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Configuring
Use this information to configure your network, users, servers (including Web servers), directory services, security, messaging, widgets and live text, and server clusters.
Configuring users and servers
Topics in this section describe how to set up users and servers.
Managing users
The Administration Process helps you manage users by automating many of the associated administrative tasks. For example, if you rename a user, the Administration Process automates changing the name throughout databases in the Notes® domain by generating and carrying out a series of requests, which are posted in the Administration Requests database.
Using Inbox maintenance to manage mail file size
Use the Inbox maintenance feature to improve server performance by reducing the size of user Inboxes in mail files. When you enable the Inbox maintenance feature, the Administration Process periodically runs the Inbox Maintenance agent on the Notes® client users' home server, that is, the server that stores the mail files containing the user Inboxes. The Inbox Maintenance agent resides in the mail template, MAIL8.NTF. The agent removes documents from the Inbox based on settings you define in the Server document or the mail policy settings document.
Specifying Inbox Maintenance settings in the Server document
Use this procedure to specify the Inbox Maintenance settings for Inboxes on the selected server.

Configuring
Use this information to configure your network, users, servers (including Web servers), directory services, security, messaging, widgets and live text, and server clusters.
- Configuring a network
  This section presents the planning concepts and setup procedures necessary for a successful HCL Domino® deployment over a network. It provides information on network protocols from a Domino perspective but does not attempt to provide general network information.
- Configuring users and servers
  Topics in this section describe how to set up users and servers.
  - Understanding the Server document
    The Server document is set up when you register a server. It contains many of the settings that define how your server operates.
  - Policies
    Use Domino® policy settings to control how users work with Notes®. A policy is a document that identifies a collection of individual policy settings. Policy settings documents define a set of defaults that apply to the users and groups to which the policy is assigned. You can change policy settings and they will be automatically applied to the assigned users and groups.
  - Defining default settings for Notes® user registration
    Before you register new Notes® users, you can specify default settings that apply to all users. Default settings simplify user registration and ensure user settings consistency. You can define many default settings, such as what mail server users have or what certifier ID to use for user registration. You can also specify a default workstation execution control list (ECL) to protect data from unauthorized workstation access.
  - Managing users
    The Administration Process helps you manage users by automating many of the associated administrative tasks. For example, if you rename a user, the Administration Process automates changing the name throughout databases in the Notes® domain by generating and carrying out a series of requests, which are posted in the Administration Requests database.
    - Changing Notes® user names with the Administration Process
      When you change the name of a user, the Administration Process implements the name change by initiating requests to the affected documents, databases, database ACLs, and Extended ACLs. In the HCL Domino® Administrator, when you change the common name, alternate name, or hierarchical name of a user, you "rename" them.
    - Renaming a Notes® user's common or alternate name
      When a user is renamed, the user's Internet address often needs to be changed accordingly. You can change a user's Internet address as part of a change to the user's common or alternate name, but you cannot use this rename procedure to change only the Internet address. If you attempt to use this procedure to change only a user's Internet address, you will generate an error.
    - Deleting a user
      You can delete a user name with the Administration Process by initiating a delete person command from the Domino® Administrator or by using the Microsoft™ Windows™ Active Directory. When you delete a user name, you might want to add that user to a "termination" group to prevent the user from accessing servers. When you create a termination group, assign the group type Deny Access to the group.
    - Maintaining Notes® users
      Use these procedures to recertify user and certifier IDs, change a user's Internet address, monitor user licenses and perform other related tasks.
    - Changing a roaming user to non-roaming
      When you change a user from roaming to non-roaming, the Administration Process changes the user's status in their Person document from roaming to non-roaming. It also prompts you to delete the user's roaming files and replicas from the servers on which those files reside.
    - Changing a non-roaming user to roaming
      When you change a user from non-roaming to HCL Domino® server roaming, the Administration Process changes the user's status in their Person document from non-roaming to roaming and creates a personal subdirectory for each roaming user.
    - Changing a user's Internet address
      To change only a user's Internet address, modify the user's Person document.
    - Determining a user's Notes® client release
      The Domino® Directory contains a People > by Client Version view that you can use to quickly see what releases (versions) of the Notes® client are deployed on user's computers in your domains. Use this view to determine which Notes clients have not been upgraded to the recommended Notes client release, or whether any users are running unsupported releases of the Notes client.
    - Moving a user name in the name hierarchy
      When you move a user to a different Organizational Unit, the certifier changes, thus the user's name hierarchy changes. Since the name hierarchy in Domino® and Notes® is part of the user's name, when you move a user to a different certifier you have essentially changed the user's name. You can use the Administration Process to move a user name to a different location (Organizational Unit) in the organization's hierarchical name scheme or to move a name to a different Organization altogether.
    - Renaming a Web user
      Use the Domino® Administrator to rename a Web user. The Administration Process generates an administration request to rename the user.
    - Moving a user's mail file and roaming files from the Domino® Administrator or the Web Administrator
      You may need to move mail files when you need more space on a server or when users change jobs. When a mail file is moved, the Administration Process first moves it to a new server, then issues a request to delete the old mail file from its original mail server. You must approve this mail file deletion. The Administration Process also changes the information in the Mail file name and Mail server fields in the user's Location document.
    - Opening a user's mail file
      Use the Open Mail File button to open a user's mail file from the Domino® Administrator client user interface. You can use the Open Mail File button from within an open Person document in the Domino Directory or from the People view in the Administrator client.
    - Using Inbox maintenance to manage mail file size
      Use the Inbox maintenance feature to improve server performance by reducing the size of user Inboxes in mail files. When you enable the Inbox maintenance feature, the Administration Process periodically runs the Inbox Maintenance agent on the Notes® client users' home server, that is, the server that stores the mail files containing the user Inboxes. The Inbox Maintenance agent resides in the mail template, MAIL8.NTF. The agent removes documents from the Inbox based on settings you define in the Server document or the mail policy settings document.
      - Specifying Inbox Maintenance settings in the Server document
        Use this procedure to specify the Inbox Maintenance settings for Inboxes on the selected server.
      - Using a server command to run the Inbox Maintenance agent
        You can use the server command, tell adminp process mb, to immediately run the agent Inbox Maintenance.
    - Finding a user name in the domain with the Domino® Administrator or the Web Administrator
      You can search for a user name in the domain and obtain logs that include document links and directory links to each occurrence of the user name. You can do this from either the Domino® Administrator or from the Web Administrator.
    - Broadcasting messages to Notes® client users
      Use the HCL Domino® Administrator to broadcast messages to one or more HCL Notes® client workstations. Messages can be broadcast to display in dialog boxes or in the status bar on the Notes client workstations.
    - Recertifying a user ID
      Before a user ID reaches its expiration date, recertify the user ID using the original certifier ID. The user ID is recertified without renaming the user.
    - Recertifying a certifier ID or a user ID
      Use this procedure to recertify a certifier ID or a user ID with the same certifier ID that was used previously to certify the certifier ID or user ID. Certifier IDs are used to certify other certifiers, servers, and users. A certifier ID issues a certificate to another user, server or certifier that is on the hierarchical level immediately subordinate to the certifier. For example, in the Organizational Unit Sales/NYC/RENOVATIONS, NYC is the certifier for Sales; RENOVATIONS is the certifier for NYC. The Organization certifier, in this case RENOVATIONS, can certify itself.
    - Recertifying or renaming user IDs by organization
      It is common to have multiple organizations in one Domino® Directory. Often, multiple users need to have their IDs recertified at one time, because their certificates are all set to expire on the same date. Similarly, you may need to rename multiple users, either because they are being moved to a different certifier, or because they are being upgraded to a hierarchical ID.
    - Allowing multiple users to use the same data directory
      Multiple HCL Notes® client users can log on and use the same data directory at the same time.
    - License Tracking
      License Tracking allows you to monitor the number of active Notes® users within a Domino® domain. The license tracking tool can create a report of sessions initiated with an enabled server by user ID and protocol during the tracking period. As such, the tool creates a report of licenses in use for the tracked servers during the tracking interval. License Tracking is not supported in a hosted environment.
    - Deploying the "My Work" Welcome page for Notes®
      Notes® client users can use the "My Work" Welcome page for Notes as their Welcome page. The My Work page has three tabs which are divided into multiple panes for mail, calendar, To Do list, and other options that they choose to use.
  - Using groups
    Groups are lists of users, groups, and servers that have common traits. They are useful for mailing lists and access control lists. Using groups can simplify administration tasks.
  - Replicas
    You can make a database available to users in different locations, on different networks, or in different time zones, by creating replicas of the database.
  - Domain Search
    Notes® client and Web users can use Domain Search to search an entire Domino® domain for database documents, files, and attachments that match a search query.
  - Calendars and scheduling
    The calendar and scheduling features allow users to check the free time of other users, schedule meetings with them, and reserve resources, such as conference rooms and equipment.
  - Configuring Widgets and Live Text
    Widgets and Live Text enables end users to see and act on Live Text in supported documents, including HCL Notes® mail, using XML extensions (widgets) created specifically for their use.
- Editing the NOTES.INI file
  You should rarely, if ever, need to modify a server's or client's NOTES.INI file. The NOTES.INI file contains many settings that Domino® and Notes® rely on to work properly. An accidental or incorrect change may cause Domino or Notes to run unpredictably. Therefore, you should edit the NOTES.INI file only if special circumstances occur or if Support recommends that you do so.
- Configuring directory services
  This section describes how to plan, set up, and use HCL Domino® directory services.
- Configuring messaging
  This section provides an overview of messaging and describes how to set up mail routing, how to set up and customize mail servers, and how to track mail.
- Configuring iNotes®
  HCL iNotes® provides HCL Notes® users with browser-based access to Notes mail and to Notes calendar and scheduling features. Administrators specify mail policy and security policy settings as well as notes.ini file settings to complete the full implementation of HCL iNotes.
- Configuring Web servers
  This section describes how to set up the HCL Domino® Web server, and the Domino Web Navigator.
- Setting up a cluster
  Setting up a cluster includes the tasks of creating and verifying that it is working correctly, and then setting up user access, mail, replications, size quotas, directory assistance, roaming, web navigation, and use of a private LAN in the cluster.

Specifying Inbox Maintenance settings in the Server document

Use this procedure to specify the Inbox Maintenance settings for Inboxes on the selected server.

Before you begin

Familiarize yourself with the information in the topic Using Inbox maintenance to manage mail file size.

Procedure

From the Domino® Administrator, click the Configuration tab.
Click Server > All Server Documents, and then select the Server document you want to work with.

Click Edit Server, and then click the Server Tasks > Administration Process tab.

Table 1. Inbox maintenance settings
Field	Action
Start executing Inbox Maintenance agent on	Specify one of more days of the week on which the Inbox Maintenance agent runs on users' Notes® mail files. The default is Saturday.
Start executing Inbox Maintenance agent at	Specify the time of day at which the Inbox Maintenance agent runs on the users' mail files. The default is 1:00 AM.
Maintain inboxes for only these selected users on this home server	Choose this option to maintain inboxes only for those users that you specify. When you choose this options, the Selected users field appears.
Maintain inboxes based on policies	Choose this option to maintain inboxes based on settings that you specify in the mail settings policy document, on the Mail > Basics tab.
Selected users	Specify the users whose Inboxes on the home server are to be maintained by the Inbox Maintenance agent. This option only applies if you chose Maintain inboxes for only these selected users on this home server.
Remove documents older than [X] days from Inbox	Specify the number of days to elapse prior to automatically removing documents from a user's Inbox. This option only applies if you chose Maintain inboxes for only these selected users on this home server.
Do not remove unread documents from Inbox	Click Yes if you want to prevent Unread documents from being removed from the user's Inbox. Documents are removed from a user's Inbox according to the value you specify in the field Remove documents older than [X] days from Inbox. By default, this setting is not checked. This option only applies if you chose Maintain inboxes for only these selected users on this home server.

Click Save and Close.