Creating a Mail-In Database document for a new database

The mail-in database is designed to allow mail to be received by a database that is set up to receive mail, without the mail being added to a person's mail file. The mail-in database can then be accessed by one person, or by multiple people, who have access to read the database. For example, if you want multiple users on a mailing list to read specific mail, that mail can be sent to a mail-in database instead of sending it to numerous individual users. Those users can then open the database and review the mail that has been sent to that database.

Before you begin

In the Domino® Directory, make sure you have, at a minimum, Author access with the following privileges and roles selected:
  • Create Documents privilege
  • NetCreator role
  • NetModifier role

About this task

If a database is designed to receive mail, you must create a Mail-In Database document in the Domino Directory. This document must exist in the Domino Directory of every server that stores a replica of the database. The database cannot receive mail until you create this document. When replicating Mail-in databases to servers in another Domino domain, create a matching Mail-in database document in the Domino Directory of the target server.

Note: See the related topics for information on Resource documents.

Procedure

  1. From the People & Groups tab of the Domino Administrator, choose the Mail-In Databases and Resources view.
  2. Click Add Mail-In Database.
    Table 1. Basics tab

    Field

    Description

    Mail-in name

    The entry for this database in the Domino Directory. Users and applications use this name to send documents to the database.

    Description

    Description is optional.

    Internet Address

    SMTP address in the format mailfile@organization.domain. Complete this field if you want Internet users to be able to send messages to the database.

    Internet message storage

    The message storage preference:

    • No preference (default)
    • Prefers MIME
    • Prefers Notes® Rich Text.

    Encrypt incoming mail

    Yes or no according to your preference. Mail sent to the mail-in database is encrypted with the Notes certified public key entered in the next field.

    Domain

    Domino domain of the server where the database resides.

    Server

    The fully-distinguished hierarchical name of the server where the database resides; for example, Server1/Sales/Renovations

    File name

    The path and file name of the database relative to the Domino Directory. For example, if the database named MAILIN.NSF is in the MAIL directory of the DATA directory, enter MAIL\MAILIN.NSF.

    Table 2. Administration tab

    Field

    Description

    Owners

    Fully distinguished hierarchical name of users allowed to modify this document.

    Administrators

    Users or groups who can edit this document.

    Allow foreign directory synchronization

    Choose one of these:

    • Yes -- Allows entry to be exchanged with foreign directories -- for example, a cc:Mail directory -- so that users on the other system can look up the mail-in database in the cc:Mail post office directory and send mail to it.
    • No -- Does not allow the entry to be exchanged with foreign directories.

    Notes certified public key

    The certified public key to use when encrypting mail sent to this database. To copy a certified public key from the Domino Directory to this field, click Get Certificates and choose a name.

    Internet certificate

    This field displays the Internet Certificate if one exists. If there is no Internet Certificate for this mail-in database, the field displays the message Not Available.

    Issuer name(s)

    The field is populated only if the Internet Certificate field displays an Internet Certificate.

  3. Give the name of the database to users so they can enter it in the To: field of messages destined for the database.

What to do next

For more information on setting up a database to receive mail, see HCL Domino Designer Help.