to update full-text indexes

@Bullet@<:#200,8486>Run Updall through NOTES.INI to update full-text indexes daily

@Bhead title@<:#220,8486>Running Updall manually or through a program document to update full-text indexes

<:#200,8486>To run Updall type 

@Mono@<:#200,8486>LOAD UPDALL <<SWITCHES<;>

@Chead title@<:#200,8486>Details: Running Updall manually to update full-text indexes

<:#400,8486>You can type this command at the server console to run Updall manually or in a server program document. 

<:s><:#200,8486><+!><<SWITCHES<;><-!>

<:s><:#200,8486>-F	Updates all full text search indexes but does not update database views.

<:#600,8486>-S	Updates all full text search indexes with index update frequencies Immediate or Hourly. Also updates full text search indexes with Scheduled update frequencies if an Updall server program document exists.

<:#800,8486>-M	Updates all full text search indexes with index update frequencies Immediate, Hourly, or Scheduled. Updates full-text indexes with Scheduled update frequencies even if no Updall server program document exists. This switch is unnecessary if you're enterin
g the command in a server program document. <:f180,BArial,0,0,255><+!><+">(CORRECT?)<-"><-!><:f>

<:s><:#200,8486>-H	Updates full text search indexes with index update frequencies Immediate or Hourly.

<:#600,8486>-L	Updates all view and full text search indexes. <:f180,BArial,0,0,255><+!><+">Is the distinction between this and plain UPDALL 
<-!><-"><:f><+!><+"><:f180,BArial,0,0,255>that <-!><-"><:f><+!><+"><:f180,BArial,0,0,255>this switch updates view/full-text indexes regardless if they require it?<-!><-"><:f><+!><+"><:f180,BArial,0,0,255> If so, why would you use this switch? 
<-"><-!><:f>

@Note@<:#200,8486>-V, -R, and <<DATABASE<;>-C are additional Updall switches that relate to database view updates. 

@Bhead title@<:#220,8486>Using NOTES.INI to run Updall daily

<:#800,8486>By default, the NOTES.INI variable ServerTasksAt runs UPDALL daily at 2:00 AM. Run this way, UPDALL updates all full-text indexes on the server as well as all changed views. Generally, you do not need to change this setting, but you can if you like.<:f180,BArial,0,0,255>
<+!><+"> When might administrators want to change the default setting?<-"><-!><:f>

@Chead title@<:#200,8486>Details: Using NOTES.INI to run UPDALL daily 

<:#400,8486>Since UPDALL consumes significant server resources, ServerTasksAt should always specify that UPDALL runs during off-peak hours. 

@Bhead title@<:s><:#220,8486>Using the Agent Manager to update full-text indexes

<:s><:#200,8486><:f180,BArial,0,0,255><+!><+">To come??<-"><-!><:f>

@Ahead@<:s><:#240,8486>About the Database Catalog

<:s><:#1000,8486>You can create a Database Catalog on a server to be used as an inventory of databases. The design property "List in Database Directory" set on individual databases determines if a database is listed in the Catalog; databases are listed in the Catalog by def
ault but database designers or managers can deselect this option. Designers or managers can also specify categories in design property dialog boxes to determine how the Catalog categorizes databases.

<:#400,8486>The Catalog task, which runs by default on a server each morning at 1:00 A.M., keeps information in the Catalog in sync with the databases it catalogs.

<:#400,8486>Give the administrators and the server that stores the Catalog Manager access to it; give the -Default- group Reader access.

@Bhead@<:s><:#220,8486>Views in the Database Catalog

<:s><:#400,8486>The Database Catalog is useful for users, database managers, and administrators. The following table describes the views in the Catalog and for whom each view is most useful.

<:s><:t1>

@Bhead@<:s><:#220,8486>Replicating the Database Catalog

<:s><:#600,8486>You can create replicas of the Database Catalog on more than one server so that the Catalog contains cross-server database information. Make sure to give each server that stores a replica Manager access to it. 

<:s><:#800,8486>If you replicate the Database Catalog to many servers, it can grow quite large. If lack of disk space is a problem, create a separate Database Catalog for each server rather than replicating the Catalog. You can limit the size of a replicated Database Catal
og by excluding databases that don't need to be listed in it, such as mail files. 

@Ahead@<:s><:#240,8486>About database libraries on servers

<:#1200,8486>A database library on a server provides an easy way for users to locate databases that interest them. Unlike the Database Catalog, you can create multiple libraries on a server each of which publishes related databases. For example, you can create a library
 for databases of general interest, General Library, and others for specific users, R&D Library and Marketing Library. If you create many libraries on a server, consider creating a subdirectory on the server devoted to library storage so users can easily lo
cate libraries.<:f180,BArial,0,0,255><+!><+"> Good idea? <-"><-!><:f>

<:#600,8486>Anybody who can create databases on a server can create a library using the template LIBRARY.NTF. Anybody with Author access or higher to a library can publish databases in it; users without this access can send e-mails to database librarians who publish da
tabases on their behalf.

<:s><:#800,8486>The main view in a library lists published databases alphabetically by title and provides a brief description (abstract) of each database. Each document within the view provides the title, abstract, and replica ID of a database and buttons that let users br
owse the database or open it and add it to their workspaces.

<:s><:#400,8486>Users can publish databases on their workstations to a library located on a server. They can also publish databases in libraries created on their workstations.

<:s><:#200,8486>You can create replicas of database libraries just as you can for other databases.

@See also prnt@<:s><:#200,8486>See the Database Manager's Guide for information on the Access Control List and replication.

@See also prnt@<:s><:#400,8486>See Notes Release 4 Help for information on personal libraries that users can create on their workstations.

@Bhead@<:s><:#220,8486>Publishing requests

<:s><:#800,8486>When a user attempts to publish a database in library to which he or she has only Reader access, Notes creates a mail memo that serves as a publishing request that the user can send to the database librarians. The user writes up a brief abstract of the data
base and then sends the mail to the librarians, one of whom then publishes the database on the user's behalf. 

@Bhead title@<:s><:#220,8486>Creating a database library on a server

<:s><:#600,8486>Choose File - Database - New and specify Database Library as the template source. When you create a library, you are automatically assigned as a librarian which allows you to publish databases on behalf of users who have only Reader access to the library. 

@Bhead title@<:s><:#220,8486>Assigning librarians to a database library on a server

<:s><:#600,8486>Librarians can publish databases in a library on behalf of users who have only Reader access to the library. 
<+!><+"><:f180,BArial,0,0,255>Who is allowed to assign librarians to a library--Editors and higher? Managers only? Managers and other librarians?<-"><-!><:f>

@Numbered list@<:s><:#200,8486>Select the library icon and choose View - Librarians.

@Numbered list@<:s><:#200,8486>Type the names of any people you want to assign as librarians.

@Numbered list@<:s><:#200,8486>Close and save the new document.

<:s><:#200,8486><-!><-"><-!><-"><-"><-!><-!><-">Librarians must have at least Author access to the library. 
<:f180,BArial,0,0,255><+!><+">Correct? <-"><-!><:f>

@Bhead title@<:s><:#220,8486>Publishing a database in a library on behalf of someone

<:s><:#200,8486>If someone sends you a request to publish a database in a library:

@Numbered list@<:s><:#200,8486>Copy the request e-mail and paste it into the appropriate database library.

@Numbered list@<:s><:#200,8486>Close and save the new document.

@Numbered list@<:s><:#200,8486>Reply to the request e-mail to notify the requester that you published the database.

@Ahead@<:s><:#240,8486>About analyzing a database

<:s><:#600,8486><-!><-">The database analysis feature, useful for Notes administrators and database managers, collects information about a database from a variety of sources and posts it in a single "results" database. You can use database analysis to collect the following
 information about a database 

@Bullet@<:s><:#200,8486>Replication history, as recorded in a database.

@Bullet@<:s><:#400,8486>User reads and writes, as recorded in a database and optionally the Notes Log and/or Statistics database.

@Bullet@<:s><:#200,8486>Document creations, edits, or deletions as recorded in a database

@Bullet@<:s><:#200,8486>Design changes as recorded in a database

@Bullet@<:#200,8486>Replicator additions, updates, deletions as reported in the server Notes Log (LOG.NSF).

<:s><:#200,8486>You can also analyze the selected information on other replicas of the database.

<:s><:#600,8486>Database analysis lets you collect this information in a central location so you're not required to look separately at the Replication History dialog box on a database, User Activity dialog box, Notes Log, and so on. 

<:#200,8486>Notes creates the results database from the template ANALYSIS.NTF.

<:s><:#200,8486>If you're analyzing a large database or multiple replicas, database analysis may take some time.

@Bhead title@<:s><:#220,8486>Running a database analysis

@Numbered list@<:s><:#200,8486>Choose File - Tools - Notes Administration.

@Numbered list@<:s><:#200,8486>Click the Databases icon and choose Database Analysis.

@Numbered list@<:s><:#400,8486>Click Source Database and specify the server, title, and file name of the database you want to analyze. Then click OK.

@Numbered list@<:s><:#800,8486>Click Results Database and specify a server, title, and file name of the database where you want to store the results. If the specified results database already exists, select "Overwrite this database" to write over its contents or select "Append to this da
tabase" to add the new results to existing ones. Then click OK.

@Numbered list@<:s><:#400,8486>Next to "Report on the activity in the last: <[> ] days,"<+!> <-!>type the number of days' worth of information to report.<-!>

@Numbered list@<:s><:#200,8486>Select one or more of the following options:

@Indnt bullet@<:s><:#200,8486>Replication history

@Indnt bullet@<:s><:#200,8486>User reads

@Indnt bullet@<:s><:#200,8486>User writes

@Indnt bullet@<:s><:#200,8486>Changes to documents

@Indnt bullet@<:s><:#200,8486>Changes to design

@Numbered list@<:s><:#400,8486>Select Replicas if you want to collect information from other replicas in addition to the one on the selected server.

@Numbered list@<:#400,8486>Select Log file activity if you want the results database to include messages relating to the database from the server Notes Log (LOG.NSF).

@Numbered list@<:#400,8486>Select Log file events if you want the results database to include messages relating to the database from the server Stats & Events Report database (STATREP.NSF).

@Numbered list@<:s><:#400,8486>Click Start and Open if you want Notes to automatically open the results database when database analysis is complete. Otherwise, click Start.

@Chead title@<:s><:#200,8486>Details: Running a database analysis

<:s><:#200,8486><+!>Report on the activity in the last: <[> ] days<-!>

<:s><:#200,8486>You can specify up to 99 days.

<:s><:#200,8486><+!>Replication history<-!>

<:s><:#200,8486>Reports successful replications of a database as reported in the database replication history. 

<:s><:#200,8486><+!>User reads<-!>

<:s><:#400,8486>Reports the number of times users opened documents in the database and the number of times servers read documents. 

<:s><:#200,8486><+!>User writes<-!>

<:s><:#400,8486>Reports the number of times users or servers created,  modified, or deleted documents based on information in a database User Activity dialog box.

<:s><:#200,8486><+!>Changes to documents<-!>

<:s><:#200,8486>Reports details of document additions, edits, and deletions.

<:s><:#200,8486><+!>Changes to design<-!>

<:s><:#200,8486>Reports changes to the database access control list and database design.

<:s><:#200,8486><+!>Log file activity<-!>

<:s><:#400,8486>Reports successful replications from the Notes Log as well as from a database replication history if you also select "Replication history."

<:s><:#400,8486>Reports user reads and writes from the Notes Log as well as from a database user activity summary if you also select "User reads" or "User writes."

<:s><:#200,8486><+!>Log file events<-!>

<:s><:#400,8486>Reports successful replications from the Statistics database if Statistics reporting runs on the server and if you also select "Replication History."

<:s><:#200,8486><:f180,BArial,0,0,255><+!><+">What else is pulled from the Statistics database?<-"><-!><:f>

@Bhead title@<:s><:#220,8486>Viewing the results of a database analysis

<:s><:#200,8486>To view the results of a database analysis: 

@Numbered list@<:s><:#200,8486>Select the results database.

@Numbered list@<:s><:#200,8486>Choose View and one of the following sub-views:

@Bullet@<:s><:#200,8486>By Date

@Bullet@<:s><:#200,8486>By Event Type

@Bullet@<:s><:#200,8486>By Source

@Numbered list@<:s><:#200,8486>Select a document within the view.

@Chead title@<:s><:#200,8486>Details: Viewing the results of a database analysis

<:s><:#200,8486><+!>Views<-!>

@Bullet@<:s><:#200,8486>The By Date view categorizes documents by the date the reported event occurred.

@Bullet@<:s><:#200,8486>The By Event view categorizes documents by the type of event they describe. 

@Bullet@<:s><:#200,8486>The By Source view categorizes documents according to the server on which the event occurred.

<:s><:#200,8486><+!>Information in an analysis document

<:s><:#200,8486>Each analysis document in the results database contains the following fields:

@Bullet@<:s><:#200,8486><+!>Date <-!>The date the event occurred

@Bullet@<:s><:#200,8486><+!>Time <-!>The time the event occurred

@Bullet@<:#600,8486><+!>Source of Event Information<-!> Where the information came from: the analyzed database (or its replicas), the Notes Log on the server (LOG.NSF), or the server Stats & Events Report database (STATREP.NSF).<-!><-">

@Bullet@<:s><:#200,8486><+!>Event Type <-!>The type of event. The types of events are:

@Indnt bullet@<:s><:#400,8486>Activity--number of user or server reads and writes as noted in the database user activity report. Events of this type appear if you select User reads and User writes as analysis options.

@Indnt bullet@<:#600,8486>+Activity--number of user reads and writes and as noted in the server Notes Log and/or Stats & Events Report database.<:f180,BArial,0,0,255><+!><+">True for stat rep?<-"><-!><:f> Events of this type appear if you select Log file activity and User reads or U
ser writes as analysis options.

@Indnt bullet@<:s><:#400,8486>Data Note--details about document creations, edits, or deletions. Events of this type appear if you select the analysis option "Changes to documents."

@Indnt bullet@<:s><:#400,8486>Design Note--details about change to the database access control list or design. Events of this type appear if you select the analysis option "Changes to design." 

@Indnt bullet@<:s><:#400,8486>Replicator--replication history as reported in the database replication history indicating successful replications. Events of this type appear if you select the analysis option "Replication History."

@Indnt bullet@<:#400,8486>Replicator+--number of replicator additions, updates, deletions as reported in the server Notes Log.<:f180,BArial,0,0,255><+!><+"> or stat rep?<-"><-!><:f> Events of this type appear if you select the option "Log file activity."

<:#400,8486><:f180,BArial,0,0,255><+!><+">Is this list complete?  Is there a category for Mail Router event? If so, what option causes it to be generated? 
<-"><-!><:f>

<:s><:#200,8486><+!>Source Database<-!>

<:s><:#200,8486>Displays the name of a database containing documents that were read..

<:s><:#200,8486>For database replication events, displays the name of the database from which information was pulled.

<:s><:#200,8486><+!>Source<-!>

<:s><:#200,8486>Displays the name of the server that stores a database containing documents that were read or written.

<:s><:#400,8486>For database replication events, displays the name of the server that stores the database from which information is pulled.

<:s><:#200,8486><+!>Destination<-!><-!><-">

<:s><:#200,8486>Displays the name of a database on which documents were updated.

<:s><:#200,8486>For database replication, displays the name of the database to which information was replicated.

<:s><:#200,8486><+!>Destination machine<-!><-!>

<:s><:#200,8486>Displays the name of a server that stores a database that was updated.

<:s><:#400,8486>For database replication, displays the name of a server that stores a database to which information is replicated.

<:s><:#200,8486><+!>Description<-!>

<:s><:#200,8486>Description of the event. 

@Ahead@<:s><:#240,8486>About updating database design

<:s><:#1000,8486>The database designer can create a design template for a database. The designer makes design changes to the template rather than to the working copy of the database. A designer can manually update working replicas of the database with the design from the te
mplate. Or the designer can rely on the server Design task to do this. The server task Design updates all databases to conform to their templates. The Design task runs by default every morning at 1:00 AM local time.<-">

<:#1000,8486>If the Design task is used to update a database design, you must create a replica of the design template in the Notes data directory or subdirectory on each server that stores a replica of the database. Create a replica of a design template in the same way 
that you create a replica of a database. Keep in mind that servers must have Manager or Designer access to replicate design changes. Replication of the templates should occur at least once a day so that the replica designs stay in sync.

@Note@<:#1000,8486><-!><:f180,BArial,0,0,0>Some server add</m>on products add views or forms to the Name & Address Book. Be sure to turn off 
<:f><:f180,BArial,0,0,0> "Inherit design from template: in all versions of NAMES.NSF to avoid losing these additional design elements. Alternatively, you could add the add</m>on product's design elements to the master copy of the Name & Address Book design 
template (while working at the server) to force all server's Address books to inherit the changes.<:f>

@See also prnt@<:s><:#200,8486><-!><:f180,BArial,0,0,0>For more information on design templates, s<:f><:f180,BArial,0,0,0>ee the 
<:f><+"><:f180,BArial,0,0,0>Application Developer's Reference<-"><:f><:f180,BArial,0,0,0>.<:f>

@Ahead@<:s><:#240,8486>Running the Design task

<:#400,8486><-">Since updating database designs can replace views which then require rebuilding by UpdallL, run Updall shortly after Design. Run Design and Updall during non-peak hours.

@Chead@<:#200,8486>Using NOTES.INI setting

<:#600,8486>By default, the NOTES.INI variable ServerTasksAt runs DESIGN daily at 1:00 AM. Generally, you do not need to change this setting, but you can if you like. 
<+!><+"><:f180,BArial,0,0,255>When might administrators want to change the default setting?<-!><-"><:f><-">

@Chead@<:s><:#200,8486>Manually or through a program document

<:s><:#200,8486>To run Design manually or through a program document, type

@Mono@<:s><:#200,8486>LOAD DESIGN

@Mono@<:s><:#400,8486><:f180,BArial,0,0,255><+!><+">When might administrators want to run DESIGN manually. Is it pretty uncommon to run DESIGN manually? 
<-"><-!><:f>

@Ahead@<:#240,8486><-">Ways to restore documents deleted by Fixup

<:#400,8486>The Fixup program deletes corrupted documents from databases. You can restore these deleted documents in the following ways:

@Bullet@<:s><:#200,8486>Restore documents through replication

@Bullet@<:s><:#200,8486>Restore documents from backup

@See also prnt@<:#200,8486>See Chapter 10 for information on Fixup.

@Bhead title@<:#220,8486>Using replication to restore a document deleted by Fixup

<:#600,8486>When the server program Fixup deletes a corrupted document from a database, it does not propagate the deletion to other replicas of the database. Instead, at next replication the database with the missing document automatically receives an intact copy of th
e document from another replica.

<:#400,8486>To restore a document immediately and not wait for scheduled replication, you can also use the PULL command to force manual replication.

@See also prnt@<:s><:#200,8486>For information on manual and scheduled replication, see Chapter 4.

@Bhead title@<:#220,8486>Using a backup copy to restore a document deleted by FIXUP

<:s><:#400,8486>If there are no replicas of a database, you can restore a deleted document by copying it from a backup file.

@Numbered list@<:s><:#400,8486>Restore the backup copy of the database, giving the backup copy a file name different from the original.

@Numbered list@<:s><:#200,8486>Copy the deleted document from the restored backup copy to the active database.

@Bhead title@<:s><:#220,8486>Ways to fix a corrupted view

<:#400,8486>Missing documents and messages in the Notes Log (LOG.NSF) are symptoms of a corrupted view. You can use the following methods to fix a corrupted view:

@Bullet@<:#200,8486>Use the Updall server program

@Bullet@<:s><:#200,8486>Rebuild views from the workspace

@Bullet@<:s><:#200,8486>Restore a view from backup

@Bullet@<:s><:#200,8486>Creating a new replica database

@Bhead title@<:#220,8486>Using UPDALL to rebuild a corrupted view

<:s><:#400,8486>You can type the following command at the server console to rebuild any corrupted views in a database as well as update all views:

@Mono@<:#200,8486>LOAD UPDALL <<FILENAME<;> 

<:s><:#200,8486>where <<FILENAME<;> is the name of the database containing the corrupted view.

<:#200,8486>The UPDALL command typically runs each night as well.

@See also prnt@<:#200,8486>See Appendix B for a summary of the UPDALL command.

@Bhead title@<:s><:#220,8486>Rebuilding a corrupted view from the workspace

<:s><:#200,8486>You can rebuild a corrupted view from the workspace:

@Numbered list@<:s><:#200,8486>Select the view you want to rebuild.

@Numbered list@<:#200,8486>Press SHIFT+F9.

@Note@<:#200,8486>You can also rebuild all corrupted views as well as update all views by pressing CTRL+SHIFT+F9. 

@Bhead title@<:s><:#220,8486>Using a backup copy to restore a corrupted view

<:s><:#200,8486>You can restore it from backup.

@Numbered list@<:s><:#400,8486>Restore the backup copy of the database, giving the backup copy a file name different from the active database.

@Numbered list@<:s><:#200,8486>Copy the view from the restored backup and paste it into the active database. 

@Bhead title@<:s><:#220,8486>Creating a new replica to restore a corrupted view

<:s><:#200,8486>If you're unable to restore a corrupted view in any other way, try making a replica copy:

@Numbered list@<:s><:#200,8486>Make a backup copy of the database containing the corrupted view as a safeguard and rename it.

@Numbered list@<:s><:#200,8486>Create a replica of the database.

@Numbered list@<:s><:#400,8486>Delete the original database and rename the new one with the original file name. Doing this ensures users can open the new copy using the database icon already on their workspaces.

<:s><:#200,8486>Note that all documents are marked as unread in the new copy.

@See also prnt@<:s><:#200,8486>See on-line help or the <+">Database Manager's Guide<-"> for information about creating a replica on a server.

@Chead title@<:s><:#200,8486>Details: Creating a new replica to restore a corrupted view

<:s><:#200,8486>When you create the replica:

@Bullet@<:#400,8486>Specify the same server and subdirectory (if one is used) for the location of the new replica but give the replica a different file name.

@Bullet@<:s><:#200,8486>Replicate the access control list.

@Bullet@<:s><:#200,8486>Do not select "Only replicate documents saved or modified after."

@Bullet@<:s><:#200,8486>Select Create Immediately to replicate the contents of the database right away.

@Ahead@<:s><:#240,8486>About moving databases

<:s><:#600,8486>It's likely that at some point you'll need to move databases from one server to another. You may need to free up disk space on one server or a user may move, requiring you to move his or her mail file to a server in another domain or network. 

@See also prnt@<:s><:#200,8486>See the <+"> Database Manager's Guide <-">for instructions on moving databases.

@See also prnt@<:s><:#200,8486>If you are moving a mail file, make sure to do the following tasks:

@Bullet@<:s><:#400,8486>Update the Person document in the Name & Address Book to reflect the new server name and change other information as necessary, for example, department, location, or phone number.

@Bullet@<:s><:#400,8486>If the mail database is now in another domain, move the person document from the original Name & Address Book to that of the new domain and correct the domain name.

@Bullet@<:#200,8486>Tell the user the name of his or her new home server. I<:f180,BArial,0,0,255><+!><+">s this no longer necessary in R4?<-"><-!><:f>

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