General Device Setup Overview

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As we discussed in “Let’s Get Started with GroupWise Mobility Service!”, there are many types of devices that are compatible with GroupWise Mobility Service.  In this chapter we will use iOS as our example, primarily because there is only ever one “current” version of iOS (although some older devices cannot upgrade, and some users will not have upgraded).  With other devices, such as Android, there are so many different possibilities with not only the OS version, but also manufacturer settings, that it is difficult to use Android as an example.  We will attempt to point out some variations for Android and other devices like Blackberry 10 and Windows Phone, but our main examples will be for iOS. The concepts in this chapter should also hold true with other ActiveSync devices and even ActiveSync apps such as TouchDown and SafeZone. Your mileage may vary, but hopefully you can get a good sense for how users can set up their devices for GroupWise Mobility Service.

Modifying User Defaults in the Web Console

After accounts are set up for GroupWise  your users can login at the Web Console to make decisions on their accounts.  Some sites will prefer to have the administrator do that for the users.  However, larger sites may wish to allow individual users to deal with these issues.  Users can  choose which address books to sync, which address book should receive new contacts created on the device, and which folders, if any, they do not need to have access to from devices.  For example, let’s say that a user always moves logs or certain types of attachments to a particular folder. If that folder will never need to be accessed from a device, the system can simply avoid synchronizing unused data through GMS.  Remember that typically only the “inbox” is synchronized directly to devices, but users can access information in any folder by accessing the folder on the device.

Here is where GroupWise provisioning versus LDAP provisioning can get interesting.  If for some reason you are using LDAP provisioning with GroupWise authentication, your users could have two very different logins and/or passwords.  For example, my LDAP login is dzanre.  My GroupWise userid is danitaz.  If GroupWise authentication is being used, I put danitaz in the userid for my device (as would seem to make sense, because that’s my email userid).  However, if the system is using LDAP provisioning, I would need to use dzanre as the login for the web console!  This can be highly confusing for users.  Something to keep in mind as you decide whether users should be able to access the Web Console.

Send users to your GroupWise Mobility Service server URL:

https://MobilityServer:8120

for example

https://moblity.mysite.com:8120

 

The user will see the following screen:

The User Web Portal

GroupWise Settings

As you can see, the settings are very minimal.  Click on GroupWise Settings.

GroupWise User Settings

Here the user can choose which address books to sync, and also which address book should receive contacts that are created on the device if the device does not allow users to specify the address book for new contacts.  By default the Frequent Contacts Book is not synchronized.  If the user wishes to synchronize the FCB, it must be added here.

Depending on the device, each address book that a user chooses to synchronize will show up in the Contacts/People app as what most devices term a “Group”.  In GroupWise terminology, this represents the GroupWise Address Book that you have selected to synchronize.  This is not a distribution list or mailing group.  There is no mechanism on most devices to choose a “group” of addressees at the same time to send mail to.  You must build a recipient list from individual email addresses when sending email on most devices.

It is rare that users would want to uncheck any of the settings in this list.  However, if individual users have no interest in having their Reminder Notes, for example, synchronized to the device, the option is here to allow for that.

Device Settings

Click on the Device Settings to see the available options for a user to choose.  Here the user can download a client certificate (generally required for Windows Phone users), and disable folders from synchronizing.

Device User Settings

If a device requires a client certificate, have the user log into the Web Console from the device browser, and download the certificate file.  The user will then be asked whether to accept the certificate into their chain of trust.

As a note, you will see that there is a GroupWise Shared Folder in this list.  Even though this shows up as a folder in the list, since the folder is not owned by the user in question, the folder will not actual synchronize to the device!

Also, while users can uncheck folders here, be aware that this is almost certain to cause help desk issues down the road when the user has forgotten that a particular folder was not selected for synchronization to the device!

Overview of Synchronization Options

GroupWise Mobility Service synchronizes data into a device’s Calendar, Contacts (People),  Mail and Reminder apps.  The options you have when using GroupWise Mobility Service are as follows:

Calendar:  GroupWise Mobility Service synchronizes your main calendar and all subcalendars from your GroupWise database into a single calendar on the device.  Appointments and Reminder Notes are synchronized.

Tasks: On devices that support it, GroupWise Tasks are synchronized into the device To-Do or Reminders app.

Meeting Invitations:  GroupWise Mobility Service also sends appointment requests that are received in your GroupWise mailbox to the device.  These can be accepted or declined directly from the device calendar application.

Contacts:  You can choose which GroupWise address books you wish to synchronize to your device.  Each address book that you synchronize will appear in the Contacts application as a “Group”.  This should not be confused with a GroupWise distribution list or “mailing group”.  On most devices, the “Group” is really just another name for the individual address books. By default, all personal address books EXCEPT the Frequent Contacts Book are synchronized to the devices.  Users can log into the Web Console for GroupWise Mobility Service and add the Frequent Contacts Book if desired.

Mail:  All folders are synchronized by default with GroupWise Mobility Service.  It is possible to prevent certain folders from synchronizing by unchecking these folders in the Web Console.  However, for those subfolders that are synchronized to the devices, contents are only downloaded if the user opens the folder on the device.  Thus, users can move items into any folder desired from the device, but it is not required that all mail from all folders be downloaded unless the user chooses.  By default, only the Groupwise mailbox folder is pushed to the device.  By this we mean that only the mailbox mail appears automatically on the device.   This is called the “Inbox” by GroupWise Mobility Service, and on most devices.  In the iOS Mail app, folders are referred to as “Mailboxes”.  While this can be a little confusing for GroupWise customers at first, on your device  think of the “Inbox” as being the main GroupWise “Mailbox” folder, and all will be well.  On the initial sync on a device, all mail for the past 3 days will be synchronized.  Users can choose to synchronize more in the settings, as we will discuss further.

Phone Messages:  GroupWise Mobility Service 2.0 has added the ability to synchronize Phone Messages from GroupWise to the device.  These will appear in the Inbox as an email message, with all of the details from the GroupWise Phone Message included.

Configuring Devices for GroupWise Mobility Service

The first thing we will do is look at the setup for GroupWise on iOS.  While this is similar for other types of devices, it can vary greatly from one device to another.

On the iPhone, if no mail account has been set up, you can access the setup wizard simply by clicking on the Mail icon.  If you have already set up an email account on your phone (for example, a Gmail account or the like), you will need to go to the Settings app to access the wizard.  In the Settings app, scroll down to the Mail, Contacts, Calendars setting (Figure 8-5). On some non iOS devices, this will be the “Accounts” setting.

The iOS Settings Screen showing Mail, Contacts, Calendars

This will show any configured accounts on the iOS device.  Now you will see the Add Account option, as well as many other options that we will revisit after setting up our GroupWise Mobility Service account.

The Mail, Contacts, Calendars Settings Screen

Click on Add Account.

The new mail account wizard will then appear (this also appears when you click on the Mail app if no mail accounts have been defined)

The Add Account Menu

In order to set up a GroupWise Mobility Service account to access GroupWise, click on the “Exchange” option.  Some devices will call this “Exchange ActiveSync”,  “ActiveSync” or simply “Corporate”.  The following settings are valid for iOS.  While you will need the same information for all devices, where you are asked to enter the information will vary greatly from one device to another.

In the “Enter your Exchange account information” screen, enter the following:

Email Address:  Enter your email address for your GroupWise account.  For example, helga@caledonia.net

Password:  For the most part, this will be the GroupWise password.  However, if your GMS server is set for LDAP authentication AND your GroupWise and LDAP passwords are not the same, this can be the LDAP password instead of the GroupWise password.

Description:  Here you can put whatever information you like.  The default description is “Exchange” so users will likely want to change this to their email address, or simply change it to GroupWise.

On iOS, you will now click “Next” at the top.  Some devices will have spots for some or all of the information below before moving on to the next screen

On iOS, the next screen will need the following information:

 

Server: This is the host name or your GroupWise Mobility Service.  For example, mobility.yourserver.com

Domain:  This field should be left blank on iOS.  Some devices will require this, and you can typically put anything here you like!  If a device requires it, we usually put GroupWise.

Username:  This is your GroupWise userid

Click Next.  If all goes well, and your server certificate is accepted, on iOS you will see the following “Success” page.

 

A successful iOS Setup Screen.

If your server certificate is not a trusted certificate, you will most likely receive a message that reads “Unable to Verify Certificate” indicating that the certificate for your setup cannot be verified.  This is okay to accept at this point. It’s important to note here that some devices will either require a client certificate be downloaded for the device.  See the information discussed above under “Device Settings” for more information on the client certificate.

Verifying the Setup

Once the iPhone returns to a “successful” completion of your setup, there are a few settings we need to go over before you proceed.  There may be similar settings on other devices.  It is recommended that you consult your device documentation if you need information on any of the following settings or their equivalents on your device.

If for some reason you have exited from the Settings app, please go back into Settings apps and choose Mail, Contacts and Calendar now.  We will go over some settings that should be changed or explained before you continue.  You should see the screen as shown in Figure 8-5.

On the main Mail Contacts, Calendars screen, there are some settings to look at.  See Figure 8-5 as a reference.  Please note that the settings changed here are for all email accounts you have on your iPhone.  Account specific settings come later.

Fetch New Data

Right under the “Add Account” setting is Fetch New Data.  This is where you define how often the iPhone will go get new messages from your GroupWise Account.  You can choose Push if you wish to have mail delivered to your device as soon as the Mobility Service receives it.  You can also choose to Fetch New Data on a schedule of Every 15 Minutes, Every 30 Minutes, Hourly or Manually.  If you enable Push, you have the option to select additional folders to be pushed.  What this means is that if, for example, you have mail moved to a folder in your GroupWise account via a rule, and you want that mail sent to your iPhone immediately (which will also notify you), you can chose that folder here.  To choose folders, access the “Fetch New Data” section, click on the Mobility Service account, and you will see a list of folders in your account.  Check the ones you wish to have pushed to the device.

Each individual email account can have different fetch/push settings.

Preview

How many lines of the message do you wish to have in the “preview” box of your message.  You can choose from None to 5.

Show To/Cc Label

Choose this if you wish to see all recipients of an email that you receive.  Otherwise you see only the “From” field, and can choose to see the other fields when necessary.

Flag Style

You can choose to have flags (important, etc.) listed as a color or a shape.

Ask Before Deleting

Choose this if you wish to be prompted before a deletion occurs in the mailbox.

Load Remote Images

Choose whether you wish to have remote images in HTML messages automatically loaded.

Always Bcc Myself

This is totally unnecessary if you are only using a GroupWise Mobility Service email account.  The Mobility Service automatically places a Sent Item in your GroupWise mailbox when you send from the iPhone’s Mobility Pack account.  However, since this setting applies to all mail accounts on the iPhone, if you have another email account that will not save your sent messages to a folder, then you would need to enable this here, and it will also affect your GroupWise Mobility Service account.

Signature

Each email account on your iOS device can have a different signature.  The iPhone can also use HTML signatures.  Keep in mind that if you have a Global signature set to append to all mail, this signature will be in addition to that.

Default Account

If you have more than one email account defined, this is the account that will be used if “outside” processes call email (for example, clicking on a mailto link in Safari).

Contacts Setup

In the contacts settings you can choose the Sort Order and the Display Order of your contacts.  For example, you may wish to sort by last name, but still see contacts in the mailbox in First, Last order.  The sort order here does not affect your GroupWise account, and are only applicable to your device.  On the iPhone, if you have multiple accounts defined for your Mail, Contacts, Calendar, you must set a default account for Contacts.  Make sure that if you want your newly created contacts to synchronize to GroupWise that you make your default account here the GMS account.

Calendar Settings

In the Calendar settings you turn on or off meeting invitations and set your timezone.

 

Changing Account Specific Settings

To change specific settings for your GroupWise Mobility Service account, click on it in the Accounts list.  This is at the top of the Mail, Contacts, Calendar settings.

Account Info

It is unlikely that you will need to change the Account Info settings. This area contains the settings used to originally set up your account.

Turning the Account on or Off

Here you can choose whether your GroupWise options are active.  Each component of GroupWise (Mail, Contacts, Calendars, Reminders) can be toggled on or off independent of each other.

Please note that if you turn any options off here the data “disappears” from the mail, contacts or calendars apps.  Any items that have been previously downloaded will reappear if you turn the options back on, and updates will begin again. If you are roaming and wish to limit the amount of time your phone checks mail, that should be done in the Fetch New Data settings that were described above.

Mail Days to Sync

When you first initialize your account, mail is downloaded for the past 3 Days.  You can alter that setting here. Your options are 1 Day, 3 Days, 1 Week, 2 Weeks, 1 Month or No Limit.  No Limit, however is still limited by the maximum days set in “The Device Sync Agent” settings described earlier in this guide.

 

As we mentioned at the beginning of this chapter, we realize that many of the instructions in this chapter are very iOS specific.  It is simply not practical in this guide to go through every possible device to set up for GroupWise Mobility Service.  You can find more device information at http://wiki.novell.com/index.php/GroupWise_Mobility_Devices.