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Logging Lotus Notes Database Activity

Find out who’s been reading what database documents and learn how to limit access to the activity log.

If you’re thinking of changing a Lotus Notes database, it might be helpful to know first who uses it and when. These tips will show you how to gather user activity information with the Database Properties box.

Get the Database File Story

The Database Properties box contains some useful information about databases. To get this box, select or open a database, then choose File, Database, Properties. Click the Basics tab to see the database title and file name. Click the Information tab (“i”) to see the file size, the number of documents, and the date and time of database creation and modification. You can also use this box to set printing properties, view design data, and index the full text of the database.

Who’s Using What When?

If you’re curious about who uses a database and when, you can find out in the User Activity dialog box. To access this, select or open the database; choose File, Database, Properties; then click the Information tab and click User Activity. The User Activity box shows each user or server that has accessed the database and the number of documents that user or server read or wrote, with the most recent shown first. Keep in mind, however, that a database manager or designer can prevent users from seeing user activity. If the User Activity button is grayed out, you’re out of luck.

Keep It Confidential

Feeling a little paranoid about database usage? You can prevent certain users from viewing the User Activity log if you have at least designer-level access to the database. Open or select the database and choose File, Database, Properties to open the Properties dialog box. Click the Info tab, then click User Activity. In the User Activity box, check the Activity Is Confidential option. Click OK to close the box. Now only those with designer-level access can see user activity.

Reporting Activities

User activity in a database can be a handy thing to track and save for reports, and the User Activity box includes an easy way to help you do this. Select the database and choose File, Database, Properties to open the Properties dialog box. Click the Info tab, then click User Activity. Now click Copy to Clipboard to copy the entire contents of the User Activity log to your clipboard. From here you can paste the log into any other application you want. For example, you can paste it into a spreadsheet that records long-term usage trends.

No Activity

If you don’t really care who uses a database, you don’t have to record user activity. In fact, not keeping a log can save some space. Select the database and choose File, Database, Properties to open the Properties dialog box. Click the Info tab, then click User Activity. Now just make sure the Record Activity option is not selected. Click OK to close the User Activity box and save your settings

Categories: Lotus Notes