Notes2conf install manual

Overview

Notes2conf makes it possible to automatically create a Zoom or Microsoft Teams meeting link for every meeting you schedule with HCL Notes calendar. No more manually adding Zoom or Microsoft Teams links to calendar events or manually sending mails with Zoom or Microsoft Teams links to the participants of the meeting.

Notes2conf will create Zoom or Microsoft Teams conferences for you with the information extracted from your HCL Notes calendar. You will have to define a custom online meeting in HCL Notes first. Detailed configuration instructions for your Notes Domino server can be found below.

This page covers:

Prerequisites

  • A HCL/IBM Domino Server
  • A HCL/IBM Notes account
  • Zoom account or Microsoft Teams account with the required license to create meetings

HCL/IBM Notes configuration

HCL/IBM Domino server configuration

The Domino configurations listed below must be performed only once by a Domino administrator.

1. Open your existing Notes resource database on your server ("Resource.nsf"). If it doesn't exist because you didn't used it until now, you can easily create it by using the standard "Resource Reservations" template.

2. Create "New Resource"

  • Resource Type: Online Meeting Place
  • Fill in the Resource name, the description and the Online Meeting Database
  • The Instant Messaging Server should be: 'join.notes2conf.com'. This field will be missing if the template version of your resource database is 11 or newer.
  • external address: meeting@notes2conf.com
  • save the new resource
  • run the adminp process on the server
  • check for the new entry (resource) in the Domino Directory. After it has replicated to all the servers, the new resource should be available to all users for meetings.

3. Set the prefix of the online meeting join link sent by mail
It is very probable that you already use Policy settings on your Domino server. If you don't have such a Policy you have to create one. Here is the link about how to create Policies and settings: https://help.hcltechsw.com/domino/10.0.1/conf_creatingadesktoppolicysettingsdocument_t.html

  • If the template version of your resource database is lower than 11, please edit the Desktop Settings document and add the following parameter on the tab Custom settings -> Notes.ini
    $CS_OnlineMeeting_Protocol=https, Enforce
  • If the template version of your resource database is 11 or higher, please edit the Desktop Settings document and add the following parameter on the tab Custom settings -> Notes.ini
    $CS_OnlineMeeting_Protocol=https://join.notes2conf.com, Enforce

HCL/IBM Notes client configuration

1. Start creating as usual a new meeting in your Notes Client Calendar. You will automatically be the Meeting Leader/Moderator.

  • Fill in the participants, date and time
  • Choose "Online Meeting"

  • If this is the first time you are using a Notes2conf room, you will have to define it
  • Press "New"
  • Choose "Sametime Classic Meetings"
  • Fill in the "Meeting name" i.e. Notes2conf
  • Click on "Place" and select from the pop-up window the "Notes2conf" resource defined on your Domino server
  • You can also protect your meetings with a password/PIN
  • After the Notes2conf meeting have been defined and selected, press the "Save and Send Invitations" button for your meeting. The meeting is now created and all participants should receive an invitation for the new meeting.


Zoom app

Installing from the Zoom Marketplace

  • Login to your Zoom account and navigate to the Zoom Marketplace
  • Search for Notes2conf and click on the app
  • If the app is not pre-approved, please contact your Zoom admin to approve the app for your account
  • Click Install, confirm the permissions the app requires, and choose Authorize

Uninstalling the Zoom app

  • Login to your Zoom account and navigate to the Zoom Marketplace
  • Search for Notes2conf and click the app or navigate to your installed apps via Manage > Installed Apps
  • Click Uninstall next to Notes2conf
  • Confirm the dialogue and click Uninstall


Teams app

Installing for organizational accounts and grant admin consent for all users (method 1)

When you will create your first Teams meeting, you will be asked to login with a Microsoft account. In order to grant consent to the Notes2conf app for all users in your organization you will have to sign in the Azure portal with an organizational account which is a Global Administrator. Microsoft will show a dialog with the required permissions for the Notes2conf app. Please check the "Consent on behalf of your organization" option and click the "Accept" button to install the app for your organisation. Notice that the "Consent on behalf of your organization" option will be visible only if your account is a Global Administrator for your organization.

Installing for organizational accounts and grant admin consent for all users (method 2)

1. When you will create your first Teams meeting, you will be asked to login with a Microsoft account. In order to grant consent to the Notes2conf app for all users in your organization you will have to sign in the Azure portal with an organizational account which is a Global Administrator, an Application Administrator or a Cloud Application Administrator. Microsoft will show a dialog with the required permissions for the Notes2conf app. Please click the "Accept" button to install the app for your account.

2. Sign in to the Azure portal with a Global Administrator, an Application Administrator or a Cloud Application Administrator account. Go to Azure Active Directory then Enterprise applications and select the Notes2Cont app. Select Permissions and then click Grant admin consent, as shown in the image below.

Review the requested permissions and click "Accept" to grant consent for all the users in your organization.

Detailed instructions about granting admin consent in Enterprise apps can also be found here: https://docs.microsoft.com/en-us/azure/active-directory/manage-apps/grant-admin-consent.

Configure admin consent workflow for organizational accounts

If granting admin consent for all users is not suitable for your organization, you can also configure the admin consent workflow. This will allow an administrator to manage which users in your organization can use the Notes2conf app. Detailed instructions about configuring the admin consent workflow can be found here: https://docs.microsoft.com/en-us/azure/active-directory/manage-apps/configure-admin-consent-workflow.