Domino and Notes 8 Administrator Update to Release 8.5.

Version 1.0

Copyright Information 2011 wareSource.com Part #DSAU853, updated for Notes/Domino Administrator/Domino 8.5.3 Under the copyright laws, this book may not be photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form, in whole or in part, without the prior written consent of wareSource.com. While every reasonable precaution has been taken in the preparation of this book, the author assumes no responsibility for errors or omissions, nor for the uses made of the material contained herein and the decisions based upon such use. No warrantees are made, express or implied, with regard to either the contents of this work, its merchantability, or fitness for a particular purpose. The author shall not be liable for direct, indirect, special, incidental, or consequential damages arising out of the use or inability to use the contents of this book. In no event shall the author be liable for any damages whatsoever (including without limitation, damages for loss of business profits, business interruption, loss of business information, or any other loss) arising out the use of or inability to use this material, even if the author has been advised of the possibility of such damages. Lotus, Domino, Domino Designer, LotusScript, Lotus Notes, Notes, and Sametime are trademarks or registered trademarks of Lotus Development Corporation and/or IBM Corporation. IBM, DB2, and WebSphere are registered trademarks of International Business Machines, Incorporated. Windows is a trademark of Microsoft Corporation. Microsoft is a registered trademark and Windows, ActiveX, and Visual Basic are trademarks of Microsoft Corporation. Java and JavaScript are trademarks of Sun Microsystems, Inc. All other marks are the property of their respective owners.

Domino and Notes 8 Administrator Update to Release 8.5.3

Table of Contents Topic 1: Notes Client Upgrade ................................................................................7 Topic 2: Policies ................................................................................................... 19 Topic 3: Replication...............................................................................................33 Topic 4: Notes Roaming ........................................................................................45 Topic 5: Notes User ID Vault ................................................................................51 Topic 6: Notes Shared Login for Windows .......................................................... 79 Topic 7: Domino Attachment and Object Service.................................................85 Topic 8: Domino Diagnostics and Configuration..................................................99 Index ....................................................................................................................115

Domino and Notes 8 Administrator Update to Release 8.5.3

Description Domino 8.5.x increases performance while at the same time reduces its demands on system resources, due to the support for additional 64 bit platforms and the reduction of I/O and CPU overhead for tasks such as the router, transaction logging, schedule, and design. Other new features are related to Notes clients, including some that reduce your administrative workload. This course isnt your typical upgrade course in that it doesnt mechanically list all the improvements nor does it tell you how to upgrade to this latest version. For that type of informationa complete list of all the new features, system requirements, installation steps, and known problems for Notes/Domino 8.5.x the best places to go are the Release Notes and the Whats New in IBM Lotus Domino 8.5.3 section in Lotus Domino Administrator Help. Instead, the main concern of this course is to describe the most significant new features in 8.5 up through 8.5.3 and how they affect and update these wareSource Notes and Domino 8 administration courses: Lotus Domino 8 Administration Basics Lotus Notes 8 Administration Lotus Notes 8 Support Lotus Domino 8 Mail Administration Lotus Domino 8 Monitoring and Maintenance

Course goals After you complete this course, you will be able to: Describe the changes to Notes 8.5.3 platforms, installer packages, embedded Eclipse features, and startup sequence. Create Dynamic policies and use the three new views in Domino Administrator to manage them. Create Group documents that auto-populate its members with users who have Mail databases on a specified Domino Server. Overcome network delays and server outages by using Managed Mail Replicas.

Domino and Notes 8 Administrator Update to Release 8.5.3

Describe file server-based roaming for Notes users and configure it using the new Roaming Settings policy document. Configure a Notes User ID Vault database to store Notes User ID files and use the vault to restore lost User IDs or forgotten passwords. Configure Notes Shared Login for Notes users who use Windows so they dont need to remember their Notes User ID password. Reduce the footprint of databases, particularly user Mail files that contain duplicate attachments, by implementing Domino Attachment and Object Service. Run the Domino Configuration Tuner to compare a servers settings with best practices rules and run the Corrupt Database Collection and Domino Diagnostic Probe tools.

Audience This course is designed for experienced Domino and Notes 8 administrators who plan to upgrade their environment to release 8.5.3. You will find this course especially rewarding if you have already installed a Domino 8.5.x server and a handful of Notes 8.5.x clients and have brought your questions to class. If you are new to Notes and Domino, this is not the right course for you, as it assumes significant prior knowledge of Notes and Domino 8. You should, instead, participate in a series of Domino and Notes administration training courses. Follow this series of courses to master all aspects of the Domino 8.5.x server, Domino Administrator 8.5.x, and the administration of Lotus Notes clients.

Course design This course is designed as a half-day lecture and demonstration course. Although student computers are optional, there is one hands-on exercise (Topic 5: Notes User ID Vault) as well as many opportunities to explore new features as they are being presented. Please consult the Set Up document for this course to make sure the correct environment is in place before starting.

Domino and Notes 8 Administrator Update to Release 8.5.3

Font conventions This course follows these font conventions: Italic - database, view, page, form, document, folder, and field names, and new terms introduced in the text Bold - Notes menu options, command button names (whether Notes or developer defined), field labels, tabs, tools, and accelerator keys
Courier- user input, sample values, code examples Helvetica - URLs, HTML, and JavaScript code examples.

Domino and Notes 8 Administrator Update to Release 8.5.3

Topic 1: Notes Client Upgrade

Overview For the most part the changes made to Notes 8.5.x are evolutionary, completing the list of enhancements promised for, but not delivered in Notes 8.0. This is particularly true with respect to Notes running in the Eclipse/Lotus Expeditor framework on three operating systems. This Topic also mentions several new aspects of updating the Notes/Eclipse features including Sametime, Connections, and Quickr. Note: These changes largely affect the Lotus Domino 8 Administration Basics course, Topic 7, the Lotus Notes 8 Support course, Topic 2, and the Lotus Notes 8 Administration course, Topic 18. Changes to how to use Notes itself are covered in a series of user update courses, one for the 8.5, 8.5.1, and 8.5.2 point releases as well as the full Notes User Essentials 8.5.3 course.

Supported operating systems The Notes client runs on these operating systems: Client Basic Configuration Standard Configuration Operating System Windows XP (SP2+), Vista, and Windows 7 (all 32 bit). Widgets and Live Text have been moved to the Lotus Expeditor layer so they are supported on these operating systems: Windows XP (SP2+), Vista, and Windows 7 (all 32 bit). SUSE Linux Enterprise Desktop (SLED) 11 XGL, RedHat Enterprise Linux (RHEL) 5.x/6.x Desktop, and Ubuntu 10.04 LTS Desktop Edition. Macintosh OS X 10.5.5 Leopard, 10.6.2.x Snow Leopard, and 10.7.x Lion (32/64 bit).

Topic 1: Notes Client Upgrade

Client Standard Configuration with Domino Administrator and Designer

Operating System Windows XP (SP2+), Vista, and Windows 7 (all 32 bit).

Note: See https://www-304.ibm.com/support/docview.wss?uid=swg27023119 for detailed system requirements for Notes and http://www01.ibm.com/support/docview.wss?uid=swg27022468 for Domino requirements. Note: If you prefer the Basic configuration but have already installed the Standard configuration, you can still launch Notes using the "C:\Program Files\IBM\Lotus\notes\notes.exe" sa shortcut; there is just no Basic configuration version of the All Client installer. The Notes Basic configuration installer only installs Notes.

Notes Standard configuration startup sequence and time Because the Notes 8.0 Standard configuration had performance issues particularly with its startup time, some improvements were made in 8.0.2 with the upgrade to the Java 6 SR1 J2SE runtime. While additional work improved Notes 8.5.x startup time and general responsiveness, there are now several things that help Notes seem to load faster than previous versions: For Windows only, enable the Notes Preloader, which loads these files when the operating system starts: loads low level Notes DLLs and files in the memory cache reads NAMES.NSF, DESKTOP8.NDK, CACHE.NDK, BOOKMARK.NSF loads a number of Java JVM DLLs

The Notes Preloader can only be enabled during a Notes installation or upgrade, either as a choice in the Install Wizard, adding an argument to the silent install command line, or setting the preloader option using an MSI transform created using InstallShield Tuner for Lotus Notes. Note: See https://www-304.ibm.com/support/docview.wss?uid=swg21424193 for details.

Topic 1: Notes Client Upgrade

Although prompting the user for a location and password before the desktop loads was actually necessary to support new roaming features, it also contributes to the perception that Notes starts more quickly:

Note: The NOTES.INI variable ENABLE_EARLY_AUTHENTICATION=1 controls this sequence. In theory you can set it to 0 to revert to the pre-8.5.x startup sequence, but if you do this be aware that the new roaming features wont fully work. A progress bar appears on the splash screen, reducing the perception that Notes has hung on startup:

As the progress bar shows activity, the text changes to show the user what is happening. Notes Software and database design and ODS upgrade There are several aspects to upgrading the Notes software, database design, and ODS version: If required, convert a Notes single user install to a Notes multi-user install prior to the upgrade using the MUMA tool (see https://www304.ibm.com/support/docview.wss?rs=899&uid=swg21459627 for details).

Topic 1: Notes Client Upgrade

If necessary, clean up files and registry settings following a failed installation or upgrade before attempting an upgrade installation using the NICE tool (see https://www304.ibm.com/support/docview.wss?rs=899&uid=swg21459714 for details). If desired, modify the Notes (and Eclipse) installation kit files and features using various tools (search the Information Center at http://publib.boulder.ibm.com/infocenter/domhelp/v8r0/index.jsp for Customizing the Notes install kit and https://www304.ibm.com/support/docview.wss?rs=899&uid=swg21459716 to learn about the new UpdateSiteMgr tool) or customize the installation process using the Installshield Tuner (search the Information Center for Customizing Notes install using the tuner). The back-office Notes Administrator can orchestrate automatic update to the Notes software itself using Smart Upgrade. Note: There seems to be compatibility problems between the Smart Upgrade Service (SUService.exe) from versions of Notes before 8.5.3, SURunAs from Notes 8.5.3, and Windows Vista/7, making Smart Upgrade to 8.5.3 not so automatic. To upgrade Notes to 8.5.3 using Smart Upgrade you must first take a copy of SUService.exe from a Notes 8.5.3 install and copy it to the computers running an older version. Watch http://www-10.lotus.com/ldd/installblog.nsf/ for instructions on how to efficiently perform this task prior to using Smart Upgrade.

Update users Mail database design. This is also something that can also be done quickly and efficiently at the server for one or many users at once using the CONVERT task (Mail Conversion utility) or triggered by the Notes client as part of the Smart Upgrade process after Notes is updated. Updated Eclipse features from an Eclipse Update Site and Notes widgets updated from a centrally controlled Widgets Catalog database (which by the way is now an XPages application).

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Topic 1: Notes Client Upgrade

Update the On Disk Structure (ODS) of databases. Domino Administrator has always made this easy for server-based databases, and starting with 8.5.3, the ODS of local Notes databases can be forced by the administrator in one of two ways: Enable this setting on the Desktop Settings document at the bottom of the Mail tab to upgrade the ODS of users local databases:

Either manually edit the client NOTES.INI or use the Custom Settings tab in the Desktop Settings document (NOTES.INI tab) to add these three variables:

For databases not currently open the ODS upgrade is performed by the COMPACT task in the background, during which time the user cannot open them. For databases that are open or always open (names.nsf, cache.ndk, log.nsf) the upgrade is flagged to happen when Notes is restarted. There is some intelligence built into the upgrade such that if the ODS is already up to date the compact is skipped, if Notes is shut down before COMPACT is finished it will be attempted again at the next start, and if there are any errors or not enough disk space, the ODS will not be changed. The Notes Log records the compact event for each database and at the end records how many databases were upgraded to the latest ODS. Note: See https://www304.ibm.com/support/docview.wss?uid=swg21429889 for details.

Topic 1: Notes Client Upgrade

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Embedded Sametime client in Notes The Domino and Notes 8.5.3 license includes an entitlement to use the IBM Sametime Entry Community Server, version 8.5.2 installed on Domino. Sametime Entry only supports select integrated instant messaging and presence awareness functions by the embedded Sametime client in Notes (Sametime client must be selected during Notes installation). The Sametime Contacts List is integrated as a Sidebar Panel:

Sametime preferences are built into Notes user Preferences:

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Topic 1: Notes Client Upgrade

The Sametime Entry server does not support features like presence and chat with other public IM services, audio/video, online meetings, united telephony, and other clients like the standalone Connect client, mobile devices, or the browserbased client. For these features you will need to upgrade and add these servers: To keep an all-Domino shop but continue to use the older meeting technology, upgrade to the Sametime Standard Meeting Server, also known as the Sametime Classic Meeting Server. This is a bundled Community and Meeting Server. There are only new bug fixes to this legacy platform with no new development expected. To gain the newest features you will need to upgrade to the Sametime Standard Community Server (still runs on Domino) and depending and add these servers that all run on WebSphere Application Server (with IBM DB2 and LDAP servers): Sametime Meeting Server to provide the newest online meeting space features. Sametime Proxy Server to provide a browser-based client and replace the need for the Sametime Links Toolkit in iNotes. Sametime Media Manager Server to provide audiovisual services for chats and meetings. Sametime Gateway Server to share presence and real time collaboration with external IM communities. Sametime System Console to install, configure, administer, and monitor all the Sametime servers. Sametime Unified Telephony to integrate telecommunications into the Sametime collaboration environment (requires a SIP-compliant PBX or a SIP gateway to legacy TDM phone systems). Sametime Advanced, which extends a Sametime Standard deployment to extend the infrastructure and features such as persistent group chat rooms, real-time broadcast channels, instant polls, location services, and computer screen sharing (also requires Websphere MQ and WebSphere Event Broker).

Note: For the complete list of Domino/Notes entitlements see http://www01.ibm.com/software/lotus/notesanddomino/additionalswentitlements.html. To

see how Sametime Entry, Standard, and Advanced versions compare see
http://www-01.ibm.com/software/lotus/products/sametime/versioncompare/.

Topic 1: Notes Client Upgrade

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The Notes 8.5.3 installer includes the embedded Sametime 8.5.1 client and not the latest Sametime 8.5.2 version, as verified in Help\About IBM Lotus Notes, Features:

If you have upgraded your Sametime server(s) to 8.5.2, after you install Notes 8.5.3 you can install the latest Sametime 8.5.2 embedded client, found in the unzipped IBM Sametime Entry Connect Client and Network Installer V8.5.2 Multiplatform Multilingual download (CZZ92ML):

After the installation you can verify the 8.5.2 version:

Note: The latest Sametime support documents can be found at http://www01.ibm.com/support/docview.wss?uid=swg21195515 and the documentation at http://www.ibm.com/developerworks/lotus/documentation/sametime/. If using an older version of a Sametime Server, be sure to modify the servers sametime.ini file to allow the newer client types/versions (http://www10.lotus.com/ldd/stwiki.nsf/dx/Configuring_allowed_client_types_st852).

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Topic 1: Notes Client Upgrade

Integrated IBM Lotus Quickr IBM Lotus Quickr is team collaboration software that is primarily accessed by a browser but can also be integrated into Notes. The newest Quickr 8.5.1 server runs only on Domino 8.5.1 or WebSphere Portal. Quickr features are integrated into Notes through the installation of the Lotus Quickr Connectors, which are installed (after Notes is up and running) from the Quickr Server web page. Once the Notes Connector is installed, users can add a link to a folder in a Lotus Quickr Site, view links to Quickr sent by other users, and save an attached file (being sent or received) to a Quickr place. Note: Quickr is not included as a Domino entitlement. Here are several ways that Quickr is integrated in Notes, mostly seen in the Notes Mail application: The Save attachments to Quickr tool lets you move attachments to a Quickr Item (used both in the Inbox on a selected email and when you read an email):

Click the tool to save the attached file to an Item in a Quickr Place:

Notice the option to replace the attached file in the message with a link to the Item in the Place. When you create or edit a message, the Insert a Link tool is available:

You are prompted to select which Item you want to send a link to.

Topic 1: Notes Client Upgrade

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A handy feature is that you can right-click an attachment in an email message and choose Save to a Place or if there are multiple attachments, Save All to a Place. You are prompted to select the Place/Folder where you want the Item to be created with the file(s) attached. Notes gains a Places Sidebar Panel:

You can drag emails from a Notes folder to a Quickr Folder to share the entire message contents with others in the Place, drag and drop attached files in both directions, etc. You can configure in Preferences whether or not you want attachments you are sending in an email to automatically be moved to an Item in a Quickr Place and a link be sent instead.

Note: See http://www-01.ibm.com/software/lotus/products/quickr/ for the full list of Quickr features.

Integrated IBM Lotus Connections Notes/Domino includes a limited entitlement to use (only) the Files and Profiles functions of IBM Connections 3.0.1. Like the embedded Sametime client, the Notes installer adds Connections integration into menus, Search, a Sidebar Panel, and Connections preferences built into Notes user Preferences. Note: See http://www-01.ibm.com/software/lotus/products/connections/ for the full list of Connections Server functions.

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Topic 1: Notes Client Upgrade

Notebook application As an aside, the Personal Journal application template has been redesigned and renamed to Notebook. Here is the By Category view of the new Notebook design:

If a users Notebook database is created from the Home Page of a new Notes 8.5.x installation, it is given the new file name notebook.nsf. If the users Personal Journal database was created from the Home Page in earlier versions of Notes and the default filename journal.nsf was used at that time, it will automatically be updated to Notebook when the user upgrades to Notes 8.5.x. If the Personal Journal database was created manually in earlier versions, its design must also be replaced manually using the new Notebook template (notebook8.ntf) that ships with Notes 8.5.x. Notebook in iNotes is similar to the Notebook in Notes, but like Contacts, are stored in different files. By default when you add a Notebook page in iNotes it doesnt automatically get copied into the Notes Notebook as a Notebook Entry. You can, however, synchronize your iNotes Notebook with the Notes Notebook. But unlike synchronizing Contacts, this is a manual process. To synchronize iNotes and Notes Notebooks, open your Mail in Notes and choose Actions Lotus iNotes - Synchronize Notebook.

Topic 1: Notes Client Upgrade

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Notes

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Topic 1: Notes Client Upgrade

Topic 2: Policies
Overview Policies have greatly enhanced the administrators ability to control Notes clients, and are assigned according to Organization/Organizational Unit name components or explicitly by adding the policy name to Person documents. Generally speaking whenever a new feature is added to Notes a new policy setting is added to help administrators manage the feature. Domino adds a third way to how policies are assigned by letting you create Dynamic policies, with which the policy itself contains a list of users and groups for which the policy applies. In the event you want a Dynamic policy to apply to all the users who have their Mail databases on the same Domino Server (their home server), you can create an auto-populated group that automatically assigns all those users to the policy. For users with multiple computers it is now possible to apply several Desktop Settings and one Security Settings policies dynamically based on machine type, installation type and kind, IP or MAC address, total memory, free disk space, etc. Note: These changes generally affect the Lotus Notes 8 Administration course, Topic 7 (polices) and the Lotus Domino 8 Administration Basics course, Topic 12 (groups).

Dynamic policy assignment Traditionally there are two ways to assign a policy; the one you choose determines how the policy is associated with a user: Organizational policies automatically apply to users based on their O/OU name components. This policy type assumes that you have clearly defined users into OUs and that users in a particular OU have the same requirements with respect to Notes configuration. Explicit policies must be assigned to users (the Explicit policy name appears in the Person document on the Administration tab). Explicit policies are both more precise in assigning policies to users with unique configuration requirements that dont follow along OU lines, for example mobile users. But Explicit policies are more difficult to administer than Organization policies, primarily because users can only have one Explicit policy assigned to them (creating a view in the Domino Directory that categorizes users by the Policy field is a big help).

Topic 2: Policies

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A variation on the Explicit policy type has been added to provide a third way to assign a policy, and for lack of a better name, is referred to as a Dynamic policy. When the policy type is set to Explicit on the Basics tab, the new Policy Assignment tab appears:

Here you list the individual user and group names to which the policy will be applied. Assuming your Group documents are well-maintained, as users are assigned to new roles or jobs their group membership will also be updated, which in turn affects their Dynamic policy assignment. Remove the person from the Group, and that persons policy assignment is also removed. If no are names listed, the policy is assigned to users as is usual with Explicit policies; but once you add at least one name to the list, the Explicit policy is considered to be a Dynamic policy.

Dynamic policy views Dynamic policies also appear in one of the three new Dynamic Policies views:

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Topic 2: Policies

Dynamic Policies. This view selects Dynamic policies and orders them by precedence and also has Increase Precedence and Decrease Precedence action buttons. Unlike an Explicit policy in which only one policy name can be listed in the Person document, it is possible for a user to purposefully or accidentally being assigned to multiple Dynamic policies, either individually in multiple policies or from being a member of multiple groups. Ideally when Domino merges the fields from all the Settings documents that apply to the user there are no conflicting settings. But if there is a conflict, Domino uses the precedence value to determine which field to use. The final resolution amounts to the effective policy for the user. Note: Precedence information also appears as an embedded view in a second new tab Policy Precedence in the Policy document. It is also possible that a combination of Organizational, Explicit, and Dynamic policies are defined and apply to a particular user, in which case the effective policy for a user is determined in this order: Organizational policies (which have their own system of hierarchy, inheritance, and enforcement) are calculated and applied as the first default layer of settings, then Dynamic policies (using precedence if necessary) are layered on top overwriting underlying values and adding new ones, and finally Explicit policies, which are applied last, and as such carry the most weight. Note: If you use more than one type of policy, youll likely need the various policy tools in Domino Administrator to troubleshoot overlapping settings (People\Policy Synopsis tool on the People & Groups function tab and the two Policy-related views and tools on the Configuration function tab). See
http://www-10.lotus.com/ldd/dominowiki.nsf/dx/domino-policy-precedenceexplained for more details about policy precedence, particularly concerning

how the Enforce and Inherit change properties impact the effective policy. By Person/Group. Lists Dynamic policies categorized by entries on the Policy Assignment tab. Note that the group names are not resolved, so this view isnt helpful in finding overlapping policies for a particular user. By Category. The Basics tab of the Policy document (for all policy types) has a new field, Category, but this view only selects Dynamic policies.

Note: These changes specifically affect the Lotus Notes 8 Administration course, Topic 7.

Topic 2: Policies

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Change to Assign Policy tool The Assign Policy tool (under the People and Groups tool categories in the People & Groups function tab) has been given a new option to assign the selected users to the Users and Groups field in a Dynamic policy document (previously these tools set the Explicit policy name in the Person document):

The people or group names you selected before running the tool are appended to the list of users and groups in the Dynamic policy. Notice that IBM uses the word recommended next to in the Policy document implying a shift away from Organizational and Explicit policy assignment as a policy administration strategy. If the Explicit policy was not dynamic before you use this tool, it will be now transformed into one, as it will contain at least one user or group name.

Auto-Populated Group members list The ability to assign a group name to a Dynamic policy makes it easy to maintain the policy for two reasons: Look at the Group document to immediately see who is assigned to the policy. Add or remove members from a single place, the Group document, to change Dynamic policy assignment.

To possibly reduce work related to Dynamic policies, the auto-populate group feature automatically maintains the Members field in the policy based on Home/Mail Server assignment (found in the users Person documents). The assumption of course is that because the users have Mail databases on the same server that this will be useful to an administrator in a way that crosses Organizational Unit lines (or if you dont use OUs), for example all the users in a remote office, division, department, or subsidiary who all use a dedicated server.
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Note: In addition to being useful for Dynamic policy assignments, the autopopulated groups can be used in any place where you can use group names, such as for email addressing or server security, and can also be listed as a subgroup in another (static) Group documents. To enable a Group document to lookup users on the same Home Server, first choose Home Server as the Auto Populate Method (None is the default for normal groups) and then select the Home Server:

You can manually enter/select additional users to include or exclude from the list of members returned by the lookup to determine the final group membership. These two fields are necessary because you cannot manually edit the automatically generated list of names. Note: Presumably there will be other criteria in the future besides Home Server to maintain auto-populated groups.

Topic 2: Policies

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The Update task on the Administration Server for the Domino Directory is responsible for maintaining the auto-populated groups. There are several facets of how the update is performed: How frequently the members in auto-populated Group documents is refreshed by the Update task depends on the setting in the Domino Directory Profile document (Actions Edit Directory Profile):

For servers with thousands of user Mail databases, the attempted lookup may return too many results to process. Domino Domain Monitoring (DDM) will let you know if a lookup returns too much data with this event:
Search for auto-populated group members failed for group Server1MBUsers.: NAMELookups are limited on this server to a size smaller than what would be returned. See your Domino Administrator for more information.

By default lookups can be up to 1 MB, but you can gradually increase the limit by adding this NOTES.INI variable on the Administration Server and incrementing the number of MBs until the DDM event doesnt repeat, for example to 2 MB:
Namelookup_max_mb=2

If the name lookup returns more data than a single Members field can store, the Update task will spin off sub-groups and then list the sub-group name(s) in the Members field. The sub-group names are recognizable as they include the parent group name followed by AP and an incremented number with five digits starting with 00001, for example:
Rochester Employees-AP00001

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Topic 2: Policies

Machine specific Policy settings While both explicit and implicit (including Dynamic) policy assignments provide a great deal of flexibility in who is assigned policy, these specific Desktop Settings and one Security Settings fields can be conditionally applied depending on certain characteristics read from the users computer by the @GetMachineInfo function: Whether or not to create a local replica of the users Mail database, or to create a local Managed Mail Replica (covered in Topic 3). This is set in a Desktop Settings document on the Mail tab, Local mail file field (create local replica or managed replica). Select one of the options (this is the default value used by pre-8.5.3 Notes clients) to display the Enter machine specific formula button, which reveals a formula box and Check Syntax button:

You will see below how to use @GetMachineInfo in the formula box to determine various characteristics of the users computer. The result of the formula is used to determine the type of local replica instead of what is selected in the list of options, in the example above Create managed replica. As such the formula must return one of these textual values: Return Value 1 "3" "7" "8" "0" To choose Create local Managed Mail Replica Create Managed Mail Replica Create Managed Mail Replica or convert local replica to Managed Mail Replica Delete local replica or Managed Mail Replica Don't create local replica or Managed Mail Replica
Topic 2: Policies 25

Whether or not to encrypt local replica databases. This is set in a Desktop Settings document on the Preferences\Replication tab, Encrypt replicas field. The result of the formula is used instead of what is selected in the list of options, for example Locally encrypt. As such the formula must return one of these textual values: Return Value 1 "0" To choose Encrypt newly-added local databases Do not encrypt newly-added local databases

Set local NOTES.INI variables, Location document settings, and managed settings (Eclipse preferences). This is done in a Desktop Settings document on the Custom Settings tab:

The formula must return a single name-value pair to set one variable, for example PromptForLocation=0 or a multivalue list of name-value pairs to set multiple variables. Note: Search the Lotus Domino and Notes Information Center (http://publib.boulder.ibm.com/infocenter/domhelp/v8r0/index.jsp) for Pushing NOTES.INI settings or location document settings and Pushing Eclipse preference settings for more information. Whether or not Smart Upgrade should install the specified version. This is set in a Desktop Settings document on the Smart Upgrade tab, Deploy version field. The formula must return the exact version name specified for a particular Smart Upgrade kit as specified in the Smart Upgrade Kits database.

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Topic 2: Policies

Whether or not to enable Notes Shared Login (shared with the operating system). This is set in a Security Settings document on the Password Management\Notes Shared Login tab, Enable Notes shared login with operating system field. The result of the formula is used instead of what is selected in the list of options, for example No. As such the formula must return one of these textual values: Return Value 1 "0" To choose Enable Notes Shared Login Disable Notes Shared Login

Note: Notes shared login is covered in Topic 6. Note: The Desktop Settings and one Security Settings fields listed above are provided by default. But you can also redesign various Settings documents to set other field values using machine specific information. See
https://www-304.ibm.com/support/docview.wss?rs=899&uid=swg21474598

for instructions. Use @GetMachineInfo in a machine specific formula Many @ functions can be used in a machine specific formula to return a value, but the primary function to test for a variety of computer characteristics is the purpose of @GetMachineInfo. In this example a Managed Mail Replica is created if the computer is a laptop (Desktop Settings document on the Mail tab, Local mail file field):

For pre-Notes 8.5.3 clients, the default action in this example is Create local replica.

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@GetMachineInfo returns either True or False depending on if the characteristic specified in the keyword is true or not. There are several keywords you can use in @GetMachineInfo, including IsLaptop, IsDesktop, IsSingleLogOn, IsMultiUser, HasDesigner, HasAdmin, IsStandard, MachineName, Memory, DiskSpace, EnvVariable (NOTES.INI variable), SysEnvVariable, IP, and MAC. Some of the keywords require an additional argument, for example the drive letter to read free diskspace:
@GetMachineInfo([DiskSpace];"c:")

Note: For details and examples of @GetMachineInfo see https://www304.ibm.com/support/docview.wss?rs=899&uid=swg21501673. Pay particular attention to how you can use @Explode to return a multivalue list of namevalue pairs when setting multiple local NOTES.INI variables, Location document settings, and managed settings (Eclipse preferences).

Desktop Settings policy to control KeyView file format filters Notes uses the Autonomy KeyView filters to view the contents of file attachments without having the native applications installed. By default all the filters are enabled but the administrator can selectively disable one or more filters on the Applications tab of a Desktop Settings policy. Note: The current list of KeyView filters can be found at https://www304.ibm.com/support/docview.wss?uid=swg27013118.

Mail-related policies There are two new mail-related policy settings that affect Notes mail. Do not show remote images MIME emails often contain images but by default they are blocked until the user (who assumedly recognizes and trusts the source of the image) right-clicks the image and chooses Show Images:

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Topic 2: Policies

While blocking images reduces bandwidth and disk space, the primary reason for blocking are security and privacy, as images often contain web bug code that is used to track who has read the email and from what computer (http://en.wikipedia.org/wiki/Web_bug). User Preferences controls the default behavior:

Deselect the setting to always fetch and display the images. To enforce greater security/privacy, administrators can control this preference from a Desktop Settings policy:

Topic 2: Policies

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A new Mail Settings policy can list trusted sources from which images will be displayed, overriding the preference to require permission to display images:

Enter one or more URLs to web sites your organization trusts. New mail slide in summary Notes 8.5.3 has added a new mail notification method, the slide in summary that opens from the lower right corner:

User Preferences controls which notification method is used:

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Topic 2: Policies

Administrators can also control the new mail notification method with this new Desktop Settings policy:

Topic 2: Policies

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Notes

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Topic 2: Policies

Error! Reference source not found.

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