User`s Guide - Northwestern University Information Technology
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1. iing maker incorporated Meeting Maker Connector for Microsoft Outlook Client p 6 K KS BS Users Guide right now Copyright Copyright 1990 2005 PeopleCube All Rights Reserved Information in this document is subject to change without notice and does not represent a commitment on the part of PeopleCube The software described in this document is furnished under a license agreement and may be used only in accordance with that agreement This document has been provided pursuant to an agreement containing restrictions on its use Federal copyright law also protects this document No part of this document may be reproduced or distributed transcribed stored in a retrieval system translated into any spoken or computer language or transmitted in any form or by any means whatsoever without the prior written consent of PeopleCube Corporate Headquarters PeopleCube 411 Waverly Oaks Road Suite 310 Waltham MA 02452 USA Telephone 1 800 282 7319 Fax 1 800 282 7414 URL http www peoplecube com Email mmsales peoplecube com Europe PeopleCube PO Box 22907 1100 DK Amsterdam Holland Telephone 020 777 2277 Fax 020 524 8142 URL http www peoplecube com Email europe peoplecube com November 2005 PeopleCube makes no warranty representation or promise not expressly set forth in this agreement PeopleCube disclaims and excludes any and all implied warranties of merchantability title o2. 1 Available for Meeting Maker All Users category only 14 The Scheduling Menu The Scheduling menu enables you to view attendee location and resource availability before you send the proposal modify the meeting time and dates and add and remove attendees and resources Submit Proposal d gt Recurrence E Carel Guests X e a Appointment Scheduling zoom 100 Day View F Tuesday March 09 2004 Meeting Maker UU EHET 900 10 00 11 00 12 00 1 00 oons Alattendees Fifi Carla Catalano Marion Mr Sam Smith pe i A Th a a a a a A ER D Appointment bar a Add Others iw Working Hours Only Meeting start tine Tue 3 9 2004 e 14 30 AN lt lt AutoPick Next gt gt Working hours only Meeting start time Meeting end time Recurrence Cancel Guests Color key Zoom GE GutoPick Next zz Meeting end tine Tue 37 9 004 12 00 DM Color key B Busy NonwWorking D No Information Item Description All Attendees Shows invited attendees and resources Add Others Invites additional guests or reserve resources Appointment bar Highlights proposed meeting time Drag either column right or left to redefine the meeting time Moves the appointment bar to the previous or next available meeting time Shows only working hours Redefines start time and day Redefines end time and day Configures a reoccurring schedule see page 24 Removes all gu
3. MM lt Outlook Outlook lt lt Palm device NOT MM amp Palm device Outlook Warning If you have previously synchronized Meeting Maker lt Palm device and now would like to synchronize Meeting Maker lt gt Outlook and Outlook Palm device you must perform a Hard Reset to remove all the data on your handheld Failure to do this will result in duplicate activities and meetings Warning If you use the Meeting Maker Connector for Outlook you should not use Meeting Maker for Intellisync as duplication may occur CHAPTER 2 Installing the Connector Client Before you Begin Ensure your computer meets the software requirements on page 3 2 Obtain these Meeting Maker logon values from your system administrator MMCO installation program Meeting Maker User Name Meeting Maker Password Meeting Maker Server Name Meeting Maker Web Service URL Installing the Connector Exit all Microsoft Windows programs including Outlook Copy the MMCO installation program to your computer Double click the MMCO installation program The Welcome screen appears Note Ifan earlier version of MMCO is installed you will have the option to uninstall it automatically Welcome to the Meeting Maker Connector for Microsoft Outlook Installation Wizard Ibis strongly recommended that vou esit all Windows programs before running this setup program Click Cancel to quit the setup program then close any programs MOU have running Click
4. Log files generated during synchronization e Documents and Settings lt profile name gt Application Data Meeting Maker Microsoft Outlook Internet Settings MMSynch log e Documents and Settings lt profile name gt Local Settings Temp MMTrace log Error Message Meeting Maker Synchronization Errors Meeting Maker Conflict Errors No Session Conflicts with another appointment on your Calendar Location or resource is unavailable Send proposal anyway Blocked recurrence from OL Blocked recurrence from MM Description Synchronization errors between the Meeting Maker server and your client Error message appears in your inbox with a link to the error log One or more event changes occurred in both the Meeting Maker server and your client since the last synchronization An error message appears with a list of the conflicting appointments and a link to the Conflicts folder The Web service is unavailable This message appears at system startup synchronization when retrieving guest busy time and when submitting a proposal Indicates a calendar conflict This message appears which enables you to propose a new time before sending the invitation The Connector tracks the schedules of each resource and location to avoid potential overbooking Once you click OK to select the desired resource or location the Connector retrieves guest and resource schedules If a required guest resource or location is busy this error me
5. OpenSSL Project http www openssl org for use in the OpenSSL Toolkit OSSL Software s More specifically the client and server communication libraries of the Meeting Maker software program as described in this document may constitute in whole or in part the OpenSSL toolkit or works based on the OpenSSL toolkit OpenSSL Software is based on the SSLeay library developed by Eric A Young Copyright 1997 Eric Young eay cryptsoft com and includes software written by Tim J Hudson tjn cryptsoft com The OpenSSL toolkit is licensed under a dual license the OpenSSL license plus the SSLeay license situation i e both the provisions of the OpenSSL License and the original SSLeay License apply to the toolkit For a text of the OpenSSL License and the original SSLeay License please refer to the Meeting Maker website at http www meetingmaker com and or to the file titled OQpenSSLLicense on the PeopleCube product CD In case of any license issues related to OpenSSL please contact openssl core openssl org PeopleCube License Agreement BEFORE USING THE PROGRAM YOU MUST READ THIS LICENSE AGREEMENT CAREFULLY INSTALLING OR USING THE PROGRAM INSTALLING REGISTRATION CODES OPENING PROGRAM PACKAGING OR CLICKING ACCEPT IF YOU ARE READING THIS LICENSE ON A COMPUTER SCREEN MEANS THAT YOU ARE AUTHORIZED TO ACCEPT THIS AGREEMENT THAT YOU HAVE READ AND UNDERSTAND ITS TERMS AND THAT YOU AGREE TO BE BOUND BY IT IF YOU DO NOT AGREE WITH ANY PART
6. Program and this Agreement 7 CONFIDENTIAL INFORMATION You agree that all PeopleCube furnished information which is labeled confidential proprietary or the like Confidential Information contains valuable proprietary information and or trade secrets developed by PeopleCube or its licensor at great expense You will hold this Confidential Information in confidence and will not use reproduce or distribute it except to Your employees and agents who agree to this provision who may use it only as part of their responsibilities to You You will report any unauthorized use or disclosure of any Confidential Information 8 EXPORT LAWS The Program may not be exported or re exported in violation of U S export laws including the U S Export Administration Act and implementing regulations 9 GOVERNING LAW amp JURISDICTION This Agreement is a Massachusetts contract and shall be governed solely by the laws of Massachusetts USA without reference to its conflict of law provisions or the UN Convention for the International Sale of Goods Any action relating to this Agreement the parties relationship or the Program or goods or services provided purchased or licensed hereunder shall be brought and tried in Massachusetts 10 ENTIRE AGREEMENT This Agreement including any supplemental terms agreed in writing e g with respect to PeopleCube s Maintenance Advantage Program services constitutes the complete and exclusive agreement between Yo
7. The MMCO enables Meeting Maker and Microsoft Outlook users throughout an organization to schedule events and reserve resources using either application IMPORTANT NOTE Do not use any other Meeting Maker client to make any changes such as the native client the HTML client etc It is highly recommended that none of your proxies have read write access to your calendar If you use the MMCO client and you or a proxy i makes changes to your calendar from another Meeting Maker client unpredictable behavior will occur eeting Maker Client MMCO Email Server Web Services il Meeting Maker Server a Information flow between Meeting Maker and Microsoft Outlook Features The MMCO provides seamless integration between the Meeting Maker and Microsoft Outlook platforms Microsoft Outlook users can access the advanced scheduling features of Meeting Maker through the Microsoft Outlook user interface This table describes the key features of MMCO Component Real time calendar access Central database Resource protection Expanded address book Copy CC and blind copy BCC Restricts event modifications to the originator Send instant comments Conflict resolution Personal digital Assistant PDA support Package Contents Description Continuous synchronization with the Meeting Maker
8. cancel a meeting e Do not drag a meeting to a different location You cannot change guest status from Optional to BCC or CC Delete and re add guest with desired status to the attendee list Create update delete and respond to meeting invitations while disconnected from the Meeting Maker server reconnect to the server to synchronize changes Your external contacts are not shared between Meeting Maker and Microsoft Outlook
9. server keeps user calendars current and accessible One central database stores user schedules to keep conflicting calendar information at a minimum Resources and locations are available on a first come first served basis to avoid double booking Address book includes Meeting Maker users and Microsoft Outlook users within one category Meeting Maker resources and locations Copy and blind copy invitations to Meeting Maker users Attendees cannot change the meeting agenda Pop up dialog box enables you to send comments to the event originator at response Simultaneous calendar editing provides highlighted conflict resolution data in a dedicated folder Synchronize Meeting Maker and Microsoft Outlook calendar data to personal digital assistants PDAs Your system administrator will provide you with these files e MMCO installation program e MMCO User Guide in PDF format Client Software Requirements This table lists the software requirements for your client to run MMCO In addition to these requirements Meeting Maker Server version 8 5 or higher and Meeting Maker Web Services version 8 5 or higher must be installed Operating System e Microsoft Windows 2000 Service Pack 4 e Microsoft Windows XP Service Pack 1 Windows XP must support domain names Software e Meeting Maker Millennium 8 5 or later e One of these Microsoft Outlook versions e 2003 email server SMTP or POP e 2002 e 2000 Service Pack 3 Corpor
10. 0 PM Reminder is minutes Jl Show time as 8 Busy Click one of these buttons Accept w Accept with comments s i or Decline A e Click Accept to accept the invitation without sending comments e Click Accept with comments s i to accept and send comments to the activity originator e Click Decline XX to decline the invitation and send comments to the activity originator If you click Accept with comments s i or Decline X a Comments dialog appears Comments E E wl Enter comments for the meeting proposer Continue Type your comments and then click OK Your comments appear on the Tracking menu of the activity originator To respond to an external proposal 1 Double click the email in your Microsoft Outlook inbox The email opens with an iCalendar icon in the Attach field 2 Double click the iCalendar icon The meeting agenda opens A Inthe Agenda field type your comments Click Reply to respond to the proposal 21 CHAPTER A Configuring Activities Basic activities include a topic location time date and attendees You can further configure activities with these options available on the Meeting Maker Activity menu see page 12 e All day Event e Show Time as e Reminder e Recurrence e Online Meeting see Microsoft Outlook online help Scheduling an All Day Event All day events are activities that do not include attendees Select All day event to schedule personal time on you
11. 7 D D 1 8080 mnmco services MM SH Note If your Meeting Maker logon values are stored in your Microsoft Outlook profile the User Name Password and Server fields are populated with your logon data A Enter your Meeting Maker logon values Field Description User Name Meeting Maker user name associated with your Microsoft Outlook profile Password Meeting Maker password for specific user name Server Meeting Maker Server Name Web Service URL IP address or DNS name to the Meeting Maker web service Note The logon values are case sensitive d Click Verify The Logon Values Verified screen appears If an error message appears you may have typed an invalid logon value Retype the logon values or see your system administrator Click OK The Microsoft Outlook command bar may flicker as calendar sharing is enabled Your Microsoft Outlook calendar information is copied onto the Meeting Maker server Starting Microsoft Outlook After you enter the Meeting Maker logon values the Meeting Maker features are available when you start Microsoft Outlook Start Microsoft Outlook The Microsoft Outlook Inbox appears Microsoft Outlook is connected to the Meeting Maker Server Future calendar changes are copied to the Meeting Maker server at the specified synchronization schedule see page 26 Note The first time you connect Outlook to the Meeting Maker Server a large amount of data may be processed This initial synchroniza
12. If the Microsoft Outlook pst file is corrupted delete it and create a new one e During the first synchronization your Microsoft Outlook calendar is automatically restored from Meeting Maker There is no Meeting Maker Backup folder because there is no existing data in the calendar e Your Microsoft Outlook calendar data is potentially out of synchronization because the server generated values that identify each activity may have changed To guarantee that Microsoft Outlook is synchronized copy your calendar from Meeting Maker e The Meeting Maker data is current to the backup date Any changes that you make after the backup date will be moved to the Meeting Maker Backup folder Refer to the Meeting Maker Backup folder to manually recreate any missing entries that occurred after the backup date 28 Offline Status If your system is offline an error message appears when you try to schedule an event and the status indicator on the Meeting Maker menu states Offline These situations prevent synchronization between the Meeting Maker and Microsoft Outlook Invalid logon values Unavailable Meeting Maker server Unavailable Web server Disconnected network cable User working offline Error Messages Below is a list of error messages and a description of each error You may wish to look at the log files to review what happened during synchronization Technical Support may need these files to better see what occurred during synchronization
13. Microsoft Corporation in the United States and or other countries Netscape is a trademark or registered trademark of Netscape Communications Corporation in the United States and other countries The Palm logo HotSync and Palm OS are registered trademarks of Palm Inc Palm Palm Powered and Palm Powered logo are trademarks of Palm Inc Intellisync is a registered trademark of Pumatech Inc RIM and Research In Motion are registered trademarks of Research In Motion Limited RIM the RIM logo BlackBerry BlackBerry Enterprise Edition BlackBerry Exchange Edition BlackBerry Notes Edition BlackBerry Internet Edition the BlackBerry logo the Envelope In Motion symbol Always On Always Connected RIM Wireless Handheld RIM 850 Wireless Handheld RIM 857 Wireless Handheld RIM 950 Wireless Handheld RIM 957 Wireless Handheld RIM 850 RIM 857 RIM 950 RIM 957 RIM 802D RIM 902M Inter ctive Pager and Research In Motion are trademarks of Research In Motion Limited ServiletExec is a trademark of New Atlanta Communications LLC Sun Sun Microsystems the Sun logo Java Solaris Sun ONE iPlanet and all Sun Java and Sun ONE based trademarks and logos are trademarks or registered trademarks of Sun Microsystems Inc in the United States and other countries All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International Inc in the United States and other countries Products bearing SPARC trademarks are ba
14. Next to continue the installation WARNING This program i protected by copyright law and International treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe crvil and criminal penalties and Will be prosecuted to the masimum extent possible under law Cancel 4 Click Next 5 Enter your user information and select whether only you will have access to MMCO or any user on this computer CG Meeting Maker Connector for Microsoft Outlook Setup User Information Enter the following information ta personalize your installation Full Marne our Mame Organization Meeting Maker Inc The settings for this application can be installed for the current user or for all users that share this computer ou must have administrator rights to install the settings for all users Install this application for Anpone who uses this computer Co Only for me Steven Ingles 6 Click Next 7 Select the destination folder e Click Next to accept the default folder c Program Files meetingmaker e Click Browse to select an alternate folder ig Meeting Maker Connector for Microsoft Outlook Setup aR Destination Folder Select a folder where the application will be installed The Wize Installation Wizard will install the files for Meeting Maker Connector for Microsott Outlook in the following folder To install into a different folder click the Browse button and select anoth
15. OF THIS AGREEMENT YOU MAY NOT OPEN INSTALL OR USE THE PROGRAM AND MUST IMMEDIATELY RETURN THE PROGRAM UNUSED TO THE PLACE WHERE IT WAS ACQUIRED FOR A FULL REFUND FOR PURPOSES OF THIS AGREEMENT THE TERM YOU INCLUDES YOURSELF AND ANY ORGANIZATION OR INSTITUTION LICENSING THE PROGRAM OR ON WHOSE EQUIPMENT THE SOFTWARE MAY BE INSTALLED OR USED 1 LICENSE GRANT In consideration for the license fee paid PeopleCube hereafter PeopleCube grants to You a nonexclusive restricted right to use the Program in machine readable form only and including and all associated materials solely for Your personal or internal business purposes in accord with the terms of this Agreement You may use the Program only for the number of Users and or systems for which You are authorized Copies Prohibited Uses You may make one copy of the Program for backup purposes only You may not use or provide access to the Program or use the Program for any purpose other than Your personal or internal business purposes You may not use the Program to provide services to any third party without PeopleCube s express written consent You may not modify adapt translate reverse engineer decompile disassemble or create derivative works based on the Program without PeopleCube s prior written consent All information necessary to achieve interoperability is available in accord with applicable provisions of European Union and other government directives You may not remove any dis
16. ate Workgroup or IMO Note The MMCO does not support Microsoft Exchange If your system is running Exchange see your system administrator Synchronizing with Meeting Maker Palm and Outlook If you would like to synchronize among Meeting Maker a Palm device and Outlook you can only synchronize one or two of three synchronization paths You should never use all three synchronization paths or you will get duplication of all your events For example if you previously synchronized from MM Co Palm and then synchronized MM gt Outlook and then you synchronize Palm Outlook Palm and Outlook do not reference Meeting Maker The Palm device and Outlook do not know that the meetings and activities that synchronized from Meeting Maker to Palm are the same as from Meeting Maker to Outlook You will get duplicates of those events on both Palm and on Outlook You will need to make a decision about which one or two of the three synchronization paths to choose You should not to choose all three paths or duplicates will occur Remember that you should never use any other Meeting Maker client to make any changes such as the native client the HTML client etc It is highly recommended that none of your proxies have read write access to your calendar Synchronization Paths Synchronization Path A Meeting Maker MM lt gt Palm device MM lt Outlook NOT Palm Outlook MM lt gt Palm device Outlook lt lt Palm device NOT MM Outlook
17. claimer copyright trademark proprietary rights or other notice included on or embedded in the Program Transfers You may transfer the Program on a permanent basis if not otherwise prohibited by your agreement with PeopleCube provided that You first inform PeopleCube in writing of the name and address of the recipient to which the Program will be transferred You transfer all associated documentation You retain no copies and the recipient first agrees in writing to the terms of this Agreement Please contact PeopleCube for appropriate transfer documentation 2 OWNERSHIP PeopleCube owns or licenses and retains all title copyright trademark trade secret patent and other proprietary rights in and to the Program This license is NOT a sale of the Program or any copy of it You obtain only the rights specified in this Agreement PeopleCube reserves all rights not specifically granted 3 TERM amp TERMINATION This Agreement is effective until terminated PeopleCube may terminate this Agreement on written notice if You breach any provision of this Agreement On termination You must destroy or return to PeopleCube all copies of the Program including all associated materials This license may terminate after a limited period e g three 3 years if You or Your institution or employer have agreed in writing to a Lease Program 4 LIMITED WARRANTY The Program is a tool which PeopleCube hopes you will find useful However You are solely re
18. ctivities that you create To suggest an alternate time for an activity proposal use the Include comments box when accepting or declining the invitation see page 20 To change the activity time 1 Open the activity The Appointment menu appears 2 Click Scheduling The Scheduling menu appears see page 15 A Inthe Meeting Start and End time fields click the pull down arrow to select the day and times A mini calendar menu similar to this appears 16 start time Man 2004 end time 224 5 6 l 9 10 11 12 13 14 15 16 17 18 19 20 3 22 24 25 26 27 28 29 J i 2 3 4 Of 3 2004 A red circle indicates the current day A shaded circle indicates the activity date Click the desired date Click the appropriate pull down menu to change the start or end time Click Resubmit Proposal To remove an attendee OO oa A Q Open the activity Click Scheduling The Scheduling menu appears see page 15 Click Add Others In the Required or Optional field highlight the name you want to remove Press lt Delete gt and click OK The name disappears from the Scheduling menu The meeting is removed from the attendee s calendar To add an attendee Open the activity Click Scheduling The Scheduling menu appears see page 15 Click Add Others In the Show names from field click the pull down menu The Meeting Maker category list appears see page 13 Highligh
19. ders locally if you restore your system Configuring Activities 23 Scheduling a recurrent meeting You can configure a meeting to recur at daily weekly monthly and yearly intervals When scheduling recurrent meetings keep this information in mind e You cannot change or cancel individual instances in a recurring banner e You can change and cancel individual instances in a recurrent activity where guests are invited Meeting Maker guests are notified through email 1 From the Activity menu click Recurrence The Appointment Recurrence dialog box appears Appointment Recurrence Appointment time Start ei End 1 00 PM Duration i hour Recurrence pattern C Daily Recur every i weekisi on e Weekly Sunday Monday i Tuesday Wednesday Monthly Thursday Friday Saturday L Yearly Range of recurrence Start Tue 5 11 2004 el 7 Mo end date End after 10 Occurrences C Endby Tue 7 13 2004 Ki on 2 Inthe left panel of the Recurrence pattern field select one of these items e Daily e Weekly e Monthly e Yearly A Inthe right panel of the Recurrence pattern field select the recurrence pattern Note Meeting Maker does not support some recurrence patterns see page 31 An error message appears if a recurrence pattern is not supported 4 Inthe Start field click the pull down arrow to select the start date 5 Select the end date 6 Click OK gt Submit Proposal 24 CHAPTER 5 Cust
20. eating an Activity PLODOSAN E 12 Selecting Attendees Groups ANd Resources css ssss cesses cesses ecce eee eee eee 13 Uo INI VES Ee 14 SUG INI EE 14 The Scheduling TS UN E 15 Viewing Attendee and Resource Availability eee eee 16 leeft die eg ier ENEE 16 Submitting a Proposal sissiiinirsirnsinniienursnin nonn aaa EA a aaa arinaa 18 MNS Tra a Leh UW 19 View attendee responses see eee eee eee e ee ee eee 19 View private COMIN IC NS EE 19 Responding to a Proposal ss sssss sss ssss sese enne 20 Chapter 4 22 CONTIGUMING ON 22 Scheduling an All Day E LEE 22 SNOWING TIME AS sieis EEEE E E E 23 SELNI A REMING sopira a a a a a a a aei 23 Scheduling a recurrent Meet e iniia aaa aaa d aa Ea NEAR 24 Chapter 5 25 Customizing Meeting Maker OptOnS csssssssss sese eess sees eenn neee 25 Setting the Synchronization Schedule sssssssssssssesss sese 26 MIG WEI TING Emor WG ME 26 Changing the Server Name or Web Service URL sss esess se eess sees enen 26 Chapter 6 27 MOUS S OS GU age ais ad reeset tec encase ces ean ben ea nee caiecenesucieueaaneeusdnmadewosannateneteacsenes E A 27 Maintaining Ee dell ET 27 Resolve calendar een le 27 VANNA e le 28 Automatic Data Recovery Mode Seege GeegegbeEge eege Eegen 28 TRING StA Sarasa AE E E E AEAEE EEEE AAEE EE E EE EA 29 Eror IMICSS AGC S a EE E A E E 29 Blocked Recurrence Patterns sss sss esss esse sese esse sese 31 WIS AGG TID E 31 Synchronization Considerationg sss ssssss sees ss eess sees seene
21. en received Name enian E Carla Catalano Meeting Organizer Accepted a Lily Li Required Accepted Comments select attendee to view comments mmm View private comments When a Meeting Maker user receives your proposal he or she has the option of sending private comments to you If private comments were included in the response you can view the comments from the Tracking menu 1 2 Open the activity in Calendar view Click Tracking The Tracking menu appears as shown above Highlight the user name The user comments appear under the Comments field 19 Responding to a Proposal When you receive an activity proposal an email appears in your Microsoft Outlook inbox If the proposal is from a Meeting Maker user you can send private comments included in your response as described in the following section If the proposal is from an external contact see page 21 To respond to a Meeting Maker proposal 1 2 3 20 Double click the email The proposal appears RS RG Bil weekly rec test Meeting Maker Activity File Edit View Insert Format Tools Actions Help wf Accept v4 Accept 3 Decline S i cY Recurrence E QB RK Appointment Scheduling Some instances of this recurring appointment conflick with other appointments on your Calendar Subject weekly rec test Location moreloc22 linloc 9 Recurrence Occurs every Tuesday effective 10 4 2005 From 1 00 PM to 2 0
22. endees and Resources Scheduling and Tracking menus next to the Microsoft Outlook icons Meeting Maker icons represent Meeting Maker users locations and resources EI Required guest Sa CC guest P Optional guest a Group M BCC guest Optional resource Required resource Optional location f External contact Required location 11 Creating an Activity Proposal 1 12 Start Microsoft Outlook The Microsoft Outlook Inbox appears Click File and then highlight New This screen appears Inbox Microsoft Outlook File Edit View Favorites Tools Actions Help Open E a Appointment Chrl Shift 4 Close All Items GH Meeting Reguest CSEE O Save De Task Ctrl 5hift K Click Appointment or Meeting Request The Meeting Maker Activity screen appears B Untitled Meeting Maker Activity File Edit View Insert Format Tools Actions Help el Save and Close CX Recurrence Eel Invite Guests U Arial eA Appointment Scheduling Subiect T Location This is an online meeting using M etin L Start time Thu 4 22 2004 lan I Alday event End time Thu die 2004 sl 10 00 AM Ja M Reminder 15 minutes dt Show time as Busy SEET In the Subject field type the topic In the Location field type an entry or click the pull down arrow to select a location Note Selecting a location from the Meeting Maker Activity screen does not reserve a network resource Af
23. enen 32 About this Guide This guide describes how to install and use the Meeting Maker Connector for Microsoft Outlook MMCO client This guide is for Microsoft Outlook users who have experience installing software on their computers and scheduling events in Microsoft Outlook Section Chapter 1 About the Connector Client Chapter 2 Installing the Connector Client Chapter 3 Creating Activities Chapter 4 Configuring Activities Chapter 5 Customizing Meeting Maker Options Chapter 6 Troubleshooting Description How the MMCO works features components system requirements and Meeting Maker icons Installation entering logon values and uninstalling Creating activities using the Scheduling and Tracking tabs receiving and responding to proposals All day events reminders show time as and recurrence patterns Meeting Maker menu synchronization schedule error log and changing the logon values Calendar synchronization conflicts and automatic data recovery offline status error messages usage tips blocked recurrence patterns and synchronization considerations Related Documentation Microsoft Outlook Documentation Meeting Maker User Guide CHAPTER 1 About the Connector Client Overview The Meeting Maker Connector for Microsoft Outlook MMCO is a software application that integrates the collaborative scheduling features of Meeting Maker Millennium into Microsoft Outlook
24. er folder TOU can choose not to install Meeting Maker Connector for Microsoft Outlook by clicking Cancel to exit the Wise Installation Wizard Destination Folder C Program Files neetingnmaker Cancel 8 Click Next The Ready to Install the Application dialog box appears 9 Click Next The Updating System screen appears during installation When finished the Installation Complete dialog appears CG Meeting Maker Connector for Microsoft Outlook Setup A Meeting Maker Connector for Microsoft Outlook has been successfully installed Click the Finish button bo exit this installation Finis Cancel 10 Click Finish The readme html file appears Review the readme htm1 file before you use MMCO Entering the Meeting Maker Logon Values The first time you start Microsoft Outlook after installing MMCO you must enter the Meeting Maker logon values supplied by your system administrator The logon values enable communication and calendar sharing between Microsoft Outlook and the Meeting Maker server 1 Start Microsoft Outlook This screen appears Meeting Maker Connector P d One or more logon values are missing preventing synchronization with Meeting Maker Do you want to enter those now Ves 2 Click Yes This screen appears n Welcome to Meeting Maker Please enter your logon values User Name SignInName Password dete Server YourMMServer Meeting Maker Connection URL http 12
25. ests from list Shows availability status for each item Enlarge or minimize view 15 Viewing Attendee and Resource Availability The Scheduling menu enables you to view attendee and resource availability before you send the activity proposal For example when you create the activity proposal and invite attendees the schedules for each attendee and resource are retrieved from the Meeting Maker server and displayed on the Scheduling menu See page 15 for a description of the items on the Scheduling menu 1 Create an activity see page 11 To open an existing activity in Calendar view right click the activity and click Open The Appointment menu appears 2 Click Scheduling The Scheduling menu appears see page 15 You can now view availability modify the activity time and add or remove attendees Note Users in the Outlook Contacts category show No Information on the Scheduling menu because they are external users and their calendars are not stored on the Meeting Maker server Modifying activities You can modify activities from the Scheduling menu When you modify an existing activity the new instance of the activity replaces the original instance on your calendar e lf the change involves an external contact an email addressed to the contact appears with an iCalendar attachment enclosed e Internal contacts receive an email in their inbox indicating that the activity has been modified Note You can only change a
26. ion Meeting Maker Groups Groups as defined by the Meeting Maker Admin Meeting Maker Locations Locations such as conference rooms Meeting Maker Resources Hardware such as projectors and computers Outlook Contacts External contacts in your Microsoft Outlook address book A Inthe type name or select from list field select the name and click the appropriate status button Status Button Description Required Must attend Optional May attend 13 CC Receives agenda publicly BCC Receives agenda privately The item moves to the corresponding status window 4 Repeat steps 0 3 to reserve additional attendees or resources 5 Click OK Attendee and resource schedules are retrieved from the Meeting Maker server The Scheduling menu appears This menu allows you to view attendee and resource availability see page 15 Unavailable resources The Connector does not allow you to reserve an unavailable resource or invite a busy guest to a meeting If you send a proposal with an unavailable resource or busy guest an error message appears when you click OK to send the proposal An email appears in your inbox stating that the meeting proposal did not get sent due to the conflict Attachments Meeting Maker does not support attachments in the meeting agenda Your guests will not be aware of an attachment if you send it through the meeting agenda Tip Send the attachment in a separate email and reference the appropriate activity proposal
27. nu org GNU Software More specifically the display libraries for the administrative console of the Linux server software program to the extent included in the software product described in this document may constitute in whole or in part Lestiff GNU Project libraries or works based on these libraries For a text of the Lesser General Public License please refer to the GNU Project web site at http www gnu org licenses Igpl txt and or to the file titled GnuLicense on the PeopleCube product CD This GNU Software is free software you can redistribute it and or modify it under the terms of the GNU Lesser General Public License as published by the Free Software Foundation either version 2 of the License or at your option any later version This GNU Software is distributed in the hope that it will be useful but WITHOUT ANY WARRANTY without even the implied warranty of MERCHANTABILITY or FITNESS FORA PARTICULAR PURPOSE See the GNU Lesser General Public License for more details You should have received a copy of the GNU Lesser General Public License along with this GNU Software if not write to the Free Software Foundation Inc 59 Temple Place Suite 330 Boston MA 02111 1307 USA Copyright and Legal Information on OpenSSL Software Copyright 1998 2001 The OpenSSL Project Copyright 1995 1998 Eric A Young Tim J Hudson All rights reserved This software product may include software developed by or in connection with the
28. omizing Meeting Maker Options Installing MMCO adds the Meeting Maker tab to the Microsoft Outlook Options menu 1 In Microsoft Outlook click Tools gt Options gt Meeting Maker The Meeting Maker tab appears Options lx Preferences l Mail Services Mail Format Spelling Security other Internet E mail Meeting Maker aa Meeting Maker i i The Status field indicates Z version 1 0 2153 system status Status Online User Mame sam Password Y verify Server webservices Web Service URL http 10 1 2 65 8080 axis services MM Synchronize calendar every Le EET minutes View Log canst mm Use the Meeting Maker menu to access and change your logon values view system status set the synchronization schedule and view the error log These procedures are described on pages 26 26 25 Setting the Synchronization Schedule Synchronization occurs when the Meeting Maker server checks the information in your Microsoft Outlook calendar against the version accessible to network users on the Meeting Maker server New calendar information is copied from your Microsoft Outlook calendar to the Meeting Maker server at the specified synchronization schedule If a calendar conflict exists check the Conflicts folder see page 27 1 In Microsoft Outlook click Tools gt Options gt Meeting Maker The Meeting Maker menu appears see page 25 Navigate to the Synchronize calendar every field 3 Click the up or down arr
29. ows to change the time interval from five to 30 minutes Tip If you send and receive several activity requests daily Meeting Maker recommends you keep the default time interval of five minutes This sends all calendar changes and activity requests to and from your computer every five minutes 4 Click OK Note The first time you connect Outlook to the Meeting Maker Server a large amount of data may be processed This initial synchronization will take longer to perform than subsequent synchronization Viewing the Error Log The error log summarizes synchronization results such as when the last synchronization occurred number of updated items since last synchronization and any errors or conflicts 1 Click Tools gt Options gt Meeting Maker gt View Log The error report appears in text format 2 Click OK Tip Send a copy of the log to your system administrator for help resolving synchronization issues Changing the Server Name or Web Service URL Your system administrator will advise you if you must switch to a different Meeting Maker server IP address or Web Service URL 1 In Microsoft Outlook click Tools gt Options gt Meeting Maker The Meeting Maker menu appears see page 25 In the Server field type the Meeting Maker Server Name In the Web Service URL field type the web service address Click Verify A dialog box indicates successful logon Note If an error message appears retype the values or see your
30. r calendar such as vacations days or paid time off 1 Create or open an activity page 12 2 Select All day event The Invite Guests field is grayed out indicating that you cannot invite guests to an all day event A Click Save and Close The event appears on your calendar as a banner as shown in the following example vacation Day 22 Showing Time as When you create an activity on your calendar you can specify how the time appears to others when they view your calendar 1 Create or open an activity page 12 2 Inthe Show time as field click the pull down arrow This screen appears Show time as Busy ka Free Tentative Busy 3 Highlight the status Note Meeting Maker does not support Tentative or Out of Office status If you select Tentative or Out of Office an error message appears indicating that Tentative appears as Free and Out of Office appears as Busy on your calendar Click OK to close the warning box 4 Click Save and Close Tip You can open an existing activity to change the status at any time Setting A Reminder 1 Create or open an activity page 12 2 Inthe Reminder field click the checkbox and click the pull down arrow This screen appears rg Y Reminder 15 minutes A 15 minutes 3 Highlight the desired time and then click Save and Close Note Reminders in Microsoft Outlook do not synchronize with the Meeting Maker server You must configure remin
31. r fitness for a particular purpose PeopleCube does not warrant that the software or documentation will satisfy your requirements or that the software and documentation are without defect or error or that the operation of the software will be uninterrupted LIMITATION OF LIABILITY PeopleCube s aggregate liability as well as that of the authors of programs sold by PeopleCube arising from or relating to this agreement or the software or documentation is limited to the total of all payments made by or for you for the license This limited warranty gives you specific legal rights You may have others which vary from state to state Some states do not allow the exclusion of limitation of incidental or consequential damages so the above limitation or exclusion may not apply to you PeopleCube ProcessCube Meeting Maker Meetingmaker the Meeting Maker logo and the PeopleCube logo are registered trademarks of PeopleCube Macintosh is a registered trademark of Apple Computer Inc registered in the U S and other countries IBM is a registered trademark of IBM Corporation Pentium Pentium III XEON and Pentium 4 are either trademark or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries Internet Explorer Internet Information server IIS Outlook SQL server Windows Windows NT Windows NT server Windows 95 Windows 98 Windows 2000 Windows XP and Windows CE are either registered trademarks or trademarks of
32. s SOLE OPTION RETURN OF PURCHASE PRICE OR REPLACEMENT OF ANY MEDIUM RETURNED TO PeopleCube WITH A COPY OF THE RECEIPT NOTWITHSTANDING ANY OTHER PROVISION OF THIS OR ANY OTHER AGREEMENT PeopleCube SHALL NOT BE LIABLE FOR 1 ANY SPECIAL INDIRECT CONSEQUENTIAL PUNITIVE STRICT OR INCIDENTAL DAMAGES INCLUDING BUT NOT LIMITED TO DAMAGES RELATED TO INACCURACY OF ANY DATA OR COST OF PROCUREMENT OF SUBSTITUTE GOODS SERVICES OR TECHNOLOGY OR LOSS OF PROFITS DATA OR USE ARISING OUT OF OR IN CONNECTION WITH ANY USE OR INABILITY TO USE THE PROGRAM OR ANY PeopleCube SERVICES WHICH MAY BE PROVIDED OR ANY CAUSE RELATED THERETO EVEN IF PeopleCube HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND 2 ANY AMOUNT IN EXCESS OF THE LESSER OF THE PRICE FEE OR CHARGE THEREFOR RECEIVED BY PeopleCube FOR PRODUCT OR SERVICE Because some jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages some or all of the above limitations may not apply to you 6 U S GOVERNMENT RESTRICTED RIGHTS The Program is a commercial item as defined in 48 C F R 2 101 Oct 1995 consisting of commercial computer software and commercial computer software documentation as such terms are used in 48 C F R 12 212 Sept 1995 Consistent with 48 C F R 12 212 and 48 C F R 227 7202 1 through 4 June 1995 all government entities which acquire the Program do so only with the rights set forth in the license provided with the
33. sed upon an architecture developed by Sun Microsystems Inc UNIX is a registered trademark of The Open Group in the United States and other countries All trademarks service marks and product names mentioned herein are the property of PeopleCube or their respective owners Copyright and Legal Information for the Apache Software Foundation This product includes software developed by the Apache Software Foundation http www apache org Copyright 2000 The Apache Software Foundation All rights reserved THIS SOFTWARE IS PROVIDED AS IS AND ANY EXPRESSED OR IMPLIED WARRANTIES INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHATABILITY AND FITNESS FORA PARTICULAR PURPOSE ARE DISCLAIMED INNO EVENT SHALL THE APACHE SOFTWARE FOUNDATION OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT INDIRECT INCIDENTAL SPECIAL EXEMPLARY OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO PROCURMENT OF SUBSTITUTE GOODS OR SERVICES LOSS OF USE DATA OR PROFITS OR BUSINESS INTERRUPTION HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY WHETHER IN CONTRACT STRICT LIABILITY OR TORT INCLUDING NEGLIGENCE OR OTHERWISE ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE Copyright amp Legal Information on Lestiff GNU Project Libraries Copyright 1991 1999 Free Software Foundation Inc This software product may include software developed by or in connection with the GNU Project http www g
34. sponsible for the selection use performance backup and results associated with any Program use PeopleCube does not warrant that the functions contained in the Program will meet Your requirements or that Program operation will be uninterrupted or error free PeopleCube warrants any medium on which the Program is provided to be free from defects in materials and workmanship under normal use for a period of ninety 90 days from the date of delivery as shown on Your receipt PeopleCube shall have no responsibility if failure results from accident abuse or misapplication or if any medium is lost or damaged due to theft fire or negligence Any replacement medium will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer This warranty gives You specific legal rights You may have other rights which may vary from jurisdiction to jurisdiction EXCEPT AS EXPRESSLY PROVIDED ABOVE ALL PROGRAMS ARE PROVIDED AS IS PeopleCube DOES NOT MAKE ANY WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF NONINFRINGEMENT MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THIS WARRANTY WILL NOT BE ENLARGED OR AFFECTED BY ANY PeopleCube TECHNICAL OR OTHER ADVICE IN CONNECTION WITH THE PROGRAM 5 LIMIT OF REMEDIES amp LIABILITY PeopleCube s ENTIRE LIABILITY AND YOUR EXCLUSIVE REMEDY FOR ANY CLAIM ASSOCIATED WITH THE PRODUCT OR THIS AGREEMENT SHALL BE AT PeopleCube
35. ssage appears Meeting Maker does not support the recurrence pattern An activity banner or event exists in your Meeting Maker calendar that Microsoft Outlook does not support A Synchronization Error appears in your Inbox Change the recurrence pattern for this item to appear in your Microsoft Outlook calendar 29 Location is unavailable Meeting Maker does not support attachments You cannot invite users to an all day event 30 The selected location is already booked by another user You cannot include attachments in the meeting agenda All day events are reserved for personal days Blocked Recurrence Patterns This table describes recurrence patterns that do not synchronize with the Meeting Maker server Patterns blocked in Microsoft Outlook User Interface Every N days where N gt 109 Every N weeks where N gt 36 Day M of every N months where N gt 3 Monthly patterns that do not occur every month i e every third month Weekly patterns that do not occur every week i e every third week Yearly patterns that do not specify a specific day and month i e the first Tuesday of June Unsupported patterns from Meeting Maker to Microsoft Outlook Any weekend move rule Day N from the end of the month Every month on weeks where more than one week is specified e 1 2 3 4 Last Monthly on day 29 30 or 31 Usage Tips Review this table It contains tips for using MMCO effectively Feature Tip Attachmen
36. system administrator 5 Click OK if logon is successful The Status field indicates Online 26 CHAPTER 6 Troubleshooting Maintaining a Current Calendar If two or more activities are scheduled on your calendar in the same time slot then you have a calendar conflict A conflict may occur in your schedule due to these situations e Since the last synchronization you changed an event in Microsoft Outlook while a user with Meeting Maker proxy rights to your calendar changed the same meeting e Changes were made to your schedule while your computer was disconnected from the Meeting Maker server e You changed an event in Microsoft Outlook that Meeting Maker does not support Resolve calendar conflicts If you receive a conflict error in your inbox follow these steps 1 In Microsoft Outlook open the Calendar folder to view the current version of the event 2 Open the Conflicts subfolder in a separate window 3 Adjust the windows so you can view both versions of the activity as shown in the following example Satisun IN g Subject Location Start End Recurrence C Fel Marketing Meeting Location En 2119200 Frisfi9 20 none Event conflict 4 Update your Calendar folder in either of these ways e Inthe Calendar type information manually and then delete the Conflicts version e Drag the conflicts version to your calendar and click Yes to replace the calendar version The changes take effect upon res
37. t the category select the name and click the appropriate status button see page 13 Click OK Attendee schedules are retrieved Click Resubmit Proposal 17 Submitting a Proposal From the Meeting Maker Activity menu click Submit Proposal Each attendee receives an email in their inbox A meeting icon is placed on your calendar Note Ifthe invitation is to an external contact an outgoing email addressed to the guest appears with an iCalendar icon enclosed the iCalendar icon contains the meeting agenda Click Send to submit the proposal 18 The Tracking Menu The Tracking tab appears on the Meeting Maker Activity menu after you send an activity proposal Use the Tracking menu to monitor attendee response to your meeting and view any private comments sent from attendees View attendee responses When an attendee responds to an activity request an email appears in your inbox indicating that the attendee has responded to your proposal You can open the email to view the response and then use the Tracking menu to monitor attendee response 1 Open the activity in Calendar view The Meeting Maker Activity menu appears Click Tracking This screen appears Hl reply from MM user Meeting Maker Activity E mj File Edit View Insert Format Tools Actions Help Resubmit Proposal gt Recurrence Ge Cancel Meeting TZ i st Appointment Scheduling Tracking The Following responses to this proposal have be
38. ter you create the activity proposal you can invite attendees and reserve network resources and locations from the Select Attendees and Resources menu as described on page 13 In the Start time and End time fields use the pull down menus to select the day and times Selecting Attendees Groups and Resources Invite attendees or a group of attendees and reserve locations and resources for the event on a first come first serve basis through the Select Attendees and Resources menu Meeting Maker Groups are defined by the Meeting Maker Administrator in the Meeting Maker Admin application 1 From the Meeting Maker Activity screen click Invite Guests The Select Attendees and Resources menu appears Select Attendees and Resources Type name or select From list Sort by Ares First Last Meeting Maker Groups Meeting Maker a Accounting Team Required Meeting Maker Locations categories Meeting Maker va IT Department 24 Sales Team Northeast E John Smith amp Sales Team Northwest IS Video Projector VP1O3 di Sales Team Southeast E Steven Ingles EX Sales Team Southwest Optional gt SE pc pc Remove OK Wea ea Cancel Tip You can change the sort order of the list of Users Locations or resources by clicking on the Sorting menu option The sort order is disabled when you select a group 2 Inthe Show names from field click the pull down arrow and highlight a category Category Descript
39. tion will take longer to perform than subsequent synchronizations Defining your Work Schedule To maintain a current calendar across the network and enable users to view your busy free time you must define your work schedule in the appropriate application before you create activities as described below Meeting Maker users From the Meeting Maker Calendar menu click Edit gt User Info Refer to the Meeting Maker Millennium User Guide for instructions Microsoft Outlook users From the Microsoft Outlook main menu click Tools gt Options gt Calendar Options Refer to the Microsoft Outlook documentation for instructions Uninstalling the Connector 1 10 Double click the MMCO installation program The Outlook Connector Setup dialog box appears Make the desired selection and click Next e Modify Add remove and change configuration features e Repair Reinstall missing or corrupt files e Remove Uninstalls the application from your computer Follow the on screen directions and then click Finish CHAPTER 3 Creating Activities In MMCO appointments meeting requests and all day events banners are called Activities When you create an activity proposal you can include Meeting Maker and Microsoft Outlook users Note Before you create an activity define your work schedule to support accurate calendar sharing see page 10 Identifying the Meeting Maker icons Meeting Maker icons appear on the Select Att
40. ts Send attachments in a separate email and not as part of the meeting agenda Add comments to Add private comments from a pop up dialog box when you respond to meeting proposal a meeting All day event You cannot invite users to an all day event Use event start and end times on the Activity menu to indicate event time span Note All day events created in Microsoft Outlook are imported as banners at initial synchronization Tentative time Appears as free time on your calendar Out of Office time Appears as busy time on your calendar Reserve locations Click Invite Attendees to reserve locations and resources from the and resources Select Attendees and Resources menu The Meeting Maker icon appears grayed out if item is unavailable during the selected time slot 31 Synchronization Considerations This table contains helpful information regarding synchronization with the Meeting Maker server Feature lt Ctrl gt Drag Change recurrence schedule Yearly recurrence Change or cancel meeting Change guest status Offline usage External contacts 32 Change Do not use to copy or move events in Calendar view Open the meeting to change the time configure the recurrence schedule to copy the event You cannot change or delete one or more instances in a recurrent meeting Open the meeting and change the recurrence schedule Select a specific date for the recurrent yearly meeting e Do not use lt Shift gt Delete to
41. u and PeopleCube and supercedes any proposal or prior agreement or other communication with PeopleCube relating to the subject of this Agreement This Agreement may be modified only by a writing which specifically references this Agreement and is signed by both You and a PeopleCube officer Note If You have any questions concerning this Agreement or desire to contact PeopleCube for any reason You may do so through the distributor from which You obtained the Program or the sales representative offices listed in the front of this manual Contents OO ND O amma re et ap nieeecian dew ntae wee ety cated econ nace sdenawanwennuacbeunccaqiewarcaasnensvensnccadanmicaceeunicaese ii ADONLIDIS GUNE HTH vi Related Dieter vi Chapter 1 1 ADOUL The Connector e T T osssissinosainina a a aaa ai anii ai 1 61 a A E E N N EN E E AE A E T A EEE E E A E T 1 EE EEN 2 PAC AGS OFS Eege 2 Client Software Requirements ctor cce s cesses e esen 3 Synchronizing with Meeting Maker Palm and Outlook ccccssseeeesseeeeeeeeneseeeneeeseeseeeseaeneeseneneensenees 4 Chapter 2 5 Installing the Connector e CT LE 5 Berre TR BEO EE 5 Installing the Connector E 6 Entering the Meeting Maker Logon Values sss ssss sss sssss sss ssss sese eess sese nenen eee H Starting e sedel e E 10 Defining your Work Te s TU 10 Uninstalling the Connector EE 10 Chapter 3 11 Creatmg PAC CIV d 11 Identifying the Meeting Maker i COnS sss ssssssssss sss se eess sees sees enen eenn 11 Cr
42. ynchronization 27 Synchronization Conflicts A synchronization conflict occurs when an activity cannot move between the Meeting Maker server and your Microsoft Outlook calendar A synchronization error message appears in your Microsoft Outlook inbox with a link to an error log The error log summarizes synchronization results such as when the last synchronization occurred number of updated items event title date and failure reason To view the error log 1 Navigate to your inbox and open the appropriate email A link to the error log appears 2 Click on the link The error log appears in text format Automatic Data Recovery Mode If the Meeting Maker server crashes it goes into automatic data recovery mode During recovery your current calendar information moves to the Meeting Maker Backup Folder An email appears in your inbox with a link to the folder as shown below A Meeting Maker Import Failure email appears in your inbox if any activities are not imported Folder List x Een Outlook Today Personal Folders Calendar gt Conflicts a Meeting Maker Backup Mar 19 2004 These situations cause the Meeting Maker server to go into automatic data recovery mode e Computer crashes and the Microsoft Outlook PST file is damaged e Meeting Maker server crashes e Meeting Maker server restored from previous backup e User name change Tips Remember this important information regarding automatic recovery mode e
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