NCatalog Guide

NBI/EMAP/Groupware Applications

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LIST OF CONTENT
1. Introduction............................................................................................4
1.1 Purpose of instructions........................................................................................... 4
1.2 In-built help texts................................................................................................... 4
1.3 Symbols in the guide............................................................................................. 4
2. General About Ncatalog...........................................................................5
2.1 Introduction............................................................................................................ 5
3. Views In NSNCatalog...............................................................................6
3.1 My databases......................................................................................................... 7
3.2 My Accessible Databases....................................................................................... 8
3.3 All Databases......................................................................................................... 8
3.4 Search Databases.................................................................................................. 9
4. Lifecycle of a database..........................................................................10
4.1 Database Lifecycle Statuses................................................................................ 10
5. Roles & Responsibilities.........................................................................12
5.1 Database Owner Responsibilities.........................................................................12
5.2 Business Owner Responsibilities..........................................................................13
5.3 Charging Owner Responsibilities..........................................................................13
5.4 Technical Owner Responsibilities..........................................................................14
5.5 Key User Responsibilities..................................................................................... 14
5.6 NCatalog Editors Responsibilities.........................................................................15
5.7 Warning Emails.................................................................................................... 15
5.7.1 Schedule for warning emails..........................................................................15
6. How to add/Change Information in database Document...........................16
6.1 Introduction.......................................................................................................... 16
7. Requesting a New database...................................................................18
7.1 Introduction.......................................................................................................... 18
7.1.1 Groupware Fee............................................................................................... 19
8. Domains...............................................................................................20
8.1 Introduction.......................................................................................................... 20
8.2 Nokia Domain....................................................................................................... 20
8.3 Nokia Extranet..................................................................................................... 20
8.4 Nokia Partners...................................................................................................... 20
8.5 Special Domains................................................................................................... 20
9. Additional Features...............................................................................21
9.1 Introduction.......................................................................................................... 21
9.2 Replicas................................................................................................................ 21
9.2.1 How to create a local replica..........................................................................21
9.2.2 How to request a replica on a server.............................................................22
9.3 Mail-In Addresses................................................................................................. 24
9.4 URL Redirection.................................................................................................... 25
9.5 Web Statistics...................................................................................................... 27
10.
Updating Database Information.........................................................29
10.1
Introduction...................................................................................................... 29
10.2
Warning Emails................................................................................................. 29
10.2.1
How to check status of a database.............................................................29
10.2.2
How to approve as database in draft mode................................................30
10.2.3
Database Keywords.................................................................................... 31
10.2.4
Expiration Date........................................................................................... 31
11.
Requesting.......................................................................................32

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11.1
Introduction...................................................................................................... 32
11.2
How to request a database deletion.................................................................32
11.3
How to request a database archive...................................................................34
11.3.1
Maintenance of archived databases...........................................................35

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INTRODUCTION
1.1

Purpose of instructions

This guide gives instructions to database owners on how to carry out the most basic
database tasks during whole lifecycle of a Lotus Notes database. NSNCatalog is normally
used via a web browser. The supported browsers are:
IE 6.0 and later
Netscape 7.0 and later
Firefox 1.0.x and later
1.2

In-built help texts

When you are visiting NSNCatalog you can get help right at hand by clicking
provides you with help regarding the field or process you are working with.
Symbols in the guide
= More information

Note or caution
Tip or nice to know

, which

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2.

GENERAL ABOUT NCATALOG

2.1

Introduction

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NSNCatalog is the directory of all Lotus Domino databases in NSN.

When a new database is created on a Lotus Notes Domino server, the NCatalog document
is created automatically. In the NSNCatalog document the database owner should fill in the
information related to the database so that the Groupware support is able to give proper
support. A NCatalog document also contains automatically generated information, for
example database path and replication id.
The importance of the database is evaluated according to the NSNCatalog document i.e. if
the database is not approved it seems for the Groupware service that the database is
obsolete and is not anymore important for the users. Not Approved databases will be
deleted. Also if the database is not approved, the database owner is not able to request
web statistics service.
NSNCatalog allows you to manage databases owned by you throughout the whole Database
lifecycle from My Databases link in second level navigation.
In My Databases you are able to maintain DB information, add and remove replicas, add
and remove extra features, archive and delete your database
NSNCatalog can be found on every Lotus Notes Domino server.
Example: NSNCatalog URL from Groupware home page
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Example: NSNCatalog Main Page

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VIEWS IN NSNCATALOG

3.

The NSNCatalog has 5 different views.

Shop

My databases

My Accessible Databases

All Databases

Search Databases

Shop

The Shop view is used for requesting new databases.

Example: Shop View

You can see a short description of the different types of databases that you can request
from here, their monthly fee and find a link to more detailed information.

http://www.connecting.nokia.com/templates

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The Common Tools portfolio contains the following types of databases, which can all be
requested via the NSNCatalog Shop:

Website Builders Toolbox

Website Builders Discussion

Website Builders News

Website Builders Events

Website Builders Forms

NSN Survey

NSN TeamTool

Mobile Messaging Engine

3.1

My databases

My databases view shows all the databases that you have relation to ownership wise. You
can find your databases arranged by status from the navigation in the left
Example: My Databases View

3.2

My Accessible Databases

This view shows you a list of all the databases you have access to.
Example: My Accessible Databases View

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3.3

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All Databases

This view shows all the databases in the NSNCatalog by first letter in the database name.
Example: All Databases View

Click a letter and all the databases starting with that letter are presented in a list

3.4

Search Databases

This view gives you the opportunity of searching within all databases in NSNCatalog
Example: Search Databases View

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You have various options to use as search criteria. Fill in the criteria you want and click
Search button. A list of the databases matching your search criteria is presented to you.

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4.

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LIFECYCLE OF A DATABASE

Every database has its own lifecycle from creation to deletion. Your databases in different
lifecycle state are "visible" in the NSNCatalog my databases section. Database owner's
have different responsibilities and tasks to be accomplished during the database life.
Example: My Databases View

4.1

Database Lifecycle Statuses

A database can have the following statuses

Status

Description

Draft

The database has been created on to the server. The

status 'Draft' is not applicable to common tools
databases ordered from <NCatalog Shop> as they are
approved from the beginning. If draft database is not
approved within two months it will expire. Expired
databases will be deleted as the database status
changes automatically to "to be Deleted". First
warning email will be sent 1 month before (31 days).
Second warning email will be sent 2 weeks (15 days)
before status automatic change to be Deleted and
last warning one day before status is changed to "to
be Deleted

Approved

The database is active. The database stays in the

'Approved' status for max. 16 months, after that it
changes to 'Expiring' and it has to be re-approved (i.e.
the expiration date has to be reset).
The owner of the database (database owner) is able to
request for database archiving and deleting. She/He is
also able to request new replicas, mail-in databases,
redirections, and/or deletions of the replicas mail-in
databases and redirections. Other owners are able to
edit NCatalog document.

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Status

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Description

Expiring

The database expiration date is approaching (the

database status will turn to 'Expiring' two months
before the expiration date). If the database is not reapproved before the expiration date it will be deleted.
First warning email is sent 2 months (60 days) before
status automatic change to be Deleted. Second
warning email is sent 1 month (31 days) before status
automatic change to be Deleted. Third warning
email is sent two weeks (15 days) before status
automatic change to be Deleted and last warning
email 1 day before status automatic change to be
Deleted.

To Be Archived

The Database Owner has requested the archiving of

the database. (Restoring of the DB requires contacting
support via Service Desk). This is a transition period to
status Archived while Application Support processes
request (approx. 5 working days).

Archived

The database has been archived by the support.

Archiving should be done only for proper reason for
example law insists to archive certain data for 6 years.
If there is no clear reason for archiving (I/we might
need this some day is not a good reason) data should
not be archived for sake of privacy reasons. When the
database is archived the users are only able to read
the content

To Be Deleted

The Database Owner has requested the deletion of the

database. This is a transition period to Deleted status
while Application Support processes request (approx.
5 working days). Restoring the DB requires contacting
support via Service Desk.

Deleted

The database has been deleted by the support. After

deletion the database document will be visible in
NCatalog for two months.

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5.

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ROLES & RESPONSIBILITIES

The owner roles and responsibilities are based on the Global Support Concept. The roles are
closely related to the Database lifecycle process and tasks maintaining the database.

http://domino.inside.nokiasiemensnetworks.com/nokia/www/stdtmplt.nsf/docume
nt/ES21T63ACGB?OpenDocument
The ownership of the database is found from the Database document.
5.1

Database Owner Responsibilities

Database Owner has overall responsibility of the database lifecycle: initiating, maintaining,
archiving (if needed) and deleting of the database. Database Owner's cost center will pay
the database charges if no separate Charging Owner is nominated. Database Owner can
add and remove features or replicas related to the database and archive and delete the
database. Database Owner can also re-approve the database and update the database
document.

There can be maximum 3 Database Owners per database.

Database owners will be also owners of the new groups created for the database.
Example: Database Owner

has overall responsibility maintains database specific information such as keywords

and NSNCatalog information

has overall responsibility of

maintains all access groups in the Corp Directory

handles content management of the database

defines the usage and maintenance of the database

monitors user activity of the database

requests new database(s)

defines access levels of the database

decides if the database is archived or deleted

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asks the database deletions

nominates a key user for the database or acts as one

defines how replication conflicts are to be resolved

manages additions and removals of features (redirect URLs, mail in databases, Web
statistics, replications) related to database

pays the charges if no charging owner is nominated.

5.2

Business Owner Responsibilities

Business Owner is responsible for the business need of the database. Business Owner has
rights to re-approve the database and update the database document.
Example: Business Owner

Is responsible of the definition of the business need for the database

approves database costs

5.3

Charging Owner Responsibilities

Charging Owner pays the database charges. Charging Owner has rights to re-approve the
database and update the database document.

Maximum 3 Charging Owners per database.

Example: Charging Owner

if nominated pays the database charges

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5.4

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Technical Owner Responsibilities

Technical Owner is responsible for the application functionality. Technical Owner has rights
to re-approve the database and update the database document.
In case of common tools the default value for Technical Owner is Groupware Applications
team.
Example: Technical Owner

takes responsibility for application functionality

participates in application development work and is the technical consultant in

development projects

maintains the version control of a application/template

selects feasible and realistic architecture and system features

ensures application performance, capability, and quality

cooperates with Groupware support network

5.5

Key User Responsibilities

Database Key User supports other users in general database issues.

Example: Database Key User

provides continuous support for End Users, answers application and processes
related questions.

escalates technical issues according to GSC (Global Support Concept)

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collects and forwards change requests and feedback from End Users to Global
Concept owner.

arranges training/briefings for End Users

takes care of End User maintenance and access rights --> maintains access groups
the in Corp Directory

knowledge sharing: informs End Users and partner organizations of current issues
related to the tool use and processes

assists with request management, request logging and escalation (RMT use)

participates in user acceptance testing and user testing of new releases

NSNCatalog Editors Responsibilities

5.6

NSNCatalog Editors have rights to re-approve the database and update the database
document.

Database Owners, Business Owners, Charging Owners and Technical Owners already have
editor rights so there is no need to add those people as NCatalog Editors.
Example: NSNCatalog Editor

Updates information in database document

Can change ownership information

Can change information in database document at any time

5.7

Warning Emails

Warning emails about approaching expiration of databases are distributed

automatically by the tool to the Database Owners. NSNCatalog handles the
actual expiration of the database. This means that if the owner does not react to
the warning expiration email and does not re-approve the database, it will be
deleted automatically. Therefore NSNCatalog requires that database owners
regularly (re-) approve and update their Database information in NSNCatalog in
order to ensure their Databases further existence and receive support for their
application.

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5.7.1

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Schedule for warning emails

First warning email is sent 2 months (60 days) before status automatic change to be
Deleted. Second warning email is sent 1 month (30 days) before status
automatic change to be Deleted. Third warning email is sent two weeks (15 days) before
status automatic change to be Deleted and last warning email
1 day before status automatic change to be Deleted and the automatic deletion request.

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6.

HOW TO ADD/CHANGE INFORMATION IN DATABASE DOCUMENT

6.1

Introduction

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The Database owner information is stored on to the NSNCatalog Database document. If you
need to change the owner of the database or other information follow instructions below

Remember also update the group owner's in the Corp Directory if they are also changed
Step
1

Action
Go to the NSNCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My databases" view and select "Approved" view

Open the database to which you want to change some information e.g.
the owner. Open the database by clicking the database name
Example: How to open database document

NSNCATALOG GUIDE

Step
3

Action
Take the document in to the Edit mode and change the needed
information and save the document
Example: Edit mode

Example: How to change owner information

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7.

REQUESTING A NEW DATABASE

7.1

Introduction

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If you want to order a new Common Tools Database for example a Website Builders Toolbox,
you need to follow the steps below:
Step

Action

Open NCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf in your
browser

Click Shop tab

Click Order next to Website Builders Toolbox

Provide your username and http password when asked to. The order
database process starts
4

In the first dialog box first select from an instant creation or a noninstant creation.
All databases requested for the Intranet are created instantly whereas
databases for the Extranet or partners domain are created non-instantly
(normally within 4-5 working days). Next select correct area (Your area
will automatically be selected).

Fill in the database order with relevant information such as Database

name, database owner, access group information etc. Click Submit
when you are ready.

It is recommended to use the in-built help texts which are available next to each field in
the request form

Always provide your username and http password when you are asked to.

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7.1.1

Groupware Fee

The Groupware fee isnt currently in force in NSN.

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8.

DOMAINS

8.1

Introduction

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Groupware Infrastructure contains over 200 servers and 13 Lotus Notes Domains
altogether. Servers are scattered around the world in over 50 locations. Currently there are
over 39TB databases on the servers (07/2005). Servers have been deployed to all Intranet /
Extranet network segments. Hub servers are in NSN Domain in different locations: Beijing,
Dallas, Espoo and Singapore. Hub servers are replicating information to other locations and
domains. Groupware Infrastructure is covering multiple products: Lotus Notes/Domino,
Quickplace and Sametime. There are over 9000 application databases.
8.2

Corp Domain

Corp domain is the main production domain (Lotus Notes) and it is used for intranet
purposes. The Corp domain is accessed by NSN employees and fully trusted partners
working in NSN premises. End user can use the web browser and/or Lotus Notes client. NSN
does not allow any direct access to the NSN domain from outside intranet, only via NORA,
Nokia Remote Access or VPN.

http://connecting.nokia.com/nokia/www/stdtmplt.nsf/document/ES21T63CCLR?
OpenDocument
8.3

Corp Extranet

Corp Extranet domain is used for fixed access extranet purposes. The Corp Extranet domain
is accessed by partners outside NSN premises or from NSN Intranet. End user can use web
browser and/or Lotus Notes client.

http://connecting.nokia.com/nokia/www/stdtmplt.nsf/document/ES21T63CCQ5?
OpenDocument
8.4

NSN Partner Network

This is the domain which can be accessed via the Internet. The NSN Partners domain is
accessed by partners from Internet via SSL (Secure Socket Layer, encryption method) or
from NSN Intranet. End user can use web browser to access databases.

http://connecting.nokia.com/nokia/www/stdtmplt.nsf/document/ES21T63CCTC?
OpenDocument

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9.

ADDITIONAL FEATURES

9.1

Introduction

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In NSNCatalog you have the opportunity of requesting additional features for your
database. The following features can be requested for your database via NSNCatalog:

Request for replica

Request for Mail-In address

Request for URL Redirection

Request for Web Statistics Reports

9.2

Replicas

Lotus Notes lets you keep multiple copies of a single file, called replicas, on multiple servers
or workstations. This lets users on various networks in a variety of locations share the same
information. A replica differs from a copy of a file in that the original file and its replica have
the same replica ID number.
Replication is the process of sharing changes between replicas. When you replicate, Notes
updates the replicas, copying changes from one to the other. Notes eventually makes all
replicas identical; they have the same replica ID. You can choose to replicate between
replica copies, where both replicas send and receive updates, or only from one to the other.
You can schedule regular replication, or do it manually as needed. You can replicate
between two servers or between a workstation, such as a laptop, and a server. When you
schedule full replication, Notes makes all replicas identical over time.
9.2.1

How to create a local replica

http://domino.inside.nokiasiemensnetworks.com/nokia/www/stdtmplt.nsf/docume
nt/ESLNI0057NNHDM?OpenDocument

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9.2.2

How to request a replica on a server

Step
1

Action
Go to the NSNCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My databases" view and select "Approved" view

Open the database to which you want to request a new server replica.
Click Add button
Example: How to request replica

In the page that opens up, select in which area you need the
replication. Furthermore you can see the already existing replicas of the
database in question.
3

Click Submit when you are done

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Example: Request Replica

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NSNCATALOG GUIDE

9.3

Mail-In Addresses

Database owner can request database Mail-in address. It can be done on the "My
Databases" section
Step
1

Action
Go to the NSNCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My databases" view and select "Approved" view

Select the database you want to have Mail-in address for and click the
Add button next to Mail-in Address information

Example: Add mail-in address

The popup window opens to which Mail-in address should be filled in.
Use Additional information field to fill in more information. After Submit,
Application Support will process the Mail-in address request and send
email to requestor when it is processed.

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Example: Request Mail-in address form

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9.4

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URL Redirection

Database owner can request database URL Redirect. It can be done on the "My Databases"
section.

Step
1

Action
Go to the NSNCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My databases" view and select "Approved" view

Select the database you want to have URL redirect for and click the
Add button next to URL Redirect information

Example: Add URL Redirect to database

The popup window opens to which Redirect URL "name" should be filled
in. Use Additional information filed to fill in more information. After
Submit, Application Support will process the URL redirect request and
send email to requestor when it is processed.

NSNCATALOG GUIDE

Example: Request URL Redirect Form

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9.5

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Web Statistics

Web Statistic Service addresses Groupware Domino Database Owners and offers the
possibility of requesting web statistics from database(s). The reports are generated based
on HTTP log files. With this tool database owners can keep a track of their webpages meaning database owners have the possibility to keep an eye on their webpages and
correct errors e.g. if they cause error pages etc. Also they can find out which pages are the
most visited and which pages that might need a face-lift.
Database owner can request/order Web statistics for the database. It can be done on the
"My Databases" section.
Step
1

Action
Go to the NCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My databases" view and select "Approved" view

Select the database you want to have URL redirect for and click the
Add button next to Web Statistics information

Example: Add Web Statistics to database

NSNCATALOG GUIDE

The Order Web Statistics popup window opens and selection to monitor
All the pages in the database (Database Report) or One Page in the
database (URL report). [After selection you need to Login with HTTP
password.]

Example: Request Web Statistics Form

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10.

UPDATING DATABASE INFORMATION

10.1

Introduction

31 (37)

The importance of the database is evaluated according to the NSNCatalog document i.e. if
the database is not approved it seems for the Groupware service that the database is
obsolete and is not anymore important for the users. Not Approved databases will be
deleted. Therefore it is at any time the responsibility of the database owner to keep the
database document up to date.
10.2

Warning Emails

Warning emails about approaching expiration of databases are distributed automatically by

the tool to the Database Owners. NSNCatalog handles the actual expiration of the
database. This means that if the owner does not react to the warning expiration email and
does not re-approve the database, it will be deleted automatically. Therefore NSNCatalog
requires that database owners regularly (re-) approve and update their Database
information in NCatalog in order to ensure their Databases further existence and receive
support for their application.
First warning email is sent 2 months (60 days) before status automatic change to be
Deleted. Second warning email is sent 1 month (30 days) before status
automatic change to be Deleted. Third warning email is sent two weeks (15 days) before
status automatic change to be Deleted and last warning email
1 day before status automatic change to be Deleted and the automatic deletion request.
10.2.1

How to check status of a database

In NSNCatalog you get an overview of the databases and their status in the left-hand
navigator.
Example: Status of Databases

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10.2.2

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How to approve as database in draft mode

If you want to approve a database which has status draft, follow the steps below:
Step
1

Action
Go to the NCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My databases" view and select "Draft" view.

Click Approve button next to the database you want to approve

Example: Draft View

DB Owner, Business Owner, Charging Owner, Technical Owner and NSNCatalog Editors can
approve Draft databases

DB Owners can delete draft databases.

Once you click the Approve button, the database document opens up in edit and mode.

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Example: Database Document in edit and draft mode

From here you can update the needed information and approve the database. If a database
is not approved within 2 months from creation date, it will be deleted automatically.
10.2.3

Database Keywords

Keywords should describe the database contents. Keywords will help users to find the
database using the search engine. Keywords can be typed in the field (use comma to
separate keywords) or they can be selected from a ready-made list by clicking the Keyword
List button.
10.2.4

Expiration Date

The expiration date is the date when the database expires and database status changes to
'To Be Deleted'

Maximum value of expiration date is 18 months from the current date.

Expiration date can be updated at any time.

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11.

REQUESTING

11.1

Introduction

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As part of the database lifecycle tasks is also to mark unneeded databases for deletion or
archive databases which are only needed for reference purposes. These requests are
carried out in NCatalog as well.
11.2

How to request a database deletion

Only a database owner can request a deletion. Follow steps below to mark a database for
deletion.
Step
1

Action
Go to the NCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My Databases" view and select "Approved" or "Archived"
view

Databases which are available in server(s) and where you are marked
as an owner are listed in these two different views.
2

Select the database you want to delete from the list and click the
Delete button...

Example: Delete database button

NSNCATALOG GUIDE

If needed you are able to review database's information little bit more by pressing
Database's title name.
Example: For more info, click database title

Here you have the opportunity to make deletion request also.

Step
3

Action
You will get popup window and you have the opportunity to add more
information In Additional Information text box. After Submit database's
status will change "To Be Deleted" in NSNCatalog and default setting is
that database's all replicas will delete from server(s).

Example: Complete deletion request

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11.3

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How to request a database archive

Database owner can request database archiving. It can be done either on the "My
Databases" section in the NSNCatalog or on the Database document. Follow the steps
below to archive a database.
Step
1

Action
Go to the NCatalog
http://domino.inside.nokiasiemensnetworks.com/nsncatalog.nsf
Go to the "My databases" view and select "Approved" view

Actio
n32

Select the database you want to delete and click the Archive button
next to Database information

The popup window opens to which it is still possible to add more information.
After Submit the database status changes to "To be Archived" and Application
Support will archive the database within 5 weekdays.

Example: Complete archive request

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11.3.1

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Maintenance of archived databases

Archived databases need maintenance on equal level as an approved database. This means
that an archived database expires too and needs re-approval from database owner.

You can only read from an archived database.

Once the database has been archived, it is moved to an archive server meaning that the
path to the archived database changes. The new location can be seen from the NSNCatalog
database document.
Example: Location of an archived database

Example: Archive button

Step