From Wiki@Commgate

Groupware Setup

Overview

Groupware/Collaboration	Information
Description	A groupware and collaboration module.
Package Name	cc-kolab
Availability	4.0 and above
Configuration Page	none

CommGate's Groupware module provides an open-standards based shared environment with support for calendars, notes, tasks and contact lists. These common task (goal) elements can be accessed through a number of client interfaces.

Microsoft Outlook XP/2000/2003/2007
KDE Kontact
Mozilla Thunderbird
Horde Webmail

Together with e-mail and the Flexshare module, a simple and secure environment can be created within an organization or between trusted parties to collaborate together on common projects.
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Installation

If you did not select this module to be included during the installation process, you must first install the module.
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Configuration

Creating User Accounts

Use the CommGate User Interface (webconfig) to add accounts that include mailbox functionality to support the groupware features.

By default, the Community and Enterprise Editions include 10 accounts that have groupware/mailbox functionality. The Enterprise Edition is upgradeable to 250 users (in units of 5) by purchasing additional mailbox licenses from CommGate.

If this is your first time setting up the CommGate user accounts, you will be redirected to the server set-up page if you have not entered basic server defaults. Complete the global system parameter set-up and return to the users page. You will see a summary similar to the screen capture below.

File:Groupware-ss groupware account 1.png

Follow the instructions here to add accounts for those users will have access to the groupware functionality of CommGate.

Configuring Your Firewall

Groupware is a solution that allows groups of people within an organization to be productive both on the trusted Local Area Network and outside. For example, an employee's home, a WIFI access point at an airport, a hotel broadband connection or an Internet cafe. Depending on what remote access you want to allow, making precise changes in your firewall are required. Below, you will find a table of typical services that groupware uses, and the ports you would need to open in order allow remote access.

Protocol	Description	Default Port
SMTP	Simple Mail Transfer Protocol (with or without SSL)	25
POP3	Post Office Protocol (non-encrypted)	110
POP3S	Post Office Protocol with SSL (encrypted)	995
IMAP	Internet Message Access Protocol (non-encrypted)	143
IMAPS	Internet Message Access Protocol with SSL(encrypted)	993
HTTP	File or website access via web server	80
HTTPS	File or website access via webserver with encryption	443
FTP	File Transfer Protocol	21211
FTPS	File Transfer Protocol with TLS (SSL encryption)	21232

1 - CommGate server Flexshare using FTP. Default FTP is port 21.

2 - CommGate server Flexshare using FTPS. Default FTP with TLS is port 21.

Configuring Clients

Once accounts are set-up on the server, it is time to configure a user's individual mail client that will be used to interface to the collaborative environment.

Warning! As with any advanced configuration and installation of software, it is advisable to make a backup of your system or the data files related to the mail client you are using (for example, the Outlook PST file).

Microsoft Outlook

Installing the Toltec Connector

The first step in configuring Outlook is to download and install the Toltec Connector.

FTP Download
Web Download

Warning! Make sure to close any running instance of Outlook before installing the Toltec Connector.

Once you have downloaded the file, use Explorer to navigate to the directory it was downloaded to and double click on the executable. A familiar install splash screen will be displayed.

File:Groupware-ss toltec install splash.png

Click Next to continue. After reading the License Agreement, select I accept the agreement and click on Next. By default, the Toltec Connector will be installed in C:\Program Files\Toltec. Generally speaking this default and the remaining defaults can be used to quickly complete the install wizard.

Licensing the Toltec Connector

Start Microsoft Outlook, select Help -> About Toltec Connector as displayed below.

File:Groupware-ss toltec about connector.png

Click on Load a License Key and select the directory where you have your key. If you haven't yet purchased a key, you can purchase one from CommGate or directly from the Toltec site.

File:Groupware-ss toltec install license.png

Close the About dialog box and click on Outlook's Tools -> Options from the menu. You should now see an additional tab labelled Toltec Connector.

File:Groupware-ss toltec options tab.png

Warning! Before you continue with the next step, ensure the CommGate server's IMAP service is enabled, an account has been created for the user's client you are configuring and the CommGate server's IMAP server can be accessed from the system are configuring.

Outlook Modes (Required for Outlook 2000 ONLY)

Ramesh

The first step in configuring Outlook 2000 is to switch to Corporate Workgroup Mode. Open Outlook and select Tools -> Options and select the Mail Delivery Tab.

File:Groupware-ss toltec workgroup 1.png

Select Reconfigure Mail Support.

File:Groupware-ss toltec workgroup 2.png

Select Corporate or Workgroup mode and click on the Next button. Confirm your intention to change the mode by selecting Yes. Restart Outlook.

Mapping Toltec to a Message Store

Under the Toltec Connector tab, click on the New button to create a new message store to map to. Click Next on the first dialog box that appears informing you that you are about to start the next wizard.

File:Groupware-ss toltec store wizard 1.png

Most users will want to select the default message store (outlook.pst) from the list of available message stores. If so, select Personal Folders (you may have renamed it to something more "personal") and click Next.

File:Groupware-ss toltec store wizard 2.png

Select Open Format (Kolab-XML 2.x) and click Next.

File:Groupware-ss toltec store wizard 3.png

Enter your server's hostname in the appropriate field, followed by your user account's username and password (matching those used when you created a user on the server). Ensure the checkbox for encrypting communications with TLS/SSL is enabled, then click Next to continue.

File:Groupware-ss toltec store wizard 4.png

At the next stage a connect/protocol test will be performed. If everything is functioning properly, you should see an output from this test which resembles the following screen capture. Click Next followed by Finish to complete the set-up.

Warning! Connection issues may be caused by firewall software running on your desktop!

File:Groupware-ss toltec store wizard 5.png

At this point, the Toltec connector has succesfully been mapped to your Personal Folder.

File:Groupware-ss toltec store wizard 6.png

Outlook Accounts - POP3(S) vs. IMAP(S)

The Toltec connector uses the secure IMAP protocol to syncronize data between your Outlook client and the CommGate server's IMAP service. As a result (and although it is counter-intuitive), you should create a POP3 account to fetch mail from the server and setup an outgoing SMTP service to send mail. If you were using POP3(S) with Outlook, you don't need to do anything. If you were using IMAP or are using Outlook for the first time, you'll need to create a POP3 account with your user settings matching the ClartConnect server. The following sections explain how to do this and how to detach (dis-associate) the Toltec mapping and re-assign it to another personal mailbox (pst file).

Start Outlook and click on Tools -> E-mail Accounts. Select View or change existing e-mail accounts. Click Next to continue.

File:Groupware-ss toltec outlook account 1.png

You will be shown a list of all accounts you have created. If you recognize one as connecting via POP(S) to your CommGate server, you don't need to do anything other than to check that the Toltec connector is mapped to it (see next section).

If you need to create a new account for sending/receiving e-mail from the CommGate server, click on the Add button. A number of options for account types will be listed.

File:Groupware-ss toltec outlook account 2.png

Select POP3 and click continue.

File:Groupware-ss toltec outlook account 3.png

Complete the mail account settings for the specific user. Use the Test Account Settings button to see if you have configured your account and server correctly.

File:Groupware-ss toltec outlook account 4.png

If you are using SSL encryption to receive or send mail (highly recommended), click on the More Settings -> Advanced tab and select This server requires a secure connection (SSL) on the Incoming and Outgoing servers as required.

POP3 with SSL encryption uses a different than POP3 - remember to open up port 995 instead of 110 if you enable SSL on the account.

File:Groupware-ss toltec outlook account 5.png

Clicking Next will send you back to the account list where you should now see your entry.

File:Groupware-ss toltec outlook account 6.png

Detaching/Re-attaching the Toltec Connector

If you need to re-assign the Toltec connector to another Message Store, click on Tools -> Options -> Toltec Connector. Select the Message Store to be disassociated with the connector and click Detach.

Warning! If you remove a mapping, you will need to either remove the PST file or delete/re-create the account on the IMAP server before mapping again - otherwise all entires will be duplicated.

To attach the connector to another Message Store, follow the instructions above.

Mapping to multiple IMAP4 servers is possible but beyond the scope of this document.

Syncronizing Outlook with the Server

By default, Toltec will syncronize data between Outlook and the CommGate server when the object is selected in the Folder List.

File:Groupware-ss toltec folder list.png

You can customize this behavior by selecting an object (for example, your calendar), and using right-click -> Properties.

File:Groupware-ss toltec folder list properties 1.png

Select the Toltec folder. You will see a number of options to allowing you to syncronize data on events or periodically.

Users who have a large number of messages (10000+ in a single folder) may only want to syncronize manually to avoid processing delays.

File:Groupware-ss toltec folder list properties 2.png

KDE Kontact

TODO

Mozilla Thunderbird

Support for Thunderbird with Kolab groupware syncronization is currently in development (beta). Please check back later.

Testing Object Syncronization

As a simple test, we will assume at least two users on the server have been created to on the server - in this example, Mary and David. David is Mary's assistant and regularly schedules her appointments and meetings for her. As such, he requires shared access to Mary's calendar.

File:Groupware-ss groupware user example.png

Note, the administrator has been sure to give both Mary and David access to both the mail and web user options.

Sharing a Calendar

The first configuration to be made is David's shared access to Mary's calendar. To do this, Mary would open her mail client (Outlook in this case) and Right-Click on the Calendar object in the folder list and select Properties.

File:Groupware-ss groupware user example sharing 1.png

Clicking on the Toltec tab displays a button labelled Folder Sharing Options. Mary clicks on this button and adds David with the desired sharing privileges.

File:Groupware-ss groupware user example sharing 2.png

Once done and a syncronization has been performed, David will see Mary's calendar in his Folder List.

File:Groupware-ss groupware user example sharing 3.png

At this point, creating meetings and appointments for Mary is straight forward. David simply select Mary's calendar, and creates appointments or meetings on behalf of Mary. Mary's Outlook client will syncronize with additions/changes made by her assistant in addition to keeping track of her own entries.

Webmail

Sharing/Accessing Files

Please refer to the Flexshare section of this manual.
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Troubleshooting

Outlook 2000 and Calendar Format

If meeting requests are not working in Outlook 2000, you may need to set the default format to use iCalendar (iCal). To do this, start Outlook 2000 and click on Tools -> Options -> Preferences (tab). Click on Calendar Options and ensure the Send meeting requests using iCalendar by default checkbox is enabled.

File:Groupware-ss groupware outlook 2k ical.png
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Tips and Tricks

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Manual Syncronization

You can sycronize data between your Outlook client and the server at any time by clicking on the File:Groupware-icon toltec sync.png icon found in the Outlook menubar.
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Syncronization Progress

You can view the progress being made on syncronization between your Outlook client and the server by Right-Clicking on the Toltec Icon in your Windows system tray and selecting View.

File:Groupware-ss toltec tray status.png
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Links