Directory_architecture_in_a_Domino_domain

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					Using central directory architecture in a Domino domain
central directory architecture is an optional directory architecture you can implement in a Domino domain. This
architecture differs from the traditional distributed directory architecture in which every server in a domain has
a full replica of the primary Domino Directory.

With a central directory architecture, some servers in the domain have selective replicas of a primary Domino
Directory. These replicas, which are known as Configuration Directories, contain only those documents that are
used to configure servers in a Domino domain, such as Server, Connection, and Configuration Settings
documents. A server with a Configuration Directory uses a remote primary Domino Directory on another server
to look up information about users and groups and other information related to traditional directory services.




A central directory architecture:

        Provides servers with Configuration Directories quick access to new information because the servers
         aren't required to wait for the information to replicate to them.
        Enables servers that store Configuration Directories to run on less powerful machines because they
         don't have to store and maintain the primary Domino Directory.
        Provides tighter administrative control over directory management because only a few directory
         replicas contain user and group information.


A server with a Configuration Directory connects to a remote server with a primary Domino Directory to look
up information in the following documents that it doesn't store locally:

        Person
        Group
        Mail-in Database
        Resource
        Any custom documents you add


For example, to authenticate a user, a server with a Configuration Directory looks for the user credentials in a
Person document in a remote primary Domino Directory on another server in the domain.



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You can set up a Domino Directory as a Configuration Directory when you set up an additional server in the
domain. If a server is already set up, you can use replication settings for the directory to change a primary
Domino Directory to a Configuration Directory or change a Configuration Directory to a primary Domino
Directory.

Setting overall access levels in the Domino Directory ACL
The Domino Directory, like all Notes databases, has an access control list (ACL) that controls the overall access
that users and servers have. The following table shows the default name entries in the Domino Directory ACL
and the default access settings for each entry.
Default name entry                       Access level                                           User type
-Default-                                Author access without the "Create documents"           Unspecified
                                         privilege or administration roles
Anonymous                                No access                                              Unspecified
LocalDomainAdmins                        Manager access with no administration roles            Person group
LocalDomainServers                       Manager access with all administration roles except Server group
                                         PolicyCreator and PolicyModifier
OtherDomainServers                       Reader access                                          Server group
Server in the domain on which the        Manager access with all administration roles           Server
directory was created.
Administrator specified during server Manager access with all administration roles              Person
setup
You might want to customize the database ACL. For example, to have stricter control over database access, you
might change the access for the -Default- entry to No Access and explicitly add the names of groups of users to
the ACL that you want to allow access.

Note The default access for the -Default- entry allows users only to change some of the fields in their Person
documents.

The database access control list
Every database has an access control list (ACL) that specifies the level of access that users and servers have to
that database. Although the names of access levels are the same for users and servers, those assigned to users
determine the tasks that they can perform in a database, while those assigned to servers determine what
information within the database the servers can replicate. Only someone with Manager access can create or
modify the ACL.

To control the access rights of Notes users, select the access level, user type, and access level privileges for each
user or group in a database. You can set default entries in the ACL when you create the database. You may also
assign roles if the database designer determines this level of access refinement is needed by the application.
Work with the designer and user representatives of the application to plan the correct access level before you
put a database into production.

For each user name, server name, or group name in an ACL, you can specify:

        An access level
        Access level privileges
        A user type
        Roles




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Caution Domino administrators with full access administration rights, as well as users who are allowed to run
agents with unrestricted access, can access databases without being explicitly listed in the database ACLs.

For more information on full access administration rights, see Restricting administrator access.

For more information on running agents with unrestricted access, see Controlling agents that run on a server.

Note The database ACL should not be confused with other types of ACLs used by Domino administrators. One
such ACL is the extended ACL, which is used only in the Domino Directory and the Extended Directory
Catalog to restrict access to specific documents and fields within those databases. You must enable extended
access to use this feature. The other type of access control list is the .ACL file, which is used by administrators
to restrict user access to server directories.

Corporate hierarchies
You can categorize a Person document in the Domino Directory by a corporate hierarchy. when a Notes user
clicks the Address button to select the name in the Person document from a Domino Directory, or uses the Find
People search tool to find the name, the user can view the name by the assigned Corporate Hierarchy.

You can categorize user names in any way you want in a corporate hierarchy. For example, you might
categorize users by company division:

Marketing

Kaplan, Judy

Spera, Phyllis

Research and development

Burke, Kathy

Murphy, Bob

You can assign a user to up to six subcategories below a top-level category. For example, the following
corporate hierarchy sorts each user by one subcategory below a top-level company division category.

Marketing

Design

Spera, Phyllis

Planning

Kaplan, Judy

Research and development

Hardware




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Burke, Kathy

Software

Murphy, Bob

You can assign a user to up to four corporate hierarchies. For example, in addition to categorizing a user by
company division, you could also categorize the user by geographic location:

Boston

Spera, Phyllis

Marketing

Design

Spera, Phyllis

Directory Catalogs
A directory catalog is an optional directory database that typically contains information aggregated from
multiple Domino Directories. Clients and servers can use a directory catalog to look up mail addresses and other
information about the people, groups, mail-in databases, and resources throughout an organization, regardless of
the number of Domino domains and Domino Directories the organization uses. A directory catalog includes the
type of information that is important for directory services, and excludes other types of information that are part
of a Domino Directory, for example Domino configuration information, such as information in Connection
documents.

You use a directory catalog in conjunction with, rather than instead of, the primary Domino Directory and the
Personal Address Book. A server searches its primary Domino Directory, and a Notes client searches its
Personal Address Book, before searching a directory catalog.

There are two types of directory catalogs: condensed Directory Catalogs and Extended Directory Catalogs.
Condensed Directory Catalogs use a unique design based on the DIRCAT5.NTF template that enables them to
be extremely small. Condensed Directory Catalogs are designed for use on Notes clients. A condensed
Directory Catalog on a Notes client is also known as a Mobile Directory Catalog.

Extended Directory Catalogs use the same design as the Domino Directory, which is based on the
PUBNAMES.NTF. They are larger than condensed Directory Catalogs, but are the recommended directory
catalog for server use because they allow faster and more flexible directory lookups.

Servers can use a directory catalog for mail addressing, for processing LDAP service operations, to look up
client authentication credentials, and to look up the members of groups in database ACLs when authorizing
users' database access.

Extended Directory Catalogs
You can set up servers to use an Extended Directory Catalog. You create an Extended Directory Catalog from
the PUBNAMES.NTF template, the same template used to create the Domino Directory. An Extended
Directory Catalog combines advantages of a Domino Directory and a condensed Directory Catalog. It
aggregates entries from multiple Domino directories into a single directory database as does the condensed
Directory Catalog, but it retains the individual documents and the multiple, sorted views available in the
Domino Directory to facilitate quick name lookups.



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Although you can set up servers to use a condensed Directory Catalog, there are several advantages to using an
Extended Directory Catalog instead.

Multiple views

The Extended Directory Catalog uses the same design as the Domino Directory, so it includes multiple views
that sort names in different ways. Regardless of the format of a name, there's a view in the Extended Directory
Catalog that a server can use to quickly find the name. A condensed Directory Catalog has one view used for
lookups, which you choose how to sort when you configure it. To look up a name in a condensed Directory
Catalog that doesn't correspond to the selected sort order, the server uses the full-text index to search for the
name, which takes longer than a view search.

Using an Extended Directory Catalog on servers that route mail is a particular advantage, because a mail server
can use views to quickly find an address regardless of the address format. When a mail server uses a condensed
Directory Catalog, mail routing can back up if the Router uses the full-text index to look up addresses, for
example, some Internet addresses, that don't correspond to the selected sort order.

When a Notes user with a condensed Directory Catalog on the client sends mail to a group, if the client's
directory catalog doesn't contain the members of the group, there can be a delay while a server does a full-text
search of a condensed Directory Catalog to look up the members. Delays when sending mail to groups are not
an issue if mail servers use Extended Directory Catalogs.

Ease of application access

Applications can access information in an Extended Directory Catalog as easily as they can in a Domino
Directory. Application access to a condensed Directory Catalog however is restricted by the nature of the
aggregate documents and the number of views.

Multiple-view, enterprise directory

Users can open an Extended Directory Catalog and see an enterprise-wide directory with multiple views that
sort by entry type. In a condensed Directory Catalog, there is only one view to display the different types of
entries.

Groups for database authorization

Servers can use groups in only one directory configured in a directory assistance database, in addition to the
primary Domino Directory for authorizing database access. Using an Extended Directory Catalog for this
purpose, effectively allows servers to use groups in any secondary Domino Directory aggregated in the
directory catalog for database access control.

Remote lookups

Servers use Directory Assistance to locate an Extended Directory Catalog, so you need to replicate the
Extended Directory Catalog only to two or a few strategic servers to which the Directory Assistance database
then points. You can configure failover so that if one replica of the directory catalog is unavailable, servers can
use an alternate.

Each server that uses a condensed Directory Catalog requires a local replica of the directory catalog, which
makes its smaller size less of an advantage overall.

Administrator control over rebuilds


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Rebuilding a directory catalog removes all of the existing aggregated information, and then re-aggregates the
information from the source Domino Directories. Since this process is time consuming, the Dircat task only
rebuilds an Extended Directory Catalog when an administrator indicates. Changing almost any field in the
configuration document for a condensed Directory Catalog, by contrast, triggers the Dircat task to rebuild the
directory catalog automatically.

Extended ACL and LDAP access control settings

You can use an extended ACL to refine the overall database access to an Extended Directory Catalog. For
example, you can deny access to sensitive fields, to entire documents associated with a particular part of a name
hierarchy, and so forth. An extended ACL on an Extended Directory Catalog is independent of any Extended
ACLs set on the individual source Domino Directories.

You can also create a Configuration Settings document in an Extended Directory Catalog and use access control
settings on the LDAP tab of the document to control anonymous LDAP search access to the directory catalog.

These access control features are not available for a condensed Directory Catalog.

Native documents

You can add documents manually to an Extended Directory Catalog, in addition to aggregating documents
through Dircat task processing. These "native" documents that originate in the database are not affected by
Dircat task processing. You cannot add native documents to a condensed Directory Catalog.

Full-text index advantages

An Extended Directory Catalog has multiple, sorted views, so in general no full-text index is required for
lookups, which helps minimize disk space usage. A full-text index is required, however, if you want the LDAP
service to use an Extended Directory Catalog to process searches that use search filters based on something
other than names or mail addresses.

A full-text index is always required for a condensed Directory Catalog.

If you choose to create a full-text index on an Extended Directory Catalog, users can do full-text searches of it
from the Notes client. Users can't do full-text searches of a condensed Directory Catalog from the Notes client.

One server using more than one

A server can use more than one Extended Directory Catalog, for example one that aggregates directories that
are trusted for Internet client authentication, and another that aggregates directories that are not trusted for client
authentication.

A server can use one condensed Directory Catalog only.

Integration into a primary Domino Directory

Because an Extended Directory Catalog uses the same design as a Domino Directory, you can build an
Extended Directory Catalog directly into the primary Domino Directory for a domain, so that one directory
contains the information for an entire enterprise.

Server documents


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You can aggregate Server documents into an Extended Directory Catalog, but not a condensed Directory
Catalog.

Overview of directory catalog setup
To set up a directory catalog, you first create a directory catalog database. You use the PUBNAMES.NTF
template to create an Extended Directory Catalog and the DIRCAT5.NTF template to create a condensed
Directory Catalog. In the directory catalog database you create a configuration document in which you indicate
which Domino Directories -- known as the source Domino Directories -- to aggregate, which information from
them to aggregate, and other options.

After you complete the configuration document, you run the Directory Cataloger task (Dircat task) to build the
directory catalog. A server that runs the Dircat task is referred to as a Dircat server, and typically there is one
Dircat server dedicated to aggregating directory catalogs. The Dircat task replicates information from the
Domino Directories indicated in the configuration document, and then combines -- aggregates -- the entries into
the directory catalog. After the directory catalog is built, you then continue to run the Dircat task at regular
intervals to keep the information in the directory catalog current with the information in the source Domino
Directories. The Dircat task can build and maintain multiple directory catalogs.

After the Dircat task has built a directory catalog, you set up clients and/or servers to use the directory catalog.
You can automate setting up a condensed Directory Catalog on clients by using a Setup policy settings
document or a Desktop policy settings document. This process replicates the directory catalog to the client, and
adds the directory catalog file name to "Local address books" field in the User Preferences dialog for mail.

To set up a server to use an Extended Directory Catalog, you set up the server to use a directory assistance
database, and then create a Directory Assistance document in the database for the Extended Directory Catalog.
To set up a server to use a condensed Directory Catalog, you specify the file name of the directory catalog in
either the servers' Server document, or in the Domino Directory Profile.




Overview of setting up a condensed Directory Catalog
The following tables describe the databases, documents, and fields you use to set up a condensed Directory
Catalog, in the order in which you use them.
Document/ Database             Field(s)/Tab(s)          Purpose                                       Used for an
                                                                                                      Extended
                                                                                                      Directory
                                                                                                      Catalog too?
Directory Profile of each      "Domain defined by       Associates groups in the directory with a     Yes
Domino Directory to be         this Domino              domain to distinguish between different
aggregated in the directory    Directory" on the        groups with the same name in more than
catalog                        Basics tab               one Domino Directory
Directory Catalog              All fields               Used for directory catalog configuration      No
Configuration document in
database created from
DIRCAT5.NTF
Domino Directory Server        All fields in the Server Provides the Dircat task with the file       Yes
document of Dircat server      Tasks - Directory        name(s) of the local directory catalog(s) to
that builds the directory      Cataloger tab            aggregate and a schedule for running
catalog


Additional configuration to set up a condensed Directory Catalog on clients


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Document/Database             Field(s)/Tab(s)           Purpose                                       Used for an
                                                                                                      Extended
                                                                                                      Directory
                                                                                                      Catalog too?
Desktop policy settings     "Mobile directory           Sets up a condensed Directory Catalog         No
document and/or Setup       catalogs" field on the      automatically on Notes clients
policy settings document in Databases tab
Domino Directory in which
clients are registered


Additional configuration to set up a condensed Directory Catalog on servers
Document/ Database            Field(s)/Tab(s)           Purpose                                       Used for
                                                                                                      Extended
                                                                                                      Directory
                                                                                                      Catalog too?
Domino Directory Server       "Name of condensed        Specifies the file name of a server's local   No
document of each server       directory catalog on      condensed Directory Catalog
that uses the condensed       this server" field on
Directory Catalog             Basics tab
Directory Profile document "Directory catalog file      Specifies the file name of servers' local     No
in the Domino Directory of name for domain" field       condensed Directory Catalogs if there is
the servers that use the   on Basics tab                no file name specified in Server
condensed Directory                                     documents
Catalog
Domino Directory Server       "Trust the server based Indicates whether a server should trust all     No
document of each server       condensed directory       user entries in its condensed Directory
that uses the condensed       catalog for               Catalog for client authentication1
Directory Catalog             authentication with
                              internet protocols" field
                              on the Basics tab


1
 Can use directory assistance instead to trust for client authentication only some rather than all of the aggregated
directories




Overview of setting up an Extended Directory Catalog
The following table describes the databases, documents, and fields used to set up an Extended Directory
Catalog, in the order in which you use them.
Document/Database           Field(s)/Tab(s)                Purpose                                     Used for a
                                                                                                       condensed
                                                                                                       Directory
                                                                                                       Catalog
                                                                                                       too?
Directory Profile of each "Domain defined by this          Associates groups in the directory with     Yes
Domino Directory to be Domino Directory" field on          a domain to distinguish between
aggregated in the         the Basics tab                   different groups with the same name in
Directory Catalog                                          more than one Domino Directory
Extended Directory          All                            Used for directory catalog configuration No



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Catalog document in
Database created from
PUBNAMES.NTF
Domino Directory Server All fields in Server Tasks -        Provides the Dircat task with the file    Yes
document of the Dircat  Directory Catalog tab               name(s) of the local directory catalog(s)
server that builds and                                      to aggregate and a schedule for running
updates the directory
catalog
Directory Assistance        All fields related to a Notes   Provides a server with the location of    No
document in Directory       Directory Assistance            the Extended Directory Catalog and
assistance database used    document                        indicates whether to trust the lookups
by each server that uses                                    for client authentication and group
the directory catalog                                       authorization1
Server document in the      "Directory Assistance           Allows a server to use directory          No
Domino Directory of         database name" field on the     assistance1
each server that uses the   Basics tab.
directory catalog


1
 Unnecessary if the Extended Directory Catalog is built directly into the primary Domino Directory

Setting up Notes clients to use a directory server
You can set up Notes clients to use a different server than their mail servers for mail addressing. Type-ahead
addressing searches a directory server only when Notes users don't use Mobile Directory Catalogs. Directory
servers aren't used for LDAP directory searches initiated by Notes users.

To use Desktop settings, Setup settings, or a User Setup Profile to automate the setup:

1. Create a Desktop settings, Setup settings, or User Setup Profile document in the Domino Directory.

2. Enter the name of the directory server in the Directory server field in the Basics tab of the document.

3. Click Save & Close.

Alternatively, a user can add the name of a directory server manually in the "Domino directory server" field
which is on the Servers tab of a Location document in the Personal Address Book.

For more information on Location documents, see Lotus Notes 6 Help.

Benefits of condensed Directory Catalogs on clients (Mobile Directory
Catalogs)
Condensed Directory Catalogs on Notes clients, also called Mobile Directory Catalogs, are useful to
organizations that use one or multiple Domino Directories. Although Notes users' mail or directory servers can
do lookups in Domino Directories on behalf of Notes users, using condensed Directory Catalogs on Notes
clients instead offers these benefits:

        Notes users have access to one local, corporate-wide directory, even when their clients are
         disconnected from the network.
        When they address mail, users can press F9 to verify quickly the address of anyone in the organization.




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        Users can flag mail for encryption when using clients that are disconnected from the network. The
         clients look up the public key and encrypt the mail when the users connect to the network and send the
         mail.
        Groups are included in a directory catalog by default, so users can send mail to groups. However, to
         minimize the size of the directory catalog, the members of the groups are not included by default, so
         users' mail servers or directory servers must be able to look up the members of the groups.
        Type-ahead name resolution it instantaneous because type-ahead searches the local directory catalog.
         Type-ahead searches never extend to a server when there is a directory catalog configured locally on
         the client.
        Users can use the detailed search feature available for Local Address Books to search the directory
         catalog. For example, if a user wants to send mail to someone by the name of Robin at the Los Angeles
         location but doesn't remember Robin's last name, the user can search for "First name" Robin and
         "Location" Los Angeles to retrieve the name from the directory catalog.
        Users can use the Mail Address dialog box to open and scroll through the names in the directory
         catalog.
        Using Soundex, users can enter phonetic spellings to search for names they don't know how to spell.
        Network traffic is reduced because name resolution occurs locally on the client, rather than on a server.




Setting up a condensed Directory Catalog
When you finish planning a condensed Directory Catalog, follow these steps to set it up:

Step 1: Verify that each Domino Directory has a defined domain

Each Domino Directory aggregated in a directory catalog should have a domain defined in its Directory Profile.
The Dircat task appends the domain name to the names of groups in the directory catalog, to distinguish
between groups in different directories with the same name.

Do the following for each Domino Directory you will aggregate into the directory catalog:

1. Open a Domino Directory.

2. Choose Actions - Edit Directory Profile.

3. Make sure the field "Domain defined by this Domino Directory" contains a valid domain name. This field is
usually filled in automatically.

4. Click Save & Close.

Step 2: Create the condensed Directory Catalog database

1. Choose File - Database - New.

2. Next to Server, select the Dircat server you picked to aggregate the directory catalog.

3. Next to Title, enter a title for the directory catalog, for example Condensed Directory Catalog.

4. Next to Filename, enter a file name for the catalog, for example CDC.NSF.

5. Select "Create full text index for searching."



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6. Click "Show advanced templates."

7. Below "Template server," select a server that stores the Directory Catalog template, and then click OK.

8. Select the Directory Catalog template (DIRCAT5.NTF). Do not select the Catalog (V6) template
(CATALOG.NTF).

9. Click OK.


         Note Keep the - Default - entry in the database access control list (ACL) set to Reader.

Step 3: Create the directory catalog configuration document and run the Dircat task:

1. In the database you created, choose Create - Configuration.

2. Complete the following fields in the Directory Catalog Configuration document:


         Note The "Directories to include" field is the only field you must complete. In many situations you can
         accept the default values in the other fields. However, read the complete descriptions of the fields
         before you run the Dircat task to build the directory catalog.
         Fields in Basics tab                             Description
         Directories to include                           Specifies which Domino Directories the Dircat task
                                                          aggregates, and the order in which it processes the directories.
                                                          For more information, see the earlier topic "Specifying the
                                                          Domino Directories for the Dircat task to aggregate."
         Additional fields to include                     Specifies which fields from Domino Directories to aggregate.
                                                          For more information, see the earlier topic "Choosing which
                                                          fields to aggregate in a directory catalog."
         Sort by                                          Specifies how to sort entries in the directory catalog. For more
                                                          information, see the earlier topic "Deciding how to sort entries
                                                          in a condensed Directory Catalog."
         Use Soundex                                      Specifies whether to support Soundex lookups. For more
                                                          information, see the earlier topic "Supporting Soundex
                                                          searches of a condensed Directory Catalog."
         Remove duplicate users                           Specifies whether to aggregate multiple user entries with the
                                                          same name. For more information, see the earlier topic
                                                          "Removing duplicate user entries from a directory catalog."
         Group types                                      Specifies which types of groups to aggregate. For more
                                                          information, see the earlier topic "Choosing the types of groups
                                                          to aggregate in a directory catalog."
         Include Mail-in Databases                        Specifies whether to aggregate Mail-In Database documents.
                                                          Default is Yes. Consider setting to No if the directory catalog
                                                          is used only on clients, since Notes users don't typically send
                                                          mail to Mail-In Databases.
         Restrict aggregation to this server              (Recommended) Specifies the one Dircat server that can
                                                          aggregate this directory catalog. For more information, see the
                                                          earlier topic "Allowing only one server to aggregate a directory
                                                          catalog."



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        Send Directory Catalog reports to:               (Optional) Specifies the names of people to receive Directory
                                                         Catalog status reports. For more information, see the later topic
                                                         "Mailing Directory Catalog reports."
        Fields in Advanced tab                           Description
        Version                                          Read only field that can increment after a Domino upgrade.
        Selection formula                                (Optional) Specifies a selection formula to control which
                                                         documents are aggregated. For more information, see the
                                                         earlier topic "Using a selection formula in a directory catalog
                                                         configuration document."
        Total number of people/group/mail-in             Read-only field that shows the total number of entries
        databases and resources                          aggregated from Domino Directories after the Dircat task runs.
        Packing density                                  Specifies the maximum number of Domino Directory entries
                                                         that can be aggregated into each aggregate document.

                                                         You usually do not have to change the default setting. Do not
                                                         change the default setting if clients use local replicas of the
                                                         directory catalog.

                                                         For more information, see the earlier topic "Using performance
                                                         settings in a condensed Directory Catalog."
        Incremental fields                               Specifies whether changed fields are stored in a temporary
                                                         location.

                                                         You usually do not have to change the default setting. Do not
                                                         change the default setting if clients use local replicas of the
                                                         directory catalog.

                                                         For more information, see the earlier topic "Using performance
                                                         settings in a condensed Directory Catalog."
        Merge factor                                     If Incremental fields is enabled, controls the percent of total
                                                         field changes that must occur before original fields in
                                                         aggregate documents are updated.

                                                         You usually do not have to change the default setting. Do not
                                                         change the default setting if clients use local replicas of the
                                                         directory catalog.

                                                         For more information, see the earlier topic "Using performance
                                                         settings in a condensed Directory Catalog."
        Replication history                              Shows the date and time when the Dircat task last replicated
                                                         the aggregated directories.

                                                         Click Clear History to do a full rebuild of the directory catalog.
                                                         Do not click Clear History unless you understand Dircat
                                                         rebuilds. For more information, see the later topic "The Dircat
                                                         task."
3. Click Save and Close.

4. Run the Dircat to build the condensed Directory Catalog. For more information, see the topic "Running the
Dircat task."



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Step 4: Set up clients to use the condensed Directory Catalog

Use Desktop policy settings or Setup policy settings to automate setup of a condensed Directory Catalog on
Notes clients. The automated setup creates a replica stub (an empty replica) of the directory catalog on the
clients, with a replication schedule enabled to a replica of the directory catalog on a server that you specify.
When the client replicates with a replica of the directory catalog on a server, a full-text index is created on the
client replica after replication is complete. The automated setup process also adds the file name of the
condensed Directory Catalog to the "Local address books" field in user preferences for mail, after the file name
of the Person Address Book.

If you don't automate the directory catalog setup, you must create the replica and add the file name to clients
manually.

Note User Setup Profiles used in Lotus Domino Release 5 for automated directory catalog setup continue to
work in Lotus Domino 6.

To automate setup of a condensed Directory Catalog on clients:

1. (Optional) Create a replica of the condensed Directory Catalog on other servers. Then users have more choice
of servers to use when they replicate to update their local replicas of the directory catalog. Domino creates a
full-text index automatically on the replicas you create.

2. If you haven't already done so, create a Desktop policy settings document or a Setup policy settings
document to use to use to automate setup of the directory catalog. Make sure you understand how to set up
policies before you create a Desktop or Setup settings document.

3. From the Domino Administrator, click the Files tab, and open a replica of the directory catalog.

4. Choose Edit - Copy As Link - Database Link, then close the directory catalog.

5. Open the Desktop policy settings document or Setup policy settings document you want to use to automate
setup of the condensed Directory Catalog on clients.

6. Click the Databases tab, and then click the "Mobile directory catalogs" field.

7. Choose Edit - Paste to past the directory catalog database link into the "Mobile directory catalogs" field.

8. Click Save & Close.

Note Notes users should do pull replications regularly with up-to-date replicas of the directory catalog on
servers.

Step 5: Set up servers to use the condensed Directory Catalog

Note In general it's better for a server to use an Extended Directory Catalog rather than a condensed Directory
Catalog.

To set up a server to use a condensed Directory Catalog:

1. Create a replica of the built directory catalog on the server. Set up replication between the server and the
Dircat server so that this server's replica of the directory catalog is kept up-to-date.




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2. If necessary, from the Domino Administrator choose File - Open Server, to open the server you are setting up
to use the directory catalog.

3. Click the Configuration tab.

4. In the left pane, expand Server - Current Server Document.

5. Click Edit Server.

6. On the Basics tab, in the "Name of condensed directory catalog on the server" field, enter the file name of the
directory catalog replica you created on this server. If multiple servers use the same file name for their local
replicas of the directory catalog, see the Tip below for a quick way to specify the file name.

7. (Optional) To allow the server to use all user names aggregated in the condensed Directory Catalog for client
authentication, on the Basics tab of the Server document select "Trust the server based condensed directory
catalog for authentication with internet protocols." If you don't want to trust the entire directory catalog for
authentication, do not select this option.


         Note To specify instead that the server trust for authentication names from only one or some of the
         directories aggregated in the directory catalog, in a directory assistance database used by the server,
         create a Directory Assistance document for each aggregated Domino Directory to trust that has a
         trusted rule enabled.

8. Click Save & Close

9. If necessary, wait for the Domino Directory changes to replicate to the server. Or force the replication.

10. Use the Restart Server command to Restart the server so it detects the changes to the Server document.

Tip If multiple servers use the same file name for their local replicas of the condensed Directory Catalog, you
can specify that file name once in the Directory Profile of the domain Domino Directory, rather than multiple
times in individual Server documents. To use the Directory Profile method, from the Domino Directory for the
servers that will use the directory catalog, choose Actions - Edit Directory Profile and add the directory catalog
file name to the "Directory catalog database name for domain" field. Then a server that doesn't have a directory
catalog file name entered in its Server document uses the Directory Profile to find its local replica of the
condensed Directory Catalog.




Customizing the Directory Profile
Use the Directory Profile to specify miscellaneous settings for the Domino Directory:

1. From the Domino Administrator, in the server pane on the left, select the server that stores the replica of the
Domino Directory you want to modify. If you don't see the server pane, click the servers icon.

2. Click the Files tab.

3. Select the Domino Directory, and then double-click.

4. Choose Actions - Edit Directory Profile.



                                                                                                                   14
5. Complete any of these fields, and then click Save & Close.

Field                               Enter
Domain defined by this Domino       The name of the Domino domain for this directory. Domino completes this
Directory                           field automatically as part of first server setup.
Condensed server directory          The file name for a condensed Directory Catalog used by servers in the
catalog for domain                  domain. As an alternative to using this field, you can specify the file names
                                    for individual condensed Directory Catalogs in the "Directory catalog
                                    database name on this server" field in the Basics section of Server
                                    documents. Setting up a directory catalog is optional.
Sort all new groups by default      Choose one:

                                            Yes to display the members of a new group in alphabetical order.
                                            No (default) to display members of a group in the order in which
                                             you add them. If you select No, you can still override this option
                                             and alphabetize members of a specific group.


Use more secure Internet            Choose one:
Passwords
                                            Yes (default) to use strong encryption for Internet passwords.
                                            No to use less secure encryption available with previous releases of
                                             Domino.


Allow the creation of Alternate Choose one:
Language Information documents
                                    Yes (default) to allow you to create Alternate Language
                                        Information documents that enable LDAP clients to search for user
                                        information in an alternate language.
                                    No to prevent the creation of Alternate Language Information
                                        documents.


List of administrators who are  Enter the names of users who can create Cross Domain Configuration
allowed to create Cross Domain documents to allow the Administration Process to submit requests between
Configuration documents in the Domino domains.
Administration Process Requests
database



Scheduling replication of the Domino Directory
Create Connection documents to schedule replication of the Domino Directory on all servers in the Domino
domain. Since the Domino Directory is central to a Domino system, it's important to replicate it frequently.
Although the replication schedule you select ultimately depends on the configuration of the servers in the
domain, in general, replicate the Domino Directory at least every 30 minutes or, if the directory is large and
changes frequently, every 10 to 15 minutes.

Schedule the Administration Requests database (ADMIN4.NSF) to replicate as frequently as you replicate the
Domino Directory. The Administration Process, which simplifies some administration tasks, uses the
Administration Requests database and the Domino Directory to do its work. If the Domino Directory is large,
create a Connection document to schedule replication of only the Domino Directory and the Administration
Requests database



                                                                                                                 15
Directory catalogs and Notes mail encryption
When Notes users send encrypted mail to users registered in secondary Domino Directories, servers can use an
Extended Directory Catalog to look up the public keys of the recipients to encrypt the mail. Even off-line Notes
users with condensed Directory Catalogs can flag mail for encryption; then when they reconnect to the network
to send the mail, the clients look up the public keys in the Extended Directory Catalog.

Storing public keys in a condensed Directory Catalog isn't recommended because it greatly increases its size.
Instead, set up directory assistance for the aggregated Domino Directories so servers can look up the public
keys in them.

Servers do not have to trust a directory catalog or a Domino Directory for credentials to use the directory to
look up public keys for mail encryption




The Administration Process
The Administration Process is a program that automates many routine administrative tasks. For example, if you
delete a user, the Administration Process locates that user's name in the Domino Directory and removes it,
locates and removes the user's name from ACLs, and makes any other necessary deletions for that user. If you
want to delete all replicas of a database, the Administration Process finds the replicas on servers in the domain
and provides an interface for deleting them.

The Administration Process automates these tasks:

                          Name management tasks, such as rename person, rename group, delete person,
                           delete group, delete server name, recertify users, and store Internet certificate.
                          Mail file management tasks, such as delete mail file and move mail file.
                          Server document-management tasks, such as store CPU count, store platform, and
                           place network protocol information in Server document.
                          Roaming user management, such as roaming user setup, move roaming users to other
                           servers, upgrade a nonroaming user to roaming status, and downgrade roaming user
                           to nonroaming status.
                          User mail file management tasks, such as performing Access Control List (ACL)
                           changes and enabling agents. For example, the "Out of Office" agent is enabled and
                           disabled by Notes client users.
                          Person document management tasks, such as storing the user's Notes version and
                           client platform information.
                          Replica management tasks, such as create replica, move replica, or delete all replicas
                           of a database.

Administration servers

Administration servers control how the Administration Process does its work. You specify an administration
server for the Domino Directory and for specific databases. By default, the first Lotus Domino server you set up
in a domain is the administration server for the Domino Directory. The administration server for the Domino
Directory maintains the Domino Directory's ACL, performs deletion and name change operations in that
Domino Directory, and these changes are replicated to other servers in the domain. If you have multiple
directories in your domain -- not replicas of other domain's directories, but more than one of your own -- you
can specify an administration server for each of the directories in your domain. Do not specify an administration
server in your domain for a replica of another domain's Domino Directory.



                                                                                                                 16
All databases need an administration server to manage name changes and deletions that apply to the database --
for example, changes to the ACL, Readers and Authors fields, or Names fields. If a database has replicas, you
assign an administration server to only one replica. Then the Administration Process makes all changes to that
replica, and replication for that database carries out the changes in all other replicas.

You can also set up one or more extended administration servers to distribute across multiple servers the
processing of administration requests that modify the Domino Directory.

The Administration Requests database

The Administration Requests database (ADMIN4.NSF) is created on the administration server for the Domino
Directory when that server starts for the first time. Requests for work to be done by the Administration Process
are stored in the Administration Requests database. The status of work done by the Administration Process is
also stored there as response Log documents to the requests, in the form of Administration Request documents.
To complete tasks, the Administration Process posts and responds to requests in the Administration Requests
database. Domino servers use replicas of this database to distribute requests made on one server to other servers
in the domain.

When other servers start, if the Administration Requests database does not exist, the server creates a replica stub
of the Administration Requests database and waits for it to be initialized from another server in the domain.
Every server in the domain stores a replica of the Administration Requests database and the Domino Directory.

The Administration Requests database also acts as the interface to the Domino Certificate Authority requests. It
is the responsibility of the Registration Authority to monitor the status of the Certification Authority (CA)
Requests. The CA requests can be removed from the view or resubmitted for processing in the same manner as
the Administration Process Requests.

For more information on working with requests, see The Administration Requests database and Managing
Administration Process requests in this chapter.

The Certification Log

To use the Administration Process to perform name changes and recertifications, the Certification Log
(CERTLOG.NSF) must reside on the server that stores the Domino Directory in which you will initiate the
name change or recertification. If the Certification Log exists on another server, move the Certification Log to
the server containing the Domino Directory on which you are initiating the name change or recertification. The
Certification Log contains a permanent record of how you register servers and users, including information
about the certifier ID. The Certification Log also contains messages that describe the results of recertification
requests that the Administration Process is processing.

Creating a Cross-domain Configuration document
1. Make sure that you have already set up the necessary Connection documents and cross certificates to allow
communication between the servers.

2. From the Domino Administrator, choose Server - Analysis - Administration Requests(6).

3. Choose the Cross Domain Configuration view and click "Add Configuration."

4. On the Configuration Type tab, choose one of these:

                          Inbound to create an inbound request configuration
                          Outbound to create an outbound request configuration



                                                                                                                17
5. If you chose Inbound in Step 4, click Inbound Request Configuration and then complete these fields:
Field                                        Enter
Receive AdminP requests from domains         The name of one or more domains from which this server will
                                             receive requests.
List of AdminP requests allowed from other Select any of these requests that this server will accept from other
domains                                    domains and then click OK.

                                                     Create Replica
                                                     Delete Person in Address Book
                                                     Delete Server in Address Book
                                                     Get Replica Information for Deletion
                                                     Rename Person in Address Book
                                                     Rename Server in Address Book


Only allow Create Replica requests if        Server names in your current domain that will accept Create
intended for one of the following servers    Replica requests from other domains.

                                             This field displays if the Create Replica request is selected.
List of approved signers                     Names of approved signers -- that is, a trusted signer for the
                                             request type for the destination domain. An inbound request is
                                             rejected if it is signed by someone who is not a trusted signer.

                                             If you selected Create Replica requests from the list above, the
                                             request's author is required to have Create Replica access to the
                                             destination server. Create Replica requests must be signed by the
                                             source server.
6. If you chose Outbound in Step 4, click Outbound Request Configuration and then complete these fields:
Field                                        Enter
Domains to submit AdminP requests to         The name of one or more domains to which this server will send
                                             requests.
List of AdminP requests to submit            Select the type of requests that this server will send and then click
                                             OK.

                                                     Create Replica
                                                     Delete Person in Address Book
                                                     Delete Server in Address Book
                                                     Get Replica Information for Deletion
                                                     Rename Person in Address Book
                                                     Rename Server in Address Book


Only submit Create Replica requests to the   Server names to which you will send Create Replica requests.
domains listed above if the destination      Also enter the domain names in which the servers reside.
server is one of the following
                                             This field displays if the Create Replica request is selected.
List of approved signers                     Names of approved signers -- that is, a trusted signer for the
                                             request type from the creation domain. An outbound request will
                                             not be sent if it signed by someone who is not a trusted signer.

                                             If you selected the Create Replica request from the list above, the



                                                                                                                18
                                              request's author is required to have Create Replica access to the
                                              destination server. Create Replica requests must be signed by the
                                              source server.
7. Click Save and Close.

8. Complete the procedure "Verifying that the Administration Process is set up correctly."

Verifying that the Administration Process is set up correctly
After you set up the administration server and the Administration Process, verify that both are running correctly.

1. From the Domino Administrator, click Server - Analyses - Administration Requests(6).

2. Open the "All Requests by Action" view.

3. Verify that the request "Put server's Notes build number into Server record" appears in the view.

4. Sixty minutes after the Administration Process begins running, open the Administration Requests database
again and open the response Log document for the request.


         Note Log documents are listed directly beneath the request that the document pertains to. The heading
         Administration Request - Log appears at the top of each Log document.

5. Review the information in the response Log document to ensure that the request has run.

6. Complete the procedure, "Setting up ACLs for the Administration Process."

Setting up ACLs for the Administration Process
Each administrator who uses the Administration Process to perform tasks must have the appropriate access
rights and roles in the Domino Directory (NAMES.NSF), secondary directories -- if applicable, Administration
Requests database (ADMIN4.NSF), and the Certification Log database (CERTLOG.NSF).

The quickest way to provide administrators with the access they need is to give them the minimum levels of
access:

        For the Domino Directory, create an administrator group of type Person Group with Editor access, and
         list the administrators in the group.
        For the Administration Requests database, give administrators Author access. If an administrator will
         be approving requests, give Editor access.
        For the Certification Log database, give administrators Author with Create documents access.


To assign access to administrators so they can perform only specific tasks, see the table below which specifies
the access that administrators need in the ACLs of the Domino Directory, secondary directories -- if applicable,
Administration Requests database, and Certification Log database. If an error occurs during any administrative
task, the administrator must have Editor access in the ACL of the Administration Requests database to perform
the task again.

For more information on setting up and modifying an ACL, see Configuring a database ACL and Managing
database ACLs .




                                                                                                               19
Note If extended ACLs are enabled and you have specified who can modify documents for an organization,
administration requests will fail if they are initiated by anyone not specified in the extended ACL.

Task                         Administrator needs this      Administrator needs Administrator needs this
                             access in the Domino          this access in      access in other databases
                             Directory                     ADMIN4.NSF
Add a resource to or         None. However, the           Author with Create      CreateResource role in the
delete a resource from the   Administration Process       documents access        Resource Reservations
Resource Reservations        updates the Domino Directory                         database
database                     to reflect the change
Add group                    Author with Create            Author with Create
                             documents and the             documents access and
                             ServerModifier role           GroupModifier role
Add users to group           Author with GroupModifier
                             role. If administrator has
                             access greater than Author,
                             that access is sufficient
Add servers to and           One of these:                 Author with Create     None
remove servers from a                                      documents access
cluster                             Author access and
                                     ServerModifier role
                                    Editor access


Approve a request to         One of these:                 Editor access          Author with Create
move a user name to                                                               documents access to the
another hierarchy                   Author with Create                           Certification Log
                                     documents access
                                     and
                                     UserModifier/Server
                                     Modifier role
                                    Editor access


Approve the deletion of a Delete documents access          Editor access          None
resource from the
Resource Reservations
database
Create mail files         Author access and the            Author with Create     Create new database access
automatically during user UserCreator role                 documents access       on the registration server
registration
Create replicas of           No requirement                Author with Create     All of these:
databases                                                  documents access
                                                                                          Create replica
                                                                                           access to the
                                                                                           destination server
                                                                                          Reader access to the
                                                                                           database on the
                                                                                           source server
                                                                                          In addition, the
                                                                                           source server must
                                                                                           have Create replica



                                                                                                               20
                                                                                       access to the
                                                                                       destination server,
                                                                                       and the destination
                                                                                       server must have
                                                                                       Reader access to
                                                                                       one replica of the
                                                                                       database.


Delete group              One of these:                  Author with Create   None
                                                         documents access
                                 Author with Delete
                                  documents access
                                  and the
                                  GroupModifier role
                                 Editor access


Delete servers            One of these:                  Author with Create   None
                                                         documents access
                                 Author with Delete
                                  documents and the
                                  ServerModifier role
                                 Editor access


Delete users*             One of these:                  Author with Create   None
                                                         documents access
                                 Author with Delete
                                  documents access
                                  and the UserModifier
                                  role
                                 Editor access


Delete users and their    One of these:                  Editor               None
mail files*
                                 Author with Delete
Delete users and their            documents and the
private design elements           UserModifier role
                                 Editor with Delete
                                  documents access


Enable password-          Editor access                  Author with Create   None
checking during                                          documents access
authentication
Find name                 Editor access with             None                 None
                          UserModifier role
Move replicas from a      None                           Author with Create   Both of these:
cluster server                                           documents access
                                                                                      Same access as
                                                                                       "Create replicas of
                                                                                       databases"
                                                                                      Manager access to



                                                                                                        21
                                                                                         the original
                                                                                         database


Move replicas from a       None                          Editor                 Both of these:
non-clustered server
                                                                                        Same access as
                                                                                         "Create replicas of
                                                                                         databases"
                                                                                        Manager access to
                                                                                         the original
                                                                                         database


Move user to another       One of these:                 Editor                 Create replica access on the
server                                                                          new mail server
                                  Author access and
                                   UserModifier role                            In addition, the old mail
                                  Editor access                                server must have Create
                                                                                replica access to the new
                                                                                mail server, and the person
                                                                                whose mail file is being
                                                                                moved must be running a
                                                                                Notes Release 5 or higher
                                                                                client.
Recertify user IDs and     One of these:                 Author with Create     Author with Create
server IDs                                               documents access       documents access to the
                                  Author with Create                           Certification Log
                                   documents access
                                   and
                                   UserModifier/Server
                                   Modifier role
                                  Editor access


Register user              Author with Create            Author with Create     If creating mail files/roaming
                           documents access and          documents access if    files, Create database access
                           User/Creater role             using Administration   on the mail server and/or
                                                         Process for            roaming server, accordingly.
                                                         background
                                                         processing             If creating replicas, Create
                                                                                Replica access on the replica
                                                                                servers.

                                                                                If CERTLOG.NSF resides
                                                                                on the registration server,
                                                                                Create document access to
                                                                                CERTLOG.NSF is required.
Remove all replicas of a   None                          None                   None
database
Rename users and          One of these:                  Author with Create     Author with Create
convert users and servers                                documents access       documents access to the
to hierarchical naming         Author with Create                              Certification Log
                                   documents access



                                                                                                           22
                                       and
                                       UserModifier/Server
                                       Modifier role
                                      Editor access


Sign database                None                               None                      None
Specify the Master           One of these:                      Author with Create        None
Address Book name in                                            documents access
Server documents                      Author access with
                                       ServerModifier role
                                      Editor access


Add Internet certificate     Editor                             Author with Create        None
                                                                documents access
Update client information None                                  None                      None
in Person record

*To delete a user's Windows NT account or from an Active Directory, when deleting a user, the Delete Person
request must be made from a computer running Windows NT or Active Directory, respectively, and the initiator
must be a Windows NT Domain or Active Directory administrator with rights to delete user accounts.

Adding an Internet certificate and cross-certificate for encrypted S/MIME
messages
To send an S/MIME-encrypted message, the sender must have the recipient's Internet certificate in the Personal
Address Book, Domino Directory, or LDAP directory. The sender must also have a cross-certificate issued for
the recipient or for the certifier who issued the recipient's Internet certificate. If a cross-certificate is issued for a
recipient's Internet certificate, only messages to that recipient can be encrypted. If a cross-certificate is issued to
the recipient's CA, you can send encrypted messages to all recipients who have certificates issued by that CA, if
you have the recipients' Internet certificates.

If the Internet certificate is stored in a Domino Directory in another domain or in an LDAP directory, the
directory needs to be accessible using directory assistance.

To add an Internet certificate and cross-certificate for encrypted S/MIME messages

1. The recipient must send an S/MIME signed message to you.

For information on signing mail, see the topic "Encrypting and digitally signing e-mail messages" if you have
installed Lotus Notes 6 Help. Or got to www.lotus.com/ldd/doc to download or view Lotus Notes 6 Help.

2. When you open the signed message, Notes asks if you want to add a cross-certificate if you do not already
have a cross-certificate issued for either the author or the CA who issued the certificate to the author. Complete
these fields and then click Cross Certify:

Field                                 Enter
Certifier                             The certifier ID that is cross-certifying the certificate. By default, the
                                      certifier is your ID. If you have access, you can choose an ID that is higher
                                      in the hierarchical name scheme.
Server                                The registration server that holds the cross-certificate that is created. By



                                                                                                                       23
                                     default, it is stored locally in your Personal Address Book. Do not change
                                     this setting, since the cross-certificate must be stored in your Personal
                                     Address Book in order to validate the Internet certificate of the person to
                                     whom you are sending an encrypted message.
Subject name                         The certificate that is being cross-certified. You can choose to cross-certify
                                     the sender of the signed message or you can cross-certify the CA that issued
                                     the certificate to the sender. If a cross-certificate is issued to the sender of
                                     the signed message, you can encrypt messages to only that person. If a cross-
                                     certificate is issued to the sender's CA, you can send encrypted messages to
                                     anyone who has an Internet certificate issued by that CA and for whom you
                                     have an Internet certificate.
Subject alternate name list          Alternate names attached to the ID, if any.
Expiration date                      The date that the cross-certificate expires.

3. To add the author's Internet certificate to the Personal Address Book, choose Tools - Add Sender to Address
Book. Notes creates a Contact document for the person and adds an Internet certificate to the document.

For information on adding an Internet certificate and cross-certificate when users have dual certificates, see
Dual Internet certificates for S/MIME encryption and signatures.



Planning the use of passthru servers
Perform these steps to set up passthru servers:

1. List all the workstations and servers that need to access a passthru server. Also list the protocols that the
workstations and servers run.

2. List the destination servers that the workstations and servers need to access. Also list the protocols that the
destination servers run.

3. Determine where in the topology to locate the passthru server based on which workstations and servers need
access and which servers are the destinations. The passthru server must run all of the protocols that the
workstations and servers that access it run, as well as all of the protocols of the destination servers. In addition,
the passthru server must have enough modem connections to handle the anticipated dial-in traffic.


         If you anticipate high traffic through the passthru server, create a dedicated passthru server. A
         dedicated passthru server does not contain applications and mail databases. It functions solely to
         provide workstations and servers with access to destination servers.

         Also, determine if you want to use more than one passthru server in a hunt group. In a hunt group, one
         phone number represents all passthru servers in the group, and the load is automatically spread among
         the passthru servers. Be sure to set up all passthru servers in a hunt group to pass through to the same
         destination servers.


4. Determine the users and servers whose access to the passthru servers and destination servers you need to
restrict. Create policy settings documents that include setup and desktop settings to prevent access to the
servers.




                                                                                                                     24
5. List the Notes client users that need to use a passthru server and determine a default passthru server for each.
If you have many Notes client users, create user setup policies to evenly assign them among the default passthru
servers to ensure optimal server performance.


         If you plan to use hunt groups, list which Notes client users will connect to each hunt group. Record
         the name and phone number of the hunt group and the names of all the destination servers that
         members of the hunt group pass through to.
Passthru servers and hunt groups
Passthru is a process that runs on a server and establishes connections between the users and servers connected
to that server and other servers. Passthru connections use an intermediary server as a "stepping stone" to
connect the two servers. Passthru is useful in two instances:

        When two servers connect directly -- When a client (in this case, either a Notes client or a Domino
         server) does not share a common protocol with a destination server, you can set up an intermediary
         server that runs both protocols as a passthru server to enable the client to connect to the destination.
         For example, suppose that Server A, which runs only NetBIOS, needs to connect to Server C, which
         runs only TCP/IP. If Server B runs both NetBIOS and TCP/IP, Server B can act as a passthru server to
         allow communication between Server A and Server C.
        When you want to provide additional security -- Domino lets you apply additional access controls to
         passthru connections, enabling you to use passthru connections to act as an proxy server for filtering
         NRPC traffic. You can specify the users and servers that can access a server as a passthru destination,
         as well as those that can use a server to make passthru connections to another server. Internet protocols
         such as HTTP, IMAP, and LDAP cannot use a Domino passthru server to communicate with a
         destination server.


You can set up a passthru server so that it leads to additional passthru servers as well as directly to a passthru
destination server. Thus, you can chain together multiple passthru connections to enable a client to pass through
several servers until it connects to a given target server.

Passthru access is valuable to Notes client users as well. When you provide a Notes client with access a to a
passthru server, the client user can connect to a single server to access other network servers. For mobile users,
this enables access to multiple destination servers on the same LAN over a single phone connection. Using a
passthru server this way saves the time and expense of configuring many individual servers to support modem
connections and of requiring Notes client users to use multiple phone calls to access multiple servers.

Passthru Logging

To enable to monitoring of passthru traffic for security reasons, after you configure a server as a passthru server,
the server log (LOG.NSF) records information about passthru sessions established through that server. For
example, the log records information about users who access this server for to make passthru connections to
other servers.

For more information about server log files, see the topic The Domino server log (LOG.NSF).

Hunt groups

If your telecommunications infrastructure supports a hunt group -- that is, a pool of modems that are connected
to different phone lines but that use a single phone number -- you can configure Domino servers and Notes
client users to connect to a hunt group on a passthru server. Whenever a call is made to the hunt group number,
the incoming call is routed to the first available modem in the group.



                                                                                                                 25
You can use a hunt group with one or more passthru servers. If more than one passthru server is used in the hunt
group, to allow any passthru server in the hunt group to receive a call and route it to the destination server, the
calling server or user must use a Hunt Group Connection document. .

Setting up a server as a passthru server
Set up a server as a passthru server to enable users and other servers to route through it to connect to a passthru
destination server.

1. From the Domino Administrator, click the Configuration tab.

2. Click Server - All Server Documents.

3. Open the Server document for the server that you want to set up as a passthru server, and click Edit Server.

4. Click the Security tab, and in the Passthru Use section, complete these fields and then click Save & Close:

Field                   Description
Access this server      If this server is not a passthru destination, leave this field blank.

                        For information about setting up a server as a passthru destination, see the topic Setting
                        up a server as a passthru destination.
Route through           Specifies the names of the users, groups, and servers allowed to connect to a destination
                        server through this server. When this field is blank (the default), the server does not
                        allow passthru connections.

                        Enter an asterisk (*) to provide passthru access for all users and servers, even those not
                        listed in the Domino Directory. Enter a hierarchical name with an asterisk as the
                        common name to provide access for all users and servers certified by a particular
                        organization or organizational unit. For example, the entry */Acme allows access to all
                        users in the Acme organization.

                        Separate multiple entries with commas or semicolons.

                        Entries in this field are granted passthru access, even if denied general access to the
                        server in the Server Access section of the Server document Security tab.
Cause calling           Specifies the names of users, groups, and servers allowed to use the modem on this
                        server to connect to a remote destination server. By default, this field is blank and the
                        server prohibits all incoming connections from generating calls to other servers. Enter
                        an asterisk (*) to allow incoming connections from any source to initiate a call to a
                        destination server.

                        Note If you allow incoming connections from any source to initiate calls, when
                        recording the event in the Passthru Connections view of the Notes Log, Domino
                        indicates only that the connecting client was not authenticated, rather than specifying
                        the name of the source.
Destinations allowed    Specifies the names of the remote servers this server can connect to as passthru
                        destinations.

                        By default, this field is blank and the server allows routing to all servers configured as
                        passthru destinations. Adding entries to this field restricts passthru access from this
                        server to the specified destination servers only.



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5. Set up servers as passthru destinations.

6. Create Connection documents as necessary to connect the passthru server to destination servers that do not
share the same LAN.

Setting up a server as a passthru destination
Set up a server as a passthru destination to enable users and servers to access it through a passthru server.

1. From the Domino Administrator, click the Configuration tab.

2. Click Server - All Server Documents.

3. Open the Server document for the server that you want to set up as a passthru destination, and click Edit
Server.

4. Click the Security tab, enter values in this Passthru Use field, and then save the document:

Field                 Description
Access this server    Specifies the names of the users, groups, and servers allowed to access the server as a
                      passthru destination. When this field is blank (the default), the server is not available as a
                      passthru destination.

                      Enter an asterisk (*) to provide access for all users and servers, even those not listed in the
                      Domino Directory. An asterisk followed by a certifier name provides access for all users
                      and servers certified by a particular organization or organizational unit. For example, the
                      entry */Acme allows access to all users in the Acme organization.

                      Separate multiple entries with commas or semicolons.

Note Access to a passthru destination is subject to restrictions set in the Server Access section of the Server
document's Security tab. These fields define general access to the server.

You can grant a user or server general access to a server and prohibit access to the same server as a passthru
destination. However, if you deny a user or server general access to a server, those users and servers cannot
access the server as a passthru destination.




GLOSSARRY

access control

A security feature that determines the tasks that each user, server, or group of users or servers in a Lotus Notes
database can perform. Some can do all tasks while others may be limited to specific tasks.

access-controlled section

A defined area on a form that allows only certain users to edit the fields in the section. Besides fields, it can
include objects, layout regions, and text.




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Account document

A document that contains information such as the user name and password about an Internet connection. When
you set up Internet mail, Notes creates at least one Account document in your Personal Address Book for
incoming (POP or IMAP) mail, and one for outgoing (SMTP) mail if you don't send your Internet mail through
a Domino server.

ACL (access control list)

A list of database users (individual users, Lotus Domino servers, and groups of users and/or servers) created and
updated by the database manager. The ACL specifies which users can access the database and what tasks they
can perform.

ACL Monitor

A document created in the Statistics & Events database that causes the Event task on a server to monitor a
specific database for ACL changes.

activity logging

A process you use to collect information about the activity in your enterprise. You can use this information to
charge users for the amount they use your system, monitor usage, conduct resource planning, and determine if
clustering would improve the efficiency of your system.

Adjacent Domain document

This document defines the name, location, and access to adjacent (connected) and non-adjacent (unconnected)
Domino domains and non-Domino domains. It is stored in the Domino Directory.

Administration Process

A server task (Adminp) that automates many administrative tasks. You initiate the tasks, and the Administration
Process completes them for you. Some of the tasks the Administration Process can automate are: recertifying
Notes IDs, renaming and deleting references to Notes users and groups, creating replicas of databases, and
moving databases.

administration server

The server that you assign to apply Administration Process updates to a primary replica.

agent

A program that performs a series of automated tasks according to a set schedule or at the request of a user. An
agent consists of three components: the trigger (when it acts), the search (what documents it acts on), and the
action (what it does).

Agent Builder

The Agent Properties box now replaces the Agent Builder.




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Agent Manager

The background server program that manages and runs agents on a server. An agent performs a series of
automated tasks according to a set schedule or at the request of a user. The Agent Manager runs by default on a
server. You set guidelines for the Agent Manager in the Server document in the Domino Directory.

Agent Properties box

Use the Agents Properties box, instead of the Agent Builder, to create the following types of agents: simple
actions, formulas, LotusScript agents, or Java agents. An agent automates a task and can be run by a user or
according to a set schedule.

alarm

For end users: Text that displays or a noise that sounds to remind you of an entry on your Calendar. When an
alarm goes off, Notes shows a description of the Calendar entry associated with the alarm.

For administrators: A document generated in the Statistics database indicating that a server statistic has
exceeded a specified threshold. For example, an alarm can notify you if disk space on server drive C drops
below 10 percent. You create Statistics Monitor documents to configure alarm reporting.

alias

1. An additional name for a form, view, agent, or image resource. An alias allows you to change a design
element name without having to rewrite the formulas that reference the design element. An alias remains intact
even if a database is translated or modified.

2. A shortened form of a user name that can be used in any Notes application where directory lookup and type-
ahead are supported, such as mail. Unlike the Notes user name and alternate name, aliases cannot appear in
Access Control Lists and Execution Control Lists.

alternate mail

A mail system other than Notes mail.

anonymous access

Lets users and servers access a server without authentication. This level of access is useful for providing the
general public access to servers and databases for which they are not certified. It is typically used for granting
access to the servers and databases on a Web site.

API (application programming interface)

A set of functions that gives programmers access to another application's internal features from within their own
application. Notes and Domino offer several APIs that give developers access to Notes and Domino features
and functionality, enabling them to create powerful and customized client and server applications.

application proxy




                                                                                                                 29
A firewall configuration that examines the destination of a packet and the type of information it contains,
checks whether your network allows delivery to that destination, and controls the information flow between
internal and external clients and servers.

attach

To store a file with a Lotus Notes document or form. The file, or attachment, is stored with the document or
form in the database until you delete one of them. If you mail the document, the attachment is mailed with it.

attachment

A file attached to a Lotus Notes document or form or to a Web page document. An attachment remains with the
document until you delete the attachment or the document.

authentication

A security mechanism that verifies the identities of clients and/or servers. There are three types of
authentication in Notes and Domino -- Notes/Domino, SSL, and name-and-password authentication.

        Notes/Domino

         Verifies that the user or Domino server trying to access a particular Domino server has a trusted
         certificate in common with it. Authentication occurs in both directions: the server authenticates the
         user, then the user authenticates the server.

        SSL authentication

         Used by Internet protocols over SSL. During SSL authentication, the server exchanges the server
         certificate with the client and, optionally, the client exchanges the client certificate with the server.
         This exchange determines whether the client and server have a certificate in common and verifies the
         identities of the server and, optionally, the client.

        Name-and-password authentication

         Used by Internet protocols over TCP/IP and SSL. During name-and-password authentication, a text
         password is sent by the client to the server. The server verifies the identity of the client by making sure
         the password provided matches the password stored in the Domino Directory for that person. Name-
         and-password authentication does not use certificates.



Author access

An access level that allows users to create and read documents and edit the ones they created and saved. Servers
with Author access can replicate new documents and can usually delete documents marked for deletion. Access
levels can be further refined using roles and access restrictions.

Authors field

A field that lists the names of people who have Author access. This field does not override the access control
list. Use this field to control edit access on a document-by-document basis.




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autolaunch

When a user creates or opens a document for reading or editing, an embedded object automatically opens in its
native format. The user can change the embedded object and add a new object directly in the application that
created the object. The Notes document automatically displays the changes.

autoregistration

A process by which external databases may be automatically added when the database type and path are
supplied during connection.

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binary tree server topology

Connects servers in a pyramid fashion: the top server connects to two servers below it, each of which connects
to two servers below it, and so on. Information travels down the pyramid and then back up.

bookmark

A customizable, graphical link to databases, views, documents, Web pages, and newsgroups.

bookmark folder

A folder in the Bookmark Bar containing bookmarks.

broadcast meeting

Invitees are notified about a meeting but do not need to respond to the invitation. This option is useful when
individual response will not affect the occurrence of the meeting.

button

A graphic that executes an action when clicked.

button bar

In the Notes client, the bar that displays actions as buttons. Actions let users click to accomplish tasks, from
mimicking the Notes menus to tasks defined by formulas or a LotusScript program.

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CA (Certificate Authority)




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The link that allows a server and client to communicate. A CA vouches for the identity of a server and client by
issuing certificates stamped with the CA’s digital signature and including the CA’s trusted root certification.
The digital signature assures the client and server that both the client certificate and the server certificate can be
trusted. If the client and server can identify the digital signature on the certificate, then a secure SSL session can
be established. Otherwise, the client and server cannot authenticate each other, and the session cannot be
established. Clients and servers identify digital signatures by comparing them against the trusted root certificate.

A CA can be a third-party, commercial certifier, such as VeriSign, or a certifier that you establish at your
organization using Notes and Domino. Third-party and Domino CAs create both server and client certificates.

Calendar

A view in your Notes mail database that you can use to manage your time and schedule meetings. You can add
appointments, meetings, reminders, events, and anniversaries to the Calendar view. You can also display tasks
in the Calendar view.

Calendar profile

A document that lets you customize your calendar and indicate the times that you are available for meetings.
Notes saves this information in a database on your mail server; you define who can look up the information.

canonical format

A format for storing hierarchical names that displays the hierarchical attribute of each component of the name.
For example, the canonical format for the name Reuben D. Smith/Ottawa/Acme/CA is: CN=Reuben D.
Smith/OU=Ottawa/O=Acme/C=CA

where:

CN is the common name

OU is the organizational unit

O is the organization

C is the country code

catalog

A database (CATALOG.NSF) on a Domino server that contains a list of other databases on the server. The
catalog determines which database titles are available for searching.

category

A word, phrase, or number used to group documents in a view.

central directory architecture

Directory architecture in a Domino domain in which some servers store Configuration Directories and use
primary Domino Directories on remote servers for lookups.



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certificate

A certificate is a unique electronic stamp that identifies a user or server. Domino uses two types of certificates:
Notes certificates and Internet certificates.

A Notes certificate is stored in a Notes or Domino ID file that associates a name with a public key. Certificates
permit users and servers to access specific Domino servers. An ID may have many certificates.

An Internet client certificate lets a user access a server using SSL client authentication or send an S/MIME
message. The client certificate is stored in either the Notes ID file if you are using a Notes client or in a file
stored on the user’s hard drive. An Internet server certificate lets users access a server using SSL server
authentication. The server certificate is stored in a key ring file on the server’s hard drive.

Internet certificates contain a public key, a name, an expiration date, and a digital signature.

Certificate Authority certificate

A binary file stored on the CA server’s hard drive that contains a public key, a name, and a digital signature.
The CA certificate identifies the Domino or third-party CA.

certificate revocation list (CRL)

A list of Internet certificates that have been revoked. CRLs are issued regularly by Internet certifiers. Domino
servers can check CRLs to check the validity of a certificate offered for authentication.

Certification

A process that creates special signed messages called certificates, which state that a particular public key is
associated with a particular user or server name. Domino automatically issues Notes certificates for users and
servers when you register them.




Certifier ID

A file that generates an electronic "stamp" that indicates a trust relationship. It is analogous to the device used to
stamp passports -- it verifies that a person is trusted by that stamping authority.

CGI

Abbreviation for Common Gateway Interface (CGI). CGI is a standard that connects external programs with
information servers such as Web servers or HTTP servers. CGI scripts are a common way of customizing
information presentation and retrieval on the Web; they can run within databases and on a Domino server.

Chain server topology

Connects servers one-to-one, end-to-end. Information travels along the chain and then back.

character set



                                                                                                                     33
A set of binary codes that represent specific text characters.

child document

A document that inherits values from another document (the parent document).

client certificate

An electronic stamp that contains a public key, a name, an expiration date, and a digital signature. The client
certificate uniquely identifies the user and is used when accessing a server using SSL and sending encrypted
and signed S/MIME messages.

The client certificate is stored in the Notes ID file if you are using a Notes client or on the user’s hard drive.

CLS files

Country Language Services (CLS) files convert characters such as foreign currency symbols and accented
letters to other characters when importing or exporting files. CLS files also control the order in which characters
are sorted.

Cluster

A group of two or more Domino servers that you set up to provide users with constant access to data, balance
the workload among servers, improve server performance, and maintain performance when you increase the
size of your enterprise.

collapse

An action that hides documents under categories or hides response documents under main documents in a view.




@command

A special @function that performs an immediate action in the user interface.

Command key

A key that directly triggers an action and usually makes use of the CTRL (Windows) or COMMAND
(Macintosh) keys. For example, to print press CTRL+P (COMMAND+P on Macintosh).

Compact

To compress a database, in order to reclaim space freed by the deletion of documents and attachments.

Computed field

On a form, a field whose value is determined by a formula that you write.




                                                                                                                     34
Condensed Directory Catalog

A directory catalog optimized for small size and used primarily on Notes clients.

Configuration Directory

A directory in a central directory architecture that contains only documents related to Domino configuration.

Connection document

In the Domino Directory, a Connection document enables communication between two servers and specifies
how and when the information exchange occurs. In the Personal Address Book, it describes how a client
accesses a certain server.

Create access list

A list that restricts a form, so that only specified users can create documents using the form.

Criteria

Data you specify so that your application can select records during a query. You can use matching criteria, in
which records must match the criteria you set, or formula criteria, which use logical formulas and @functions to
test records.

Cross-certificate

Domino uses two types of cross-certificates: Notes and Internet. Notes cross-certificates allow users in different
hierarchically certified organizations to access servers and to receive signed mail messages. Internet cross-
certificates allow Notes users to secure S/MIME messages and verify the identity of a server using SSL.

Cross-certificates are stored in the Domino Directory or Personal Address Book.

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database

A collection of documents and their forms, views, and folders, stored under one name. Notes databases can be
part of a Web site or part of a Notes application.

database cache

A section of memory on a Domino server where databases are stored for quick access. You can display cache
statistics, change the number of databases that a server can hold in its cache, close all databases in the cache,
and disable the cache.

Database Catalog



                                                                                                                    35
A database containing information about databases stored on a single Domino server, a group of servers, or all
the servers in a domain. Database Catalogs are commonly used to let users add the databases in them to the
users’ desktops.

database header

An internal structure that stores database-wide information such as a time stamp that indicates when a database
was first created or when the Fixup task last ran on it.

database library

A database that provides information about databases including descriptions, replica IDs, and manager names.
Database libraries can be local and describe databases on a workstation or can be on a server and describe
shared databases. Database libraries are commonly used to let users add the databases in them to the users’
desktops. Related databases can be grouped together for easier access.

database manager

A person with Manager access to a database whose responsibilities include setting up and maintaining access to
the database and monitoring database replication, usage, and size.

database replica

A special copy of a database that, because it shares a replica ID with the original database, can exchange
information with it through replication.

data directory

Directory that contains local databases, local database templates, country language services (CLS) files,
DESKTOP.DSK files, and if you’re using UNIX, your NOTES.INI file.

data note

A document in a Notes database.

data type

The type of information that one field in a database can store, for example, text, rich text, numbers, keywords,
and time.

DBID (database ID)

The time stamp that is located in the database header and that indicates when a database was first created or
when the Fixup task last ran on it.

DBIID (database instance ID)

A value that is located in the database header and that associates the database with specific entries in the
transaction log.




                                                                                                                36
DCR (Data Connection Resource)

A design element you can use to define a connection between a Notes form and an enterprise database for
exchanging data.

DDE (Dynamic Data Exchange)

DDE is a method for displaying data created with other Windows and Presentation Manager applications, such
as graphics or spreadsheet ranges, within Notes documents. DDE objects can be reactivated and updated to
reflect the current state of changing data.

default value formula

The formula that lets you set an initial value for an editable field.

default view

The view displayed the first time you open a database.

deletion stub

A truncated document that is left in a database in place of the original document to indicate to the Replication
task that the document should, in fact, be deleted from all other replicas.

Depositor access

An access level where users can create documents but can’t read any of the documents in the database.

designer

The person who creates and develops a database or an application, pilot tests it, refines it as necessary, and
delivers it to the database manager.

Designer access

An access level where users can compose, read, and edit any documents, plus modify the database icon, About
and Using documents, and all design elements. Servers can replicate all of the above and, if they have delete
access, deletions.

Design pane

The workspace area that displays design options, as well as areas to enter design information.

Design template

A database design that lets you share design elements among databases and store design elements with a
template. You can enable the template so that when it changes, the change automatically occurs in all databases
created with that template.




                                                                                                                 37
DESKTOP.DSK

A file that contains information about your workspace.

detach

To make a local copy of a file that is attached to a Lotus Notes document.

dialog box

A box that appears when an application needs additional information to complete a task. A dialog box can
contain check boxes, command buttons, option buttons, list boxes, information boxes, scroll buttons, drop-down
boxes, and text boxes.

dialup

A connection type, usually a port, that is not on a local area network and must be accessed by modem and
telephone lines.

digital signature

The electronic equivalent of a handwritten signature, a digital signature is a unique block of text that verifies a
user's identity and is appended to a message. The signature can be used to confirm the identify of the sender and
the integrity of the message. The block of text is encrypted and decrypted using public and private keys.

digital speech synthesizer

A device used with screen readers to portray what is on screen through sound.

DIIOP (Domino Internet Inter-ORB Protocol)

A server task that runs on the server and works with the Domino Object Request Broker to allow
communication between Java applets created with the Notes Java classes and the Domino server. Browser users
and Domino servers use IIOP to communicate and to exchange object data.

Directory assistance

A feature used by servers to extend client authentication, name lookups, and LDAP operations to secondary
directories.

Directory assistance database

A database created from the DA50.NTF template and used to configure directory assistance.

Directory Assistance document

Document created in a directory assistance database that describes a secondary directory.

Directory catalog


                                                                                                                38
An optional directory database that can aggregate entries from multiple Domino Directories into a single
database.

directory server

A server whose purpose is to provide directory services.

distributed directory architecture

Directory architecture in a Domino domain in which all servers use a local primary Domino Directory.

DNS (Domain Name System)

An Internet service that translates domain names into IP addresses.

document

A Notes database entry that users create by using a form on the Create menu. Documents consist of fields, text,
numbers, graphics, and so on. Information may be entered by a user, automatically calculated by formulas,
imported from other applications, or linked to another application and dynamically updated.

domain

A Domino domain is a collection of Domino servers and users that share a common Domino Directory. The
primary function is mail routing. Users’ domains are determined by the location of their server-based mail files.

For a Domino server to communicate with a server in a different domain, you create a Domain document in the
Domino Directory to define the name, location, and access to adjacent and non-adjacent Domino domains and
non-Domino domains. Other domains are:

        Foreign domain

         A Domino domain and an external mail system such as SMTP or cc:Mail. It specifies which outbound
         addresses are Internet addresses and where the Notes Mail Router sends those messages.

        Global domain

         A group of Domino domains, such as Sales1, Sales2, and Marketing, under a single Internet domain,
         such as acme.com. All outbound SMTP mail, whether it originates from the Sales1 or Marketing
         domains, has the return address acme.com.



Domino Directory

A directory created automatically from the PUBNAMES.NTF template during first server setup that describes
the users, servers, connections, and access control information for a Domino domain, or a directory created
manually from PUBNAMES.NTF.

Domino domain



                                                                                                              39
A network of clients and servers whose users, servers, connections, and access control information are
described in a Domino Directory.

Domino server

A computer that runs the Domino Server program and stores Notes databases.

Domino Server program

The program that supports the connection between clients and the server and also manages a set of server tasks,
which are programs that either perform schedule-driven database chores -- such as routing messages to
mailboxes and updating user accounts -- or connect various types of clients -- Notes clients, Web browsers,
CORBA clients -- to the server.

Domino Server Setup program

The cross-platform wizard that guides you through the setup options for a Domino server after the program files
are installed on the system.

DXL

The XML representation of Domino data is known as DXL. DXL describes Domino-specific data and design
elements such as embedded views, forms, and documents. DXL provides a basis for importing and exporting
XML representations of data to and from a Domino application.

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ECL (Execution Control List)

An ECL is a feature accessed through the User Preferences dialog box that enhances security of your
workstation data. The ECL lets you control which formulas and scripts created by another user can run on your
workstation.

Edit mode

The state in which you can create or modify a document.

editable field

On a form, a field whose value is determined by a formula that you write to supply a default value, edit the
user’s entry, and validate the entry to make sure it meets specific requirements.

Editor access

An access level that allows users to create, read, and edit any documents. Servers can replicate new documents,
change existing documents, and, if they have delete access, make deletions.

effective user


                                                                                                               40
The user under whose authority an agent runs. The effective user name will be used for database ACL access
rights; rights to create databases, replicas, and templates on the server; and as the mail sender or document
author. Effective user rights are not used to determine the operations an agent is permitted to perform; these are
based on the agent signer (the agent owner).

electronic signature

A stamp added to mail messages, fields, or sections that verifies that the person who originated the message is
the author and that no one has tampered with the data.

encryption key

Security feature that ensures that only the intended recipient can read encrypted text. Every Notes user ID
contains two: a public key for sending and encrypting and a private key for receiving and decrypting. Users may
also have a public and private key for S/MIME encryption and signatures.

event

In LotusScript, an action or occurrence to which an application responds. That action can be a user-generated
one, such as a mouse click; a system-generated one, such as the elapsing of a set amount of time on the
computer’s clock; or an application-generated one, such as the saving of a document via the product’s autosave
feature. Each LotusObject can respond to a predefined set of events, those defined for the class that the object is
an instance of. Events are the primary way to initiate the execution of scripts: when a script is attached to an
object event, it is executed when the event occurs.

In the Calendar, an entry with a duration of at least one day. For example, an all-day meeting or a vacation is an
event.

event script

A script attached to a particular event. Examples in LotusScript are Initialize, Queryopen, and Postopen. When
the event occurs, the script runs.

export

To save a Notes document or view in a non-Notes format.

extended accelerator key

Additional accelerator keys, used for bookmarks, action buttons, and window tabs. To view the extended
accelerator keys, press and hold down the ALT key.

extended ACL

An optional directory access control feature available for a Domino Directory and Extended Directory Catalog
used to apply restrictions to users' overall directory access.

Extended Directory Catalog

A directory catalog used by servers which, to facilitate quick name lookups, retains the individual documents
and the multiple, sorted views available in the Domino Directory.


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extranet

An intranet with extended access, generally behind a firewall. For example, a company may give the public
access to certain parts of its intranet and restrict access to others. This can be done by using firewall programs
or routers, via a proxy, or by specialized software.

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failover

A cluster’s ability to redirect requests from one server to another. Failover occurs when a user tries to access a
database on an unavailable server or one in heavy use, and the user instead connects to a replica of the database
on another (available) server in the cluster. Failover is transparent to the user.

field

On a form, a named area containing a single type of information. The field’s data type determines its contents --
text, rich text (including styled text, graphics, and multimedia), numbers, or time-date.

firewall

A firewall is a system that is designed to control access to applications on a network. Typically, a firewall
controls unauthorized access to a private network from the public Internet.

folder pane

The workspace area that shows the folders and views available in the opened database.

form

Forms control how you edit, display, and print documents. A form can contain fields, static text, graphics, and
special objects. A database can have any number of forms.

formula

An expression that has program-like attributes; for example, you can assign values to variables and use a limited
control logic. Formulas are best used for working within the object that the user is currently processing. The
formula language interface to Notes and Domino is through calls to @functions.

You can write formulas that return a value to a field, determine selection criteria for a view, create specific
fields in a form, determine the documents a replica receives, help users fill out a document, increase database
performance, and create buttons or hotspots.

FTP (File Transfer Protocol)

A protocol used to transfer files from one computer to another. FTP also refers to the actual application used to
move files using the FTP protocol.




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full-text index

A collection of files that indexes the text in a database to allow Notes to process users’ search queries.

full-text search

Search option that lets you search a database for words and phrases, as well as perform more complex searches
using wildcards and logical operators.

@function

A built-in formula that performs a specialized calculation automatically.

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group

A named list of users and/or servers. It can be used in Domino Directories, Personal Address Books, access
control lists, and so on.

groupware

Applications that enhance communication, collaboration, and coordination among groups of people.

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hierarchical naming

A system of naming associated with Notes IDs that reflects the relationship of names to the certifiers in an
organization. Hierarchical naming helps distinguish users with the same common name for added security and
allows for decentralized management of certification. The format of a hierarchical name is: common
name/organizational unit/organization/country code -- for example, Pam Tort/Fargo/Acme/CA.

hierarchical view

A view that distinguishes between main documents and response documents. Each main document has its
response documents indented under it.

hop

An intermediate stop on the path along which mail is routed when the sender’s server and recipient’s server are
not directly connected.

hotspot



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Text or a picture in a rich-text field that a user can click to perform an action, run a formula or script, or follow
a link.

HTTP (Hypertext Transfer Protocol)

An Internet protocol used to transfer files from one computer to another.

hub-spoke server topology

Establishes one central server as the hub and other servers as the spokes. The spokes update the hub server by
replication and mail routing, and the hub in turn updates each spoke. Hub servers replicate with each other or
with master hub servers in organizations with more than one hub.

hunt group

A group of servers that are assigned one phone number. Clients dial the one phone number and connect to any
available server. Hunt groups balance the load on servers.

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ICAP (Internet Calendar Access Protocol)

Network protocol that lets a client access, manipulate, and store Calendar information on a server. ICAP can be
used either as a set of capability extensions to IMAP4 to create a server that supports both messaging and
Calendar functions or as a stand-alone protocol for a server dedicated only to the Calendar.

IIOP (Internet Inter-ORB Protocol)

An Internet protocol that implements CORBA solutions over the Web. IIOP lets browsers and servers exchange
complex objects, unlike HTTP, which supports only transmission of text.

IIS (Internet Information Server)

The Microsoft Internet Information Server is a Web server that lets you browse HTML and Active Server
pages. Domino includes an IIS product extension that lets you browse Domino databases using IIS.

IMAP (Internet Message Access Protocol)

Mail protocol that allows clients running it to retrieve mail from a host mail server also running the protocol.
IMAP is similar to POP3 but has additional features. For example, it supports three modes of mailbox access.
You can enable IMAP on a Domino server.

input-translation formula

In an editable field, the formula that converts or translates entered information into a specified value or format.

input-validation formula



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In an editable field, the formula that verifies that the entered information meets the specified criteria.

Internet site document

A document that contains configuration settings for an Internet protocol -- HTTP, LDAP, POP3, IMAP, SMTP
Inbound, and DIIOP. Service providers use Internet site documents to configure Internet protocols for hosted
organizations.

intranet

A computer network with restricted access. Companies use intranets to share information internally.
Increasingly, intranets are built as private Internets: a TCP/IP network based on Internet standards like HTML,
SMTP, or POP3. The difference is access -- anyone can access the Internet with the appropriate software, but
only employees can access an intranet. See extranet.

ISAPI (Internet server application programming interface)

The Internet server application programming interface supported by IIS. Developers use this interface to create
programs, called extensions, that extend the capabilities of IIS.

ISDN (integrated services digital network)

An international communications standard for sending voice, video, and data over digital telephone lines.

ISP (Internet Service Provider)

A company that provides access to the Internet.

item descriptor

Stored in an array of fixed-size structures in a note header, each item descriptor describes one note item. Each
structure has information describing the item name, type, value, size, and so on.

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-K-
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keyboard shortcut

A key combination that can be pressed instead of using a command from a pull-down menu. CTRL+ letter and
SHIFT+ letter are the most common keyboard shortcuts. Some products let users define their own keyboard
shortcuts; these shortcuts may be single keys or key combinations.

key ring file



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A binary file that is protected by a password and stores one or more certificates on the server hard drives.
Domino uses two types of key ring files: server and CA. You do not use a key ring file for client certificates.

keywords field

A multiple-choice field that lets users make selections by clicking, rather than typing, an entry. Keywords fields
can display in several formats, including a drop-down list box, a check box, and a radio button.

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layout region

On a form or subform, a fixed-length design area in which related elements can be dragged and moved easily
and can be displayed in ways not possible on regular forms and subforms.

LDAP directory

A hierarchical directory of names that can reflect an organization’s structure or geography and that is accessed
via the LDAP protocol.

Running LDAP on a Domino server enables the Domino Directory to serve as an LDAP directory. One popular
public LDAP directory is Bigfoot.

LDAP service

The LDAP server task that processes LDAP client requests.

letterhead

The particular way that your name, the date, and the time appear at the top of the mail messages you create. You
can choose from several letterhead styles.

library

A database that contains lists of links to other databases. Unlike a catalog, which lists all the databases on a
server, a library contains links to selected databases from one or several servers.

LICS (Lotus International Character Set)

A character set supported by Notes.

Lightweight Directory Access Protocol (LDAP)

A standard Internet protocol for accessing and managing directory information. LDAP is a simpler version of
the X.500 protocol that supports TCP/IP.

link


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An icon that gives you direct access from one Notes document, view, or database (the source object) to any
other document, view, or database (the target object). Notes opens the target object without closing the source
object you branched from.

local database

A database is local if it can be accessed only by programs running on the same computer.

LMBCS (Lotus Multibyte Character Set)

The format in which Notes stores all internal text, except file attachments and objects. As a result, any user can
edit, forward, and mail documents and work with databases in any language.

All text leaving the system -- that is, displayed, printed, and exported -- is translated from LMBCS to the
appropriate character set. LMBCS supports Western and Eastern European, North American, and Asian
languages.

LN:DO (Lotus Notes:Data Object)

LN:DO (Lotus Notes:Data Object) is an LSX-compliant module that allows the use of LotusScript scripts for
external data access applications.

local database

A Notes database stored on your computer’s hard disk drive, on a disk, or on a networked file server.

Location document

A document in your Personal Address Book that contains communication and other location-specific settings
you use when you work with Notes in a specific place. You can create as many Location documents as you
need.

LotusObject

Any object that is an instance of a Lotus-product class. LotusObjects can be manipulated using LotusScript.
LotusObjects share a common design. Many are implemented either the same way across products, or almost
the same way, with slight variations from product to product.

LotusScript

A version of Basic that offers not only standard capabilities of structured programming languages, but a
powerful set of language extensions that enable object-oriented development within and across products. Its
interface to Notes is through predefined object classes.

LS:DO

The ODBCConnection, ODBCQuery, and ODBCResultSet classes, collectively called the LotusScript Data
Object (LS:DO), provide properties and methods for accessing and updating tables in external databases
through the ODBC (Open Database Connectivity) Version 2.0 standard.




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macro

A program that performs a series of automated tasks on behalf of the user. A macro consists of three
components: the trigger (when it acts), the search (what documents it acts on), and the action (what it does).
Also called an agent.

Manager access

An access level that allows users to compose, read, and edit any documents; modify the access control list,
database icon, About and Using documents, and all design elements; define replication settings; and delete the
database. Servers can replicate all the above and, if they have delete access, deletions.

MIME (Multipurpose Internet Mail Extensions)

Software that allows you to attach non-text files to Internet mail messages. Non-text files include graphics,
spreadsheets, formatted word-processor documents, and sound files.

Mobile Directory Catalog

A condensed Directory Catalog set up on a Notes client.

MSAA (Microsoft Active Accessibility)

An enabling technology, used to make software more accessible for people who use devices such as screen
readers. It helps to distinguish user interface elements, items in documents, and the organization of documents.

MTA (message transfer agent)

A program that translates messages between mail formats. Also called a gateway.

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Name & Address Book

Now called the Domino Directory or Personal Address Book.

named element

A specific design element in a database -- for example, a view or folder.

named-object table




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The named-object table maps names to associated notes and objects; for example, a table that manages per-user
unread lists.

named style

A collection of styles that you can apply to other data in a file. Styles stored in a named style can include
number format, typeface, type size, underlining, bold, italics, lines, colors, and alignment.

navigation pane

The pane that either displays icons for all views, folders, and agents in a database or displays the current
navigator.

navigation buttons

Browser-like buttons in Notes used to navigate among open pages of databases or Web pages. Button functions
include back, forward, stop, refresh, search, and go.

navigator

Programmed graphics in the user interface that direct users to specific parts of a database without their having to
open views. Navigators usually include hotspots and can do simple actions such as opening a database,
document, URL, view, folder, or another navigator.

negotiated session key

An encryption key that is created at the beginning of the SSL handshake, which determines the key used when
encrypting information over an SSL connection. The negotiated session key changes each time a new session is
initiated.

newsgroup

An online discussion group that users with newsreaders can participate in. A Domino NNTP server can store
USENET newsgroups, public newsgroups distributed on the Internet, and private newsgroups.

newsfeed

The periodic transfer of newly posted newsgroup articles from one NNTP server to another using the NNTP
protocol. If you enable the NNTP protocol on a Domino server, you can set up a newsfeed to transfer both
USENET and private newsgroup articles.

newsreader

A client application that runs the NNTP protocol and is used to select, view, create, sort, and print USENET and
private newsgroup articles.

NNTP (Network News Transfer Protocol)




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Protocol that supports reading newsgroups, posting new articles, and transferring articles between news servers.
When enabled on a Domino server, allows NNTP clients to access newsgroups on the server and allows the
Domino server to exchange news with other NNTP servers.

No Access

An access level where users have no access to a database; they cannot even add the database icon to their
workspaces.

NOS (Notes Object Services)

The Notes Object Services are a set of portable C/C++ functions that create and access information in databases
and files, compile and interpret formulas and scripts, and interface to operating systems in a consistent, portable
way.

note

A note is a simple data structure that stores database design elements (forms, views, and so on), user-created
data (documents), and administrative information, such as the database access control list.

note header

A note header is a structure that contains, among other things, the note's originator ID (OID), which includes the
note's universal ID (UNID); the note ID; the note's parent note, if one exists; the number of items in the note;
and the list of the note's item descriptors.

note ID

A 4-byte value that is assigned to a note when the note is first created. Note IDs are stored in the record
relocation vector table, which maps a note's note ID to the position with the database file. A note ID is unique
within a database but not across replicas of the database, meaning that the same note in two replicas can have
different note IDs, even though the replicas have identical UNIDs.

Notes application

A Notes application is the design of a Notes database. A complex Notes application may consist of several
individual database designs that work together to perform a specific task. A typical Notes application consists of
a set of design elements that specify, among other things, the type of documents in the database, the way that
documents can be indexed and viewed, and the application's logic, which is written in the Notes Formula
Language, LotusScript, Java, or JavaScript.

Notes client

Client software that allows you to access Notes databases on a Domino server, send mail, and browse the Web.

Notes database

A Notes database is a single file that physically contains both a set of documents and a copy of the application
design elements that control the creation and modification of those documents. A database can be shared, local,
or remote.




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Notes/FX

Notes/FX (Field Exchange) is a technology that lets desktop applications and Notes share data fields.

NOTES.INI

A settings file that includes installation choices, server console commands, and setup selections.

Notes mail database

A Notes database in which you send and receive mail. Your mail database is stored on your home server.

Notes named network

A group of Domino servers that run on the same LAN protocol -- for example, servers running on TCP/IP in
one of an organization's locations. Servers on the same Notes named network route mail to each other
automatically, whereas you need a Connection document to route mail between servers on different Notes
named networks.

Notes Name Service

The name service within Lotus Notes/Domino that assists in name-to-address resolution in NRPC by making
calls to the Domino Directory to resolve Domino common names to their respective protocol names.

Notes network port

A port at which a Notes client or Domino server listens for NRPC connections in a given network protocol --
such as, TCP/IP, NetBIOS, or IPX/SPX.

NotesNIC

The administrator of the NET domain, a way to communicate with other Notes organizations on the Internet.

Notes program

A Notes program is written in C or C++, compiled into machine code, and then distributed as an executable
(EXE) file. Examples of Notes programs include the Notes client, the Domino Designer, the Domino
Administrator, the Domino Server program, and Domino server tasks.

Notes program component

A Notes program component is written in C or C++, compiled into machine code, and then distributed as a
dynamic link library (DLL) file. Program components contain reusable code and/or resources -- for example,
text strings -- that can be used by one or more running programs. An example of a Notes program component is
the Notes Object Services (NOS).

Notes Storage Facility

Part of the Notes Object Services, the Notes Storage Facility is a library of C functions that implement the most
basic database-creation and database-management operations.


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NRPC (Notes remote procedure call)

This is the architectural layer of Notes used for all Notes-to-Notes communication. You can set up either the
HTTP or the SOCKS proxy to work with RPC.

NSF

The file extension for a Notes database file. A database file contains the data for an application. Its structure is
composed of forms, fields, folders, views, and other presentation features, such as a navigator and a database
icon.

NTF

The file extension for a Notes template file. A template file contains the structure for the database -- that is,
forms, folders, and views -- but does not contain documents. Domino Designer comes with a collection of
templates that you can use to create system and application databases.

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ODBC (Open Database Connectivity)

A standard developed by Microsoft for accessing external data. ODBC has four components: the ODBC-
enabled application, the ODBC Driver Manager, ODBC drivers, and data sources. Lotus Notes is an ODBC-
enabled application.

ODS (on-disk structure)

The common, portable format used to store information in a Notes database. In Domino Release 5, the ODS
version of a database is listed on the Info tab of the Database Properties box.

OID (originator ID)

A 28-byte identifier that contains a note's unique universal ID (UNID), which is essential for replication. The
OID contains a UNID, which uniquely identifies the note and all replicas of the note. The OID also contains a
sequence number and a time stamp that together indicate how often the note has been modified and when it was
last modified. Replication uses all three OID values to synchronize changes between replicas of a note.

outgoing mail database

A file (MAIL.BOX) that temporarily stores outgoing mail that users create when not connected to a mail server.

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pane




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An area of a workspace that shows a specific part of an opened database; for example, available folders and
views, the current view, or the contents of the highlighted document.

parent document

A document whose values are inherited by another document (the child document).

partitioned server

A single computer configured to run an unlimited number of instances of the Domino server program. Using
partitioned servers reduces hardware expenses and minimizes server administration.

Pass thru server

An intermediary server that lets a client access a target server to which the client is not connected. A mobile
user can access multiple servers through a single phone connection; a LAN client can connect to servers
running network protocols different from its own.

peer-peer server topology

Connects every server in your organization to every other server. For organizations with only a few servers, this
allows for rapid updates.

permanent pen

An editing feature that allows users to edit documents in a second font.

Personal Address Book

A directory database that is stored on a Notes client and contains the names and addresses of users and groups
added by Notes users.

Personal Web Navigator

A feature that retrieves, displays, searches for, and stores Web pages in a local Personal Web Navigator
database. Because this database is stored locally, you are the only person who can access the Web pages stored
in it.

PKCS (Public Key Cryptography Standards)

Industry-standard format for certificate requests. You see this acronym in both the Domino Certificate
Authority and Server Certificate Administration applications. It means that if the CA server understands how to
read PKCS format, it will understand your certificate request. This is important when you submit server
certificate requests to an external CA, as the external CA must understand PKCS format.

Platform

A platform is a specific operating system running on a specific computer.

Plug-in


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A smaller "add-on" program that works in conjunction with a larger application. A plug-in enhances the
capabilities of the program it is plugged into. Web browsers have many plug-ins, which let a user do everything
from viewing animation to hearing real audio.

POP3 (Post Office Protocol Version 3)

A mail protocol that allows clients running it to retrieve mail from a host mail server also running the protocol.
You can enable POP3 on a Domino server.

Preview pane

The preview pane lets you read the content of the document that is selected in the view pane. If Notes is set to
preview document links, you can also view documents linked to the selected document.

Primary Domino Directory

The Domino Directory that a server searches first when performing name-resolution and that describes the
Domino domain of the server.

Primary replica

The replica designated to be the only recipient of updates by the Administration Process. By updating a primary
replica and then replicating that database to other replicas on other servers, you avoid creating replication
conflicts.

Private folder

A folder that users design and save for their own use with a database.

Private key

A secret encryption key that is stored in a Notes ID file and that is used to sign and decrypt messages and to
authenticate as the owner of the key.

For SSL-encrypted transactions, public and private keys are a unique pair of mathematically related keys used
to initiate the transaction that are stored in the Notes ID file, Internet client hard disk drive, or server key ring
file.

Private view

A view that users design and save for their own use with a database.

Proxy server

A server that intercepts all requests made to another server and determines if it can fulfill the requests itself. If
not, the proxy server forwards the request to the other server.

Public access document




                                                                                                                    54
A document available to public access users -- users with Depositor or No Access in the database ACL,
including unauthenticated Internet users. A public access document is created with a form that contains a
$PublicAccess field set to 1 (called a public access form), and stored in a public folder or view to allow display.

Public document

A document created with a form that contains a $PublicAccess field set to 1 (called a public access form) and
stored in a public folder or public view to allow display. Public documents are available to public access users --
users with Depositor or No Access in the database ACL, including Internet users who have not authenticated.
Also referred to as public access document.

Public key

An encryption key associated with a Notes ID that is used to verify an electronic signature, encrypt a message,
or identify an authenticating user. A public key is part of each user ID, and a copy of the key is stored in the
Domino Directory. Certificates on IDs ensure that public keys are valid.

For SSL-encrypted transactions, public and private keys are a unique pair of mathematically related keys used
to initiate the transaction that are stored in the Domino Directory.

public key certificate

A unique electronic stamp stored in a Notes or Domino ID file that associates a name with a public key.
Certificates permit users and servers to access specific Domino servers. An ID may have many certificates.

public key encryption

Public key encryption provides a user with a key pair -- private and public. The public key is distributed to
everyone with whom the user wants to communicate. In Domino, the public key is published in the Domino
Directory. Public/private key encryption is used for two purposes: to communicate securely and to generate
electronic signatures.

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read access list

A list that restricts a form so that only specified users can read documents created from the form. Use the
Reader's field to control access on a document-by-document basis.

Reader access

An access level where users can only read documents.

Readers field


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A list of names (user names, group names, and access roles) that indicates who can read a given document. This
field does not override the access control list.

read-only mode

A document state that allows a user to read but not modify a document. To modify a document, a user must
have Editor access (or higher) to the database or be the document’s author.

referral

An LDAP directory URL returned to an LDAP client. The Domino LDAP server can return a referral if an
LDAP client query is not successful in a Domino Directory and an entry in the Master Address Book suggests
that the query may be successful in another LDAP directory.

remote database

When a program running on one computer accesses a shared database on another computer, the shared database
is considered to be a remote database, with respect to the program accessing it.

remote LDAP directory

A directory on a remote LDAP server accessed by directory assistance.

remote primary Domino Directory

In a central directory architecture, a primary Domino Directory that a server with a Configuration Directory
uses remotely.

replica

A special copy of a database that, because it shares a replica ID with the original database, can exchange
information with it through replication.

replica ID

The replica ID, which is stored in the database header, is a unique number that is generated when you first
create a database. The replica ID never changes. When you make a replica of the database, the replica inherits
the replica ID. For two databases to replicate, they must share the same replica ID.

replicate

To update database replicas that are on different servers or on your workstation and a server. You can replicate
the entire database so that over time all database replicas are essentially identical, or select specific items or
areas to replicate.

replication

The process of exchanging modifications between replicas. Through replication, Notes makes all of the replicas
essentially identical over time.




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replication conflict

A condition that occurs when two or more users edit the same document in different replicas of a database
between replications.

Replication Monitor

A document created in the Statistics & Events database that causes the Event task on a server to monitor a
specific database to make sure it is replicating.

Replicator

The part of the workspace where Notes displays all replica databases and lets you manage the replication
process. Also the name of the server task that replicates databases between servers.

response document

A document created using a Response form, a typical component of a discussion database. In a view, response
documents are usually indented underneath the document to which they respond.

rich-text field

A rich-text field can contain text, objects, file attachments, and pictures. You can tell you are in a rich-text field
if the status bar at the bottom of your screen tells you what font size and font name you are using.

ring server topology

Connects servers one-to-one in a circle with the ends connected. It is similar to chain server topology, which
connects servers one-to-one but with the ends unconnected.

role

Database-specific groups created to simplify the maintenance of restricted fields, forms, and views. You can
apply a role to Authors fields and Readers fields and read and create access lists in forms and views.

RRV (record relocation vector) table

Each database contains an RRV table that maps a note's note ID to the position of the note in the database.

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SASL (Simple Authentication and Security Layer)

Internet protocol that allows LDAP clients to authenticate with an LDAP server and provides security for the
data transmitted with this protocol.

Save conflict


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A save conflict occurs when two or more users edit the same document in a database on a server at the same
time. The document saved first becomes the main document; subsequent users are prompted to save their
changes as responses titled “[Replication or Save Conflict].”

Schema

A schema is a set of rules that controls how entries are stored in a directory.

Screen reader

A device that reads what is displayed on the computer screen. See digital speech synthesizer.

Secondary directory

Any directory a server uses that is not its primary Domino Directory.

Secondary Domino Directory

Any Domino Directory a server uses that is not its primary Domino Directory.




Secondary name server

A Domino server that can stand in for a Notes user's home server to ensure that the Notes Name Service is
always available over TCP/IP.

section

A defined area on a form that can include fields, objects, layout regions, and text. You can set section properties
to expand automatically at certain points.

Server-based certification authority

A certification authority (CA) that runs under the CA process, a server task. It can be either a Notes or Internet
certifier. The CA process can handle any number of Notes and Internet certifiers, and gives administrators the
ability to manage them from the server console, using Tell commands. The CA process also gives Internet
certifiers the ability to issue certificate revocation lists (CRLs).

Server certificate

An electronic stamp stored in the server’s key ring file that contains a public key, a name, an expiration date,
and a digital signature. The server certificate uniquely identifies the server.

Server command

A command that lets you perform a task, such as shutting down or restarting a server. You can enter commands
manually at the console or remote console or use a Program document in the Domino Directory to run
commands automatically.



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Server connection

A document in the Domino Directory or your Personal Address Book that defines a connection to a server.
There are four types of server connection documents: dialup, network, passthru, and remote LAN.

Server program

A program that automates an administration task, such as compacting all databases on a server. You can
schedule server programs to run at a particular time, or you can run them as the need arises.

Server setup profile

A file that contains settings recorded from the Domino Server Setup program. Using profiles, you can
standardize the setup of Domino servers.

server task

A program provided with the Domino server that runs only when specifically loaded. Server tasks serve various
purposes; the Administration Process, HHTP Server, and Reporter are just a few examples of server tasks.

shared field

A field that is used in more than one form. For example, many forms have a creation date field, so you can
define the field once and reuse it.

Shared mail

A feature that stores messages addressed to more than one user on a mail server in a central database, called the
shared mail database. Message headers are stored in user mail files. When users double-click the headers, links
to the corresponding content in the shared mail database are activated. This is a space-saving feature. The
shared mail database is also known as the Single Copy Object Store (SCOS).

Shared view

A view that is public to more than one user.

Sibling document

In a view or folder, a document at the same level as another document.

sign

To attach a unique electronic signature, derived from the sender’s user ID, to a document or field when a
document is mailed. Signing mail ensures that if an unauthorized user creates a new copy of a user’s ID, the
unauthorized user cannot forge signatures with it. In addition, the signature verifies that no one has tampered
with the data while the message was in transit.

single copy object store (SCOS)




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The feature that allows mail addressed to multiple users to be stored in a central database, called the shared mail
database.

site certificate

A certificate obtained for an individual site. A site certificate is different from a trusted root certificate in that a
site certificate lets you access only a specific site. A trusted root certificate lets you access any servers with
certificates issued from that trusted root Certificate Authority.

SLIP/PPP

A dialup version of TCP/IP.

S/MIME (Secure/MIME)

A secure version of the MIME protocol that allows users to send encrypted and electronically signed mail
messages, even if users have different mail programs.

SMTP (Simple Mail Transfer Protocol)

The Internet’s standard host-to-host mail transport protocol. It traditionally operates over TCP, using port 25.
SMTP does not provide any mailbox facility, nor any special features beyond basic mail transport.

SOCKS (SOCK-et-S)

A mechanism by which a secure proxy data channel can be established between two computers. It is generally
used as a firewall.

Special text

Special text is a data type that represents the placement information of a document in a view. Because the
placement information of a document changes as other documents are added or deleted from a view, special text
serves as a marker that is substituted by an integer after a view's column formulas are calculated. Special text
represents a changeable value that is automatically recalculated as a post-processing step in view generation.
Although special text appears to be a number, it is not. Special text cannot be computed, compared, or translated
to text using @Text.

SSL (Secure Sockets Layer)

A security protocol for the Internet and intranets that provides communications privacy and authentication for
Domino server tasks that operate over TCP.

Stacked icon

A Notes database icon that represents a database and all of its associated replicas that are currently added to the
workspace.

Static text




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Text that remains constant on every document created with a particular form, as opposed to fields in which you
type or in which Notes calculates information.

Stub

A replica or database copy that has not yet been filled with documents. The database is no longer a stub after the
first replication takes place.

sub form

A form-building shortcut that lets you store regularly used fields, sections, actions, and other form elements
together. You can place subforms on a form either permanently or as computed subforms that display on
documents as dictated by a formula.

symmetric encryption

Often referred to as secret key encryption, symmetric encryption uses a common key and the same
mathematical algorithm to encrypt and decrypt a message. For two people to communicate securely with each
other, both need to agree on the same mathematical algorithm to use for encrypting and decrypting data. They
also need to have a common key: the secret key.

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TCP/IP (Transmission Control Protocol/Internet Protocol)

Network protocols that define the Internet. Originally designed for UNIX, TCP/IP software is now available for
every major computer operating system.

TCP port

The port at which a TCP service on a Notes client or Domino server listens for connections over TCP/IP. For
example, the HTTP service normally listens for HTTP connections at port 80, and the NRPC service listens for
NRPC connections at port 1352.

Template

A design that you can use as a starting point for a new database. If it is a design template, it will update database
design elements created from the template.

Temporary field

A field used during calculations. It is not stored.

Trusted root

A Certificate Authority’s certificate merged into the Domino Directory, client’s browser, or the server’s key
ring file, which allows clients and servers to communicate with any client or server that has that Certificate
Authority’s certificate marked as trusted.



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-U-
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UBM (Unified Buffer Manager)

The component of the Notes Storage Facility that caches information about open databases.

UNID (universal ID)

The UNID is a 16-byte value that is assigned to a note when the note is first created. The UNID uniquely
identifies a note. UNIDs are used when replicating database notes and when replacing or refreshing database
design notes.

UNID table

The UNID table maps a note's UNID to its note ID, which, in turn, can be mapped through the database's RRV
table to the note's position within the database file.

Unread Journal log

This log keeps unread lists synchronized between various replicas of a database and records when a document's
status changes from read to unread and vice versa.

URL (uniform resource locator)

The Internet address for a document, file, or other resource. It describes the protocol required to access the
resource, the host where it can be found, and a path to the resource on that host.

User ID

A file assigned to every user and server that uniquely identifies them to Lotus Notes and Domino.

Using This Database document

A document that explains how the database works, usually written by the database designer. Specifically, it
provides users with instructions on using various forms, views, and navigators in the database.

-V-
Go to top

-W-
Go to top

WebDAV (Web-based Authoring and Versioning)

A utility for editing NSF files remotely, without using Domino Designer.


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Welcome page

The customizable default opening screen in the Notes client that includes major tasks such as sending mail,
creating appointments, and making a To Do list. The page also contains a search bar and information on what’s
new in Notes.

Window tab

A button that represents an open window in Notes. Window tabs are convenient for switching back and forth
between windows.

-X-
Go to top

XML (Extensible Markup Language)

XML enables you to tag data in order to delimit it, leaving the interpretation of the data to the applications that
read it. Unlike Hypertext Markup Language (HTML), which describes the appearance of data, XML describes
the structure of data. This makes XML compatible with Domino, which stores data in structured documents,
separate from its presentation.

Notes named network
A group of Domino servers that run on the same LAN protocol -- for example, servers running on TCP/IP in one
of an organization's locations. Servers on the same Notes named network route mail to each other automatically,
whereas you need a Connection document to route mail between servers on different Notes named networks.


NRPC (Notes remote procedure call)
This is the architectural layer of Notes used for all Notes-to-Notes communication. You can set up either the
HTTP or the SOCKS proxy to work with RPC.


ODS (on-disk structure)
The common, portable format used to store information in a Notes database. In Domino Release 5, the ODS
version of a database is listed on the Info tab of the Database Properties box.

OID (originator ID)
A 28-byte identifier that contains a note's unique universal ID (UNID), which is essential for replication. The OID
contains a UNID, which uniquely identifies the note and all replicas of the note. The OID also contains a
sequence number and a time stamp that together indicate how often the note has been modified and when it was
last modified. Replication uses all three OID values to synchronize changes between replicas of a note.


partitioned server
A single computer configured to run an unlimited number of instances of the Domino server program. Using
partitioned servers reduces hardware expenses and minimizes server administration.

Pass thru server
An intermediary server that lets a client access a target server to which the client is not connected. A mobile user
can access multiple servers through a single phone connection; a LAN client can connect to servers running
network protocols different from its own.



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UNID (universal ID)
The UNID is a 16-byte value that is assigned to a note when the note is first created. The UNID uniquely
identifies a note. UNIDs are used when replicating database notes and when replacing or refreshing database
design notes.


stacked icon
A Notes database icon that represents a database and all of its associated replicas that are currently added to
the workspace

private key
A secret encryption key that is stored in a Notes ID file and that is used to sign and decrypt messages and to
authenticate as the owner of the key.
For SSL-encrypted transactions, public and private keys are a unique pair of mathematically related keys used to
initiate the transaction that are stored in the Notes ID file, Internet client hard disk drive, or server key ring file.




public key
An encryption key associated with a Notes ID that is used to verify an electronic signature, encrypt a message,
or identify an authenticating user. A public key is part of each user ID, and a copy of the key is stored in the
Domino Directory. Certificates on IDs ensure that public keys are valid.
For SSL-encrypted transactions, public and private keys are a unique pair of mathematically related keys used to
initiate the transaction that are stored in the Domino Directory.


Notes Name Service
The name service within Lotus Notes/Domino that assists in name-to-address resolution in NRPC by making
calls to the Domino Directory to resolve Domino common names to their respective protocol names.


administration server
The server that you assign to apply Administration Process updates to a primary replica.




What is a Domino cluster?
A Domino cluster is a group of two or more servers that provides users with constant access to data, balances
the workload between servers, improves server performance, and maintains performance when you increase the
size of your enterprise. The servers in a cluster contain replicas of databases that you want to be readily
available to users at all times. If a user tries to access a database on a cluster server that is not available, Domino




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opens a replica of that database on a different cluster server, if a replica is available. Domino continuously
synchronizes databases so that whichever replica a user opens, the information is always the same.

IBM Lotus Notes® clients can access all Domino cluster servers. HTTP clients (Internet browsers) can access
only Domino Web servers in a Domino cluster.

How do clusters help you?

The main benefits of clusters are:

        High availability of important databases

         When a hardware or software problem occurs, clustered servers redirect database open requests to
         other servers in the cluster to provide users with uninterrupted access to important databases. This
         process is called failover. Clusters provide failover for business-critical databases and servers,
         including passthru server failover to other servers in the cluster. Failover also lets you perform server
         maintenance, such as hardware and software upgrades, with little negative effect on users.

        Workload balancing

         When users try to access databases on heavily used servers, Domino can redirect the user requests to
         other cluster servers that aren't as busy so that the workload is evenly distributed across the cluster.
         Workload balancing of cluster servers helps your system achieve optimum performance, which leads
         to faster data access.

        Scalability

         As the number of users you support increases, you can easily add servers to a cluster to keep server
         performance high. You can also create multiple database replicas to maximize data availability, and
         you can move users to other servers or clusters as you plan for future growth. As your enterprise
         grows, you can distribute user accounts across clusters and balance the additional workload to optimize
         system performance within a cluster.

        Data synchronization

         A key to effective clustering is setting up replicas on two or more cluster servers so that users have
         access to data when a server is down or is being used heavily. Cluster replication ensures that all
         changes, whether to databases or to the cluster membership itself, are immediately passed to other
         databases or servers in the cluster. Thus, databases are continuously synchronized to provide high
         availability of information.




        Analysis tools

         Using the cluster analysis tools, as well as the log file, the Monitoring Configuration and Monitoring
         Results databases, and the server monitor, you can analyze cluster activity and make any changes
         necessary to improve performance.




                                                                                                                  65
       Ease of changing operating systems, hardware, or versions of Domino

        When you want to change your hardware, operating system, or Domino release, you can mark the
        clustered server as RESTRICTED so that requests to access a database on the server fail over to other
        cluster servers that contain replicas. This lets you make changes without interrupting the productivity
        of your users.

       Data backup and disaster planning

        You can set up a cluster server as a backup server to protect crucial data. You can prevent users from
        accessing the server, but cluster replication keeps the server updated at all times. You can even do this
        over a WAN so that the backup is in a different geographical location.

       Easy administration

        You can create a cluster with a few keystrokes. You can also add servers to a cluster, remove servers
        from a cluster, and move servers between clusters with a few keystrokes. In addition, you can drag and
        drop databases into a cluster and specify which cluster servers should receive replicas. You can also
        create multiple mail replicas and roaming file replicas for users when you register them, and you can
        monitor all the servers in a cluster simultaneously.

       Use of any hardware and operating system that Domino supports

        You can set up a cluster using the same hardware you use for your Domino servers. You do not need to
        use special hardware to create a Domino cluster. In addition, the cluster can contain servers that use
        any operating system that Domino supports.




A template is a skeleton that contains design elements, but no documents. When you use a template to create a
database, the database receives the design elements from the template. You can create a template by creating a
database with the file extension NTF. You can also select the "Database is a template" property in Database
Properties. This property enables the master template to distribute design changes automatically to databases
created from it. Databases that inherit their designs from master templates receive their changes through a
nightly server task.




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The table that follows lists the templates shipped with Lotus Notes 6.
 Template file name                                                      Template title
 ALOG4.NTF                                                               Agent Log

 ARCHLG6.NTF                                                             Archive Log (6)

 BOOKMARK.NTF                                                            Bookmarks (6)

 BUSYTIME.NTF                                                            Local free time info

 CACHE.NTF                                                               Local Document Cache

 DBLIB4.NTF                                                              Database Library

 DISCSW6.NTF                                                             Discussion - Notes & Web (6)

 DOCLBM6.NTF                                                             Microsoft Office Library (6)

 DOCLBS6.NTF                                                             Lotus SmartSuite Library (6)

 DOCLBW6.NTF                                                             Doc Library - Notes & Web (R6)

 DSGNSYN.NTF                                                             Design Synopsis

 GROUP4.NTF                                                              Notes Group Analysis

 HEADLINE.NTF                                                            Subscriptions (6)

 IMAPCL5.NTF                                                             Mail (IMAP)

 JOURNAL6.NTF                                                            Personal Journal (R6)

 LOG.NTF                                                                 Notes Log (6)

 MAIL6.NTF                                                               Mail (R6)

 MAIL6EX.NTF                                                             Extended Mail (R6)

 MAILBOX.NTF                                                             Mail Router Mailbox (6)

 NNTPCL6.NTF                                                             News Articles (6)

 PERNAMES.NTF                                                            Personal Address Book

 PERWEB50.NTF                                                            Personal Web Navigator (6)

 PHONEBOOK.NTF                                                           Phonebook (6)

 TEAMRM6.NTF                                                             TeamRoom (6)




                                                                                                          67
Item                                                                   Limit
What is the maximum size of a database?                                The maximum OS file size limit (up to 64GB)

What is the maximum size of text fields?                               32KB (storage); 32KB displayed in a view's column

What is the maximum size of a rich text field?                         Limited only by available disk space up to 1GB

What is the maximum size of a single paragraph in a rich text field?   64KB

What is the maximum amount of Text (Summary) data per document?        64KB

How many levels of responses in a hierarchical view; how many          31 levels; 300,000 documents
documents at each level?

How many columns can be included in one table?                         64

How many rows can be included in one table?                            255

How many views can be added to a database?                             No limit; however, as the number of views increases, the
                                                                       length of time to display other views also increases
How many columns are allowed in a view?                                289 ten-character columns; dependent upon # or
                                                                       characters per column
How many documents can be imported into a view?                        Documents totaling at least 350K

How many cascading views are allowed in a database?                    200

What is the maximum value (in inches) you can enter for margin size?   22.75

What is the maximum value (in inches) you can enter for page size      46
cropping?

What is the maximum point size you can select/print?                   250

How many documents are allowed in one view?                            Maximum of 130MB for a view index

What is the maximum number of documents that can be exported to        Limited only by available disk space
Tabular Text?

What is the maximum number of entries in an Access Control List?       ~950 names (total ACL size is limited to 32767 bytes)

What is the maximum number of roles in an Access Control List?         75 Roles

What's the maximum password length allowed on an ID?                   64 bytes (63 characters for single-byte character sets but
                                                                       only 21 characters for some double-byte languages)
What is the maximum number of contacts allowed in a group in the       32K of names in the Members text field
Personal Address Book?

What is the maximum number of recipients in a single mail message?     For individual names and private groups which expand
                                                                       locally, 15KB; for public groups which expand on a server,
                                                                       5MB




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http://www.ibm.com/developerworks/lotus/library/domino-server-
crashes/
What are server hangs and crashes?
Before we get into the technical details, let's define two commonly used terms, crash and hang, to
ensure we're all on the same page.
Server crash
A Domino server crash is a situation where the server program has terminated and it is no longer
running. You can often determine the task that the server was performing when it terminated by looking
at the crash screen, or from the NSD/RIP log file (depending on which release of Domino you are
running).
Common symptoms of a Domino server crash include:


       The Domino server is no longer running, but other programs on the system are still running.
       The Domino server console does not appear, even when tasks appear to be loaded.
       The Domino server loaded and abruptly came down without doing anything.
       A panic error appears on the console or in Log.nsf, and the system comes down.
       NSD/RIP automatically runs and generates a file, and the server comes down and/or restarts by
        itself.

There are several different types of server crashes. For example, a one-time crash, as the name
implies, may occur once and never appear again. A one-time crash may be caused by bad memory or a
corrupted document accessed by a process that resulted in Domino crashing. For example, suppose a
document deposited in Mail.box is corrupted. When the Domino router accesses Mail.box to route the
document to its destination, this produces a Domino server crash. A similar situation may or may not
occur in the future. In general, one-time crashes are the most difficult to analyze.
A reproducible crash is one that can be repeated by following a sequence of steps. One example is a
form that includes a badly coded button that always results in a crash when pressed.
Repetitive crashes occur on a particular schedule. They don't seem to be associated with any specific
actions; instead, they may happen at the same time every day. In such situations, you need to identify
exactly what is getting executed on the server at that time that may be causing the problem. For
instance, imagine that a Domino server has a scheduled agent enabled that runs every month. This
agent may be producing the server crash. In such scenarios, you need to first disable the agent creating
the problem and then review why the agent is causing the problem (and fix it).
An ABEND is a special form of server crash. The term ABEND is a combination of the words "abnormal
end." ABEND crashes do not produce RIP or NSD files.
Causes of crashes include:


       A software problem in the code (either on the server or on the client).
       Corruption in a database.
       A software problem in a third-party application accessing Domino.
       Insufficient memory.
       Restricted operations caused by customized code.
       A memory leak.
       An incomplete request.


Server hang
A Domino server hang is a situation where the Domino server is still running, but one or more tasks on
the server are not responding to requests. These tasks may still be active, but they are not doing what
they are supposed to do. The term "hang" also defines a state that sometimes occurs when computer
programs do not run as designed. Most of the time, a hang occurs due to a low-level loop or a
permanent unavailability of a resource, causing serious performance issues. (Server hangs are most
commonly attributed to resource issues, so they are sometimes considered performance problems.)
During a hang, the program seems to be paralyzed, no error messages are displayed, and the screen
freezes or the application does not respond to users' actions. Keyboard input or mouse clicking has no
effect, regardless of where the cursor is placed, but the program is still running. Unlike an ABEND or
crash, sometimes a hang will resolve itself, and the application resumes its normal execution without
your involvement. Such a case might be considered more of a performance issue than a hang.



                                                                                                     69
Symptoms of a Domino server hang include:


       Domino is still running, but is not responsive to clients. In this case, users often report that they
        are receiving “Server not responding” messages.
       The console behaves as if it is disconnected and won’t accept any commands, not even a simple
        command such as quit.
       Clients accessing the server (for example, opening databases) are experiencing slow response
        times.
       Semaphore timeouts are occurring. The 'show stat' command will record semaphore timeout
        information. The following is an example of semaphore timeouts recorded in Statrep.nsf:
        Sem.Timeouts = 430D: 58 0A13:42 030B:28 0116:26 0A12:21. In this example, 430D is the
        semaphore name, and 58 is the number of timeouts. Note that semaphore timeouts do not
        always indicate a performance problem. It is common for semaphore timeouts to occur on a
        busy server. The statistic Sem.timeouts will not appear in Statrep.nsf if the server has not
        experienced any semaphore timeouts.
       Performance-related error messages are reported, such as:
        Insufficient memory.
        Insufficient memory. NSF Folder Pool is full.
        Maximum number of memory segments that Notes can support has been exceeded.
        Network operation did not complete in a reasonable amount of time.
        Server not responding.

Note that in a server hang situation, an NSD/RIP is never generated automatically.
Causes of server hangs include resource problems (insufficient resources), third-party application
conflicts, and hardware problems. In general, server hangs are more difficult to analyze than server
crashes. One final note: crashes and hangs not only occur on the Domino server, they can also happen
on the Notes client.
Troubleshooting
In this section, we examine some general approaches to troubleshooting server crashes and server
hangs.
Troubleshooting Domino server crashes
If Domino has crashed and is not able to restart, remove tasks from the Notes.ini variable Servertask
and attempt to narrow down and identify the task causing the crash. When you suspect a particular task
is causing the problem, open the server console and narrow down the possible error messages
generated by task. For example, if the router crashed while accessing mail in Mail.box, rename Mail.box
and allow the server to recreate Mail.box.
If you suspect the problem is caused by a corrupted database, run offline maintenance tasks on this
database. If the crash is occurring on a scheduled basis, review the actions performed on the server at
the time of the crash.
Consider the following questions:


       Is the Domino server reporting error messages to the console or the log file?
       What is the exact syntax of the error message?
       Where is the error message being generated, on the Domino server or on the Notes client?
       When did this problem first appear?
       Did you implement any recent changes before the problem started appearing?


Troubleshooting Notes client crashes
First, find out whether or not the problem is specific to a single user. If so, check the configuration of
that user and compare it to configurations for other users. Also, determine whether or not the problem
happens due to a specific application being accessed. If so, review the application with a developer.
If you suspect the problem is caused by a corrupted database or document, run the maintenance tasks
Updall, Fixup, and Compact (with appropriate switches). Also, try to recreate the database's full-text
index, if possible, if you think the problem is due to a bad index.
Troubleshooting Domino server hangs
If constant semaphore problems appear on the server console, check whether or not the tasks' schedule
is conflicting. If the system is responding slowly, check your non-Domino applications to see whether or




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not they are also performing slowly. Additionally, as a general rule, make sure your operating system is
updated with all the latest patches.
NSD analysis
Determining the process that crashed the server is often the first step in resolving a server crash. In
Domino 6 and later, the NSD file can be a good place to start. NSD gives you all current information
about the state of the server (call stacks for all threads, memory information, and so on). In the event
of a crash, an NSD log file will automatically be generated by the Domino server and stored in the
data\IBM_TECHNICAL_SUPPORT directory. An NSD log will have a file name with a time stamp showing
the time when the NSD was generated. For example: Nsd_W32I_KIRANTP_2006_01_17@17_17_18.log
indicates this NSD was created on January 17, 2006. When NSD runs, it attaches to each process and
thread, to dump the calls stacks. This can help you determine the cause of a server or workstation
crash.
The "heart" of an NSD file is the stack trace section. This section provides a breakdown of the code path
each thread in a currently existing process traversed to put it in its current state. This is very helpful in
examining hang or crash situations on a server. Also, by examining the NSD file, you can find any core
files generated in a Domino data directory, and can do a base-level analysis to trace the final stack of
calls that were made by the process that died and left behind the core. In a complex product such as
Domino, a stack trace of the same type of action on two different servers can produce different results.
In the NSD file, you can identify the executable in the failing process by performing a word search for
"fatal," "panic," or "segmentation." By finding the process, we can see what preceded it, and hopefully
determine how the crash occurred. When neither "panic" or "fatal" are found, sometimes a core dump
will contain a reference to a "segmentation fault" in a function. This indicates that the process tried to
access a shared memory segment that was corrupted for some reason, and will crash without calling
"fatal_error" or "panic."
The following is a sample excerpt from an NSD file where a server process is involved in a crash:
### FATAL THREAD 39/83 [ nSERVER:07c0: 2764]
### FP=0743f548, PC=60197cf3, SP=0743ebd0, stksize=2424
Exception code: c0000005 (ACCESS_VIOLATION)
############################################################
@[ 1] 0x60197cf3 nnotes._Panic@4+483 (7430016,496dae76,0,496dace8)
@[ 2] 0x600018a4 nnotes._OSBBlockAddr@8+148 (1153f38,2000000,743f608,1)
@[ 3] 0x6000bd92 nnotes._CollectionNavigate@24+610 (0,743fc74,f,0)
@[ 4] 0x600626cc nnotes._ReadEntries@68+2860 (4c5440e8,4cfb8dba,800f,1)
@[ 5] 0x600b9f6f nnotes._NIFReadEntriesExt@72+351 (0,4cfb8dba,800f,1)
@[ 6] 0x10032d40 nserverl._ServerReadEntries@8+1424 (0,8d0c0035,4b64b5bc,4ae46dd6)
@[ 7] 0x100191fc nserverl._DbServer@8+2284 (41b0383,cb740064,0,23696f8)
@[ 8] 0x1002b8c8 nserverl._WorkThreadTask@8+1576 (4711d68,0,3,563fb10)
@[ 9] 0x100016cb nserverl._Scheduler@4+763 (0,563fb10,0,10ec334)
@[10] 0x6011e5e4 nnotes._ThreadWrapper@4+212 (0,10ec334,563fb10,0)
[11] 0x77e887dd KERNEL32.GetModuleFileNameA+465
When the failing process has been determined, you can focus on troubleshooting that particular process.
ServerTasks
If a server is crashing continuously (for example, every five minutes), a useful troubleshooting step is to
temporarily remove the ServerTasks= line from the server's Notes.ini file. The server can then be
restarted and tasks can be loaded individually to determine which process is causing the crash.
Panic messages
When Domino detects an internal consistency error, or a condition that may lead to corruption of data or
some other problem, it immediately calls a subroutine called Panic. This is a special construct used to
continually monitor critical parts of the code as it operates. This helps catch problems as early as
possible, before they escalate and possibly destroy data. When a panic takes place, it brings the system
to a stop (and thus can be considered a controlled crash). Panics generate messages, sometimes in
English and sometimes in code (for example: PANIC: 04:3C). You can give this code to Lotus Software
Technical Support for further troubleshooting.
Troubleshooting tools
This section reviews some of the troubleshooting tools available to you when you encounter a Domino
server crash or hang. Before using any of these tools, be sure to consult the Domino administration
documentation. Also, the Domino self-help support page is a good resource for troubleshooting
information.
RIP (Domino R5)
A RIP file is generated when a server crashes. This file contains information about what the server was
doing when it crashed. It reports any crash on the system, not just ones related to Domino. RIP files are




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generated only in Domino 5.x. In Domino 6 and later, NSD serves the purpose formerly performed by
RIP, and also includes additional capabilities not included in RIP.
For a RIP file to be generated, QNC.EXE needs to be loaded on the Domino server. The QNC.EXE
program (often called "quincy") is the default debugger program that ships with Domino. The QNC.EXE
program is usually located in the \Domino directory. To enable QNC.EXE, type "qnc –I" at the operating
system's command prompt. You can also enable QNC.EXE by typing "qnc nserver" at server launch. If
RIP files are not generated when the server crashes, check whether QNC.EXE is enabled. Normally, RIP
files get created in the data directory.
NSD (Domino 6 and later)
As mentioned previously, Domino 6 and later provides the NSD feature. This is a file that contains
information about the state of the server at the time of a crash. For more information, see the section,
"NSD analysis," earlier in this article.
Memory dump (Domino 6 and later)
In Domino 6 and later, you can use the command “sh memory dump” on the server console to create a
memory dump file. A memory dump contains information on memory currently used by Domino. This is
very useful when troubleshooting performance problems and memory leaks. Normally, memory dump
files get collected in the data\IBM_TECHNICAL_SUPPORT directory. A memory dump file name includes
a time stamp for the time when the NSD was generated. For example:
memory_ KIRANTP_2005_09_14@17_50_08.dmp
Note: To record the available memory to a file instead of viewing it on the server console, enter the
following server console command: sh memory dump >memory.txt
HTTP request logs
To troubleshoot issues related to Domino Web server crashes and hangs, Lotus Software Technical
Support will often ask you to create an HTTP request log. To enable the default settings for request logs,
edit the server's Notes.ini file and add the line HTTPEnableThreadDebug=1. This sets HTTP request
logging at the default level. (To set the logging level to record more details, see the Domino
administration documentation.) You can also enable HTTP request logging dynamically by entering "tell
http debug thread on | off" at the Domino server console. With HTTP request logging enabled, Domino
creates a series of files with the name htthr*.log. For example: htthr_a40_10_20050914@171556.log.
HTTP request logging should be used only for troubleshooting specific issues, and usually at the
direction of and with assistance from Lotus Software Technical Support. Do not use request logging for
other purposes, such as general administration. These log files grow in size over time, so you should not
leave this setting enabled for long periods or you could consume all available drive space.
Automatic Data Collection
Notes/Domino 6.0.1 introduced the automatic diagnostic data collection tool, also known as Automatic
Data Collection, or ADC for short. Automatic Data Collection simply means that, when a Notes client or
Domino server crashes, the program gathers all the necessary data to debug the crash and sends it to a
mail-in database when the client or server restarts. Administrators then have one location per domain in
which they can see all the crashes that have occurred for all clients and servers. This will help eliminate
the instances where an administrator or user may not be able to capture the proper data on a client or
server crash.
Notes.ini settings
To troubleshoot performance and crash issues, you can enable the following Notes.ini debugging
parameters:


       Debug_threadid=1 logs each process and thread ID for each server operation.
       Debug_show_timeout=1 turns on semaphore timeout messages to the console, and creates a
        semaphore text file called semdebug.txt.
       Debug_capture_timeout=10 time stamps each semaphore timeout message.
       CONSOLE_LOG_ENABLED=1 (Domino 6 and later) enables Domino console logging.


Fault recovery for server crashes
You can set up fault recovery to automatically handle Domino server crashes. When the server crashes,
it shuts itself down and then restarts automatically, without any administrator intervention. Domino
records crash information in the data directory. When the server restarts, Domino checks to see if it is
restarting after a crash. If it is, an email is automatically sent to the person or group in the "Mail Fault
Notification to" field.
A fatal error (such as an operating system exception or an internal panic) terminates each Domino
process and releases all associated resources. The startup script detects the situation and restarts the



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server. If you are using multiple server partitions and a failure occurs in a single partition, only that
partition is terminated and restarted.
New troubleshooting features in Domino 7
This section briefly discusses some new Domino 7 features that can help you analyze and correct server
hangs and crashes.
Domino Domain Monitoring
One of the most significant and useful server maintenance and troubleshooting features in Domino 7 is
Domino Domain Monitoring (DDM). This provides one central location for monitoring all the servers in a
domain (or multiple domains). DDM uses programs called probes to gather server information from the
individual servers, and then report back to a special database (DDM.nsf) where you can view the
collected data. This allows you to monitor, analyze, and troubleshoot a large number of servers from a
single Domino Administrator console.
Activity Trends
The Activity Trends feature lets you analyze "historical" server data, to help spot trends that can only be
identified over an extended period of time. You can review this data to help predict and avoid future
issues. This data is collected from the log file (Log.nsf) and the Catalog task, and stored in the Activity
Trends database (Activity.nsf). The Activity Trends Collector task processes this data, and produces
"trended" data that you can use for charting and resource balancing.
Writing status bar history to a log file
You can now enable Notes client logging of status bar messages to the local log file (Log.nsf) or to an
external file that you designate. This can help you troubleshoot Notes client crashes. Use the Notes.ini
setting logstatusbar=1 to enable logging of status bar messages to Log.nsf. To view the logged
messages, open Log.nsf and then click the Miscellaneous Events view. Status bar messages are
appended with Status Msg. To write the status bar messages to an external file, use the Notes.ini
setting Debug_Outfile=<path to file> with the Notes.ini setting logstatusbar=1. For example:
logstatusbar=1
Debug_Outfile=c:\temp\StatusBarLogging.txt
This logs status bar messages to the file StatusBarLogging.txt.
The Log.nsf file can also provide a snapshot of actions logged in the status bar before the Notes client
crashed.
Fault Analyzer
Fault Analyzer is a new server feature that processes all new crashes as they are delivered to the
Automatic Data Collection mail-in database. The Fault Analyzer task searches the database configured
for Fault Report documents and determines whether or not the stack matches a crash that has already
been seen by a user or server. It adds to the functionality of the Automatic Data Collection feature by
analyzing the call stacks that are located in the Fault Report mail-in database, and evaluating them to
determine whether or not there are other instances of the same problem.
Fault Analyzer is configured at the same time that you set up Automatic Data Collection (see figure 1).
Use the Server Configuration document to set up Automatic Data Collection on the server and to enable
or disable Fault Analyzer.
Figure 1. Configuring Fault Analyzer




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If Fault Analyzer locates duplicate fault reports, the new crash is reported as a response to the original
crash, and attachments are either removed from the response document to save space in the database,
or they are saved with the response document.
Automatic Data Collection enhancements
When you use the Automatic Data Collection tool to gather information about server crashes, the server
is now first checked to see if it is being run under the Domino Controller and, if so, uses the Controller
logs. If not, the server is checked to see if console logging is enabled and, if so, uses the console
output. Finally, data is extracted from Log.nsf if neither the Domino Controller nor console logging has
been set.
Now you can select which files (using wildcards) will be collected by the Automatic Data Collection tool
when it runs on clients or servers. On Notes clients, it is configured using a Desktop Policy Settings
document (see figure 2).

Figure 2. Configuring Automatic Data Collection on the Notes client




On Domino servers, it is configured using the Server Configuration document (see figure 3).

Figure 3. Configuring Automatic Data Collection on the Domino server




This allows you to collect diagnostic files from other IBM products, as well as third-party add-ins.




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There is a possibility that the output sent by Automatic Data Collection could be very large. If this
becomes a problem, you can configure Automatic Data Collection to restrict the size of attachments sent
by NSD and the console log to the Fault Reports database (see figure 3).
Shutdown Monitor
It often takes a long time for the Domino server to actually shut down after you issue a quit or restart
server command. To avoid this delay, the Shutdown Monitor task ensures that Domino terminates when
requested to do so. If the server doesn't terminate in the allotted time, the server will forcefully
terminate and an NSD log will be generated before termination. The time limit is specified in the Server
Shutdown Timeout field of the Automatic Server Restart section of the Server document, on the Basics
tab (see figure 4).

Figure 4. Setting the Server Shutdown Timeout




The default Server Shutdown Timeout setting is 5 minutes. This feature can be disabled using the
Notes.ini setting shutdown_monitor_disabled=1.
Process Monitor (Windows platforms only)
The Process Monitor task monitors the processes that should be running as part of the Domino server
environment. (This task runs on Microsoft Windows platforms only; this functionality is implemented in
Domino for Unix platforms without using a separate server task.) If any of these processes is missing,
or if one terminates unexpectedly without completing the usual Domino termination routines, this task
causes the server to panic and identify which process has prematurely terminated. The Process Monitor
task works with Nprocmon.exe, which monitors the Nserver.exe process for abnormal terminations.
This feature can significantly reduce the number of abnormal termination problems, which otherwise are
difficult to analyze (because it's often difficult to determine which process has terminated and caused
the server problem). To disable the Process Monitor task, set the variable process_monitor_disabled=1
in the server's Notes.ini file.
Conclusion
In this article, we have defined the differences between a Domino server hang and a crash. We have
discussed some troubleshooting procedures and tools you can follow when analyzing and fixing
Notes/Domino problems. We also looked at new troubleshooting features introduced in Notes/Domino 7.
You can consult this article whenever you encounter a hang or crash with the Notes client or Domino
server -- which hopefully won't be very often!




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IMP LINKS


http://www-128.ibm.com/developerworks/lotus/library/ls-password_checking/




Clustering basics
All the servers in a Domino cluster continually communicate with each other to keep updated on the status of
each server and to keep database replicas synchronized. Each server in a cluster contains cluster components
that are installed with the Lotus Domino 6 Enterprise server or the Lotus Domino 6 Utility server. These
components, and the Administration Process, perform the cluster management and monitoring tasks that run the
cluster and let you administer the cluster. The components keep replica databases synchronized, and they
communicate with each other to ensure that the cluster is running efficiently and smoothly. They also let you set
limits for workload balancing, track the availability of servers and databases, and add servers and databases to
the cluster.

To take advantage of failover and workload balancing, you distribute databases and replicas throughout the
cluster. You do not need a replica of every database on every server. The number of replicas you create for a
database depends on how busy the database is and how important it is for users to have constant access to that
database. For some databases, you may not need to create any replicas; for others, you may need to create
multiple replicas.

How failover works
A cluster's ability to redirect requests from one server to another is called failover. When a user tries to access a
database on a server that is unavailable or in heavy use, Domino directs the user to a replica of the database on
another server in the cluster.

The Cluster Manager on each cluster server sends out probes to each of the other cluster servers to determine
the availability of each server. The Cluster Manager also checks continually to see which replicas are available
on each server. When a user tries to access a database that is not available, the user request is redirected to a
replica of the database on a different server in the cluster. Although the user connects to a replica on a different
server, failover is essentially transparent to the user.

Example
This example describes the process that Domino uses when it fails over. This cluster contains three servers.
Server 1 is currently unavailable. The Cluster Managers on Server 2 and Server 3 are aware that Server 1 is
unavailable.




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1. A Notes user attempts to open a database on Server 1.

2. Notes realizes that Server 1 is not responding.

3. Instead of displaying a message that says the server is not responding, Notes looks in its cluster cache to see
if this server is a member of a cluster and to find the names of the other servers in the cluster. (When a Notes
client first accesses a server in a cluster, the names of all the servers in the cluster are added to the cluster cache
on the client. This cache is updated every 15 minutes.)

4. Notes accesses the Cluster Manager on the next server listed in the cluster cache.

5. The Cluster Manager looks in the Cluster Database Directory to find which servers in the cluster contain a
replica of the desired database.

6. The Cluster Manager looks in its server cluster cache to find the availability of each server that contains a
replica. (The server cluster cache contains information about all the servers in the cluster. Cluster servers obtain
this information when they send probes to the other cluster servers.)

7. The Cluster Manager creates a list of the servers in the cluster that contain a replica of the database, sorts the
list in order of availability, and sends the list to Notes.

8. Notes opens the replica on the first server in the list (the most available server). If that server is no longer
available, Notes opens the replica on the next server in the list. In this example, Server 2 was the most available
server.

When the Notes client shuts down, it stores the contents of the cluster cache in the file CLUSTER.NCF. Each
time the client starts, it populates the cluster cache from the information in CLUSTER.NCF.




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How workload balancing works
By distributing databases throughout the cluster, you balance the workload in the cluster so that no server is
overloaded. In addition, there are several NOTES.INI variables you can set to help balance the workload. For
example, you can specify a limit on how busy a server can get by specifying an availability threshold. When the
server reaches the availability threshold, the Cluster Manager marks the server BUSY. When a server is BUSY,
requests to open databases are sent to other servers that contain replicas of the requested databases. You can
also specify the maximum number of users you want to access a server. When the server reaches this limit,
users are redirected to another server. This keeps the workload balanced and keeps the server working at
optimum performance.

When a user tries to open a database on a BUSY server, the Cluster Manager looks in the Cluster Database
Directory for a replica of that database. It then checks the availability of the servers that contain a replica and
redirects the user to the most available server. If no other cluster server contains a replica or if all cluster servers
are BUSY, the original database opens, even though the server is BUSY.

Example
This example describes how Domino performs workload balancing. This cluster contains three servers. Server 2
is currently BUSY because the workload has reached the availability threshold that the administrator set for this
server. The Cluster Managers on Server 1 and Server 3 are aware that Server 2 is BUSY.




1. A Notes user attempts to open a database on Server 2.

2. Domino sends Notes a message that the server is BUSY.

3. Notes looks in its cluster cache to find the names of the other servers in the cluster.

4. Notes accesses the Cluster Manager on the next server listed in the cluster cache.

5. The Cluster Manager looks in the Cluster Database Directory to find which servers in the cluster contain a
replica of the desired database.



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6. The Cluster Manager looks in its server cluster cache to find the availability of each server that contains a
replica.

7. The Cluster Manager creates a list of the servers in the cluster that contain a replica of the database, sorts the
list in order of availability, and sends the list to Notes.

8. Notes opens the replica on the first server in the list (the most available server). If that server is no longer
available, Notes opens the replica on the next server in the list.

The Cluster Manager

A Cluster Manager runs on each server in a cluster and tracks the state of all the other servers in the cluster. It
keeps a list of which servers in the cluster are currently available and maintains information about the workload
on each server.

When you add a server to a cluster, Domino automatically starts the Cluster Manager on that server. As long as
the server is part of a cluster, the Cluster Manager starts each time you start the server.

Each Cluster Manager monitors the cluster by exchanging messages, called probes, with the other servers in the
cluster. Through these probes, the Cluster Manager determines the workload and availability of the other cluster
servers. When it is necessary to redirect a user request to a different replica, the Cluster Manager looks in the
Cluster Database Directory to determine which cluster servers contain a replica of the requested database. The
Cluster Manager then informs the client which servers contain a replica and the availability of those servers.
This lets the client redirect the request to the most available server that contains a replica.

The tasks of the Cluster Manager include:

        Determining which servers belong to the cluster. It does this by periodically monitoring the Domino
         Directory for changes to the ClusterName field in the Server document and the cluster membership list.
        Monitoring server availability and workload in the cluster.
        Informing other Cluster Managers of changes in server availability.
        Informing clients about available replicas and availability of cluster servers so the clients can redirect
         database requests based on the availability of cluster servers (failover).
        Balancing server workloads in the cluster based on the availability of cluster servers.
        Logging failover and workload balance events in the server log file.


When it starts, the Cluster Manager checks the Domino Directory to determine which servers belong to the
cluster. It maintains this information in memory in the server's Cluster Name Cache. The Cluster Manager uses
this information to exchange probes with other Cluster Managers. The Cluster Manager also uses the Cluster
Name Cache to store the availability information it receives from these probes. This information helps the
Cluster Manager perform the functions listed above, such as failover and workload balancing.

To view the information in the Cluster Name Cache, type "show cluster" at the server console.

The Cluster Database Directory

A replica of the Cluster Database Directory (CLDBDIR.NSF) resides on every server in a cluster. The Cluster
Database Directory contains a document about each database and replica in the cluster. This document contains
such information as the database name, server name, path, replica ID, and other replication and access
information. The cluster components use this information to perform their functions, such as determining




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failover paths, controlling access to databases, and determining which events to replicate and where to replicate
them to.

The Cluster Database Directory Manager

The Cluster Database Directory Manager on each server creates the Cluster Database Directory and keeps it up-
to-date with the most current database information. When you first add a server to a cluster, the Cluster
Database Directory Manager creates the Cluster Database Directory on that server. When you add a database to
a clustered server, the Cluster Database Directory Manager creates a document in the Cluster Database
Directory that contains information about the new database. When you delete a database from a clustered
server, the Cluster Database Directory Manager deletes this document from the Cluster Database Directory. The
Cluster Database Directory Manager also tracks the status of each database, such as databases marked "Out of
Service" or "Pending Delete."

When there is a change to the Cluster Database Directory, the Cluster Replicator immediately replicates that
change to the Cluster Database Directory on each server in the cluster. This ensures that each cluster member
has up-to-date information about the databases in the cluster.

The Cluster Administrator

The Cluster Administrator performs many of the housekeeping tasks associated with a cluster. For example,
when you add a server to a cluster, the Cluster Administrator starts the Cluster Database Directory Manager and
the Cluster Replicator. The Cluster Administrator also starts the Administration Process, if it is not already
running. When you remove a server from a cluster, the Cluster Administrator stops the Cluster Database
Directory Manager and the Cluster Replicator. It also deletes the Cluster Database Directory on that server and
cleans up records of the server in the other servers' Cluster Database Directories.

The Cluster Replicator

The Cluster Replicator constantly synchronizes data among replicas in a cluster. Whenever a change occurs to a
database in the cluster, the Cluster Replicator quickly pushes the change to the other replicas in the cluster. This
ensures that each time users access a database, they see the most up-to-date version. The Cluster Replicator also
replicates changes to private folders that are stored in a database. Each server in a cluster runs one Cluster
Replicator by default, although you can run more Cluster Replicators if there is a lot of activity in the cluster.

The Cluster Replicator looks in the Cluster Database Directory to determine which databases have replicas on
other cluster members. The Cluster Replicator stores this information in memory and uses it to replicate
changes to other servers. Periodically (every 15 seconds by default), the Cluster Replicator checks for changes
in the Cluster Database Directory. When the Cluster Replicator detects a change in the Cluster Database
Directory -- for example, an added or deleted database or a database that now has Cluster Replication disabled -
- it updates the information it has stored in memory.

The Cluster Replicator pushes changes to servers in the cluster only. The standard replicator task (REPLICA)
replicates changes to and from servers outside the cluster.




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Troubleshooting


9. When I print an email message it cuts off some of the names in the address fields. How do I print so
that I can see all of this information?

In order to print so that you see all of the addresses:

    1.   While viewing your message choose File - Print
    2.   From the Print Document popup screen, choose the Page Setup tab
    3.   On the Page Setup tab, in the bottom right corner you'll see the Miscellaneous section - make sure the
         box is checked for Expand Names field contents

Once you've checked this box you'll be able to print all the names in the address fields of your message.




1. How do I create a group Calendar?

A Group Calendar provides an overview of a group's scheduled time and lets you easily display the individual
calendars for each member in the group.

To create or view a group calendar open Notes to the calendar view. Click on the tab labeled "Calendar".
Choose View & Create Group Calendars. Here you can add a new group calendar or edit existing calendars. To
create a new group calendar click "New Group Calendar"- Add a title and choose the calendar members. You
can add members by searching the directory. Once created you can double click on the text for the calendar and
your new group calendar will open, displaying all if its members' information.

        To display a person's calendar, double-click on their name.
        To display the details of any busy block, right click on the block and choose your action.
        To display future schedules, scroll the time display using the scroll bar or flip to coming weeks using the
         buttons just to the left of the date/time header using the buttons to the right of the dates.

Note: Free and busy time information is only maintained for current and future times; the group calendar
therefore always displays "No Info" for past times and days.

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2. Why can I not be scheduled for meetings during certain hours?

You must define your availability schedule so the system knows generally when you are free to be scheduled for
meetings. As a default Notes sets all users to be available between 9 am and 12 pm, and 1pm and 5 pm; with
one hour (12 pm -1 pm) for lunch. Meetings cannot be scheduled during any other hours. To change your
availability schedule, open the Calendar view then, click the Tools action button and then select Preferences.
Then click the Calendar & To Do and Scheduling tabs.

^ back to top
3. How can I give someone else access to my view or edit my Calendar?

In the desktop client :

    1.   Click the Calendar icon from the bookmark bar.
    2.   Click the Tools button and choose Preferences.
    3.   Click the Access & Delegation tab.



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    4.   On the Access to Your Mail & Calendar tab , click Add Person or Group
    5.   In Step 1 - choose the Person you want to give access to. -Click the down arrow and choose the person
         from the Directory.
    6.   In Step 2 - choose the option which best suits the access you want to give the person - if you only want
         them to access your Calendar, choose the middle option.
    7.   In Step 3 - choose the amount of access you want to grant the person. If you want them only to be able
         to view your calendar, then grant them Read any Calendar Entry or To Do. If you want to give them
         access to edit your calendar, then grant them Read, create, edit and delete Any Calendar Entry or To
         Do.
    8.   In Step 4 - choose whether or not you want calendar notices forwarded to this person.
    9.   Click OK twice.

In the web client :

    1.   Click Preferences
    2.   Click Delegation in the left menu
    3.   From this screen you can choose the level of access you with to give the person. If you want them only
         to be able to view your calendar, then add their name to the box under the heading Calendar Read
         Access . If you want to give them access to edit your calendar, then add their name to the box under
         the heading Calendar Author and Editor Access.

^ back to top
4. How can I print my Calendar?

In the desktop client:

        While viewing your Calendar, go to File - Print
        From within the Print screen you'll see a Calendar Style Tab - choose this and you'll have access to
         options on style, range of dates, etc.

In the web client:

        While viewing your Calendar click the printer icon (in the menu bar right above your calendar)
        From the Print screen you'll have access to options on style, range of dates, etc.


^ back to top
5. How do I allow or restrict someone from viewing times I am available for meetings?

In the Calendar view:

        Click Tools
        Select Preferences
        Click the Access & Delegation tab
        Click the Access to Your Schedule tab
        In the "What schedule information they may see" section, add the appropriate user under "Only
         information about when you are busy or available, except the following people may see detailed
         information."

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6. How do I change a meeting that was "penciled in" to "not penciled in"?

If a meeting is marked as "penciled in" you will still be listed as available during the time of the meeting and you
will find that the "Pencil In" option is selected in the meeting entry.

To change this in the desktop client:



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        Open the meeting and uncheck the "Pencil In" box.

To change this in the web client:

        Open the meeting and choose Accept from the menu at the top of the meeting window.

^ back to top
7. Why does the calendar scheduler show someone to be "available" for a meeting when in fact they are
not?

This may be due to a meeting that has been "penciled in". See the FAQ above for instructions on how to
"unpencil" it in.

5. Can I move my address book from my old email to Notes ?

Address books in your old mail provider will not be copied to your Lotus Notes account. You should print or
cut/paste those addresses to another document and be prepared to re-enter them into Lotus Notes.

Currently we do not know of any free software available to migrate your address book to Notes. There is an
Import/Export option in Notes however it requires that the imported addresses be in vCard file format. vCard files
have the extension VCF and contain one or more contacts per file. Typical fields in a vCard file are Name, Title,
Phone, Fax, Address, City, State, and Zip; Notes imports the data in these fields into the matching fields in the
contact document. To import an address book from another mail application such as Microsoft Outlook Express
(the ONLY application we have found that can do this), open the other application and save the addresses in
vCard (.VCF) file format. Then you can import the resulting file(s) into Notes and select which contacts from the
file you want to add. Lotus Organizer 6.0 allows you to copy one or more contacts as a vCard file using the Edit -
Copy Special command. You can then paste the contacts into your Notes Personal Address Book.

You can import vCard (.VCF) files into your address book and convert them to new contacts.

    1.   Click this icon in the Bookmark bar to open your address book to the Contacts view.
    2.   From the menu, choose File - Import. 3. In the "Files of type" list, select vCard. 4. Browse to the .VCF
         file you want to import from and click Import. If the file contains only one contact, the contact
         information appears. If the file contains more than one contact, a list appears, with an asterisk (*) next to
         any contact name you already have in your address book. 5. Do one of the following:

To import the contact when the file contains only one, click Save. To import only some of the contacts in a file
that contains more than one, click each contact to select it and then click Import selected. To import all the
contacts in a file, click Import all. If you already have a contact for a name in the file, Notes creates a duplicate
contact document.

NOTE: The Lotus Notes client is equipped with addresses for CNS, ITS, Communications, Schulich, and
Atkinson staff members. When sending an email click 'new memo' -> Click the To icon -> Choose Address book
for YorkU's Directory or York Extended Directory Catalog. Listed according to department are staff email address
and other relevant information. From here you can browse the corporate hierarchy for names.

If you know the correct spelling of the first name of the person you are sending mail to -> type the beginning of
their name in the To field and hit Enter. The name or choices of names that begin with the letters you have typed
will show up in the To field.

^ back to top
6. How do I set the Vacation / Out of office message on my mail?

Notes can automatically reply to incoming mail when you are away.

In the desktop client:




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To use the Out of Office agent, open your Calendar view then go to Actions - Tools - Out of Office . Fill out the
dates you will gone, and when you are finished click the Enable button.

Notes sets the default message to read "I will respond to your message when I return". You can change this
message by clicking the Out of Office Message tab.

In the web client:

    1.   Logon to Notes Webmail with your username (which will be your full email address. For example,
         tsmith@yorku.ca) and your Lotus Notes password.
    2.   Click Preferences at the top right.
    3.   In the window that appears click on the plus sign (+) to the right of Calendar.
    4.   Select the Work Hours item that appears below Calendar.
    5.   Under the "Out of Office" heading, click on the Settings button.
    6.   Go through all the tabs and fill in the requested information (vacation dates, message, etc.)
    7.   Once you have entered all the information, click on the Dates tab and place a checkmark beside the
         Enable the Out of Office agent check box.
    8.   Click Save and click Close.

When your return from vacation, remember to disable the agent.

^ back to top
7. How do I configure Lotus Notes to invoke the web browser of my choosing?

        Open Lotus Notes.
        Click on the File pull-down menu and select Preferences - Location Preferences.
        In the Location Preferences dialog box, click the Internet Browser tab.
        Click the Internet browser pull-down menu.
        Choose the preferred browser and Click OK.
        Click Save & click Close

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8. How do I change my default font in the Lotus Notes desktop client?

To change your default font:

    1.   Click File - Preferences - User Preferences
    2.   Under the Basics tab, click Default Fonts
    3.   For Default Sans Serif Font (second option), select the font you want to use. For example, Times Rmn,
         Helvetica, etc.
    4.   Click OK.
    5.   Click OK again.
    6.   Close your Lotus Notes client and restart it.

The change you made to the font should be visible.

^ back to top
9. When I print an email message it cuts off some of the names in the address fields. How do I print so
that I can see all of this information?

In order to print so that you see all of the addresses:

    1.   While viewing your message choose File - Print
    2.   From the Print Document popup screen, choose the Page Setup tab
    3.   On the Page Setup tab, in the bottom right corner you'll see the Miscellaneous section - make sure the
         box is checked for Expand Names field contents




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Once you've checked this box you'll be able to print all the names in the address fields of your message.

^ back to top
10. Can I create a mailing list from a message I receive?

        To create a mailing list from a message you received
             1. Open or select the message containing the list you want to add to your personal address book.
             2. Select Actions, Add Recipients, to new Group in Address Book.




                3.   In the Group field type a name for the group.
                4.   If desired, type a description for the group.
                5.   If necessary, de-select any names you do not want added to the group.
                6.   Click OK.

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11. How do I synchronize the addresses in my address books in both the Desktop and Web Client?

        While in the desktop client version of Notes, open your email, but close your address book.
        Select Actions - Synchronize Address Book. Addresses are transferred both ways.
             o For those users who have the Notes client installed on another computer, this is a great way to
                   make sure your address books are always up to date.

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12. How do I remove a folder in Notes?

You can remove (delete) folders if you no longer need them. However, the messages contained in the folders are
NOT deleted. They can still be located in the All Documents view. If you want to delete the folder and the
messages, delete the messages first, then delete the folder.

If you want to delete the messages AND the folder, first delete the messages. To remove a folder, right-click the
folder, and select Remove.

^ back to top
13. How can I add a signature to my outgoing email?

To save time adding you name, office, telephone number, etc to the bottom of each Notes message you send,
Notes lets you create a personal signature for your email. These can be text, HTML, or graphic files.

To add a signature:

    1.   Open your mail view.
    2.   Go to Actions | Tools | Preferences



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    3.   Click on the Signature tab.
    4.   Check the "Automatically append a signature to the bottom of my outgoing mail messages" if you wish
         ALL of your outgoing messages include your signature.
    5.   A) If you wish to have a text signature type that text into the Signature: box. Be sure to hit enter once at
         the top of your text signature so that you will have space to enter your message.
         B) If you wish to have an HTML or Image file as your signature select that radio button a specify the
         location of that file
    6.   Click on OK.

Create a new memo. If you have selected the "Automatically append a signature to the bottom of my outgoing
mail messages" option your signature will be displayed at the bottom of the new memo. If you have not select
that option you can insert the signature at any time by clicking on Tools | Insert Signature.

^ back to top
14. How do I create a Mailing List

If you frequently send messages to the same group of people you might want to create a mailing list. Once you
create the mailing list you can address messages to the mailing list name and the message delivers to each
member on the list.

        From the Bookmark bar on the left side of the screen, click the address book logo.
        From the Action bar, click New , then select Group .




        In the Group name: field, type a name for your mailing list.
        In the Group type: field, verify that Mail only or Multi-purpose is selected.

         Optional: In the Description: field, type a description for the group.
         Optional: If desired, type a category.


        To add names to the Members: field, click the arrow, select the appropriate address book, select the
         names you want from the Names dialog box, click Add , then click OK .
         or Type addresses in the Members: field. Press Enter between each name.

         Optional: To sort names alphabetically by first name, click Sort Member List from the Action bar.

        Click Save and Close.

Addressing to a Mailing List




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When you want to send a message to a mailing list (group) you have created, simply type the name of the group
in the appropriate field (To:, cc: or bcc). If you can't remember the name of the group, click the Address button,
activate your personal address book and search for the name of the group.

Tip : If you want to see the names in the mailing list expanded in your message, press the F9 key.

Editing a Group in your Personal Address Book

Once you have copied a group to your personal address book, you can edit it as necessary.

        From the Bookmark bar on the left side of the screen, click the Address Book button.
        From the Navigation pane on the left side of the screen, click Groups .
        Double-click the group you want to edit.
        Click Edit Group .
        Add, change, or delete addresses as necessary. You can also change the group name to something
         that is easier for you to remember, if desired.
        When finished, click Save & Close .

Note : To address mail to your edited group list, click your Address button. In the Look in field, select your
personal address book from the drop-down list. Locate and select the appropriate group name, then click To> ,
cc> , or bcc> .

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15. The 'All Documents' Folder in my Notes email has lots of messages in it. Can I delete some of the
messages from here?

No. 'All Documents' contains ALL of your mail, calendar, to-do entries, etc. Deleting documents directly from here
will cause these items to be deleted from your account permanently.

The All Documents view is a beneficial way for you to see all of the items in your mail database at a glance, in an
"index" format. This is helpful for things such as finding mail messages, sorting and deleting mail (to help reduce
your quota), etc.

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16. How do I view email message header information while in Notes?

In the desktop client:

        Double click on the message to open it in it's own tab.
        Choose View - Show - Page Source

In the Web Client:

        Double click on the message to open it in it's own window.
        Right click in the body of the message and choose View Source

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17. In the Notes desktop client I can't move email messages from my Sent folder into other folders. It will
let me add a message to another folder, but then I have a duplicate, which I don't want. Why is this?

The Notes desktop client protects Sent messages in the same way as those in the 'All Documents' folder. In
order to transfer a message from the Sent folder to another folder:

        Drag the message from the Sent folder to the folder you wish to move it to




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        Once you have verified that a copy of the message now exists in the new folder, click on the message
         in the Sent folder and choose Delete
        When you do that, you will receive a message warning you that deleting it from the Sent folder will also
         delete it from any other folder it is in. It will then give you the option of just removing it from the Sent
         folder but retaining it in the others.




        Choose Remove and the message will effectively have been transferred to the other folder.

You may also want to handle this by using the Send and File feature each time you send out a message. This
command sends out your message and allows you to choose which folder you want to put a copy of the sent
message in. Later, however, you will still have to Remove the duplicate message from the Send folder.

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18. How do I send plain text messages in Lotus Notes?

In Notes, you can set a preference so that you are always prompted for whatever format you wish to use when
sending messages out.

In the Notes desktop client:

        Click on File - Preferences - User Preferences
        From the User Preferences window click on Mail - Internet
        Under the Internet mail format drop down choose Prompt when sending

In the Notes web client:

If you just want the mail message you are composing to be sent in plain text then in the open Compose window
click on Format | Plain Text

If you want all the messages you compose to be in plain text then log into Notes MyMail and go to

        Click on Preferences
        The Mail tab should be open by default, under the Send message in this format: drop down choose
         Plain text

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19. How do I create "rules" in Notes to filter mail?

You can use mail "rules" to have Notes act automatically on new messages you receive that meet certain
conditions. For example, you could create a rule that checks for messages from a certain sender or that contains
a certain subject. If a received message fits any of the rules you have specified, you can have Notes
automatically move the message to a certain folder or delete it altogether.



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Notes stores the mail rules you create in the Rules folder in your mail database. You can go there to add new
rules, as well as to work on or edit the ones you've already created.

To create a new rule, do the following:

In the desktop client:

    1.   Open your Inbox and click on Tools in the left hand menu (under your Folders). Click on Rules




    2.   Click New Rule
    3.   Under "Specify Conditions," select a part of messages to check (such as "sender" or "subject"), select
         a state (such as "contains" or "is"), and type the criteria to check for (such as the name of a certain
         person or a certain word). For example, you could select "sender," select "contains," and type John to
         filter all messages sent to you by John Grisham, John Mayer, and anyone else named John. Or you
         could select "Size (in bytes)," select "is greater than," and type 2000 to filter all messages sent to you
         that are greater than 2000 bytes in length.
    4.   Click Add
    5.   Under Specify Actions select the appropriate action that you would like Notes to take.
    6.   If you selected move to folder or copy to folder , click Choose Folder and select a folder. If you selected
         change importance to , select an importance level.
    7.   Click Add Action
    8.   Click OK.

In the web client:

    1.   Open your Inbox , hover over Tools and select Mail Rules
    2.   Hover over New and choose Mail Rule
    3.   Under Rule Name type a name to describe the rule
    4.   Under When messages arrive that meet these conditions choose the specific conditions for the mail rule
         to act upon.
    5.   Under Then perform these actions select the appropriate action that you would like Notes to take.
    6.   If you selected move to folder or copy to folder , click Choose Folder and select a folder. If you selected
         change importance to , select an importance level.
    7.   Click Save & Close

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20. What's a mail-in database and how do I access it?

A mail-in database is a mail account that can be used by departments or organizations that wish to have a
common email address that can have mail be read and sent by more than one employee. For example a mail in
database could be created with the name "department_inquiries" with the email address
department_inquiries@yorku.ca. Anyone could send email to this address, and any specified employees of the
department can be given access to access the mail in database.

You access a mail-in database the same way you access another users mail database. Open the Mail view.
Click on the twistie beside Mail and select Open Another Person's Mail.




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You will only be able to access the mail in database if you have been granted access. To obtain access to a
mail-in database or to set up a mail in database send an request to accounts@yorku.ca.

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21. What is the attachment size limit in Notes?

The total size limit for any single message is 10MB. You could have any number of attachments included in the
message as long as the total size of the message does not exceed 10MB. If you exceed this limit you message
will bounce and you will get a Delivery Failure notice.

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22. What is the Mail Threads folder, and is it safe to delete it?

Mail Threads is actually a "view" of all your mail messages, grouped with their replies, so you can view an entire
conversation at once. It also contains your calendar entries, to-dos, and drafts. If you delete any messages/items
from this view (or if you delete the whole view), you are also deleting them from whatever folder they were
originally in. So, be very careful not to delete Mail Threads or any of its contents.

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23. How can I move back and forward through my email messages using keyboard shortcuts?

If you have a memo open you can hit the ENTER key to open the next message or the BACKSPACE key to
open the previous message.

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24. What is Archiving and how can I archive documents from my Lotus Notes database?

With Notes, you can archive your email, cleaning out your email database without losing any of the important
information stored there. When you archive, Notes opens your archive database (or creates a new archive
database if you haven't archived yet), then selects documents that match the criteria you have specified and
copies (archives) them to the archive database. Notes then deletes the archived documents from the original
database.

As part of the Notes default there are two archive rules set on user accounts. The first rule allows you to choose
which documents you want to archive however they must be more than one day old. The second rule forces
archiving on any document that is more than one year old. These rules can be viewed in your Tools folder under
the Archive tab. (they will not be labels as below- this is just an example)




If you would like to set more criteria for Archiving here is how to archive your database:




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    1.   With your database open, click on Actions->Archive->Settings
    2.   Under the Basics button, in the " What documents do you want to archive " section, check the first two
         boxes and enter the number of days of "no access" for which you wish to archive documents. For
         example, if you enter 90 days, Notes will archive all those documents that have not been accessed,
         modified, read, or updated in 90 days or more.
    3.   Click on the Advanced button, and make sure you have chosen to archive the database manually "
         from my workstation to Local ".
    4.   Uncheck "Do not delete documents that have responses".
    5.   Click OK

When you get ready to archive your database, do the following:

    1.   Click on Actions->Archive->Archive Now
    2.   Notes will attempt to archive those documents that meet the criteria specified in the archive settings.
         Once the documents are archived, they are deleted from the server database.
    3.   Depending on the number of documents that you wish to archive, this could take several minutes.

To access the archived database, do the following:

    1.   Click on File->Database->Open
    2.   For Server , select Local
    3.   Under Database , scroll down until you find the Archive folder and select it
    4.   Locate your archive database and open it

Note: If you need to transfer any documents from the archive back to your main server database, just select
them (Notes will put a checkmark to the left of the document), press Ctrl-C to copy them, and then while in the
server database, press Ctrl-V to paste them into the selected folders.

Warning: Please note that if you tell the system to archive documents based on a criteria (e.g., documents not
accessed/modified in 90 days), ALL documents in your database will be subject to this criteria. This includes
mail, calendar and to-do documents. So use this option with caution as it may, for example, archive calendar
entries that have been in your calendar for a long time but you don't necessarily want to archive them.




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25. What is the "Discussion Threads" folder in Lotus Notes, and is it safe to delete it?

"Discussion Threads" is actually a "view" of all your mail messages, grouped with their replies, so you can view
an entire conversation at once. It also contains your calendar entries, to-dos, and drafts. If you delete any
messages/items from this view (or if you delete the whole view), you are also deleting them from whatever folder
they were originally in. So, be very careful not to delete "Discussion Threads" or any of its contents unless you
know exactly what you are doing!

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26. How can I read my email using an IMAP email client (i.e. Thunderbird, Outlook, etc)

You will have to set up your IMAP mail client with the following settings.

server name: postoffice.notes.yorku.ca.
user name: Enter your email address, e.g. tsmith@yorku.ca.

Note that you will be able to receive meeting invitations using an IMAP Mail client, but you won't be able to
accept or decline any meeting invitations unless you are using the desktop or MyMail version of Lotus Notes.


Outlook 2003

    1.   Select Tools then select Email Accounts.
    2.   Select Add a new email account and click Next.
    3.   Select IMAP and click Next.
    4.   In the Your Name field type your full name, e.g. Tom Smith.



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    5.    In the E-Mail Address field type your York email address, e.g. tsmith@yorku.ca.
    6.    In the Incoming mail field enter: postoffice.notes.yorku.ca.
    7.    In the Outgoing Mail field enter: mailrelay.yorku.ca (if using York as your ISP).
    8.    In the User name field enter your full email address, e.g. tsmith@yorku.ca.
    9.    Log on using Secure Password Authentication must NOT be checkmarked.
    10.   Click the More Settings button.
    11.   Click the Advanced tab.
    12.   Under Incoming mail (IMAP) place a checkmark beside: This server requires an encrypted
          connection (SSL). The port number in the box above should now change to 993.
    13.   Click OK.
    14.   Click Next.
    15.   Click Finish.
    16.   In the User name field ensure that your full email address is displayed.

You should now be able to logon and see your inbox. If you don't see all your folders, then follow the process
outlined here:
http://www.yorku.ca/computing/facultystaff/email/faq/folder_subscribe_pc.html


Outlook Express 6

    1.  Select Tools then select Accounts.
    2.  Open the Mail tab.
    3.  Select your notes account and click Properties.
    4.  Click the Servers tab.
    5.  My incoming server is a: IMAP
    6.  In the Incoming mail field type postoffice.notes.yorku.ca.
    7.  Account name is your full email address, e.g. tsmith@yorku.ca.
    8.  Log on using Secure Password Authentication must NOT be checkmarked.
    9.  Click the Advanced Tab.
    10. Under Incoming mail (IMAP) place a checkmark beside: This server requires a secure connection
        (SSL).
        The port number in the box above should now change to 993.
    11. Click OK and click Close.
    12. At this point you may be prompted with the message: Would you like to download folders from the
        email server you added?
    13. Click Yes.

You should now be able to logon and see your inbox. If you don't see all your folders then follow the process
outlined here:
http://www.yorku.ca/computing/facultystaff/email/faq/folder_subscribe_pc.html


Netscape 7.2 Mail for PC

    1.    Select Edit, then select Mail and Newsgroup Account Settings.
    2.    Click Add account.
    3.    Select Email account and click Next.
    4.    Type your name and email address in the respective fields and click Next.
    5.    Select IMAP.
    6.    In the Incoming Server box type postoffice.notes.yorku.ca.
    7.    Click Next.
          Incoming User Name must be your full email address, e.g. tsmith@yorku.ca.
    8.    Outgoing User Name must be your username, e.g. tsmith.
    9.    Click Next.
    10.   Account Name can be whatever you want, e.g. York Lotus Notes Account.
    11.   Click Next and click Finish.
    12.   In the Mail & Newsgroup Account Settings window select Server Settings under your Lotus Notes
          account.
    13.   Insert a checkmark beside Use Secure Connection (SSL).
    14.   Remove any checkmark beside Use secure authentication.



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    15.   Click the Advanced button.
    16.   Remove the checkmark beside Show only subscribed folders.
    17.   Click OK.
    18.   Click OK.

If you have problems viewing your folders then shut down all Netscape windows (including the browser) and
launch the browser again.

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27. Why can't I see all of my folders when using an IMAP email client?

You will only be able to see the folders that are listed under "Folders..." in your mail view in Lotus Notes. It is not
possible to view any folders that are not contained therein (i.e. Sent, Junk Mail) if you are using an IMAP email
client.

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28. How do I import my address book from Netscape into Lotus Notes?

Step 1 - Prepare the import file

    1.    Open your address book in Netscape.
    2.    Export your address book as a .csv file. To do this select File | Export | select a file name and set the
          "Save as type" as "Comma Separated .csv"
    3.    Launch Microsoft Excel and open the .csv file you have saved with Excel.
    4.    Create a new blank row at the top of your spreadsheet by clicking on a cell in the top row and selecting
          Insert | Rows
    5.    On the new blank row at the top of the spreadsheet type in the following into the first four cells that
          correspond with the data in the cells below them: FirstName | LastName | FullName |
          InternetAddress

          Once you have done this you should have a column in the top left with only the value "FirstName" in it
          and below that cells should be all the first names of everyone in your address book.
    6.    Save the spreadsheet as “WK4 (1-2-3)” in Excel. To do this go to File | Save as | enter a file name and
          in the "Save as type" box select "WK4 (1-2-3)"

Step 2 – Load data into Notes address book

    1.    Ensure you have your address book open in Lotus Notes




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2.   Click on File, then Import. From the Import dialog box, select the 1-2-3 files. You may need to change
     the file format to 1-2-3.




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    3.   Once the file is selected, select “contact” from the using form section. Select “Defined by the WKS title”
         and “Calculate fields on form during document import.”




1. My Lotus Notes password has been expired and I cannot log in. How do I reset my password?

Even if your password has expired you can still change your password by going to Files | Security | User
Security | Change Password.

Once you it has been changed you will be able to log in with your new Lotus Notes Password.

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2. I have forgotten my Lotus Notes password; what should I do?

Have your faculty/department admin or computer coordinator send an email to accounts@yorku.ca requesting a
recovery password for your Lotus Notes account. Once they have been sent the recovery password do the
following:

    1.   Restart Notes. When you are prompted for your password, leave it blank. Click OK
    2.   Click the Recover Password button and select the ID file in your data directory
    3.   The password recovery process reads some information from the recovery ID
    4.   The Enter Password dialog box opens. Do NOT enter your old password here. Instead, you will need to
         enter the recovery password that has been sent from accounts@yorku.ca. Note that recovery



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         passwords are case sensitive




    5.   After you successfully enter the required password you will be prompted to change your password.
         Enter a new password and click OK. This is your new password that you will use to log into notes from
         that point on

Note: The new password you set after you have gone through the forgotten password process above will take
effect immediately for logging into the desktop client. However it will take 4 hours for the new password to take
effect for logging into the web client.

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3. I want to change my Lotus Notes password; how do I do it?

    1.   For the Lotus Notes desktop client please read the instructions below. In your Lotus Notes desktop
         client at the top left, click on File, Security, User Security.




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2.   When the password screen pops up, enter your current Lotus Notes desktop client password and click
     OK.




3.    You will now be at the User Security screen. Find the Change Password button on the right side of the
     screen and click on it.




4.   Once again enter your current Notes Desktop Client password and click OK.




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    5.   You should now see the Change Password screen:




         On this screen you will need to choose and enter your new password and click OK or you can choose to
         have Notes generate a password for you by clicking the Generate Password button.

         NOTE - If the password you choose is not accepted it is most likely because it is not complicated
         enough.

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4. Will I be able to synchronize my PDA or Blackberry with Lotus Notes?

Solutions for synchronizing your palm device with Lotus Notes are still being explored.

Blackberry devices are integrated into the Lotus Notes system using the Blackberry Enterprise Service (BES).
Only Telus mobility devices provisioned by CNS Telecommunications are supported on the central BES system.
Once you are on Lotus Notes and have a Telus Blackberry, contact Telecommunications to have your handheld
configured. Users already on Lotus Notes that request Blackberry devices will have their unit pre-configured
upon delivery.

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5. Is my Notes e-mail protected from viruses ?

        Yes, mail servers have an anti-virus protection system installed. File attachments will be checked for
         infection, cleaned if possible, or deleted if they can't be cleaned.
        Note- viruses may change on a daily basis, so not every virus or harmful program may always be
         blocked. Users must be very cautious about opening file attachments from unconfirmed sources.




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6. How do I print my tasks list on one page?

        To print your tasks list with everything on one page, in the Print option select "selected view" instead of
         "selected documents".

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7. How can I export a document or memo from notes into a text file or other format?

While you are in the document (e-mail, calendar entry, etc.) do the following:

In the desktop client:

    1.   Click on File - Export
    2.   For Filename, assign a name to the file, e.g., Important Message, and select the directory you wish to
         save it to.
    3.   For Save as Type, choose the file type you want to save it as, e.g., ASCII Text, Microsoft RTF, etc.
    4.   Click the Export button.
    5.   You will be prompted for the number of characters to wrap the lines at. Enter a number or accept the
         default.
    6.   Your document will be exported to a file with the format you selected.

Once the document has been exported, locate the document. If Windows does not recognize the file format, it
will ask you to choose the program you wish to open it with. For ASCII Text files, choose Notepad or Wordpad.
For other file types, choose the program that will be able to open the exported file.

In the web client:

The web client does not have an export feature, so you must print email messages to an *.mdi file in order to
save them. This type of file is in Microsoft Document Imaging format and can be read by Office Document
Imaging, which is part of Microsoft Office. In order to create and read *.mdi files, you must have Microsoft Office
installed on your computer.

    1.   Click the Print button on the message toolbar.
    2.   In the Print -- Web Page Dialog box, select Selected Documents and the Document Option you
         want.
    3.   Click the Print button.
    4.   In the Select Printer box, click on Microsoft Office Document Image Writer.
    5.   Click the Print button.
    6.   For Filename, assign a name to the file, e.g., Important Message, and select the directory you wish to
         save it to. If View Document Image is checked at the bottom of the dialog box, Office Document
         Imaging will open and display your message after you save it.
    7.   Click the Save button.

Note: In Office Document Imaging, you can save your message as a TIFF file so that it can be opened by Office
Document Imaging 2002 or another document imaging program.

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8. I've been told to do a refresh by pressing F9 and also by pressing Ctrl-Shift-F9. What's the difference?

F9 refreshes the information in the current view. For example, while in the Mail In-box, if you press F9, it will
show you any new messages and remove any messages marked for deletion.

Ctrl-Shift-F9 refreshes ALL views. This is usually done when a view appears corrupted, or a view is not showing
the messages it should. This has fixed problems where 'All Documents', for example, was not showing all
meetings.




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9. How do I spell check in Notes?

To check spelling in a message you're creating or editing:

    1.   Create or edit a message.
    2.   From the menu, choose Edit - Check Spelling

To set Notes to spell check all outgoing mail messages:

    1.   Open the mail view.
    2.   From the menu, choose Actions - Tools - Preferences
    3.   Select "Automatically check mail messages for misspellings before sending," and click OK.

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10. When I open Notes, I do not see the "Welcome Page." Instead, it opens with my Inbox. How can I fix
this?



    1.   On the bookmark bar on the left side of the Notes screen, click on the Favorite Bookmarks icon
    2.   In the Favorite Bookmarks list on the left side of the screen, right-click on Welcome and select Set
         Bookmark as Home Page




Note : You can right-click on any of the options in the Favorite Bookmarks list to set that item as your initial
screen.




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    4.   Once you select OK import should begin. You will see the status of the load in the Notes comment bar.




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29. How do I activate York's spam filter on my Lotus Notes email?

Click on tools on your folders menu (left hand side of mail window). Then Click Rules and click New Rule.
Under sender select from the drop down menu X_SystemBogosity.
Type Yes in the box to the right of the contains field. Click on add.
Under specify actions select move to folder then select folder Junk. Click OK.
Make sure there's a green checkmark beside the rule "When sender or Internet domain is in the blocked
sender list." If no checkmark, click Enable to provide the checkmark.
Then restart the Notes client.

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30. How do I send a copy of any mail I receive to another email address?

    1.   Open your mail view.
    2.   Click on the Tools button and select Mail Rules.
    3.   Click on New Rule.
    4.   Click on the drop-down arrow under Create Condition and select All documents then click on Add.
    5.   Click on the drop-down arrow under Specify Actions and select Send copy to. In the To: text box
         type the email address where you would like to receive your incoming mail messages.
    6.   Click on Add Action then click OK.

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31. How do I give another Lotus Notes user access to view my mail?

    1.   Open your mail view.
    2.   Click on the Tools button and select Preferences.


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    3.   Open the Access and Delegation tab. Make sure the Access to York Mail & Calendar tab is open,
         then select Add person or group. In the Add People/Groups window that appears:

        Enter or Choose a user/group
        Choose whether it's for "All Mail, Calendar and To Do" or "Only Calendar and To Do".
        Decide on the amount of access to be given (read, create, edit, delete, or all)

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32. How do I look up email addresses with York Atlas in Lotus Notes?

    1.   Open your address book by clicking on the Address Book icon from the left bar in Lotus Notes.
    2.   At the top of the address book pane, click on New, then select Account.
    3.   Under the Basics tab, enter the following information:

Account: York Atlas
Account server name: yorkatlas.yorku.ca
Login name: <leave this field blank>
Password: <leave this field blank>
Protocol: LDAP
SSL: Disable

    4.   Click on the Protocol Configuration tab and enter the following information:

Search timeout: 60 seconds
Maximum entries to return: 100
Search Base: ou=york atlas, o=york university, c=ca
Check names when sending mail: NO
Place a check mark beside "Use Simple search filter"

    5.   Click on the Advanced tab.
    6.   Ensure the port number is 389.
    7.   Click on Save&Close.




To search for an address when composing a message:

    1.   Open a new memo.
    2.   Click on Address... from the menu bar at the top of the memo.
    3.   From the "Choose address book" drop down menu select York Atlas.
    4.   In the "Search for" field, type the name of the person for whom you are searching. You can search by
         first name, last name, or both first and last name.
    5.   Click the Search button or press Enter to begin your search.
    6.   Results of the search will be displayed in the left panel.
    7.   Click on the name of the person to whom you wish to send a message, and then click on either the
         "To", "cc", "bcc" buttons to add them to the respective field of you memo.
    8.   For more advanced search options click on Detailed Search.


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33. How do I use the Spam unlearn function in Lotus Notes?

The following steps will demonstrate how to submit an email that you believe was erroneously delivered to your
Lotus Notes Junk Mail Folder. You must copy the message to a specific folder to protect against losing the
message.

Step 1



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    1.   Create YSpam-Unlearn Folder in Lotus Notes.
    2.   Click on Folder tab and select Create Folder.
    3.   Enter YSpam-Unlearn in the Folder Name section.
         Click OK to create the folder.
         You now have a folder called YSpam-Unlearn in your folder list.

Step 2 - Copy email from Junk Mail folder and paste it into the YSpam Unlearn Folder

    1.   Go into your Junk Mail folder and select the message that has been erroneously sent to Junk Mail.
    2.   Right click on the message and then select copy.
    3.   Select YSpam-Unlearn Folder.
    4.   Press CTRL + V to paste the message to the unlearn folder.




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