Enterprise Vault™ Setting up Domino Server Archiving

Last Published:
Product(s): Enterprise Vault (12.4)
  1. About this guide
    1.  
      Introducing this guide
    2. Where to get more information about Enterprise Vault
      1.  
        Enterprise Vault training modules
  2. Setting up Domino mailbox archiving
    1.  
      About Domino mailbox archiving
    2. Preparation for Domino mailbox archiving
      1.  
        Check Enterprise Vault configuration of Domino server
      2.  
        Configure Enterprise Vault for web connections in preparation for Domino mailbox archiving
      3.  
        Vault store group, vault store, and partition in preparation for Domino mailbox archiving
    3. Configuring Domino targets, tasks and policies in Enterprise Vault
      1.  
        Checking the list of Domino forms
      2. Adding Domino Server archiving targets
        1.  
          Adding a Domino domain
        2.  
          Adding target Domino mail servers
      3. Configuring mailbox policies for Domino mailbox archiving
        1.  
          General tab (Domino mailbox archiving)
        2.  
          Archiving Rules tab (Domino mailbox archiving)
        3.  
          Archiving Actions tab (Domino mailbox archiving)
        4.  
          Shortcut Content tab (Domino mailbox archiving)
        5.  
          Forms tab (Domino mailbox archiving)
        6.  
          Shortcut Deletion tab (Domino mailbox archiving)
        7.  
          Advanced tab (Domino mailbox archiving)
        8.  
          Targets tab (Domino mailbox archiving)
        9. Using customized shortcuts for Domino mailbox archiving
          1.  
            Layout of LotusShortcutText.txt for Domino mailbox archiving
      4.  
        Domino mailbox archiving retention folders
      5. Configuring desktop policies for Domino mailbox archiving
        1.  
          General tab (Domino desktop policy)
        2.  
          Options tab (Domino desktop policy)
        3.  
          Vault Cache tab (Domino desktop policy)
        4.  
          Advanced tab (Domino desktop policy)
        5.  
          Targets tab (Domino desktop policy)
      6.  
        Creating a Domino Provisioning task
      7.  
        Creating a Domino Mailbox task
      8.  
        Reviewing the default settings for the Enterprise Vault site
      9. Adding a Provisioning Group when setting up Domino mailbox archiving
        1.  
          Ordering provisioning groups when setting up Domino mailbox archiving
    4. Installing Enterprise Vault extensions for Notes and DWA clients
      1. About Enterprise Vault clients for Notes and DWA clients
        1.  
          Enterprise Vault extensions for Notes
        2.  
          Enterprise Vault DWA client features
      2.  
        Installing Enterprise Vault client extensions for Notes and DWA clients
      3.  
        Setting up an account to use EVInstall.nsf to set up an Enterprise Vault Domino Gateway
      4.  
        Setting up an account to use EVInstall.nsf to set up a mail server
      5. Granting Execution Control List permissions when setting up Notes and DWA clients
        1.  
          Granting permissions to the account that will run EVInstall.nsf
        2.  
          Granting permissions to the Enterprise Vault Domino Gateway server account
        3.  
          Granting permissions to the archiving user account
        4.  
          Granting permissions to users of Vault Cache
      6.  
        Installing the Notes and DWA client extensions
      7. Changes made by EVInstall.nsf when setting up Domino mailbox archiving
        1.  
          EVInstall.nsf changes on Domino 9.0 Enterprise Vault Domino Gateways
        2.  
          EVInstall.nsf changes on Domino 8.5 Enterprise Vault Domino Gateways
        3.  
          EVInstall.nsf changes on Domino 9.0 mail servers
        4.  
          EVInstall.nsf changes on Domino 8.5 mail servers
        5.  
          EVInstall.nsf changes on Domino 8 mail servers
      8.  
        Updating mail files with the new design after installing the Notes and DWA extensions
      9.  
        How users access Enterprise Vault Search features after installing the Notes and DWA extensions
    5.  
      Identifying internal Notes mail recipients
    6. How to edit automatic messages after installing Domino mailbox archiving
      1.  
        Editing the Welcome message after installing Domino mailbox archiving
    7.  
      Enabling mailboxes for archiving after installing Domino mailbox archiving
  3. Setting up a Vault Cache for offline users
    1.  
      About Vault Cache for Domino users
    2. Enabling users for Vault Cache with the Domino Desktop policy
      1.  
        Setting permissions on the Enterprise Vault Domino Gateway when using Vault Cache
    3.  
      Disabling Vault Cache using the Domino Desktop policy
    4. Troubleshooting setting up Vault Cache for Domino
      1.  
        Newly-enabled Vault Cache for Domino is not populated
  4. Setting up Domino Journaling archiving
    1.  
      Preparation for Domino Journaling archiving
    2.  
      Adding a Domino domain
    3.  
      Adding a Domino server
    4.  
      Assigning a vault store for Domino Journaling
    5.  
      Creating a Domino Journal archive
    6.  
      Adding permissions to the Domino journal archive
    7.  
      Creating a Domino Journal policy
    8.  
      Creating a Domino Journaling task
    9.  
      Adding a Domino Journaling location
    10.  
      Identifying internal Notes mail recipients
    11. How to configure clients when setting up Domino Journal archiving
      1.  
        Note on using a Notes client when setting up Domino Journal archiving
  5. Configuring filtering
    1.  
      About filtering
    2. Configuring custom filtering
      1. Configuring registry settings for Domino custom filtering
        1.  
          Enabling Domino mailbox custom filtering
        2.  
          Enabling Domino journal custom filtering
        3.  
          Reprocessing items marked MARK_DO_NOT_ARCHIVE
        4.  
          Ignoring the absence of default filter rules
      2. About custom filtering ruleset files
        1.  
          About the default filter rules file for custom filtering
        2.  
          About named ruleset files for individual Domino provisioning groups and journaling locations
      3. About controlling default custom filtering behavior
        1.  
          Summary of default behavior for custom filtering
      4. About the general format of ruleset files for custom filtering
        1.  
          About validating XML ruleset files for custom filtering
      5. About rule actions for custom filtering
        1.  
          Assigning a retention category for custom filtering
        2.  
          Specifying an archive for custom filtering
      6. About message attribute filters for custom filtering
        1.  
          Message author and recipients filters for custom filtering
        2.  
          About distribution lists in attribute values with custom filtering
        3.  
          About creating complex filters using the INCLUDES and ALLOWOTHERS operators
        4.  
          Message direction filters for custom filtering
        5.  
          Message subject filters for custom filtering
        6.  
          Domino named property filters for custom filtering
      7.  
        Example ruleset file for custom filtering
      8.  
        Configuring custom properties and content categories
      9. About the general format of Custom Properties.xml
        1.  
          About validating Custom Properties.xml
      10.  
        Defining additional Domino message properties in custom properties
      11. About content categories
        1.  
          About assigning content categories in rules when configuring custom properties
        2.  
          Overriding default content category settings
      12. Defining how custom properties are presented in third party applications
        1.  
          Displaying custom properties in an example search application
      13.  
        Summary of custom property elements and attributes

Updating mail files with the new design after installing the Notes and DWA extensions

The final task to give users the full Enterprise Vault client functionality is to replace the design of their mail file with the appropriate Enterprise Vault mail template. The template used depends on which mail template version users are using and whether they are using iNotes/DWA.

  • On Domino 9.0, IBM Notes and iNotes users should use EV_Mail9.ntf.

  • On Domino 8.5, Notes and iNotes users should use EV_Mail85.ntf.

  • On Domino 8.0.x, Notes and DWA users should use EV_Mail8.ntf.

There are two methods of replacing the design:

  • To update a small number of mail files, you can click File, then Database, and then Replace Design in the Administration client.

  • To update a large number of mail files, stop the mail router and then use the Convert Domino server task.

    Because the Convert server task is resource intensive, you are recommended to run it out of peak hours. For a large mail server it may take some hours to convert all mail files.

To stop the mail router, type the following command in the Domino server console:

tell router quit

The simplest use of Convert is when the same mail file template is applied to all users. In the following example command, EVR8mail is applied to all users:

Load convert mail\*.nsf * ev_mail8.ntf

Take care when using the asterisk for the existingtemplatename argument, because you can inadvertently convert users to the wrong template.

To examine the full syntax of the Convert task, type the following at the Domino server console:

load convert -?

Note:

To upgrade existing user-created folders in each mail file with the Enterprise Vault Notes extensions you use the -s and -u parameters of the Convert utility or choose 'Actions' and the 'Upgrade Folder Design' from within the mail file.

The following steps facilitate setting up subsequent new users. These changes ensure that the generic Domino archiving user automatically can access the new mail file and that the mail file is using the correct mail template:

  • In the Access Control List for the Enterprise Vault Mail Template, add the generic Domino archiving user with Editor access, and 'Delete documents' and 'Create shared folders/views' permissions. When typing in the user, enclose the name in square brackets. This ensures that the user is automatically added to the ACL of any mail file that is created from the template.

  • To ensure that administrators use the correct mail template when registering new users, change the default mail template in the administration preferences.

    To change the default mail template, do the following:

    • From the Domino Administrator client select File, then Preferences, then Administration Preferences.

    • Click the Registration tab, and then click Mail Options.

    • Change the mail file template to the appropriate Enterprise Vault mail template and click OK twice to save the preferences.