PC World Komputer 1998 April A/Pcwk4a98.iso/Lotus/Org97gs/EXTRA/PILOT/PILOT.Z/Readpalm.txt

Text File | 1997-11-24 | 23KB | 583 lines

README FILE FOR EASYSYNC FOR LOTUS NOTES AND PALMPILOT

These release notes contain important information that supplements
the online Help for EasySyncTM for Notes, for users of Lotus Notes«, with
3Com« PalmPilotTM.

BE SURE TO MAKE A BACKUP COPY OF YOUR PALMPILOT INFORMATION,
AS DESCRIBED IN YOUR PALMPILOT DOCUMENTATION, BEFORE YOU
SYNCHRONIZE WITH YOUR NOTES TM FILE FOR THE FIRST TIME.

Online Help for the basic HotSync Manager is available from the
pull-down menu when you click the system tray HotSync icon, or from
the Custom menu.

Online Help for EasySync users is available in two places:

1.  Click the HotSync icon in the System Tray, and select Custom
    from the pick list. When you select a conduit and click the
    Change button, a Help button on the next window provides help
    for that Notes conduit.

2.  Use the Help shortcut under Lotus User Assistance, or Lotus
    Applications:

   Start - Programs - Lotus Applications - EasySync for Notes Help

If these program folders are not present, the Help icon is on
the desktop.

***************************************
Important Information regarding HotSync
***************************************
EasySync for Notes requires HotSync 2.0 or higher. EasySync for
NOTES doesn't support HotSync 1.0 or HotSync 1.1. If you're
currently using either a PalmPilot 1000 or a PalmPilot 5000 with
HotSync 1.0 or HotSync 1.1, you need to upgrade to HotSync 2.0 or
higher. You can obtain a free upgrade from the PalmPilot Technical
Support Web site at the following address:

http://www.3com.com/palm/custsupp/lilypad.html

When prompted, use the following password:

wh1tez0ne

This upgrade includes Pilot Desktop 2.0, HotSync 2.04, and a number of
new features for your PalmPilot.

If you're currently using HotSync Manager 1.0 or 1.1, and you're
upgrading to HotSync 2.0, be aware that any conduit applications
installed on your computer that rely on HotSync 1.0 or 1.1 will no
longer work. Before you install this upgrade, you should contact the
manufacturers of your conduit software to obtain a version compatible
with HotSync Manager 2.0.

*************
Prerequisites
*************
Lotus Notes 4.5n, or 4.6n
Windows 95 or Windows NT 4.0
HotSync 2.0, or higher
Personal Journal file must be named JOURNAL.NSF

***************
Getting Started
***************
Before you install or re-install EasySync, you must shut down
the HotSync Manager and Notes.

You must start the HotSync Manager after installing EasySync:

Start - Programs - PalmPilot Desktop 2.0 - HotSync Manager 2.0.

An icon then appears in the system tray to use for subsequent access
to the HotSync Manager menus.

The Slow Sync option is set automatically during your initial
synchronization to ensure that your entries map correctly between
Notes and PalmPilot. After the initial synchronization, you must
select Slow Sync in the Change HotSync Action dialog box for each
conduit if you want to make it the default setting for
subsequent synchronization.

Notes can be open or closed when you synchronize.

To perform a synchronization, press the HotSync button on the
PalmPilot, or use the HotSync icon on the Applications screen.

Be sure that ALL Edit and New Entry dialog boxes are closed in Notes
before you synchronize with the PalmPilot. If you leave an Edit
or New Entry dialog box open, the changes you made to that entry
will not be synchronized, or you may get duplicate entries.

Synchronization will not start until you close any Custom menu,
by clicking Done.

The time required to synchronize (or combine) entries the first
time may vary, depending on the number of entries in your Notes
files and PalmPilot, but will be significantly longer than subsequent
synchronizations. Expect 15 minutes, or more, the first time.

Note
If you have a large number of timed entries in PalmPilot and Notes,
you might want to set the date range to synchronize ALL entries
when you initially synchronize. The initial synchronization will take
longer than if you select a limited date range of timed entries
to synchronize, but subsequent synchronizations will be faster.

Always check the HotSync Synchronization Log on either the PalmPilot or your
PC after synchronizing.

Refresh the Notes screen (press F9) before looking for
synchronized entries.  Or change to another view and back
to register the changes.

If you use a Notes password, use File - Tools - User ID
to set Share password with Notes add-ins, to avoid repeated
password prompts.

***********************
Initial Synchronization
***********************
If you have no data in your PalmPilot yet, or little or no data that
is the same as that in your Notes mail files, Personal Address Book,
or journal, you can skip this section.

If you have already synchronized with the Pilot desktop, and also
maintain the same data in the Notes Calendar, Addresses Book, To Do,
or Journal, read this section. These steps are necessary to handle the
duplicate items that will appear on your PalmPilot and PC following
your initial synchronization.

Use the All Documents View for this procedure.

For data in the mail file, (Calendar and To Do):

1. If possible, read all unread email before doing the initial sync.

2. Perform the initial synchronization.

3. In the All Documents View, look at all the items shown as unread.
These unread items represent all the items transferred from your
PalmPilot to the Calendar and To Do view. Items already existing
within your mail file will be duplicated. (New entries in Notes
show as unread; existing entries show as read.)

4. Remove the duplicates in Notes, deleting the copy in Notes that
contains less information.
Note
During the synchronization process new email items may arrive;
take care not to delete these items while removing the duplicates.

5. While EasySync checks the Address list for duplicate entries, you
will have duplicates for some if the information is not identical.
Review these entries, retaining the record that contains the best
information.

6. Synchronize again, to remove all the entries from the PalmPilot
that you have deleted from Notes.

****************************
Notes Databases and Conduits
****************************
The Notes Calendar conduit transfers data between the PalmPilot
Date Book and the Notes mail file Calendar view.

The Notes Address conduit transfers data between the PalmPilot
Address and Notes Personal Address Book.  The local address book
specified in the
File - Tools - User Preferences - Mail - Local address book
field is used for this conduit.

The Notes To Do conduit transfers data between the PalmPilot
To Do List and the Notes mail file To Do view.

The Notes Journal conduit transfers data between the PalmPilot
Memo Pad and the Personal Journal database.  This database must be
named JOURNAL.NSF.

When "Pilot Overwrites Desktop" synchronization is selected,
only those Pilot entries that are changes, and within the date range
window, overwrite the Notes entries.

***************************************
Differences Between Notes and PalmPilot
***************************************
Lotus Notes and PalmPilot handle some features differently.
This topic describes the differences in two sections:
 - Notes Differences
 - PalmPilot Differences

>>NOTES DIFFERENCES

>NOTES CALENDAR
-Alarms
In Notes, you can set Calendar alarms to go off before, on, or after
an entry. In PalmPilot, you can set alarms to go off up to 99 days
before, or at the time of the Date Book entry. In PalmPilot you
can't set an alarm to go off after an entry. For example, you can't
set an alarm to go off at 9:10 for a 9:00 PalmPilot entry.
When you synchronize a Notes Calendar entry that has an alarm set
to go off after the entry's start time, the corresponding PalmPilot
entry will have an alarm set to go off at the entry's start time.
(The Notes entry retains its after-start alarm time.) For example,
if you set an alarm to go off at 9:10 for a 9:00 appointment, the
alarm for the corresponding PalmPilot entry will go off at 9:00,
while the Notes appointment will retain the 9:10 alarm.

-Confidential option
A Notes Calendar entry with Not for Public Viewing set will appear
in PalmPilot with Private checked in the Details, and Show selected
from Show/Hide.
In PalmPilot, a private Date Book Event must be set to Hide if you
want to suppress its synchronization. Otherwise, it  appears in the
Notes Calendar as an entry with the Not for Public Viewing option
checked.

-Detailed Description
Detailed description text in the Notes Calendar entry is
transferred to the PalmPilot as a Note.

-Pencil In option
'Pencil In' has no effect on the entry in the PalmPilot Date Book.

-Invitations, Appointments, Reminders, and Anniversaries
These four Notes Calendar items all appear as Events, timed or
untimed, in the PalmPilot Date Book. Repeating entries in Notes are
individually transferred to PalmPilot as non-repeating events.
An exception is a Notes Event entry with a duration of more than
one day; this entry will appear in PalmPilot as a daily repeating
untimed event for the specified period. PalmPilot untimed repeating
events become Event entries in Notes. PalmPilot timed events,
repeating or non-repeating, become Appointments in Notes.

Caution
Because only 4000 characters are transferred to the PalmPilot
for attendees and description, and the attendees list precedes
the detailed description, information from the invitation description
field will be lost if the attendees list is very long.


-End Date requirement
Notes requires all repeating events to have an end date.
When synchronizing with PalmPilot, an end date is assigned to the
Notes entry if none has been assigned in PalmPilot. See the help
file for the algorithm.


>NOTES ADDRESS BOOK

-Using Multiple Addresses and Phone Numbers
PalmPilot does not, by default, support more than one address
per entry.  Office and Home phone numbers are mapped based on
options that you set on the Address Field Mapping menu.

See the help file "Details: Field mapping for Address entries"
for the complete mapping description.

In Notes 4.5n, Office Address fields carried in a
PalmPilot address entry are not displayed in the Notes address
entry, but are preserved in the PalmPilot. Also, because the
Location field in Notes 4.5n (containing the Office Address)
is not mapped to the PalmPilot, any information in the field is
preserved in Notes, but not mapped to the PalmPilot.

>NOTES TO DO

-PalmPilot does not support task assignment to other people.
-PalmPilot does not support a Start Date for a task.
-Additional Information in a Notes task becomes a Note in PalmPilot.
-While PalmPilot recognizes five priorities, (1-5), Notes To Do uses
only four: High, Medium, Low and None.  Priorities are handled as
follows:
Priorities 1,2, and 3 are transferred to Notes as High, Medium,
and Low.
Priorities 4 and 5 are transferred to Notes as Priority None.
Notes tasks with Priority None transfer to PalmPilot as Priority 4.
(Thus, a priority 5 PalmPilot task that is synchronized with Notes,
and then edited in Notes, becomes a Priority 4 task in PalmPilot at
the next synchronization.)

>>PALMPILOT DIFFERENCES

>ALL CONDUITS

-Categories
PalmPilot allows you to categorize entries in the Address List,
To Do list, and Memo Pad. In Notes, addresses may be categorized.
Except for address entries, entries from Notes transfer
to PalmPilot as unfiled. Addresses categorized in Notes are
synchronized with the categories maintained. A new category is
created on the PalmPilot if the named category is not already present.

>PALMPILOT ADDRESS LIST

-Multiple Addresses and Phone Numbers
PalmPilot does not, by default, support more than one address
per entry.  Office and Home addresses and phone numbers are mapped
based on options that you set on the Address Field Mapping menu.

-Field Names
PalmPilot Address Book allows you to customize the names of five
telephone number fields, from a selection list of eight titles:
    Work
    Home
    Fax
    Other
    E-mail
    Main
    Pager
    Mobile

-Custom Fields
PalmPilot provides four fields in an address entry that you can
customize for your particular usage: Custom1, Custom2, Custom3,
Custom4.  They are the last four fields in the entry. You can
change the name of the field, and use it for any data item.
You can also use these fields to synchronize certain fields
from Notes entries, if desired.

-PalmPilot "Note"
An item with a Note attached to it in PalmPilot is handled as follows:
A Note on a PalmPilot To Do entry becomes
Additional Information in the Notes task.
A Note on a PalmPilot Date Book entry becomes
Detailed Description text in the Notes Calendar entry.
A Note on a PalmPilot address entry becomes
a Comment in the Notes address entry.

>PALMPILOT TO DO
-Arranging Tasks
You can sort your tasks by priority or due date in PalmPilot.
You cannot reassign tasks to another user in PalmPilot.

>PALMPILOT MEMO PAD
-Memo Pad Title
Use a line feed at the end of the first line of memo text to create
the subject title in Notes.  If there is no line feed, all the text
transfers into the Title field of the Notes Journal entry.


********************
Troubleshooting Tips
********************

>GENERAL


# Scenario
You try to synchronize PalmPilot and your Notes
file, stored on a networked server. There is a delay while the
synchronization is taking place. (In particular, you may experience
this delay when you first synchronize your entries.)

Solution
Create a local replica of your mail file.
Create and choose a local (No Connection)
location and Synchronize with PalmPilot.
Replicate your local mail file with your server mail file.

Note
Always perform a replication immediately before synchronizing
with PalmPilot when working with replicated databases.


> Installation

# Scenario
You re-install the EasySync for PalmPilot program after
un-installing it. The Install program asks if you want to see the
available Communication ports. If you do, the Communication port with
the PalmPilot cradle is marked as "Attached to a modem" and a
different Communication port is selected incorrectly.

Solution
Disconnect the PalmPilot cradle from the Communication port
before you reinstall the EasySync program. You can
also manually select the correct Communication port to avoid a
different Communication port from being selected by default.


> Synchronization

# Scenario
Synchronization won't start.

Solution
The HotSync Custom menu or Problem dialog box may be hidden
behind other windows on your screen.

Close the HotSync Problem dialog box, or close the Custom menu window.



# Scenario
Synchronization didn't change my Notes files.

Solution
1) Press F9, or use View - Refresh, to bring changes to the screen.
Or change to another view, and back again.

2) You may have PDAMAP.NSF files on your C: drive.  Delete them
and retry the synchronization. If you have previously successfully
synchronized, however, this will cause duplicates.

3) You may have more than one copy of Notes installed on your PC.
Although multiple copies of Notes is not generally supported, you may
be able to synchronize if you copy your NOTES.INI file, for the
desired copy of Notes, to C:\Windows.


# Scenario
You're synchronizing your PalmPilot entries and Notes. The
synchronization times out before all of your entries
are synchronized.


Solution
This problem may occur when you're synchronizing entries while the
network is busy. 3Com PalmPilot recommends the following "Developer's
Backdoor" procedure, to make PalmPilot wait indefinitely for a
response from the computer.

To activate the "Developer's Backdoor":

1. Turn on PalmPilot.
2. Select Applications on the bottom left of the PalmPilot General
   Preferences screen.
3. On the PalmPilot General Preferences screen, press HotSync.
4. Hold down both the up and down scroll buttons (the rectangular
   buttons in the middle of the PalmPilot) while tapping in the top
   right corner of the screen (several taps may be necessary).

   A window will pop up titled "DEVELOPER'S BACKDOOR. DLServer Wait
   Forever is ON."

5. Select OK.
6. Press the HotSync button on your PalmPilot cradle or press HotSync
   on the PalmPilot General Preferences screen.

   The PalmPilot will remain in the "wait-forever" mode until the
   synchronization is canceled or completed, or the PalmPilot shuts
   itself off per the Auto-off Preference setting. (Infrequently, the
   HotSync Cancel option may hang. If this happens, a soft-reset
   will restore PalmPilot.)

   Several PalmPilot users have needed to use the Backdoor work-around
   only to complete their initial HotSync.  Subsequent synchronizations
   may be successful without using the Backdoor, but you may use it
   whenever it seems necessary to have a longer wait time.

> Alarms

Alarms you set when synchronizing PalmPilot entries with
both Organizer 97 GS PIM with group scheduling and Notes behave
differently depending on the application in which you set the alarm.

1. If you set the alarm in PalmPilot, the alarm will go off in both
   Organizer and PalmPilot, but not in Notes.
2. If you set the alarm in Organizer, the alarm will go off in both
   Organizer and PalmPilot, but not in Notes.
3. If you set the alarm in Notes, the alarm will go off in Notes,
   Organizer, and PalmPilot.

> Repeating entries

If you change the date of a PalmPilot-created repeating entry
in Notes, then the corresponding PalmPilot repeating entries won't
retain their repeating properties when you next synchronize
your entries. When you synchronize the edited Notes entries
back to PalmPilot, the corresponding PalmPilot entries are no
longer repeating entries. Each entry is a separate entry.

> Calendar

Making changes to a Notes Calendar invitation must be performed in
Notes.

Any changes you make to a Notes Calendar invitation, including
rescheduling, canceling, and adding or removing information,
must be made to the invitation in Notes and not in the
corresponding PalmPilot Date Book event.

Any changes you make to the corresponding PalmPilot Date Book event
won't appear in the Notes Calendar when you next synchronize entries.
Moreover, the changes you added to the PalmPilot Date Book event
are removed from the Date Book event when you next synchronize entries.


> To Do

Unlike Notes To Do tasks, PalmPilot To Do items don't have start
dates. When you synchronize newly created PalmPilot To Do items to
Notes, the corresponding Notes To Do task will have the same
Start and Due Dates.


> Address

All Address records are checked for duplicates when you synchronize
your PalmPilot and Notes entries for the first time. If the
information in the first name, last name, company, and address fields
are identical in both the PalmPilot and the Notes  Address entry,
the two entries are merged. If there's conflicting information in a
field between the two entries, however, (such as a telephone number),
the information in the PalmPilot Address entry will write over the
information in the Notes Address record.

In a PalmPilot-created address entry, if there is a field that does
not correspond to a Notes address field, an informational message is
put in the Sync Log. The data is, however, maintained in PalmPilot
even if that entry is edited in Notes.

Example:
1) You change the Fax field in PalmPilot to Main and enter "617-555-1212"
in that field.
2) You synchronize PalmPilot and Notes with the address conduit
option of Home/Map fields.
Result:
This number is not mapped to any of the Notes fields.  A message is
put in the log file, "No room for Main number (617-555-1212)".


Tip
You can determine how and where information from your Notes
Address records will appear in PalmPilot when you synchronize.
Once you have selected a mapping option, however, you should not
change it again.  If you change the mapping, subsequent
synchronization will cause some data to transfer to the wrong fields.
For example, if you enter a complete address in Notes and map it to
PalmPilot with Business/Map fields as the mapping option, and then later
change the mapping to Business/Other, all the home address, assistant,
spouse and children data will be in the Home address fields
of Notes after the second sync.

Because Notes and PalmPilot use a different set of fields for
address book entries, use the drop-down arrows in the Notes
address fields when applicable to enter address and phone number
information to these fields.

Refer to the EasySync Help topics for assistance with this subject.


>Rich Text and Bitmaps

Scenario
You create a Notes entry with rich text (such as bold or
underline), OLE objects or bitmaps, and synchronize
entries with PalmPilot. You make changes to the corresponding
PalmPilot entry and synchronize. The corresponding Notes entry
contains the changes you made to the PalmPilot entry, but no longer
has its rich text, OLE objects, or bitmaps.

Solution
To retain these items in your Notes entries, don't change
the corresponding PalmPilot entries. Make changes only to the
original Notes entries. These items are never transferred
to the PalmPilot.



COPYRIGHT
Under the copyright laws, neither the documentation nor software may
be copied, photocopied, reproduced, translated, or reduced to any
electronic medium or machine-readable form, in whole or in part
without the prior written consent of Lotus Development Corporation,
except in the manner described in the software agreement.

⌐ Copyright 1997
Lotus Development Corporation.
55 Cambridge Parkway
Cambridge, Massachusetts 02142

All rights reserved. Published in the United States.

Notes and EasySync are trademarks, and Lotus Notes and
Lotus Organizer are registered trademarks of Lotus Development
Corporation. 3Com is a registered trademark of 3Com Corporation.
PalmPilot is a trademark of Palm Computing, Inc.

Other products and company names mentioned herein may be the
trademarks or registered trademarks of their respective owners.