Find Unused Groups

Product Summary

Find Unused Groups searches your Notes environment looking for proof that a group is used. After this process is complete, Find Unused Groups will provide you with a list of each group, where and how they are used and which groups it could not find any use for.

Key Features

  • FUG cleans existing groups by checking group members, owners and administrators to see if they are "listed". Any group members, owners or administrators that to not have a corresponding person, group or server document are considered "unlisted". Unlisted names can be easily removed from groups.
  • FUG reports the number of members in each group. Groups with no members or only one member may not be necessary. You may be able to delete these groups.
  • FUG checks for unused mail and multi purpose groups by scanning sent mail in all mail files or by scanning MTSTORE.NSF (the message tracking database) to find which groups are being used for mail, who used them and when they were last used, FUG can tell you which mail and multi purpose groups have been used for mail and which groups have no detected use. In addition, the last 25 uses are tracked as well as up to 25 unique users for each group and when they used it.
  • Because FUG tracks who is using each group and when it was used, you will be able to find mail groups with no detected use or mail groups that are only used by a small number of users. It may be possible to move some groups to personal address books.
  • FUG checks for unused ACL, multi purpose and server groups by checking the following:
    1) ACLs of all databases
    2) Form readers and form users in all forms in all databases
    3) View readers in all views in all databases
    4) Agent readers
    5) Reader fields in all documents of all databases
    6) Author fields in all documents in all databases
  • FUG checks all names fields in all server, connection and configuration documents in NAMES.NSF. Any group found in one of these fields is considered used.

Unused Groups

After unused groups have been identified, you can easily send a memo to the group owners asking them to take a look at each group and mark each group in the FUG database as OK To Delete or Do Not Delete to help you identify which groups are still needed. When you are ready to delete a group, you can Archive it. Archiving a group deletes the group document from the address book, but does not submit an adminp request to delete the group. A copy of the group document is saved in the Find Unused Groups database so it can be easily restored if it is needed.

After an unused group has been archived and you are convinced that it is not needed, you can Delete the group. Deleting a group submits an adminp request to delete the group in all ACLs, readers and authors fields, etc. At this point, the deletion is permanent.

Sample Screen Shots

All Monitored Groups: This screen shot shows the 'All Monitored Groups' view. This view shows all used and unused groups.

Sample results from the 'All Monitored Groups' view.

Used Groups: This screen shot shows the 'All Used Groups' view.

Sample results from 'All Used Groups' view.

Unused Groups: This screen shot shows the 'All Unused Groups' view.

Sample results from 'All Unused Groups' view.

Groups Used For Mail: This screen shot shows the 'Groups Used For Mail' view.

Sample results from 'Groups Used For Mail' view.

Downloads

Find Unused Groups Documentation

File Type: Notes database.
File Name: FINDUNUSEDGROUPSDOC.ZIP
File Size: 1.6 MB

Find Unused Groups 5.0 Trial Version And Documentation

File Name: FINDUNUSEDGROUPS50TRIAL.ZIP
File Size: 2.8 MB

Installation Instructions

  • Find Unused Groups is a collection of Notes databases. There are no .DLLs or .EXEs. No restart of your workstation or server will be needed after installation.
  • Download and unzip FINDUNUSEDGROUPS50TRIAL.ZIP by clicking on the above link.
  • Find Unused Groups should be run from a server. Select the server to install Find Unused Groups on.
  • The unzipped files should be placed in a folder under the data directory (c:\notes\data\findunusedgroups or something similar).
  • Open FINDUNUSEDGROUPSDOC.NSF and follow the instructions for setting up Find Unused Groups.
  • Contact support@helpsoft.com if you have problems or questions.

Trial Version Limitations

There is no time limit for the Find Unused Groups trial version. The trial version of Find Unused Groups is fully functional, except that it will only track usage of groups, mail in databases and resources with names that start with the letters 'A' through 'M'. Groups, mail in databases and resources with names that start with the letters 'N' through 'Z' will not be tracked.

Purchase Find Unused Groups

Specifications: Find Unused Groups requires Notes 6 or later.

Pricing: Find Unused Groups is available for $399.00 US. Annual maintenance (support and automatic updates for one year) is available for $59.00 US. This product is licensed per installed copy. Find Unused Groups is available for download only. This license is a perpetual license.

Note:

It is probably not possible to determine with certainty that a group is not being used. Find Unused Groups looks in a number of places to determine which groups are being used. It also provides a method to contact group owners to ask them if a group is still needed. See above for a list of places that Find Unused Groups checks when attempting to determine whether or not a group is used.