Document Locking 
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: 4
: 8
: 4
: Notes Client / Other
: database properties box, document locking
: Dwain Wuerfel2555 04 Nov 2010
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: / Email
There is a serious need for IBM to come up with a fix related to document locking and this is not a fix, but will allow some relief to the administrators/developers.
 
Currently, only those identified as having Manager level access can actually unlock a document and in our organization we don't make employees manager of anything other than their mail file to prevent accidentally deleting a database.  So, maybe the below improvements could help:
 
1) give the unlocking option to editor and above
2) provide an ACL type option so that when you enable document locking you can specificy specific individuals, groups, or roles that are allowed to unlock a document and the developer can specify the number of hours to keep a document locked that works with #3
3) have a server task that will compare the time a document was locked to current and unlock if it meets a set number of hours as determined by the developer on a one off database case
 
I would think #1 is a quick fix that can be deployed with version 8.5.3, but the others I can see taking a litle longer.



1) Peter Neidhart1567 (04 Nov 2010)
Giving Editors (=Users) the ability to unlock is like putting the fox in charge of the henhouse.
2) Dwain Wuerfel2555 (04 Nov 2010)
Peter, I can see your point depending on how your organization sets up the ACL. For out organization editors are typically the database admins and others have Author or less rights. However, what do you think about the other 2 options?
3) Vlad Sh10679 (05 Nov 2010)
My opinion - you need to develop applications so that documents are properly unlock themselves at the end of a process.
I am categorically against the first paragraph - this is contrary to the ideology of access; sense from a lock, if it can remove another regular user?

Want to unlock documents automatically on the server, write an agent who will do it 1 time per hour.
Want to have a certain group of people (editors) could unlock the documents - give the group the ability to run agents on the server, access to the visibility of a special action, and when it is pressed, call the same agent with RunOnServer.
That's all you can do yourself in 10 minutes.
4) Jochen Sack732 (05 Nov 2010)
Totally agree with you on that allowing only ACL Managers to unlock documents is too restrictive. In larger organizations, Manager access to databases is typically reserved for Notes/Domino admins. Beside the fact that these people are often employees of some external service provider, charging you for every little move they make, they are also very likely to have lots of other things on their agendas. Getting a document unlocked then implies filling in a form, waiting a day or two until it gets done, and finally paying a hefty fee. (I'm exagerating a bit -- hope my point gets clear anyway.)

I'd rather see document unlocking as a job for application managers. These are typically power users having Editor access in combination with one or more roles that give them access to administrative functions provided by the application developer. #2 of your suggested options pretty much fits that scenario, which is why you get my Promote vote for that (not for #1 and #3).
5) Vlad Sh10679 (08 Nov 2010)
Jochen Sack
Anything you want can be done easily, I wrote about above:
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Want to unlock documents automatically on the server, write an agent who will do it 1 time per hour.
Want to have a certain group of people (editors) could unlock the documents - give the group the ability to run agents on the server, access to the visibility of a special action, and when it is pressed, call the same agent with RunOnServer.
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6) Dwain Wuerfel2555 (08 Nov 2010)
Vlad,

1) Please explain how you code to unlock a document at the end of a process when the employee's Lotus Notes and/or computer crashes!
2) Sure we can write an agent to run every hour and unlock documents, but which would hog more resources: 2000+ agents running every hour or one server task; according to our admins 2000+ agents running every hour
3) Sure we can give a group the ability to run agents on the server, but not every database is going to have the same group that need this ability

By the way, I love this because in the end we all learn best practices
7) Vlad Sh10679 (08 Nov 2010)
Dwain,

1). To work in the user interface exists and is used SoftLock-blocking, that is, documents are unlocked automatically when client or computer crashes. All other processes can be (and should, especially for the transition on the web) converted to run on the server (notesAgetn.RunOnServer command).
2). The agent will seek out and unlock the only locked an hour before the documents. You can increase this time. Problem resides in the memory, and the agent up and running very short time.
By the way blocked documents can be marked in the views of any icon - it will be immediately noticeable.
A user who locked the document can also remove the block.
3). To control the visibility of the button and access its functionality to add the group to the ACL is not needed. Simply add the group to the Address Book on server, and a formula to hide the Action from any database can use the code:
!@Member(@UserName; @ExpandNameList(@DbName[1]; "MyGroupName"))
8) Vlad Sh10679 (08 Nov 2010)
Sorry, "Problem resides in the memory" read as "Server task resides in the memory".
9) Peter Presnell28487 (11 Nov 2010)
I agree. Manager access level should be reserved to assign the rights to change security levels of a database only. The type of person who should be responsible for unlocking documents should have the potential to be someone inside the department that runs the application. After all, it is there application, not the developers and Administrators who are often the only ones with Admin access (assuming other ACL rights are maintained via groups). There are so many bugs in document locking that it is necessary to have a simple Notes client action and not the need to add additional layers of code to each and every application.
10) Vlad Sh10679 (11 Nov 2010)
> There are so many bugs in document locking
Need to be remedied the underlying cause, ie those bugs.
My ideas (really reasonable) for correcting locking mechanism were almost all demoted, and now vote for to pile up hemorrhoids at each other...
11) Dwain Wuerfel2555 (12 Nov 2010)
Vlad,

It sounds like your saying that you have tried to fight this battle on numerous occasions yourself and have just been knocked down each and every time. However, it now seems that you are also knocking down my ideas. Sure, I agree that they are not all perfect. I thought the point of this site was to put out ideas for others to vote on and add their two cents to which you have and I am grateful for that. Although my idea is at a -1 at this point I truly believe that enough developers/admins have been put through the ringer with document locking issues that IBM needs to address it. In my experiences documents don't get unlocked during a computer/Lotus Notes client crash. Putting an icon in the view to identify locked documents is a brilliant idea.
12) Vlad Sh10679 (12 Nov 2010)
Dwain,

> However, it now seems that you are also knocking down my ideas.
> I thought the point of this site was to put out ideas for others to vote on and add their two cents to which you have...
IBM realized very little of what is proposed here. And I do not want them to spend time on ideologically and technologically wrong decisions, which is why I am so actively vote against it.
I repeat: the right approach - is to seek the roots of problems rather than deal with the consequences. My ideas on it and been focused: { Link } , { Link } and { Link } , but few people even understand what it...

> I truly believe that enough developers/admins have been put through the ringer with document locking issues that IBM needs to address it.
Problems described by you from misuse of the functional. If done well, as I described above, they will not. With this approach, documents can be blocked only when a server crash, which happens very infrequently.
The real problem is that people do not want to understand the essence, and want their challenges decided by someone else.

> In my experiences documents don't get unlocked during a computer/Lotus Notes client crash.
Understand than a Soft-lock differs from the Hard-lock.
Soft-lock works, what each can independently verify:
1). Open any document.
2). Make dablclick on document:
- in status appears "Document successfully locked.", this suggests that the document is locked with a soft lock. You can check this by opening the Properties window (Alt+Enter) and in the list of items see $Writers и $WritersDate.
3). Demolish the Notes Client, for example, using killnotes.exe, imitating his crash, or just manually shut it processes.
4). Load the Client again and verify the same document the presence of items $Writers и $WritersDate - they will not by, because the document is automatically unlocked when crash Client.
Additional information about Soft-locking: { Link }

> Putting an icon in the view to identify locked documents is a brilliant idea.
I have in each database for that there is still a special View, selecting only the blocked documents with the action for unlocking (in case of crush server).
13) Kevin Pettitt1036 (12 Nov 2010)
I effectively solved all three problems by:

1) Giving unlock authority to non-managers using a runonserver proxy agent.
2) The proxy agent can only be triggered by individuals with a special [LockAdmin] role. Even those with Reader access, and that role, could run it.
3) Developers/Admins can set time limits and a scheduled server agent will automatically unlock documents according to that setting

Check out my SuperNTF project ({ Link } and you'll find the code. For #3, you'll only see the configuration for the unlock settings after first enabling the document locking via the *application's" configuration document (not via db properties, which will get set automatically). Open "Administration", then "Configuration", then "DB Config", then "Database Properties". Then close and reopen the app, go in again to Administration, and you'll see a new view called "Doc Locking". The relevant configuration is there.

Apologies for not doing more to promote awareness of this particular bit of coolness in SuperNTF. Mind you, it's not the most heavily tested piece of functionality given that "real world" conditions are hard to recreate with just a couple of test user accounts, but it has been tested. And of course it was built without any consideration for Xpages. In any case, I hope this helps.
14) Mike Woolsey4870 (07 Feb 2012)
I also think this needs to be fixed. I'm constantly unlocking documents, especially on mixed-version applications where the client is 8.5 and the server is 8.0 or earlier.

This is a constant problem.

I am very meticulous about shutting down my client, then waiting for all the processes to clear before logging out of the workstation. And yet today I still had a number of locks left on documents.

It needs to be fixed. The criteria for unlocking needs to be resolved.

People have even resorted to tracking down people who have the documents locked. And yet even though these people edit & save the document, then close it, the document's still locked.

It needs to be fixed. Something's wrong under the hood when the lock owner can't release their own lock.










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