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Administering
This documentation provides information about the administration tools for managing and monitoring servers and databases.
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.
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.

Administering
This documentation provides information about the administration tools for managing and monitoring servers and databases.
- Administration tools
  Topics in this section describe the tools you can use to administer a Domino® server.
- 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 Web user
    Use the Domino® Administrator to rename a Web user. The Administration Process generates an administration request to rename the user.
  - 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's mail file and roaming files
    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.
  - Finding a user name in the domain
    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.
  - 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.
- Monitoring servers
  This section describes how to use the tools and features that help you monitor a Domino® system.
- Managing servers
  Manage Domino® servers by performing any of these tasks.
- Managing databases
  Topics in this section describe how to set up and manage Domino® databases.

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.

HCL Domino® creates an autosave database with a unique name for each user to make the data directory available to multiple users. For example, if a user is named Eric Thiel, the autosave database name is as_ethiel.nsf.

Domino® then makes a new entry for that user in the NOTES.INI file. For example, the new entry for this user could be:

AUTO_SAVE_USER,Eric Thiel/Westford/Renovations=as_ethiel.nsf

If an autosave database with the name as_ethiel.nsf already exists, the number 1 is appended to the user name portion of the new database name. For example, as_ethiel1.nsf.

When a user logs in to Notes® with their USER.ID, Domino® checks the NOTES.INI file for an entry with that user's name. Then, one of these situations occurs:

The entry exists, and the database name in that entry is used.
The entry exists but the database cannot be located. Domino® creates a new database.
The user does not have access to the database and an error message is generated.
The entry cannot be located. A new NOTES.INI entry and database are created using the correct naming convention.