SmartCloud Notes: Administering SmartCloud Notes: Service...

SmartCloud Notes

Administering SmartCloud Notes:Service-only EnvironmentMarch 2015

��

NoteBefore using this information and the product it supports, read the information in Chapter 8, “Notices,” on page 167.

Contents

Chapter 1. Overview of SmartCloudNotes . . . . . . . . . . . . . . . . 1What's new in SmartCloud Notes . . . . . . . 1

What's new for SmartCloud Notes administrators 2Administrators can restore deleted useraccounts . . . . . . . . . . . . . . 2

What's new for SmartCloud Notes users . . . . 2Invitee status viewable by meeting chair onNotes Traveler devices . . . . . . . . . 2More Windows devices are supported forTraveler . . . . . . . . . . . . . . 2Notes Traveler 9.0.1.1 features are available . . 2Notes Traveler 9.0.1.2 features are available . . 3Setup improvements for the Notes TravelerAndroid client . . . . . . . . . . . . 4Enhancements to supported email encodingstandards for inbound internet mail . . . . 4

Accessibility . . . . . . . . . . . . . . 4Using SmartCloud Notes in a service-onlyenvironment . . . . . . . . . . . . . . 5SmartCloud Notes clients . . . . . . . . . . 6

Web client . . . . . . . . . . . . . . 6Traveler devices . . . . . . . . . . . . 7Notes client. . . . . . . . . . . . . . 7IMAP client. . . . . . . . . . . . . . 8BlackBerry devices with a Hosted BlackBerryServices subscription. . . . . . . . . . . 8

Feature differences between Notes and Domino andthe SmartCloud Notes service . . . . . . . . 9Frequently asked questions about administering theservice . . . . . . . . . . . . . . . . 9Information resources . . . . . . . . . . . 10

Chapter 2. Planning to deploy theservice. . . . . . . . . . . . . . . 13Planning security and the network . . . . . . 13

Network capacity for the web client . . . . . 14Network capacity for the Notes client . . . . 14

Planning mail routing and mail settings . . . . . 15

Chapter 3. Preparing for the service . . 17Preparing the firewall . . . . . . . . . . . 17

Configuring the firewall for inbound connections 17Configuring the firewall for outboundconnections . . . . . . . . . . . . . 17

Preparing to use company SMTP servers for Internetmail routing . . . . . . . . . . . . . . 19

Preparing to use a company SMTP server toroute inbound Internet mail . . . . . . . . 19Preparing to use a company SMTP server toroute outbound Internet mail . . . . . . . 20

Example: Routing mail from a service user toan external user using a company SMTP host . 21Example: Routing mail from a service user toan external user using a service SMTP host . . 22

Chapter 4. Configuring the service. . . 25Logging on as the first company administrator . . 25Configuring your account settings . . . . . . . 26Configuring Internet domains . . . . . . . . 27

Verifying ownership of a domain . . . . . . 27Configuring the MX record for a domain . . . 28Configuring additional Internet domains for theservice to use . . . . . . . . . . . . . 29

Customizing settings . . . . . . . . . . . 29Enabling the accessible experience for the webclient . . . . . . . . . . . . . . . 29Configuring logins . . . . . . . . . . . 30

Resetting service login passwords . . . . . 30Setting service login password expiration . . 31Managing Notes IDs . . . . . . . . . 31Setting up federated identity management . . 36Restricting the IP address range . . . . . 42Enabling application passwords . . . . . 43Authentication methods by client . . . . . 45Password rules by authentication method . . 45

Configuring the name finder . . . . . . . 47Standard and Advanced Name Finder options 49Basic name finder illustration . . . . . . 51Basic Quick Search Only name finderillustration. . . . . . . . . . . . . 52Standard name finder illustration . . . . . 54

Configuring mail settings. . . . . . . . . 55Changing the size limit for incoming messages 55Prevent automatic forwarding of messages . . 55Specifying how Notes links display in the webclient . . . . . . . . . . . . . . 56Configuring how long mail remains in theTrash folder . . . . . . . . . . . . 56Deleting older email and meetings. . . . . 57Enabling the ActiveX control for InternetExplorer users . . . . . . . . . . . 59Specifying an SMTP server to route mail tothe Internet . . . . . . . . . . . . 60

Preparing to use custom mail file templates . . 61Handling execution security alerts caused bycustom templates . . . . . . . . . . 63

Configuring mail file templates . . . . . . . 63Using extension forms files to customize the lookof the web client. . . . . . . . . . . . 64

Extension forms file requirements . . . . . 66Preparing customized mail file ACLs . . . . . 68Configuring email filters and reporting . . . . 69

Configuring email filters for inbound Internetmail . . . . . . . . . . . . . . . 70Enabling Junk Mail Reports . . . . . . . 73Customizing the text in Junk Mail Reports . . 74Customizing the Remove Sender from JunkList action for Notes users . . . . . . . 76Enabling the Report as Spam feature . . . . 79Reporting spam without the Report as Spamfeature . . . . . . . . . . . . . . 82

iii

Enabling busytime details in calendars . . . . 82Configuring instant messaging . . . . . . . 83

Configuring the web client to connect to anon-premises Sametime community. . . . . 85Manually configuring Notes clients to connectto the service instant messaging community . 87Instant messaging features . . . . . . . 89

Setting password expiration for Notes IDs . . . 90Enabling password synchronization . . . . . 92Logging activity in journal files. . . . . . . 93

Downloading journal files . . . . . . . 94Format of the Notes mail journal file . . . . 95Format of the Notes client session journal file 97

Configuring IMAP access . . . . . . . . . 98IMAP client limitations . . . . . . . . 99

Chapter 5. Onboarding users . . . . 101Deciding whether to use the Notes client . . . . 101Preparing for onboarding . . . . . . . . . 102

Preparing for the web client . . . . . . . 104Preparing for Notes Traveler devices . . . . 106

Notes Traveler device settings . . . . . . 107Preparing for Notes clients . . . . . . . . 108

How the Client Configuration tool configuresthe Notes client . . . . . . . . . . . 111Downloading Notes client software and otherentitled software . . . . . . . . . . 112Connecting to cloud Activities through theNotes client sidebar . . . . . . . . . 113

Preparing for IMAP clients . . . . . . . . 114Preparing to use BlackBerry devices . . . . . 114

Settings enforced for BlackBerry smartphones 116Preparing communications and training . . . 117Mail file quota . . . . . . . . . . . . 118Mail file delegation . . . . . . . . . . 118

Adding a SmartCloud Notes subscription to a useraccount . . . . . . . . . . . . . . . 119

Forming a distinguished name . . . . . . 121Checking user provisioning status . . . . . . 122Helping users get started . . . . . . . . . 124

Providing account information to users. . . . 125Getting started with the web client . . . . . 126Getting started with the Notes Traveler devices 127

Adding a Notes Traveler subscription to auser account. . . . . . . . . . . . 128Removing user accounts from on-premisesNotes Traveler servers . . . . . . . . 129

Getting started with the Notes client . . . . 130Getting started with IMAP clients . . . . . 131Getting started with BlackBerry devices . . . 132

Accepting the Research In Motion terms ofuse . . . . . . . . . . . . . . . 132Adding a BlackBerry subscription to a useraccount . . . . . . . . . . . . . 132Removing user accounts from an on-premisesBlackBerry Enterprise Server . . . . . . 133

Activating a user's BlackBerry smartphone 133Ensuring that mail encryption is available forBlackBerry smartphone users . . . . . . 135Providing documentation to your BlackBerrysmartphone users . . . . . . . . . . 136

Chapter 6. Administering useraccounts . . . . . . . . . . . . . 137Viewing assigned mail file templates . . . . . 137

Language versions of the standard mail filetemplate . . . . . . . . . . . . . . 138

Changing user mail file templates . . . . . . 139Assigning extension forms files to users . . . . 140

Setting a default extension forms file . . . . 140Explicitly assigning an extension forms file tomany current users . . . . . . . . . . 141Explicitly assigning an extension forms file toindividual current users . . . . . . . . . 142

Resetting service login passwords . . . . . . 143Resetting passwords for Notes IDs . . . . . . 144Changing a user name . . . . . . . . . . 145Removing a SmartCloud Notes subscription from auser account. . . . . . . . . . . . . . 147Suspending a user account . . . . . . . . . 149Deleting a user account . . . . . . . . . . 149Restoring a deleted user account . . . . . . . 151Permanently deleting a user account . . . . . 151Removing the SmartCloud Notes data for a deleteduser account or subscription . . . . . . . . 153Managing groups . . . . . . . . . . . . 154Viewing subscriptions . . . . . . . . . . 155

Viewing assigned subscriptions . . . . . . 155Managing IBM Notes Traveler devices . . . . . 156Managing BlackBerry smartphones . . . . . . 158

Reactivating a user's BlackBerry smartphone 158Wiping a user's BlackBerry smartphone if it islost or stolen . . . . . . . . . . . . 160Setting a device password on a user'sBlackBerry smartphone . . . . . . . . . 161Removing a BlackBerry subscription from a useraccount . . . . . . . . . . . . . . 162Frequently asked questions about BlackBerrysmartphone administration . . . . . . . . 162

Chapter 7. Troubleshooting theservice . . . . . . . . . . . . . . 165Finding troubleshooting tips in the Support Portal 165Contacting Support . . . . . . . . . . . 165

Chapter 8. Notices . . . . . . . . . 167Trademarks . . . . . . . . . . . . . . 168Privacy policy considerations . . . . . . . . 169

Index . . . . . . . . . . . . . . . 171

iv SmartCloud Notes: Administering SmartCloud Notes: Service-only Environment March 2015

Chapter 1. Overview of SmartCloud Notes

IBM SmartCloud® Notes® is a multi-tenant cloud mail service. When you use theservice, administrators at IBM® set up and maintain IBM Domino® mail servers foryou in the cloud on external IBM servers. The service offers you the benefits ofDomino mail server security features and architecture without the mail servermaintenance overhead.

Using the following clients, users connect to the SmartCloud Notes service over theInternet to access their mail:v Web client through a browser interface available at http://www.ibmcloud.com/

social;v Notes;v Mobile devices.

Any combination of these clients can be used.

At least one person at a company is designated as a company administrator. Acompany administrator has a user account with the Administrator role and isresponsible for configuring the service and administering user accounts.

The SmartCloud Notes service provides various options that are designed to helpyou deploy the service in a way that best satisfies your business needs.v You can deploy the service with the assistance of an IBM Software Services for

Collaboration representative or a certified IBM Business Partner. Whether youchoose this option depends on factors such as the type of SmartCloud Notesenvironment you deploy and your in-house IT expertise and priorities.

v You can choose from a list of standard mail file templates that are availablewithin the service by default, or develop a custom template for your company.You can develop a custom template in-house or contract with an IBM or athird-party representative to develop the template. Approval of a customtemplate requires a short service engagement with IBM Software Services forCollaboration.

v A Notes Traveler subscription is available automatically. This subscriptionenables users to access the service through supported mobile handheld devices.Note that the ultra-light mode of the web client supports the use of some mobiledevices for no additional purchase.

v If you purchase a SmartCloud Notes for Hosted BlackBerry® Servicessubscription, users can access the service through BlackBerry® smartphones. Touse BlackBerry® 10 devices, use Notes Traveler instead.

v If you purchase the Connections Archive Essentials subscription, the content ofuser email can be captured and retained for later legal discovery. For moreinformation about this service, see the Using Connections Archive Essentialsdocumentation.

What's new in SmartCloud NotesThe following features and enhancements are new in IBM SmartCloud Notes.

1

http://www-10.lotus.com/ldd/bhwiki.nsf/xpViewCategories.xsp?lookupName=Using%20SmartCloud%20Archive%20Essentials

What's new for SmartCloud Notes administratorsThe following features are new for IBM SmartCloud Notes administrators.

Administrators can restore deleted user accountsAdministrators have 30 days to restore user accounts after deleting them. Theaccounts are restored with complete functionality, including mail file access.Related tasks:“Deleting a user account” on page 149When you delete a user's account, the user no longer has access to any cloudservices. If you change your mind about the deletion, you have up to 30 days torestore the account to full functionality.“Restoring a deleted user account” on page 151After you delete a user account, you have up to 30 days to restore it if you changeyour mind. Restoring the account returns it to full functionality, including full mailfile access.

What's new for SmartCloud Notes usersThe following features are new for IBM SmartCloud Notes users.

Invitee status viewable by meeting chair on Notes TravelerdevicesInvitee status display is now supported on Apple, BlackBerry 10, Windows Phone,Windows Tablet, and Android devices. The meeting chair can view the status ofeach invitee's response to the current version of the meeting. Possible statuses areaccepted, tentative, declined, and no response. Additionally, the Android client canshow a status of delegated.

More Windows devices are supported for TravelerIBM SmartCloud Notes Traveler users can now use Windows Phone and WindowsTablet (Windows Pro and Windows RT) devices with the service. There is no needto install client software on these devices to use them with the service.

For device requirements, see the SmartCloud Notes client requirements.Related information:

SmartCloud Notes client requirements

Using Notes Traveler documentation

Notes Traveler 9.0.1.1 features are availableThe IBM Notes Traveler 9.0.1.1 client provides the following new features:

Calendar improvements for Android clients

Local calendar information displays in IBM Notes Traveler calendarYou can now add the information from your local device calendars intoyour IBM Notes Calendar view.

Create calendar events from mail messagesYou can now create a calendar event while viewing mail, using theoverflow menu. Calendar events created from mail messages will formwith the invitees populated with the message recipients, and the eventdetails information pre-filled with the content of the mail.

2 SmartCloud Notes: Administering SmartCloud Notes: Service-only Environment March 2015

http://www-01.ibm.com/support/docview.wss?uid=swg27023486#Lotus%20Notes%20Traveler%20for%20LotusLiv

https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_notes_traveler.html

Interface improvements for Android clients

Action barThe action bar is a mobile feature that identifies your location within IBMNotes Traveler, as well as provides action icons and navigation modes.

Navigation drawer for mailThe navigation drawer is a panel that slides in from the left of the screento display IBM Notes Traveler's main navigation options. For mail, thenavigation drawer displays your user account and mail folders (inbox,outbox, sent, and personal). The navigation drawer is only available fromthe parent list view of a mail folder.

Android Contacts applicationIBM Notes Traveler on Android now provides its own dedicated Contactsapplication, rather than utilizing the device Contacts application.

New mail item list layout with thumbnail photosThe mail item list has been redesigned to make it easier to consume thesender, subject, and message body where applicable. If the screen is wideenough, a person thumbnail image displays using the sender's mailaddress to search for available photos, either from local contacts, IBMNotes Traveler contacts, or from the new Sametime® Integration feature.

New mail list selection modeA new selection mode overlays a 'Contextual Action Bar' over the existingaction bar, showing the number of selected items. It also provides batchoperations on the selected items, such as: Move to Folder, Discard, Mark asRead, or Mark as Unread. Only the actions which are applicable to allselected items displays.

Gesture actions for mail and contactsTo quickly act on mail items in a list or take action on a contact, you cannow swipe the item from right to left to display a list of action buttonswithout having to open the mail or contact itself. Available on phones withAndroid 3.0 (Honeycomb) and above.

Add to Contacts from mailWhen viewing a mail item, you can now add the sender to your contacts.

Mail list person actionsYou can now tap a user photo from a mail message and see a list ofpossible actions to take with that person. The actions available depend onthe information available for the person. If there is a mail addressassociated with the person, you can perform the following actions:v View the person's IBM Connections Profile (only if IBM Connections

mobile is installed)v Chat with the person (only if IBM Sametime mobile chat is installed and

connected)v Mail the person (opens the Android mail selection dialog).

If there is at least one phone number associated with the person, and yourdevice is a phone, you can also call and text the person directly.

These options are only available where a person photo displays: mail,calendar and contacts.

Notes Traveler 9.0.1.2 features are availableThe IBM Notes Traveler 9.0.1.2 client provides the following new features.

Chapter 1. Overview of SmartCloud Notes 3

New reply options for mail messages in Android devices

When replying to a mail message on Android devices, you can now choose toreply with or without message history and attachments.

Add Notes Traveler contact from a phone number

On Android phones that support the option, you can now choose to make a newNotes Traveler contact from a phone number.

Setup improvements for the Notes Traveler Android clientWhen setting up a new IBM Notes Traveler Android 9.0.1.3 client, you are nolonger required to type in your datacenter URL to connect to the service. You arenow automatically connected to the correct data center based on your loginidentity.

Enhancements to supported email encoding standards forinbound internet mailIBM SmartCloud Notes web and IBM Notes Traveler clients now support the RFC2231 standard for inbound Internet email.

This standard provides email improvements, including the correct display ofattachment file names that are specified in character sets other than US-ASCII.

The service supports the new standard for incoming messages that are encoded tosupport RFC 2231. The RFC 2231 encoding is retained when a recipient replies toor forwards a message. The service does not use the new encoding in newoutbound messages.

AccessibilityIBM SmartCloud Notes Administration, the interface that is used to administerSmartCloud Notes, is accessible.

The version of this documentation that is in the Knowledge Center is accessible.

All OS level keystrokes for accessibility are recognized. For the best accessibilityexperience, use a version of Mozilla Firefox supported by the service and the latestversion of the JAWS screen reader.

See the IBM Human Ability and Accessibility Center for more information aboutthe commitment that IBM has to accessibility.Related tasks:“Enabling the accessible experience for the web client” on page 29You can submit a request to enable the accessible experience for the web client foreveryone in your organization. Mail, Calendar, Contacts, and Preferences featuresprovided with this experience are all accessible.Related information:

System Requirements

Knowledge Center documentation


http://www-03.ibm.com/able/

http://www-01.ibm.com/support/docview.wss?uid=swg27023486

http://www-01.ibm.com/support/knowledgecenter/SSPS94/kc_welcome.html

Using SmartCloud Notes in a service-only environmentWhen you deploy IBM SmartCloud Notes as a service-only environment, there isno integration with on-premises IBM Domino mail servers at a company site. IBMadministrators administer and maintain the mail servers, and companyadministrators perform user management tasks through an administration interfaceaccessed through http://www.ibmcloud.com/social.

The following illustration depicts Herb Medway and Allie Singh, employees of thefictional company ZetaBank, accessing their mail servers in the service,Mail1/ZetaBank and Mail2/ZetaBank. It also depicts their company administratoraccessing the service.

An IBM representative can configure your SmartCloud Notes account settings, oryou can do this yourself. Configuring account settings involves supplying thefollowing information to the service: an Internet domain that is owned by yourcompany and used for Internet mail, a name for your organization, and a basename for your mail servers. After your account is set up, you can add additionalInternet domains for use with service, if you own more than one domain. Afteryour company's account settings are configured, an IBM Customer ServiceRepresentative creates accounts for your existing users to move them to theservice.


After your existing users have moved to the service, company administratorsperform user management tasks such as the following ones through the webAdministration interface on the Connections Cloud website athttp://www.ibmcloud.com/social:v Adding and deleting usersv Adding and managing mail list groupsv Resetting passwordsv Selecting mail file templatesv Configuring mail settings to limit incoming message size or remove older

messagesv Managing mobile devicesv Managing instant messaging

SmartCloud Notes clientsIBM SmartCloud Notes clients provide mail, personal Information Managementfeatures such as calendars, contacts, and to do lists, and with some clients,integrated collaboration features, such as embedded chat.

Web clientThe IBM SmartCloud Notes web client provides access to mail servers through abrowser.

The web client is a hosted mail client; there is no client for users to install. Userssimply log on to http://www.ibmcloud.com/social using their service login emailaddress and password. The service authenticates the client and then the client isredirected to the mail file in the service. User can access the web client in either ofthese ways:v On a computer -- after logging on, users click Mail.v On a mobile device -- users point the browser on the device to the service, and

then log on to the ultra-light mode.

Users need a subscription for either SmartCloud Notes or SmartCloud Notes Entryto use the web client. Each subscription provides a full mail client with mail,calendar, and contacts, as well as to do and notebook applications. Eachsubscription provides access to the service through either full or ultra-light mode.v Full mode -- The full mode offers the widest range of features including mail,

contacts, calendar and scheduling, as well as notebook and to do tasks.v Ultra-light mode -- The ultra-light mode is available at no extra cost on a mobile

device, and on a personal computer. There is no additional setup or client installon the mobile device required. Users simply point their device browser tohttps://www.collabserv.com to access their mail. The ultra-light mode supportsAndroid, as well as Apple iPhone, iPod Touch, and iPad devices. See the clientrequirements for details on the supported levels of device operating systems.

Decide which web client subscription best fits your needs. The SmartCloud NotesEntry subscription includes many of the same features that are available with thestandard SmartCloud Notes subscription, but with the following limitations:v Users are provisioned with a new mail file. There is no data migration of an

existing mail file.v Users cannot access mail using either the Notes client or an IMAP client.v Users cannot access mail using Blackberry smartphones.


v User mail files have a 1 GB quota.

For a list of browsers supported for use with the web client, see the clientrequirements.Related tasks:“Preparing for the web client” on page 104Before you provision users who will access IBM SmartCloud Notes using the webclient, prepare for the web client.Related information:


Using the web client

Traveler devicesA Notes Traveler subscription supports Apple, Android, Windows Phone andWindows Tablets, Windows Mobile, and BlackBerry® 10 devices.

See the device requirements for details on the supported levels of device operatingsystems. To get started, users perform simple steps to install and configure NotesTraveler on their devices using the installation and configuration information in theSmartCloud Notes product documentation for their specific device.Related tasks:“Preparing for Notes Traveler devices” on page 106Before enabling users to use IBM Notes Traveler mobile devices with the service,prepare your environment and the devices.Related information:

Notes Traveler device requirements

Using Notes Traveler

Notes clientUse of the IBM Notes to connect to the service is optional. A IBM SmartCloudNotes subscription entitles you to the Notes client license.

Users who access mail by using a Notes client can take advantage of the manycollaboration features that are available through the client. As with the web client,the Notes client provides mail, calendar, and contacts, as well as to do andnotebook applications. You can manage your Inbox using full-text search,delegation, mail filtering and sorting, conversation views, and flags.

The following features and applications are also available to you when you use theNotes client.v Activities - Beginning with Notes 8.5.2, if your organization has a collaboration

subscription, then the sidebar is automatically configured to access Activities inthe service without further authentication.

v IBM Sametime - Use the embedded Sametime client to manage instantmessaging contacts and initiate chats.

v RSS feeds - Subscribe to RSS feeds that display in the sidebar.

Keep the following in mind if your users will use the Notes client:



https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/using_smartcloudnotes_web.html



v SmartCloud Notes supports only the standard configuration of Notes, and notthe basic configuration.

v You should decide which supported version of the client to use in yourenvironment. See the SmartCloud Notes client requirements for information onsupported versions.

Related tasks:“Preparing for Notes clients” on page 108Use of the IBM Notes client to connect to the service is optional. If you want yourusers to use the Notes client, understand the steps to prepare.Related information:


Using Notes

IMAP clientIf you enable IMAP access, users can configure third-party email clients to accessmail in the service.

The following IMAP clients are supported:v Apple emailv Microsoft Outlook 2003, 2007v Thunderbird

There is no additional charge or subscription required to use IMAP clients.Related tasks:“Preparing for IMAP clients” on page 114If you plan to use IMAP clients, complete these tasks to prepare.

BlackBerry devices with a Hosted BlackBerry Servicessubscription

If your company has an IBM SmartCloud Notes for Hosted BlackBerry® Servicessubscription, users can use BlackBerry® smartphones to access mail and personalinformation management features.

IBM administrators set up and maintain BlackBerry Enterprise Servers for you onsites that they manage. The Blackberry subscription provides the followingfeatures:v Mail, Calendar, Task, To Do, and Contact applicationsv Corporate directory lookupv Smartphone management through http://www.ibmcloud.com/social.

This subscription does not support BlackBerry® 10 devices. Those devices aresupported by IBM Notes Traveler.Related tasks:“Preparing to use BlackBerry devices” on page 114If you plan to use BlackBerry devices that are supported by a Hosted BlackBerryServices subscription, complete these tasks to prepare.


http://www.ibm.com/support/docview.wss?uid=swg27023486

https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/over_smartcloud_notes.html

Feature differences between Notes and Domino and the SmartCloudNotes service

Some features in IBM Notes, IBM iNotes®, and IBM Domino are unavailable orhave limitations within the IBM SmartCloud Notes service.

For an explanation of the differences, see the following article in the IBMConnections Cloud wiki: Feature differences between Notes and Domino and theSmartCloud Notes service.

Frequently asked questions about administering the serviceThe following table provides answers to questions frequently asked about the tasksthat company administrators perform in a IBM SmartCloud Notes environment.

Table 1. Frequently asked questions about administering SmartCloud Notes

Question Answer

Do company administrators have access touser mail files?

By default, administrators do not haveaccess to user mail files. However, new userscan be provisioned with mail files that havecustomized access control lists (ACLs). Inaddition, the mail delegation feature can beused to delegate management of a mail fileto an administrator or to a group ofadministrators. For more information, see“Preparing customized mail file ACLs” onpage 68 and “Mail file delegation” on page118.

Do mail files have a size limit? Currently a size limit (quota) of 25 GB isenforced on the mail files of users who wereprovisioned before November 22, 2014; themail file size limit of users who areprovisioned after this date is 50 GB. Anexception is the mail files of SmartCloudNotes Entry users, whose mail files have a 1GB limit.

For more information, see “Mail file quota”on page 118.

What options are available for managingmail file size?

Company administrators can manage thesize of mail files by setting limits on the sizeof incoming messages. Additionally, they canspecify how long mail remains in mail filesby enabling automatic mail deletion forolder mail. For more information, see“Configuring mail settings” on page 55.

Can we use a customized mail file template? Yes, company administrators can apply acustomized template to user mail files. Thisis done through SmartCloud NotesAdministration. The template must meetspecific design requirements. Arepresentative of IBM Software Services forCollaboration must approve it as part of ashort consulting services engagement. Formore information, see “Preparing to usecustom mail file templates” on page 61.


http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Feature_differences_between_Lotus_Notes_and_Domino_and_the_LotusLive_Notes_service

http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Feature_differences_between_Lotus_Notes_and_Domino_and_the_LotusLive_Notes_service

Table 1. Frequently asked questions about administering SmartCloud Notes (continued)

Question Answer

Can users create local replicas of their mailfiles?

IBM Notes users can create local replicas oftheir mail files and schedule replicationbetween the local replicas and the serverreplicas. Local replicas are useful in aservice-only environment to provide offlineaccess to mail files.

For more information about creating localreplicas, see Getting started with replicationin the Notes documentation.

Are company administrators responsible formail database maintenance?

No, compacting and other mail databasemaintenance tasks are handled within theservice for you.

How does a company administrator changea Notes user's hierarchical name?

In a service-only environment, companyadministrators change the Notes hierarchicalname, as well as the service login name, byediting the service user account.

For more information, see “Changing a username” on page 145.

How do I reset a user's password? There are two passwords. One is the servicelogin password that is used to log on to theIBM Connections Cloud website athttp://www.ibmcloud.com/social. Another isthe Notes ID password used to log in tomail servers through Notes. Reset the servicelogin password through the service useraccount. Reset the Notes ID passwordthrough the SmartCloud NotesAdministration. For more information, see“Resetting service login passwords” on page30 and “Resetting passwords for Notes IDs”on page 31

Information resourcesThe following information resources are available for IBM SmartCloud Notes. Besure to use these resources to keep up-to-date on technical content, known issues,and product news.

Table 2. Information resources for SmartCloud Notes

Resource Description

IBM Connections Cloud wiki The wiki provides the following information:

v Known issues and troubleshootinginformation

v Getting started information

v Technical articles by IBM employees andother community members

v Links to other resources such ascourseware and multi-media content


http://wiki1.swg.usma.ibm.com/ldd/dominowiki.nsf/dx/Getting_started_with_Replication_LN853

http://www-10.lotus.com/ldd/bhwiki.nsf/

Table 2. Information resources for SmartCloud Notes (continued)

Resource Description

SmartCloud Notes known issues This wiki article links to a comprehensive listof SmartCloud Notes technotes on theSupport site. These technotes describe knownissues and workarounds. The article alsolinks to technotes about the Notes client.

SmartCloud Notes Fix List This page shows a chronological list of fixesmade to the SmartCloud Notes service.

SmartCloud Notes Support newsletter This newsletter highlights importanttechnotes and new technical articles andcourseware. To receive automatic notificationwhen a new edition of this newsletter isavailable, add SmartCloud Notes to your��My Notifications subscription��and include the “Product information andpublications” document type in yoursubscription.��

My Notifications from SmartCloud NotesSupport

My Notifications enables you to receive dailyor weekly announcements through e-mail,custom Web pages and RSS feeds. Thesecustomizable communications can containimportant news, new or updated supportcontent, such as publications, hints and tips,technical notes, product flashes (alerts).

Support page Click Support > Technical Support from thispage for information about how to contactSmartCloud Notes Support.


http://www-10.lotus.com/ldd/bhwiki.nsf/dx/LotusLive_Known_Issues#SmartCloud+Notes

http://www-10.lotus.com/ldd/fixlist.nsf/SmartCloudNotes?OpenView&ExpandView

https://www-304.ibm.com/support/docview.wss?rs=&uid=swg27021958

http://www-01.ibm.com/software/support/einfo.html

https://www.lotuslive.com/en/support/notes

Chapter 2. Planning to deploy the service

To plan for the IBM SmartCloud Notes service, understand the features it offers,the deployment options that are available, and the planning considerations.

Planning security and the networkAnswer the questions described in this topic to decide about security and networkconnections.

About this task

Table 3. Security and network planning questions

Question Considerations

What process does your company use tomake network changes?

Your company might have a review andapproval process for making the networkchanges required by the service. Ensure thatyou understand the process and allow timeto implement the required changes.

Does your network have sufficientbandwidth and Internet connectivity?

Clients connecting to mail files in theservice increases network traffic to theInternet. It is important to assess whetheryour current network has sufficientbandwidth and Internet connectivity tohandle the increased traffic. You may needto work with your Internet Service Providerto increase network bandwidth before youprovision users for the service.

For information, see the topics “Networkcapacity for the web client” on page 14 and“Network capacity for the Notes client” onpage 14.

Will you use federated identity management? Federated identity management allowsusers who are logged on to a companysystem to connect to the service with theweb client without logging on again. Toenable federated identity management,register your organization as a trustedidentity provider in the IBM ConnectionsCloud service. Before you register,implement and test a federated identitymanagement system that uses SecurityAssertion Markup Language (SAML). Whileyou are implementing your system, youmake some choices and prepare severalartifacts.

For more information on this option andother login options, see “Configuringlogins” on page 30.

13

Table 3. Security and network planning questions (continued)


What firewall changes are required? Your firewall must allow outboundconnections to specific ports and destinationhost names within the service. The settingsrequired depend on the clients that are usedwith the service. For more information, see“Configuring the firewall for outboundconnections” on page 17.

Do you use a forward proxy to control useraccess to the Internet?

If so, you must allow network traffic to passtransparently through the proxy over port1352 (NRPC), if you use Notes clients, aswell as port 443 (HTTPS) for browserclients.

Network capacity for the web clientBefore using the web client, have an understanding of the approximate networkcapacity that your Internet Service Provider will need to provide to supportconnections from the web clients to the service.

Use the following formula as a general guideline only:number_of_clients x 2.5 Kbps

where number_of_clients is the expected number of web clients and 2.5 Kbps is theaverage network kilobits per second required for each client to connect to theservice.

This formula assumes an average level of client activity based on IBM Dominomail benchmarks for server-based mail files. Your actual network capacityrequirements will depend on the client usage patterns in your environment.

Network capacity for the Notes clientBefore configuring Notes clients to connect to the service, have an understandingof the approximate network capacity that your Internet Service Provider mustprovide to support those connections.

Use the following formula as a general guideline only:number_of_clients x 3.1 Kbps

where number_of_clients is the number of Notes clients used and 3.1 Kbps is theaverage network kilobits per second required for each client.

This formula assumes an average level of client activity based on IBM Dominomail benchmarks for server-based mail files. Your actual network capacityrequirements will depend on the client usage patterns in your environment.


Planning mail routing and mail settingsAnswer the questions in this topic to help you make decisions about Internet mailrouting and mail settings.

Table 4. Mail routing and mail settings questions


What Internet domains do you own and usefor Internet email addresses?

As part of service configuration, you verifyownership of your company Internetdomains. Verification involves creating aCNAME record in your domain DNS record.If you do not have access to the DNS record,you should allow time for your InternetService Provider (ISP) to create the requiredCNAME record for you. For moreinformation, see “Configuring Internetdomains” on page 27.

Do you use domain aliases so that users canreceive email addressed to more than oneInternet domain?

The service does not support domain aliasesin a service-only environment. A user in theservice can have only one Internet emailaddress.

When users send mail to external users onthe Internet, do you want to use anon-premises SMTP server to route the mail?

By default, the service handles routingoutbound mail that users address to theInternet. You can use a company-controlledSMTP server to route the mail, instead.When you use your own server, you canperform actions such as filtering andauditing before routing the mail. For moreinformation, see the topic “Preparing to usea company SMTP server to route outboundInternet mail” on page 20.

When external users on the Internet addressmail to your users, do you want to use anon-premises SMTP server to route the mailservice?

By default, an SMTP server in the servicehandles routing inbound mail from theInternet that is addressed to your users. Youcan instead use a company-controlled SMTPserver to accept the mail and route it to usermail servers in the service. For moreinformation, see the topic “Preparing to usea company SMTP server to route inboundInternet mail” on page 19

If the service handles routing inboundInternet mail, do you want apply filters tothe inbound mail?

You can create filters to allow or blockInternet email sent from specific domains oraddresses. For more information, see“Configuring email filters for inboundInternet mail” on page 70

Do you want to use any of the optional mailsettings the service provides?

You can limit the size of incoming messages,prevent auto-forwarding of externalmessages, customize the display of Notesdocument links in web client mail, configuremail retention in the trash folder, andcontrol the deletion of older email. For moreinformation, see “Configuring mail settings”on page 55

Chapter 2. Planning to deploy the service 15

Chapter 3. Preparing for the service

After you have planned for a service-only environment, perform the steps in thissection to prepare your environment.Related tasks:Chapter 2, “Planning to deploy the service,” on page 13To plan for the IBM SmartCloud Notes service, understand the features it offers,the deployment options that are available, and the planning considerations.

Preparing the firewallConfigure the corporate firewall to allow connections to and from the service.

About this task

When configuring the firewall, specify the host names as described to minimize therisk of network attacks from the Internet. The risk of attack increases if you relaxthe host name rules.

Configuring the firewall for inbound connectionsConfigure firewall settings that allow the service to connect to a company SMTPhost server. These settings are required only if you plan to use a company server toroute mail that service users address to the Internet.

About this task

Table 5. Firewall settings to allow the service to connect to an SMTP host server

Protocol Port Source Target

SMTP 25 The IBM SmartCloudNotes addressesgenerated by theouter firewall of theservice.

Contact your IBMCustomer ServiceRepresentative forthis information.

Optional SMTP hostthat routes mail tothe Internet. The hostis specified inSmartCloud NotesAdministration atAccount Settings >Email Management> Manage Routingto External InternetDomains.

Configuring the firewall for outbound connectionsConfigure the firewall to allow outbound connections to the service.

About this task

The following table describes the firewall settings required to allow connectionsfrom on-premises servers and clients to specific hosts in the service. You cansubstitute *.collabserv.com for the host names to represent all hosts in the service.

If your current firewall settings reference the original service domain name,lotuslive.com, retain those settings and add the settings described in the table.

17

In addition to allowing connections over HTTPS port 443, you can allowconnections over HTTP 80. If you do, connections over HTTP are redirected toHTTPS.

Table 6. Firewall settings for outbound connections

Protocol Port Host nameApplicableserver or client

NRPC 1352 North American data center:notes.na.collabserv.com

Asia Pacific data center:notes.ap.collabserv.com

European data center:notes.ce.collabserv.com

Domino servers

IBM Notesclients

HTTPS 443 North American data center:notes.na.collabserv.commail.notes.na.collabserv.com

Asia Pacific data center:notes.ap.collabserv.commail.notes.ap.collabserv.com

European data center:notes.ce.collabserv.commail.notes.ce.collabserv.com

IBMSmartCloudNotes web

HTTPS 443 North American data center:admin.notes.na.collabserv.com

Asia Pacific data center:admin.notes.ap.collabserv.com

European data center:admin.notes.ce.collabserv.com

Web browseraccess toSmartCloudNotesAdministration

HTTPS 443 North American data center:traveler.notes.na.collabserv.comapps.na.collabserv.com

Asia Pacific data center :traveler.notes.ap.collabserv.comapps.ap.collabserv.com

European data center:traveler.notes.ce.collabserv.comapps.ce.collabserv.com

IBM NotesTravelerdevicesaccessing theservice viaWiFi

IMAP 993 North American data center:imap.notes.na.collabserv.com

Asia Pacific data center:imap.notes.ap.collabserv.com

European data center:imap.notes.ce.collabserv.com

IMAP clients(receiving mail)

IMAP 465 North American data center:submit.notes.na.collabserv.com

Asia Pacific data center:submit.notes.ap.collabserv.com

European data center:submit.notes.ce.collabserv.com

IMAP clients(sending mail)

VP (VirtualPlaces -used forinstantmessaging)

1533 North American data center:im.na.collabserv.com

Asia Pacific data center:im.ap.collabserv.com

European data center:im.ce.collabserv.com

IBM Notesclients thatconnect to theinstantmessagingcommunity inthe service


Table 6. Firewall settings for outbound connections (continued)

Protocol Port Host nameApplicableserver or client

VP (VirtualPlaces -used forinstantmessaging)

1533 North American data center:webchat.na.collabserv.com

Asia Pacific data center:webchat.ap.collabserv.com

European data center:webchat.ce.collabserv.com

IBMSmartCloudNotes webclients thatconnect to theinstantmessagingcommunity inthe service

SMTP 25 North American data center:smtp.notes.na.collabserv.com

Asia Pacific data center:smtp.notes.ap.collabserv.com

European data center:smtp.notes.ce.collabserv.com

SMTP serversthat routeInternet mail toservice users

FTPPASV (FTP)

99060000 - 61000

North American data center:ftp.notes.na.collabserv.com

Asia Pacific data center:ftp.notes.ap.collabserv.com

European data center:ftp.notes.ce.collabserv.com

Temporaryrequirement forclients thattransfer mailfiles to theservice overFTP

Hybridenvironmentsonly

FTPPASV (FTP)

99060000 - 61000

North American data center:ftp.na.collabserv.com

Asia Pacific data center:ftp.ap.collabserv.com

European data center:ftp.ce.collabserv.com

Client thatdownloadsjournal files

Preparing to use company SMTP servers for Internet mail routingBy default, the service handles inbound and outbound Internet mail routing. Youcan prepare for company SMTP servers to route Internet mail, instead.

About this task

You can prepare company SMTP servers to route outbound Internet mail only, toroute inbound Internet mail only, or to route both outbound and inbound Internetmail.

Preparing to use a company SMTP server to route inboundInternet mail

By default, when external users send mail to service users over the Internet, anSMTP server in the service handles routing the mail to the service users. You canuse a company SMTP server to route this mail, instead.

Chapter 3. Preparing for the service 19

About this task

If you use a company SMTP server to route Internet mail to your users, you areresponsible for filtering the mail for viruses and SPAM.

Do not perform this procedure if you want the service to route Internet mail toyour users.

Procedure1. Configure the company SMTP server to accept mail for each Internet domain

that contains service users.2. Configure mail addressed to service users to be routed to one of the following

SMTP hosts in the service:v If you use the United States data center: smtp.notes.na.collabserv.comv If you use the Asia Pacific data center: smtp.notes.ap.collabserv.com

3. Configure the corporate firewall to allow outbound connections over port 25 tothe SMTP host that you specified in the previous step.

What to do next

When you configure the service, skip the procedure that describes configuring thedomain MX record to deliver mail to the service. That procedure is not necessarywhen you continue to use a company SMTP server for inbound Internet routing.Related tasks:“Configuring the MX record for a domain” on page 28After you verify ownership of the domain, configure your domain MX record todeliver mail to the service.

Preparing to use a company SMTP server to route outboundInternet mail

You can configure a company SMTP host server to route mail that service userssend to external users.

About this task

Skip this procedure if you want the service to handle routing the mail that is sentto external users. In this case (default behavior), the service filters the messages forvirus and spam before routing them to the Internet.

By using a company SMTP host server for external routing, you can act onmessages before routing them, for example, filter or audit messages. When you usethis feature, the service filters messages for viruses and spam and then routes themdirectly to your designated SMTP host server. Messages addressed to any domainthat is not an internal, service-verified domain are routed to the SMTP host server.

The service uses Transport Layer Security (TLS) to route mail to the SMTP hostserver if the host server uses TLS. The connection is made using STARTTLS overSSL TCP/IP port 25.

Procedure1. Configure your SMTP host server to accept mail from one of the following

SMTP host servers in the service:v If you use the United States data center: smtp.notes.na.collabserv.com


v If you use the Asia Pacific data center: smtp.notes.ap.collabserv.comv If you use the European data center: smtp.notes.ce.collabserv.com

For more information on this step if you use a Domino SMTP server, see thetopic about enabling a server to receive mail sent over SMTP routing in theDomino documentation.

2. Configure the corporate firewall to allow inbound connections over port 25from the service SMTP host server specified in the previous step. For moreinformation, see the topic “Configuring the firewall for inbound connections”on page 17.

3. If specifying a maximum message size, configure your SMTP host server toaccept messages up to 100 MB in size, the maximum message size allowed bythe service. For more information on this step if you use a Domino SMTPserver, see the topic about restricting mail routing based on message size in theDomino documentation.

4. Configure your SMTP host server to relay mail to external Internet domains.For more information on this step if you use a Domino SMTP server, see thetopic about setting inbound relay controls in the Domino documentation.

5. Configure your SMTP host server to route mail to the Internet. For moreinformation on this step if you use a Domino SMTP server, see the topic aboutsetting up SMTP routing to external Internet domains in the Dominodocumentation.

What to do next

When you complete the service configuration, perform the procedure “Specifyingan SMTP server to route mail to the Internet” on page 60.Related concepts:“Example: Routing mail from a service user to an external user using a companySMTP host”This example illustrates how mail is routed from a service user to an external useron the Internet when a company SMTP server routes the mail.“Example: Routing mail from a service user to an external user using a serviceSMTP host” on page 22This example illustrates how mail is routed from a service user to an external useron the Internet when the service manages the routing.Related information:

Domino documentation

Example: Routing mail from a service user to an external userusing a company SMTP hostThis example illustrates how mail is routed from a service user to an external useron the Internet when a company SMTP server routes the mail.

In this example:v The external user is in the zetabank.com domain.v The external SMTP server is smtp.zetabank.com.v The on-premises SMTP server is smtp.renovations.com.v The service user is in the renovations.com domain.v The service user’s mail server is Mail1/Renovations.


http://www-01.ibm.com/support/knowledgecenter/SSKTMJ/welcome

When the service user addresses mail to the external user in the zetabank.comdomain, the following steps are taken to route the mail.1. The service user’s mail server, Mail1/Renovations, routes the mail to an SMTP

server in the service.2. The SMTP server in the service routes the mail to a mail hygiene server in the

service.3. The mail hygiene server in the service scans the mail for viruses and spam and

then routes the mail to the on-premises SMTP server, smtp.renovations.com.4. The on-premises SMTP server, smtp.renovations.com, filters and audits the

mail, and then routes the mail to the external SMTP server, smtp.zetabank.com.

Example: Routing mail from a service user to an external userusing a service SMTP hostThis example illustrates how mail is routed from a service user to an external useron the Internet when the service manages the routing.

.

Company-controlled SMTP server routing mail from a service user to an external user


In this example:v The external user is in the zetabank.com domain.v The external SMTP server is smtp.zetabank.com.v The service user is in the renovations.com Internet domain.v The service user’s mail server is Mail1/Renovations.

When the service user sends mail to the external user in the zetabank.com domain,the following steps occur to route the mail.1. The service user’s mail server, Mail1/Renovations, routes the mail to an SMTP

server in the service.2. The SMTP server in the service routes the mail to a mail hygiene server in the

service.3. The mail hygiene server scans the mail for viruses and spam and then routes

the mail to the external SMTP server, smtp.zetabank.com, over the Internet.

.

Service routing mail from a service user to an external user


Chapter 4. Configuring the service

After you have prepared your environment for the service, perform the steps inthis section to configure the service.Related tasks:Chapter 3, “Preparing for the service,” on page 17After you have planned for a service-only environment, perform the steps in thissection to prepare your environment.

Logging on as the first company administratorAn IBM Customer Service Representative creates the IBM SmartCloud Notesaccount for your company. This step creates a company administrator accountunder a name and email address provided by your company. IBM sends an emailto the address confirming your purchase. To activate the account for yourcompany, follow the URL link in this email and log on to the IBM ConnectionsCloud website as the company administrator.

About this task

Perform the following steps to activate the account for your company and log onas the first company administrator.

Procedure1. Open the email that was sent to the company administrator email address

confirming your purchase.2. Click the URL link in the email, to open the Registration page.3. Perform the following steps on the Registration page:

a. Create and confirm a service logon password.

Important: The email address that is shown is the logon name for thecompany administrator account. Be sure to remember it and the newpassword.

b. Select a country, language, and time zone.c. Read the terms of use and privacy practices information, and if you agree to

them, click I accept the Terms of Use.d. Click Submit.e. Log on using the company administrator email logon and new password.

Results

You are now logged on to your home page. To log on in the future, go tohttp://www.ibmcloud.com/social.

What to do next

Configure the SmartCloud Notes service, if IBM is not configuring it for you.

25

Configuring your account settingsTo set up the service for your company, a company administrator or your IBMCustomer Service Representative configures your company account settings.

Before you begin

Make sure that IBM has created the SmartCloud Notes account for your companyand that you have activated it by logging on to the service as the first companyadministrator.

About this task

Perform the following steps if you are a company administrator and want toconfigure account settings.

Procedure1. Log on to http://www.ibmcloud.com/social as a company administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes and then click Account Settings.4. Make sure the Hybrid Environment option is not selected, and then click Set

Up My Account.5. In the next window, click Continue to confirm that you do not want to

integrate the service with on-premises IBM Domino servers.

Note: If you are unsure, click Back. After you press Continue, changing youraccount type requires the assistance of your IBM Customer ServiceRepresentative.

6. Click Begin Setup.7. In the “Tell us your Internet domain name” window, provide a valid Internet

domain name that your company owns and uses for Internet mail, forexample, renovations.com, then click Next.

8. In the “Choose your organization name” window, provide a name for yourorganization that is at least six characters. The name becomes part of yourNotes user names and is usually your company name. Use a shortorganization name for ease of use, for example, Renovations rather thanRenovations Incorporated. Click Next.

9. In the “Choose your mail server base name” window, provide a base withwhich to begin the names of your mail servers. A number is added to the baseso that your servers are numbered sequentially, for example,Mail1/SCN/Renovations, Mail2/SCN/Renovations. Do not specify a numberas part of the base. Click Next.

10. Verify your selections and, when you are satisfied with them, click ActivateMy Account.

What to do next

When you are done configuring account settings, complete the tasks in the ordershown. Service users can receive mail addressed to this domain only after the tasksare completed.v “Verifying ownership of a domain” on page 27v “Configuring the MX record for a domain” on page 28


Configuring Internet domainsTo enable users to receive mail addressed to an Internet domain, first verifyownership of the domain, and then configure an MX record for the domain.

Verifying ownership of a domainInternet domain name verification is a standard industry practice among domainhosting services to confirm domain name ownership and to prevent abuse of useraccounts. You need to verify only the domain names that correspond to Internetaddresses of users that you are provisioning.

About this task

There are different methods to verify domain names. The service uses a CNAMErecord for this purpose by requiring you to create a CNAME record to proveownership. Your domain hosting service should provide instructions for creating aCNAME record; however, if they do not, contact them directly.

A CNAME record is an entry in the Domain Name System that is used to define ahost name alias for an Internet domain. To prove ownership of a domain, you signin to your domain hosting service and use the DNS Management settings to createa temporary CNAME record for the domain. Then the service uses the alias in theCNAME record to query your domain. A successful query proves that you wereable to create the CNAME record and therefore that you own the domain.

If you do not have the authority to create a CNAME record for your domain, extratime may be required to contact your domain hosting service and have them createthe record for you.

Verifying a root domain also verifies any subdomains of it that are listed. Forexample, verifying renovations.com verifies west.renovations.com if listed in theInternet Domain Verification window. After you verify a root domain, no othercompany can use it or any subdomain of it.

You can perform this procedure even if you are in the process of switching domainhosting services.

Perform the following steps to verify ownership. Users cannot receive mailaddressed to this domain until ownership is verified.

For additional information, see the exercise about verifying ownership of yourdomain in the IBM SmartCloud Notes in a service-only environment on-linetraining course.

Procedure1. Log on to http://www.ibmcloud.com/social using the email address and

password of a user with the Administrator role.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes and then click Account Settings.4. In the navigation pane, click Internet Domain Verification.5. In the Internet Domain Verification window, click Verify Ownership next to the

domain to verify.

Chapter 4. Configuring the service 27

http://www-10.lotus.com/ldd/bhwiki.nsf/xpViewCategories.xsp?lookupName=Course%3A%20Service-only%20IBM%20SmartCloud%20Notes

6. Sign in to your domain hosting service and use the DNS management settingsto create a new CNAME record. Use the information that is shown in theInternet Domain Verification window to create the CNAME record.v Put the unique key that is shown into the first field of the CNAME record.

The name of this field varies by vendor, but it is sometimes named prefix oralias.

v Put collabserv.com into the second field of the CNAME record. This field issometimes named destination or target host.

7. After you create the CNAME record, click Begin Verification to beginverification of the domain.The unique key continues to be shown in the Internet Domain Verificationwindow until verification completes successfully.

Results

To verify domain ownership, the service uses the alias in the CNAME record toquery your domain. For example, if the CNAME key is domino-1jkkiaojd-rulesand your domain name is renovations.com, the service queriesdomino-1jkkiaojd-rules.renovations.com.

If verification is not successful, check that the unique key shown exactly matchesthe one added to the CNAME record. If the values are different, do not restartverification. Rather, update the CNAME record with the correct key and simplywait again for verification to complete.

Domain verification can take up to 48 hours, although usually it takes much lesstime. If after 48 hours domain verification has not completed, click RestartVerification. Restarting verification generates a new unique key and you mustthen replace the old key with the new key in the CNAME record. Only restartverification if 48 hours have passed since you clicked Begin Verification.

After a domain is verified, you can remove the CNAME record you created.

What to do next

Next, complete the task Configuring the MX record for the domain.

Configuring the MX record for a domainAfter you verify ownership of the domain, configure your domain MX record todeliver mail to the service.

About this task

A Mail eXchange (MX) record identifies an SMTP host to which mail for a domainis sent. To enable your service users to receive email addressed to the verifieddomain, edit or create an MX record. Configure the MX record to point to the IBMSmartCloud Notes SMTP host name. If this domain is new, create an MX record forit.

Contact your domain provider for information about the steps required to create oredit MX records. When you configure the MX record, specify one of the followingSMTP host names, depending on the data center that you use.v If you use the United States data center, specify smtp.notes.na.collabserv.com.v If you use the Asia Pacific data center, specify smtp.notes.ap.collabserv.com.


v If you use the European data center, specify smtp.notes.ce.collabserv.com.

Delete any MX records used previously for the domain.

What to do next

Next, Customize settings.

Configuring additional Internet domains for the service to useWhen you configured your company account settings, you provided the name ofone domain to use for routing Internet mail to your users. If you own additionalInternet domains, you can configure the service to use them too.


password of a user with the Administrator role.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes.4. Click Account Settings and then click Internet Domains.5. Click Add Internet Domain, type the domain name, for example,

renovations2.com, and click Save.

Note: If necessary, you can edit or delete a domain you added previously.

What to do next

Next, verify ownership of the domain.

Customizing settingsAfter you configure account settings and Internet domains, optionally customizesettings in the service to suit your needs.

Enabling the accessible experience for the web clientYou can submit a request to enable the accessible experience for the web client foreveryone in your organization. Mail, Calendar, Contacts, and Preferences featuresprovided with this experience are all accessible.

About this task

Accessibility features help users who have a disability, such as restricted mobilityor limited vision, to use information technology products successfully.

Another accessible experience for the web client is the desktop ultra-light mode.For more information on this mode, see the topic about web client accessibilityfeatures in the user documentation.

Both accessible experiences are supported on a computer using Mozilla Firefox 24+ESR or higher.

See the IBM Human Ability and Accessibility Center for more information aboutthe commitment that IBM has to accessibility.


http://www-03.ibm.com/able/

Procedure

To enable the accessible experience for the web client for all users in yourorganization, contact Support.Related information:

Web client accessibility features

Support

Configuring loginsReset passwords, manage password expiration periods, set up federated identitymanagement, restrict logins to an IP range, and enable application passwords.

Resetting service login passwordsUsers can reset their own service login passwords once within a 24 hour period byclicking Forgot password?. An administrator or administrator assistant can resetservice login passwords for any user at any time.

About this task

Reset passwords when userd forget their passwords, or when the password mightbe compromised. Users that log in by clicking Use My Organization's Login areusing a federated identity and can reset their passwords only by following theircompany's process.

If administrators enable password synchronization, when users change theirservice login passwords, they can also use the new passwords to log in to the IBMNotes client.

Follow these steps to reset any user's password:

Procedure1. Click Administration > Manage Organization.2. Click User Accounts.3. Select the arrow next to the user that needs the password changed.4. Select Reset password and enter the new password. This password is a

temporary password that the user enters the next time that they log in. At thattime, the user is asked to create a password.You can also reset the password by editing the user account. Click theappropriate user name in User Accounts and enter a new password in theAccount Login tab.

5. Notify the user of the password change. The user is not automatically notifiedthat the password was reset. Make sure to communicate this change to the user,along with the new password if needed.

What to do next

Administrators can enable security settings to enforce password expiration throughSystem Settings > Security. When s user logs in with an expired password, theuser is prompted to reset that password.


https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/accessibility_features_c.html

https://www.ibm.com/cloud-computing/social/us/en/support/

Setting service login password expirationBy default, service login passwords do not expire. Enforcing a password expirationperiod helps ensure that passwords are changed frequently. Administrators can seta password expiration interval for all users.

Procedure1. Click Administration > Manage Organization

2. Click Security.3. Click Edit Settings in the Password Settings section. Select the number of days

before a password expires, how the password can be reset, and add passwordreset support for your users.

Managing Notes IDsYou can reset Notes ID passwords, set Notes ID password expiration, andsynchronize Notes ID passwords with service login passwords.

Resetting passwords for Notes IDs:

Reset the password on an IBM Notes ID file to change the current password.Typically you do this because a user has forgotten the current password.

About this task

This procedure applies only to passwords associated with Notes ID files used withNotes clients, and not to service login passwords.

Procedure

1. Log on to http://www.ibmcloud.com/social using the e-mail address andpassword of a SmartCloud Notes user with the Administrator role.

2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes.4. Click Users.5. In the Search box, type the beginning characters of any of the following user

values to display the user's name:v Distinguished name, for example, Samantha Daryn/Renovations.v Internet email address, for example, [email protected] Last name, for example, Daryn.

Note: You cannot use the wildcard character (*) when you search.A “starts with” search is done and the names of any users with matchingvalues in the directory are displayed. For example, the results of a search on mainclude the names of users with the following values in the directory:v Madison Armond/Renovations

v masmith@renovations

v Kristin MacGyver

This search does not match the following values:v Emarie Klein/Renovations

v tamado@renovations

v Ted Amado

Search results can include a maximum of 1000 names.


6. Click the user's name in the search results.7. Under Available actions for this user, click Reset IBM Notes Password.8. Enter a new password, and then click Save Changes. The password must be at

least eight characters in length.9. Provide the new password to the user in a way that complies with your

company security policies.

Results

After you complete this procedure, the user can log on to a SmartCloud Notesserver from an IBM Notes client using the new password. After logging on withthe new password, the user is prompted to change the password.

Note: If the Wrong Password prompt is displayed, tell the user to re-enter the newpassword that you provided. If that step does not solve the problem, tell the userto delete the local ID file and then re-enter the password.

The user has five days from the time you reset a password to use the password tolog on to a SmartCloud Notes mail server and download the new password to theNotes client. If the 5-day limit is exceeded, the user sees the following messageand you must reset the password again:

Contact your company administrator to have your Notes ID password reset.

Related concepts:“Notes IDs and passwords” on page 35When users connect to their mail servers in the cloud with IBM Notes clients andNotes IDs, they are authenticated using Notes Remote Procedure Call (NRPC)authentication.Related tasks:“Resetting service login passwords” on page 30Users can reset their own service login passwords once within a 24 hour period byclicking Forgot password?. An administrator or administrator assistant can resetservice login passwords for any user at any time.“Setting password expiration for Notes IDs”For users who access the service with the IBM Notes client, you can specify whenNotes ID passwords expire. This password expiration does not apply to web usersbecause they log in using their web login password rather than a Notes IDpassword.“Enabling password synchronization” on page 33When users change their service login passwords, password synchronizationenables the users to use the new passwords when they log in to the IBM Notesclient.

Setting password expiration for Notes IDs:

For users who access the service with the IBM Notes client, you can specify whenNotes ID passwords expire. This password expiration does not apply to web usersbecause they log in using their web login password rather than a Notes IDpassword.

Before you begin

For information on how this feature interacts with the password synchronizationfeature, see “Enabling password synchronization” on page 33.


About this task

If users click File > Security > User Security, the Password must be changed byfield does not show the password expiration date.

Perform the following procedure to set password expiration for Notes IDs.

Procedure

1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes and then click Account Settings.4. Click Password Management

5. Click Enable password expiration for IBM Notes clients.6. Enter the number of days a password can be used before it expires. The

minimum value for this setting is 30 days; the maximum is 3650 days.

Results

v When password expiration is first enabled, the passwords of all current usersexpire on a random basis after the expiration period, regardless of when thepasswords were last changed. For example, if the expiration period is 90 days,all current users are prompted to change their passwords on a random basiswhen first authenticating after the 90-day expiration period.

v The passwords of new users also expire on a random basis after the expirationperiod.

v Users who are logged in when this setting becomes effective are not promptedto change the password during the current login session.

v Users might experience a lag time of a few seconds between the time theychange their password and authentication. This lag occurs while the updated IDis synchronizing with the vault. If the synchronization does not complete,authentication can fail. In that case, users can wait a few minutes, and then tryagain. If the synchronization continues to fail and the user cannot access theclient, reset the Notes ID using SmartCloud Notes Administration.

What to do next

You might want to communicate the following information to your users:v There is no warning that informs them that their password is about to expire.v How often they will be prompted to reset their passwords.v What to do if authentication fails after they change their passwords.Related tasks:“Resetting passwords for Notes IDs” on page 31Reset the password on an IBM Notes ID file to change the current password.Typically you do this because a user has forgotten the current password.

Enabling password synchronization:

When users change their service login passwords, password synchronizationenables the users to use the new passwords when they log in to the IBM Notesclient.


About this task

Password synchronization benefits users who are active users of both the web andNotes clients by allowing them to use one password for both clients.

After you enable password synchronization, when users change their service loginpasswords, the new passwords are added to the Notes ID files in the ID vault.Users can then use the new passwords the next time they log in to the service fromthe Notes client.

Password synchronization occurs whenever users change their service loginpasswords. Users can change the service login passwords at any time throughConnections Cloud My Account Settings. They also change the passwords:v After they log in to the service for the first time with temporary passwords;v After they log in to the service after an administrator resets their service login

passwords;v After they log in to the service when service login password expiration is

enabled and their passwords expire.

Before you enable password synchronization, be aware of the followinginformation:v The feature does not apply to users who log in to the service with a federated

identity that your organization defines.v Synchronization occurs in one direction: from the service login password to the

Notes ID password. Changing the Notes ID password does not change theservice login password.

v When service login passwords change, Notes client users are not required to usethe new passwords. Their old passwords remain valid until they use the newpasswords to log in to the service from the Notes client. Because the continueduse of the old password prevents ID synchronization with the ID vault, as a bestpractice, recommend to users that they use the new passwords on the Notesclient.

v Synchronization occurs after Notes clients are connected to the service.v Notes client users can change their Notes ID passwords, either by choice or

because you enable the Password Expiration setting in SmartCloud NotesAdministration and their passwords expire. When Notes users change the NotesID passwords, the service login passwords do not change automatically.However, users can use Connections Cloud My Account Settings to change theservice login passwords to match the new Notes ID passwords.

v If you enable password expiration for Notes IDs, a Notes ID password mightexpire before a user logs in to Notes with a new service login password. In thiscase, the user can log in to the Notes client with the old Notes ID password butthe user is prompted to change the password when opening mail or anotherapplication. At this point the user can provide the new service login password.

To enable password synchronization, complete the following procedure.

Procedure


Notes and then click Account Settings.4. Click Password Management.


5. In the Password Synchronization section of the page, select Enable passwordsynchronization.

6. Click Save.

Results

When users change their service login passwords, they can use the new passwordsto log in to the Notes client.

If users change the Notes ID password, the service login password does notchange automatically.

What to do next

Notify users that the feature is enabled. Recommend that when they change theservice login passwords that they use the new passwords to log in to the Notesclient.Related tasks:“Resetting service login passwords” on page 30Users can reset their own service login passwords once within a 24 hour period byclicking Forgot password?. An administrator or administrator assistant can resetservice login passwords for any user at any time.“Setting service login password expiration” on page 31By default, service login passwords do not expire. Enforcing a password expirationperiod helps ensure that passwords are changed frequently. Administrators can seta password expiration interval for all users.Related information:

Federated identity management

Notes IDs and passwords:

When users connect to their mail servers in the cloud with IBM Notes clients andNotes IDs, they are authenticated using Notes Remote Procedure Call (NRPC)authentication.

In service-only environments, and in hybrid environments that do not useon-premises security policy settings to configure password requirements, Notes IDpasswords must be at least eight characters. Passwords must also have a passwordquality of 8, on a quality scale of 0 (weakest) to 16 (strongest). Password qualityrefers to the required character complexity of passwords. In hybrid environments,you can use on-premises security policy settings to control password requirements.

By default, Notes ID passwords do not expire and keeping this default behavior isrecommended. Nevertheless, you can configure a password expiration interval offrom 30 to 3650 days through the SmartCloud Notes Administration interface.

If users forget their Notes ID passwords, company administrators can use theSmartCloud Notes Administration interface to reset the passwords to temporaryvalues. The users use the temporary passwords to log in to the service from aNotes client and then are prompted to change the passwords.


http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/SAMLFederatedIdentity/fim_top.dita

The Notes shared login feature is supported in hybrid environments. This featureallows users to log in to Microsoft Windows and then use the Notes client withoutproviding a Notes ID password. A benefit of this feature is there are no Notes IDpasswords to use or remember.

The Notes client can connect automatically to the cloud service instant messagingcommunity and to cloud service Activities through the client sidebar. (Access toservice Activities requires a collaboration subscription). After users log on to theservice mail server from the Notes client, a single-sign on capability enables themto access these cloud services during the session without providing their cloudservice account login credentials. A Notes client can be configured to connect toboth on-premises and cloud instant messaging servers or Activities servers throughthe sidebar. In this case, users must provide their cloud service login credentials toaccess the cloud servers.Related tasks:“Resetting passwords for Notes IDs” on page 31Reset the password on an IBM Notes ID file to change the current password.Typically you do this because a user has forgotten the current password.“Setting password expiration for Notes IDs” on page 32For users who access the service with the IBM Notes client, you can specify whenNotes ID passwords expire. This password expiration does not apply to web usersbecause they log in using their web login password rather than a Notes IDpassword.

Setting up federated identity managementWhen you set up federated identity management, users log on to the service usingyour on-premises authentication mechanism.

About this task

Federated identity management provides the following benefits:v It allows your company to control the type of authentication and authentication

options. For example, you might restrict access to specific networks, use VPNconnections, define custom password strength or password expiration periods,use smartcards, or require two-factor authentication.

v Users can use their familiar, on-premises credentials to access the cloud service.v While users are logged on to the on-premises identity provider, they can access a

cloud service without being re-prompted for credentials.

After you implement federated identity management, you must accommodateusers of mobile apps. If all of your mobile users have one or more IBM mobileapps such as Connections, Chat, Meetings, or most versions of IBM Notes Traveler,you have the following options:v Set up an additional, separate federated identity management endpoint for the

IBM mobile apps. For more information about this, see the Flow models section of“SAML federated identity concepts” on page 37.

v Use the partial authentication type when setting up federated identitymanagement, which allows you to specify a group of users to whom federatedidentity management does not apply. In this case, you would specify yourmobile device users. For more information about the partial authentication type,see the Authentication types section of “SAML federated identity concepts” onpage 37.

v Use application passwords. For information about application passwords, see“Enabling application passwords” on page 43.


All other mobile apps must use application passwords when federated identitymanagement is implemented.

Notes Traveler version 9.0.1.3 or greater for Android is an exception to the rule. Itcan connect to the same federated identity management system that non-mobileapps use.

Note: Users to whom federated identity management applies cannot connect to theservice with IMAP clients or FTP clients.

SAML federated identity concepts:

Learn about the federated identity process as implemented in the cloud service, theflow models that are supported, and the authentication types.

Overview of the process using SAML

Cloud services rely on SAML to provide the SSO services. In this implementation,your organization is the identity provider, and the cloud service is the serviceprovider. You can use either SAML 1.1 or SAML 2.0.

As the identity provider, your organization authenticates users. The authenticationcan be by a login with a user name and password, or by some other method. Formobile apps, the authentication must be by a login with user name and password.

When a user gains access to your intranet and attempts to use a cloud service, aSAML assertion is sent from your organization to the SAML endpoint in the cloudservice. The SAML assertion securely identifies the user. The cloud service uses theSAML assertion to decide whether the user can access it.

Flow models

Two flow models exist in federated identity management. One model is theidentity provider initiated model (IdP-initiated), and the other is the serviceprovider initiated model (SP-initiated). Mobile apps use the SP-initiated model.

Normally, the SP-initiated flow model is not available in SAML 1.1 because SAML1.1 does not support Identity Provider Discovery Profile. However, the cloudservices use a hybrid version of SP-initiated that allows both SAML 1.1 and SAML2.0. As a result, Identity Provider Discovery Profile is not required by cloudservices, and is not implemented.

The cloud services implement the Browser/POST profile that is used in SAML 1.1and is compatible with the Web Browser SSO profile in SAML 2.0. Other profilesare not supported at this time.

The following outlines describe the two flows:

IdP-initiated

1. The user gains access to your intranet via your organization'sauthentication mechanism.

2. The user navigates to a web page on your intranet that contains a linkto a cloud product such as Connections Cloud or SmartCloud Notesweb.

3. The user clicks the link.


4. The SSO process is initiated. A SAML assertion is sent to the cloudendpoint via HTTP POST. If the user has a valid account, access isgranted.

5. The user interacts with the cloud product.

SP-initiated hybrid

1. The user navigates to the cloud service login page.2. The user clicks Use My Organization's Login.3. The user enters the email address that is associated with the user’s

account.4. The cloud service looks up the email address and then redirects the

user to your organization’s authentication mechanism.5. The flow continues from Step 4 of the IdP-initiated model.

The SP-initiated hybrid flow model also applies to mobile apps. Before using amobile app, the user must do a one-time setup of the mobile app to use a cloudserver. The setup process is different for each mobile app; instructions are includedin the documentation of each app.

The following outline describes the flow for mobile apps:

SP-initiated hybrid for mobile apps

1. A mobile app initiates a connection to a cloud service.2. The cloud server looks up the email address and then responds with

the mobile login URL of your organization’s mobile authenticationmechanism.

3. The mobile client issues a basic authentication request to the mobilelogin URL with the user's email address and password.

4. If the basic authentication is successful, a SAML assertion is returned tothe mobile app.

5. The mobile app sends the SAML assertion to the cloud endpoint viaHTTP POST. If the user has a valid account, access is granted.

6. The mobile user interacts with the cloud product.

Authentication types

Four types of federated identity management are available: Federated, Modified,Partial, and Non-federated. By default, all users in your organization are assignedthe Non-federated type unless you enable one of the other types.

Federated

Users must authenticate with your organization before they can accesscloud services. Users do not have a user name or password in the clouduser account. If they go to the service login page, they must click Use MyOrganization's Login. The Federated type applies to all users in yourorganization.

The Federated type is convenient for your users who normally work fromthe office. They can log on to your system and use cloud services withoutneeding a separate user name and password combination. However, if anyof your users work from home or work while traveling, your directoryservers must be accessible from the Internet. Also, because your userscannot log in with a name and password that is defined in the service,services such as chat and IMAP are not available.


If you choose the Federated type, you must implement the SP-initiatedflow model.

Modified

Users have the option of authenticating with your organization beforeaccessing the cloud-based services, or using a name and password definedin the service to log on. The Modified type applies to all users in yourorganization.

The Modified type allows your users to access cloud services from theInternet, but you do not need to make your directory servers accessiblefrom the Internet. Your users can use the single sign-on services when theyare in the office, and the cloud service login when they are outside theoffice.

Partial

Each user in your organization is assigned one of the previously listedtypes: Non-federated, Federated, or Modified. If you do not specify a typefor a particular user, the user is assigned the Non-federated type.

Use the Partial type if you have one group of users who normally work inthe office, and another group of users who normally work from home orwho travel frequently. For example, the office workers can be assigned theFederated type, and the traveling sales team can be assigned the Modifiedtype.

You can also use the Partial type to group users by the services that areavailable to them. Users with the Federated type do not have access to chator POP/IMAP, but users of the Modified type do have access to chat andPOP/IMAP.

If you choose the Partial type, you must implement the SP-initiated flowmodel to support users with the Federated type.

Non-federated

The login for the cloud service is independent of, and separate from, yourorganization's login procedure. Users must log on using the name andpassword defined in the service to use the cloud-based services.

The Non-federated type is the default type, and is the simplest and easiesttype to set up because it requires no action on your part.

After one of the federation types is implemented, you can change to one of theother types by contacting your customer services representative. The customerservices representative will advise you on the process. If you are using the Partialtype, you can change individual users from one type to another without the needto contact your customer services representative.

Preparing for federated identity management:

The difficulty of getting your system ready for federated identity managementdepends on both the state of your system, and on your knowledge and experiencewith SAML, SSO, LDAP, and related technologies.

Before contacting your IBM customer service representative to enable federatedidentity management, review the following checklist:v Choose the version of SAML that you want to use. You can use either SAML 1.1

or SAML 2.0.


v Choose the type of federation that you want to employ: Federated, Modified, orPartial. See the topic SAML federated identity concepts for more information.

v Review the IdP-initiated flow model and the SP-initiated hybrid flow model. Seethe topic SAML federated identity concepts for more information.

v Implement SAML on your web server. You can use Tivoli® Federated IdentityManger, OpenSAML, Active Directory Federation, or some other federatedidentity manager.

v If you are setting up federated identity for users of mobile apps, create a secondendpoint that accepts basic authorization. The mobile apps work with theSP-initiated flow model only.

v Retrieve or create the private/public key pair that will be used in digitalsignatures.

v Integrate your directory server with your SAML service. Administration is easierif all of your users are on the same directory server.

v Implement and test the SAML Browser/POST profile in either SAML 1.1 orSAML 2.0.

v Create a dummy service provider and conduct an IdP-initiated single sign-ontest to make sure that everything is working correctly.

v Create a SAML metadata file to transmit your identity provider metadata to theIBM customer service representative. If you are using SAML 1.1, you have theoption of transmitting most of the information in an email or by some othermeans that you negotiate with the IBM customer service representative.However, in this case you must transmit the public key inside a Java™ keystore.

Enabling federated identity management:

When your system is ready for testing with the cloud system, contact an IBMcustomer services representative.

Before you begin

Before you start the enablement process, review the following list:1. Implement and test a federated identity management system that uses SAML.

Make sure that your system is configured to send the user’s email address asthe subject in a SAML assertion.

2. Test your system to make sure that it is configured for the type and flow modelthat you have chosen. See the topic SAML federated identity concepts for moreinformation.

3. Complete the checklist in the topic Preparing for federated identity management

Procedure

To enable federated identity management:

Send an email to [email protected]. In the email, request to have federatedidentity management enabled for your organization. An IBM customer servicesrepresentative will contact you with instructions and provide details of the process.

What to do next

After federated identity management is enabled, notify users of IBM mobile appssuch as Traveler, Chat, or Meetings that they must generate application passwords.Users enter the application password instead of their regular login passwords


when logging in with a mobile app. In the notification, include the following link,which has instructions for generating application passwords: https://apps.na.collabserv.com/help/topic/com.ibm.cloud.welcome.doc/logins_application_passwords.html

Configuring the Sametime rich client for SAML and downloading:

Your users can chat using the IBM Sametime Connect rich client.

About this task

If your organization uses a standard login, your users can use any standaloneSametime Connect client at version 8.5.1 or later. They can also use the embeddedversion in Notes 9.0 or later.

If your users log in with your organization's authentication credentials and useSAML token authentication for federated identity management, you can create apre-configured installation package for Sametime Connect or for Notes. SAMLsupport in Sametime and in Notes uses the Form based user/password login type.

Alternatively, Users can download the SAML-enabled Sametime client that isavailable in SmartCloud and configure it themselves. Instructions to do this are inthe user help https://apps.na.collabserv.com/help/topic/com.ibm.cloud.chat.doc/imb_download_saml.html. However, users will need SAML IDP information fromyou to complete the configuration.

Procedure

To create a pre-configured installation package:1. Locate the plugin_customization.ini file.

The file is in one of the following locations, depending on the operatingsystem:

WindowsInside the deploy folder of the package root.

RedHat LinuxInside the RedHat .rpm package at one of the following locations:

For Sametime Connect: \opt\ibm\Sametime\framework\rcp\deployFor Notes: \opt\ibm\notes\framework\rcp\deploy

MacOSInside sametime-*.pkg\Contents\deploy.

2. Add the following configuration lines in the plugin_customization.ini file,based on your company's Sametime community and SAML IDP information.

Note: To fit the width of this page, some records are shown on more than oneline. In the plugin_customization.ini file, each record is a single line.# ";" is used to separate multiple communitiescom.ibm.collaboration.realtime.community/saml_communities=<Sametime community server host name># IDP server urlcom.ibm.collaboration.realtime.community/<Sametime community server host name>.idp=

<SAML authentication login URL># login type of IDP servercom.ibm.collaboration.realtime.community/<Sametime community server host name>.idp.type=form# html tag id or tag name of the user name field in IDP web page.com.ibm.collaboration.realtime.community/<Sametime community server host name>.idp.form.username.tag=


https://apps.na.collabserv.com/help/topic/com.ibm.cloud.welcome.doc/logins_application_passwords.html



https://apps.na.collabserv.com/help/topic/com.ibm.cloud.chat.doc/imb_download_saml.html

https://apps.na.collabserv.com/help/topic/com.ibm.cloud.chat.doc/imb_download_saml.html

<form_username_field_id> | <form_username_field_name># html tag id or tag name of the user password field in IDP web page.com.ibm.collaboration.realtime.community/<Sametime community server host name>.idp.form.password.tag=

<form_password_field_id> | <form_password_field_name># html tag id or tag name of the submit field in IDP web page.com.ibm.collaboration.realtime.community/<Sametime community server host name>.idp.form.submit.tag=

<form_submit_field_id> | <form_submit_field_name># Optional. The default value is "false". If "true", all on-premises communities are deletedcom.ibm.collaboration.realtime.community/<Sametime community server host name>.primary=false# Optional. The default value is "false". if "true", the SmartCloud community can be# removed from the communities preference pagecom.ibm.collaboration.realtime.community/<Sametime community server host name>.editable=false

Sample:

Note: To fit the width of this page, some records are shown on more than oneline. In the plugin_customization.ini file, each record is a single line.com.ibm.collaboration.realtime.community/saml_communities=im.na.collabserv.comcom.ibm.collaboration.realtime.community/

im.na.collabserv.com.idp=https://www.example.com/FIM/sps/SAML20/logininitial?PartnerId=https://apps.na.collabserv.com/sps/sp/saml/v2_0&TARGET=https://apps.na.collabserv.com&PROTOCOL=POST

com.ibm.collaboration.realtime.community/im.na.collabserv.com.idp.type=formcom.ibm.collaboration.realtime.community/im.na.collabserv.com.idp.form.username.tag=Intranet_IDcom.ibm.collaboration.realtime.community/im.na.collabserv.com.idp.form.password.tag=passwordcom.ibm.collaboration.realtime.community/im.na.collabserv.com.idp.form.submit.tag=ibm-submit

3. Replace the existing plugin_customization.ini file in the Sametime installationpackage or in the Notes installation package with the file that you updated.

4. Distribute the updated Sametime installation package or Notes installationpackage to your users. The SAML configuration information is automaticallypopulated when your users install the client.

Note: The installation package that you distribute to Mac users must bedigitally signed by IBM. Before distributing the installation package to Macusers, email your modified plugin_customization.ini file [email protected]. A signed installation package will be created andreturned to you.

Restricting the IP address rangeTo ensure that users log in from an approved network connection, administratorscan define an approved range of IP addresses.

About this task

By restricting the IP addresses that have access to your organization, you provide alevel of protection against user's credentials being stolen or phished. If IP rangesare restricted to your network, an attacker would need to authenticate to the serverfrom within your network to access any stolen credentials.

If your company uses SMTP, POP or iMAP protocols, restrictions are not applied.Also, restrictions are not applied to SmartCloud Notes Notes Remote ProcedureCalls (NRPC).

Procedure1. Click Administration > Manage Organization

2. Click Security.3. Click Add Range in the IP Address Ranges section to enter the beginning and

ending IP addresses. You must specify the IP address at which you arecurrently logged in.


Results

Enabling IP address restrictions might block mobile user access to yourorganization. For example, Blackberry users must authenticate through aBlackberry Enterprise Server (BES) which authenticates both the mobile device andthe user. Because the IP address for the authenticated user is that of the BES server,IP address restrictions can block access, depending on the range specified. UseVPN tools on the mobile device to route traffic to your organization using yournetwork

What to do next

You can use IP address restrictions as a secondary authentication mechanism incombination with SAML single sign-on authentication.

Enabling application passwordsApplication passwords can be used to provide a secure login for applications thatdo not support forms-based authentication. For example, they can be used toaccess applications that require passwords on a mobile device or for organizationsthat use federated identity and service login passwords are not used. When youenable application passwords, you also have the option of requiring the use ofapplication passwords, and of allowing mobile users to bypass IP restrictions.

About this task

If you require an application password, then the service login password is disabledfor the application, and users must log in using the application password. Forexample, users would be required to use the application password to log in to theservice on a mobile device or in a browser. However, they could still use theservice login password to log in to the service web site and for other applications.If you do not require an application password, then users can continue to log infrom a browser, for example, using their service login password.

If you allow mobile users to bypass IP restrictions, application passwords providean additional layer of password strength. This is due in part to their length (16characters) and because they are generated using a strong random numbergenerator. If a mobile device is lost or stolen, you can then disable the IP restrictionbypass which prevents access to the application outside your organization'sdesignated IP range.

Note: If you enable application passwords and select the Ignore IP rangerestrictions for applications setting to allow users to bypass IP restrictions, thesetting does not apply to Windows Phone or Windows Tablet users. If you restrictlogin to a specific IP range, Windows Phone and Windows Tablet users must log infrom network locations within the range.

You can also disable the use of application passwords at any time. Then, if usershave created an application password, the application cannot be accessed becausethe password is no longer effective.

Tip: Users can also prevent access to the application by revoking their applicationpassword, which they can do at any time.

Organizations that do not use federated identity can disable the use of thestandard service password for mobile applications.


Procedure1. Select Administration > Manage Organization.2. In the navigation pane, under System Settings, click Security.3. Under Password Settings, click Edit Settings.4. Select Allow users to generate application passwords.5. Select any of the following options that apply, and then click Save Changes.

Table 7. Application Password Options

Option Result

Expiration Select a password expiration interval orselect No expiration if you do not wantapplication passwords to expire.

Ignore IP range restrictions for applications Users will be able to access applicationsfrom outside the organization's designatedIP range. However, they cannot access itusing the service login, they must use anapplication password instead. For moreinformation about specifying IP addressranges, refer to “Restricting the IP addressrange” on page 42

Require applications to use applicationpasswords to access this site

This option restricts the supportedauthentication flow to applicationpasswords. It prevents users from logging tothis site using their service login password.

This option does not display fororganizations that use federated identity.

Results

After you enable this feature, users can create and manage application passwordsin My Account Settings in the service. General information about how usersmanage their application passwords is listed here.v If enabled, users can generate an application password for the IBM Notes

Traveler.v Application passwords can be shared across mobile products, including IBM

Traveler, IBM Sametime, and Connections Cloud.v If you did not select the option Require applications to use application

passwords to access this site, then using an application password is optional forusers. However, if you have IP range restrictions enabled, they will not be ableto log in using their service password unless they are within the IP range.

v Application passwords are generated by the service when requested by users.The generated passwords displays to the user only once, and cannot berecovered.

v Users can revoke and generate a new application password at any time. There isno limit to the number that can be generated.

v Passwords are generated using cryptographically strong random numbergenerator. They are 16 characters long, and not case sensitive. Users should enterthe password once into their device and allow the device to save the password.

v If there are ten failed login attempts, the account is locked for three minutes.


What to do next

If you selected Applications must use the generated password to access this site,or if you allowed users to bypass the specified IP range, instruct them to generateapplication passwords. For information on how users generate applicationpasswords see Application passwords for mobile access.

Authentication methods by clientThe following table lists the authentication methods supported for each type ofIBM SmartCloud Notesclient.

Table 8. Authentication methods by SmartCloud Notes client

Authentication method Supported clients

Cloud service account identity andpassword

v SmartCloud Notes web

v IMAP clients

v IBM Notes Traveler devices

v FTP client that is used to connect to theintegration server to download journalfiles or to upload change files to manageuser accounts

SAML Federated Identity v SmartCloud Notes web

v Notes Traveler Android 9.0.1.3 and higherclient

Cloud service account identity withapplication password

Notes Traveler devices

NRPC IBM Notes

Research in Motion data centerauthentication

BlackBerry® devices that access the servicethrough Hosted BlackBerry subscriptions

Password rules by authentication methodThe following table summarizes the password rules and settings for eachsupported IBM SmartCloud Notes client.



Table 9. Password rules and settings by authentication method

Authenticationmethod Password rules Password expiration1 Password changes

Cloud serviceaccount identity andpassword

v At least eightcharacters

v At least fouralphabeticcharacters

v At least onenon-alphabeticcharacter

v No spaces

v No more than twoconsecutivecharacters

v No match of anyof the eightpreviouspasswords

v Cannot containuser name or emailaddress

v Disabled bydefault

v Administrators canenable a passwordexpiration intervalof 30, 60, 90, 180,or 365 days.

v By administrator

v By user

SAML FederatedIdentity

Controlled bycompany



Cloud serviceaccount identity andapplication password

16 characters(non-case sensitive)


v Administrators canenable

v Password changesnot allowed

v Administrators orusers can revokepasswords andusers then generatenew ones

NRPC In service-onlyenvironments, and inhybrid environmentsthat do not usepolicy securitysettings to configurepasswordrequirements, IBMNotes ID passwordsmust be at least eightcharacters and have apassword quality of8, on a passwordquality scale of 0(weakest) to 16(strongest).


v Administrators canenable throughSmartCloudNotesAdministration

v By administrator

v By user

1 While it may seem that requiring passwords to expire provides more security,most security experts believe the opposite is true. Password expiration often leadsto the use of simpler, more easily-guessed passwords, and to users writing downpasswords to remember them. A better policy is to use more complex passwordphrases that do not expire, whenever possible. In addition to providing better


security, this policy also reduces the number of help desk calls generated fromusers who forget their ever-changing passwords.

Configuring the name finderComplete this procedure to configure how users find names in a directory.

Before you begin

Read the topic “Standard and Advanced Name Finder options” on page 49fordetails about and a comparison of the Standard and Advanced name finderoptions.

About this task

The name finder settings control how users find names in a directory. For example,the settings are used when users find names by clicking the To link in a new mailmessage or the Required link in a new meeting invitation.

Name Finder settings are not related to type ahead addressing, the feature thatautomatically finds matches to names that users type in address fields.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes.4. Click Account Settings.5. Click Name Finder.6. Select options, as described in the following table:

Option Description

Basic The name finder lists all names in adirectory, in alphabetical order by surname.Users type the first few characters of thesurname they are looking for, and the cursormoves to the first matching name. Fromthere, users can use the scroll bar to find thename.

This setting is the default and it applies toNotes users and web client users.


Option Description

Basic Quick Search Only The name finder shows no names in adirectory, initially. Users type the first fewcharacters of a given name or surname andclick Search. The name finder then showsdirectory entries whose surnames or givennames begin with the characters searchedfor.

For example, a search for Jack can returnthe names Jackie Roberts or Tony Jacksonbut not Tony Blackjack.

This setting provides more flexibility forfinding names in large directories.

This setting applies to Notes users and webclient users.

Standard Users search for names and search resultsshow directory entries that match. Unlikethe Basic and Basic Quick Search Onlyoptions, users can sort the search results andsee details about the user entries that arereturned in search results.

This search capability applies to web clientusers only.

Advanced Users get the name finder capabilities of theStandard option. In addition, they are ableto narrow search results by manager,department, job title, location.

This option is available for hybridenvironments only.

This search capability applies to web clientusers only.

Show user photos Search results show user photos.

In service-only environments, the photoscome from IBM Connections Cloud userprofiles.

In hybrid environments, the photos cancome from IBM Connections Cloud userprofiles or from Person documents in anon-premises directory. To use an on-premisesdirectory, clear the Use SmartCloud Engagephotos field.

This option is available when you select theStandard or Advanced options.

The feature applies to web client users only.


Option Description

Browse corporate hierarchy Users can browse a directory by hierarchycategories that you assign to Persondocuments in an on-premises Dominodirectory.

This option is available for hybridenvironments when you select the Standardor Advanced options.

The feature applies to Notes users and toweb client users.

Browse corporate hierarchy > Used rankedsort order

Users can browse a directory by rankedcategories that you define in an on-premisesDomino directory by using the DominoJapanese Extension (DJX) tool.

This option is available for hybridenvironments when you select the Standardor Advanced options.

The feature applies to Notes users and toweb client users.

Results

The change usually takes effect within 15 minutes or less.

Standard and Advanced Name Finder optionsThe Standard and Advanced Name Finder configuration options provide severalfeatures to help users to find names in directories.

The Standard option is available for service-only environments and hybridenvironments. The Advanced option is available for hybrid environments only.

The following table compares the features that are provided by each option. All ofthese features are available for the web client. The features currently available forthe IBM Notes client are the browse features only. When you enable the Standardor Advanced option, the Basic Quick Search Only search option is put in effectfor Notes client users.

Table 10. Comparison of the Standard and Advanced Name Finder configuration options

Feature Standard Name Finder Advanced Name Finder

Name search Users can search by:

v First name

v Last name

v Notes full name

v Internet address

v Short name

v Alternate name

v Phonetic name

Users can search by:

v First name

v Last name

v Notes full name

v Internet address

v Short name

v Alternate name (if valuepopulated in directory)

v Phonetic name (if valuepopulated in directory)


Table 10. Comparison of the Standard and Advanced Name Finder configurationoptions (continued)


Search conditions to narrowthe results of name searches

Not available Users can narrow namesearches by:

v Manager

v Department

v Job Title

v Location

Each condition addednarrows results further.

These fields must bepopulated in Persondocuments in theon-premises directory.

Maximum search resultsreturned

200 200

Sort entries in search results All users can sort results by:

v Last name, first name

v First name, last name

v Directory

Users in hybridenvironments can sort resultsby the following information,if the corresponding fieldsare populated in Persondocuments:

v Manager

v Job Title

v Department

v Location

All users can sort results by:

v Last name, first name

v First name, last name

v Directory

Users can sort results by thefollowing information, if thecorresponding fields arepopulated in Persondocuments:

v Manager

v Job Title

v Department

v Location

Show details about names insearch results

All users can see thefollowing details:

v User name

v Internet address

v Domain

v Directory

Users in hybridenvironments can see severaladditional details, if thefields are populated inPerson documents.

All users can see thefollowing details:

v User name

v Internet address

v Domain

v Directory

Users can see severaladditional details, if thefields are populated inPerson documents.

Show user photos from IBMConnections Cloud userprofiles in search results

This feature requires users tohave a collaborationsubscription in addition to aSmartCloud Notessubscription.

This feature requires users tohave a collaborationsubscription in addition to aSmartCloud Notessubscription.


Table 10. Comparison of the Standard and Advanced Name Finder configurationoptions (continued)


Shows user photos fromon-premises Persondocuments

Available in hybridenvironments only andrequires a change to theDomino directory design tosupport photos in Persondocuments.

Requires a change to theDomino directory design tosupport photos in Persondocuments.

Browse entries in a directoryby categories that are definedby use of the DominoCorporate Hierarchy feature

Available in hybridenvironments for directorieswith Person documents thatare assigned corporatehierarchy categories. Formore information, see thetopic about categorizing auser by corporate hierarchyin the Dominodocumentation.

Available for directories withPerson documents that areassigned corporate hierarchycategories. For moreinformation, see the topicabout categorizing a user bycorporate hierarchy in theDomino documentation.

Browse entries in a directoryby ranking

Available in hybridenvironments. You use theDomino Japanese Extensiontool (DJX) to configure thedirectory to support thisoption.

You use the DominoJapanese Extension tool(DJX) to configure thedirectory to support thisoption.

Basic name finder illustrationThe following pictures illustrate finding names in a directory when the Basic namefinder option is enabled.


Basic Quick Search Only name finder illustrationThe following pictures illustrate finding names in a directory when the Basic QuickSearch Only name finder option is enabled.


Standard name finder illustrationThe following pictures illustrate finding names in a directory when the Standardname finder option is enabled.


Configuring mail settingsThere are several settings related to mail that you configure from SmartCloudNotes Administration.

Changing the size limit for incoming messagesThe service does not deliver inbound messages that are larger than 100MB, bydefault. You can specify a different inbound message size limit. The limit applies toall mail that is sent to users in the service.


Notes.4. Click Account Settings and then click Email Management.5. Under Limit Message Size, specify the size limit for incoming messages.

Prevent automatic forwarding of messagesYou can prevent users from using mail rules to automatically forwarding email toexternal addresses.

About this task

Users can create mail rules that include the action send copy to, whichautomatically forwards a copy of the email to other users. Select this option so thatmail addressed to users in domains that are not owned by your company areignored when the message is forwarded. Users can still forward email to anyaddress manually.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.


3. In the System Settings section of the navigation pane, click IBM SmartCloudNotes.

4. Click Account Settings and then click Email Management.5. Under External Forwarding, select Do not allow automatic forwarding to

external addresses.

Specifying how Notes links display in the web clientYou can specify how IBM Notes links, such as doc links, application links, andview links, display in web client email.


Notes.4. Click Account Settings and then click Email Management.5. Under Link Style, select how Notes document, view, and application links

display when users read mail in a browser:

Table 11. Link Style Options and Icons

Style Description

Web links only The default. Uses web addresses(https://...). In email, the address displaysas an Internet icon:

Document link

View link

Application link

Notes links only Uses Notes URLs (notes://...). In email, theaddress displays as a Notes icon:

Document link

View link

Application links

Notes and web links Uses both web and Notes addresses, andincludes both icons to represent each link.Example of a link to a document:

Configuring how long mail remains in the Trash folderWhen a user deletes a message from a mail file on a cloud server or the serviceautomatically deletes an older message, the message is moved to the Trash folderwhere it remains for 14 days, by default. After 14 days, the message ispermanently deleted. You can change how long deleted mail remains in the Trashfolder. You can also prevent users from emptying the Trash folder themselves.


About this task

Documents that are deleted from the Trash folder cannot be recovered. Whiledeleted mail is in the Trash folder, users can restore it to its original folder.

The Trash folder can contain a maximum of 32,768 messages. If this limit isreached, each message added to the Trash folder causes a message that has been inthe Trash folder the longest to be permanently deleted. This deletion occurs even ifa message has been in the Trash folder less time than the specified deletioninterval. Premature deletion from Trash stops when either manual or automaticdeletion of messages causes the number of messages in the Trash folder to fallbelow the limit. This behavior is not common but can occur in mail files wheremany messages are frequently received and deleted.


Notes.4. Click Account Settings and then click Email Management.5. Under Configure Mail Retention in the Trash Folder, complete these fields to

manage mail in the Trash folder.

Table 12. Trash Folder Mail Retention Settings

Option Description

Retain deleted messages for how manydays?

Enter a number from 14 - 90. The defaultvalue is 14.

If you decrease an interval that waspreviously set, then all messages that meetthe new criteria are deleted. For example, ifyou decrease the interval from 20 days to 16days, then mail in the Trash folder olderthan 16 days is deleted.

Allow users to empty the Trash folder When this option is selected, users canpermanently delete messages from the Trashfolder by clicking Empty Trash or byselecting a message and deleting it.

This option is enabled by default. To preventusers from deleting mail from the Trashfolder, deselect the option. Then, mailremains in the Trash folder for the durationspecified in Retain deleted messages forhow many days? before being permanentlydeleted.Note: If you prevent users from deletingmail in the Trash, IBM Notes client users canstill delete mail from the Trash on local mailreplicas. However, the deletion does notcarry over to the server mail file replicas.

Deleting older email and meetingsYou can reduce the size of mail files and improve email usability by automaticallydeleting older email messages and meetings. By default, email messages andmeetings remain indefinitely unless users delete them.


About this task

When you enable email deletion, you can:v Control how many days messages and meetings remain before they are

processed for deletion.v Exclude messages in user-created folders from automatic message deletion.v Send reports of automatically deleted messages and meetings to specific user

addresses.v Exclude the mail files of specific users from the automatic deletion.

Non-mail documents added by web client users, such as Person documents, arenot deleted.

Messages that are flagged for follow-up are not deleted, except for messages thatare flagged by the sender before being sent, which are deleted.

When email deletion is enabled, the service takes the following steps to deleteolder messages and meetings:1. Messages that are older than the Delete email after how many days? value are

moved temporarily to a folder created by the service. Meetings are moved tothe temporary folder when it is longer than the specified number of days sincethe meetings occurred. Repeat meetings are processed based on the date of thelast meeting.

2. The default name of the folder to which deleted messages and meetings aremoved temporarily is *To Be Deleted*. You can specify a different name. Userscan prevent messages in this folder from being deleted by moving them to afolder that is exempted from automatic deletion.

3. Messages and meetings are moved weekly from the temporary folder locationto the Trash folder. The service staggers this processing so that not all mail filesare processed at the same time. Users can prevent messages and meetings inthe Trash folder from being deleted by moving them to a folder that isexempted from automatic deletion.

4. Messages and meetings are deleted from the Trash folder after 14 days, bydefault. You can use the Retain deleted messages for how many days? settingin the Configure Mail Retention in the Trash Folder section of the EmailManagement window to change the number of days messages remain in theTrash folder. After messages are deleted from the Trash folder, they cannot berecovered.

The value of Delete email after how many days? plus the value of Retain deletedmessages for how many days? determine when messages are deleted from mailfiles. For example, if the value of Delete email after how many days? is 365 andthe value of Retain deleted messages for how many days? is 90, messages arepermanently deleted from mail files after one year and three months (455 days).

Perform the following steps to enable and configure automatic deletion of olderemail.


Notes.


4. Click Account Settings and then click Email Management.5. Under Delete Older Email, select Enable email deletion.6. Use the following settings to specify how to manage older email deletion:

Table 13. Mail Deletion Settings

Option Description

Delete email after how many days? Specify the number of days email messagesremain before being processed for deletion.If no value is specified, 14 days is thedefault value.

Keep email that is filed in folders. Select this option to prevent mail that isstored in all user-created folders from beingdeleted.

Keep email only if it is in one of thesefolders or their subfolders

Select this option to keep mail onlymessages in specific folders or subfoldersfrom being deleted. In the Exempt Foldersbox, specify the folder names, one name perline.

To specify a single subfolder, enterparentfolder\subfolder. For example, enterSuppliers\Tools to prevent messages in the\Tools subfolder from being automaticallydeleted, but to allow messages in theSuppliers parent folder and any other of itssubfolders to be deleted.

Folder name Specify the name of a folder to temporarilystore messages that are targeted for deletion.If the folder does not exist, the servicecreates it. Messages remain in this folder fora week and then are moved to the Trashfolder.

If you do not specify a folder name, thename *To Be Deleted* is used.

Send email report of the number of emailsdeleted to the following addresses

List the addresses of users you want toreceive email deletion reports.

Do not delete the email of the followingusers

List the names of users you want to exemptfrom mail deletion.

Enabling the ActiveX control for Internet Explorer usersThe Internet Explorer ActiveX control provides mail enhancements to IBMSmartCloud Notes web users who use Internet Explorer.

About this task

You enable use of the ActiveX control through SmartCloud Notes AdministrationAccount Settings. ActiveX is disabled by default to allow and encourage moresecure web browser configurations. If you enable ActiveX to provide additionalmail features to Internet Explorer users, be aware that doing so might result in lesssecure browser configurations.

If you enable ActiveX, when users who use Internet Explorer log in to theSmartCloud Notes service, they see prompts that allow them to install the ActiveXcontrol. The prompts refer to the ActiveX control as the IBM iNotes control.


After users install the control, they can do the following tasks:v Make SmartCloud Notes web the default email client through Preferences.v Send email from Windows Explorer, the desktop, or the Start menu.v Create new email messages by clicking a Mailto:// link from external web

pages.v Select multiple files to attach to an email, detach and save multiple attachments,

open attachments by double-clicking without having to save them first, and dragmultiple attachments to Windows Explorer or the desktop.

v Copy an image to the clipboard and then press Ctrl+V or click the image icon inthe message toolbar to paste the image into an email.

Note: Running Internet Explorer in Protected Mode can prevent users from beingable to save attachments, drag attachments from mail to the desktop, or set thedefault mail client. For information about options to resolve this issue and aboutProtected Mode, see IBM Technote 1655831. One option is to resolve the issue byadding the mail server or domain as a trusted site. If you use this option, as thetrusted site, specify notes.<dc>.collabserv.com (where dc is your data center) or*.collabserv.com.

Users might occasionally be prompted to install updates to the ActiveX controlwhen enhancements to the control are deployed in the service. If users do notinstall an update, features that require the control are no longer available duringthe current session. Users are prompted again to install the update when they nextlog in to the service.

Complete the following steps to enable all web users who use Internet Explorer todownload and use the ActiveX control.


Notes.4. Click Account Settings.5. Click Email & Calendar Options.6. Select Enable ActiveX attachment control.Related information:

IBM Technote 1655831

Specifying an SMTP server to route mail to the InternetBy default, the service routes mail that service users send to external users over theInternet. You have the option to route this mail through a company-controlledSMTP host server instead.

Before you begin

Prepare your on-premises environment. For more information, see “Preparing touse a company SMTP server to route outbound Internet mail” on page 20.



About this task

Skip this procedure if you want the service to handle routing the mail that is sentto external users. In this case (default behavior), the service filters the messages forvirus and spam before routing them to the Internet.

By using a company SMTP host server for external routing, you can act onmessages before routing them, for example, filter or audit messages. When you usethis feature, the service filters messages for viruses and spam and then routes themdirectly to your designated SMTP host server. Messages addressed to any domainthat is not an internal, service-verified domain are routed to the SMTP host server.

The service uses Transport Layer Security (TLS) to route mail to the SMTP hostserver if the host server uses TLS. The connection is made using STARTTLS overSSL TCP/IP port 25.

Perform the following steps to specify the name of your SMTP host server inAccount Settings.


Notes.4. Click Account Settings > Email Management.5. In the SMTP server field under Manage Routing to External Internet

Domains, enter an SMTP host name to use for routing.6. Click Save.

Preparing to use custom mail file templatesYou can apply a custom mail file template to mail files of service users. Thetemplate must meet design requirements that minimize the risk and impact to yourusers and to the service. You submit the template for approval to an IBM SoftwareServices for Collaboration representative.

About this task

The template design development can be done in-house or through a contract witha third-party developer or an IBM representative. A short professional servicesengagement with IBM Software Services for Collaboration is required to approve acustom template.

A custom mail file template allows you to customize the design of user mail files.It is also used to customize the mail file access of new mail files to enableadministrators or server-based agents to access them. Customized mail file accessis strongly recommended; without it only mail file owners and mail file delegatescan access mail files.

The following steps outline the high-level tasks and identify who is responsible fordeveloping and applying a custom template.

Procedure1. Customer Contacts an IBM Software Services for Collaboration representative

to procure a statement of work.


http://www-01.ibm.com/software/lotus/services/contact.html


This step should be done as soon as it is determined that the business requiresa custom mail template. This prior notice ensures that they are prepared tovalidate the template soon after receiving it

2. Developer Reviews the design requirements for custom mail templates.To be approved for use with the service, a custom mail template must meetspecific design requirements. For example, a custom template must containspecific design elements from the standard mail template of a IBM Notesversion supported by the service. For information about template designrequirements, see the wiki article SmartCloud Notes Template ValidationRequirements.

3. Developer Designs and implements the template changes in the on-premisesenvironment. When preparing a custom template that is already in use, thedeveloper should:v Assess and document the current customizations.v Compare each customization to the standard mail template. Determine

whether each is still needed or if it can be deleted. If a customization is stillneeded, determine whether it requires modification.

v Document the requirements for the new version of the custom template.4. Customer Tests the template in the on-premises environment.

You are responsible for testing the template in your company environment toensure that it functions as intended.

5. Customer Emails a request to [email protected] to beset up for the Mail Analyzer application.The email should include the Customer ID and also be sent to the IBMSoftware Services for Collaboration representative. The customer receives aconfirmation email when setup is complete. The Mail Analyzer application isused to do preliminary checks of the custom template.

6. Customer After receiving notification that the Mail Analyzer application setupis complete, the customer emails the custom template [email protected] to perform an automated analysis.The customer receives an email summary of the results. This step can berepeated as often as needed during the development and testing cycle.

7. Customer Submits the template to an IBM representative for a final manualvalidation.Template validation requires a short professional services engagement withIBM Software Services for Collaboration.

8. IBM representative Validates the template and report results to the customer.This step ensures that the template meets the template validationrequirements. The IBM representative sends the customer a short, writtenreport summarizing the assessment, and indicating approval or rejection.

9. IBM representative Loads the template to the service, after approval of thetemplate.

10. Company administrator Applies the template to user accounts.When the template is approved, a company administrator for the service usesSmartCloud Notes Administration to apply the template to the accounts ofnew or existing users.Alternatively, the template can be applied through the integration server and auser provisioning change file. For more information, see the topic on creatinguser provisioning change files in the integration server documentation.

Related tasks:


http://www-10.lotus.com/ldd/bhwiki.nsf/dx/LotusLive_Notes_Template_Validation_Requirements




“Preparing customized mail file ACLs” on page 68An important reason to customize mail file access is to allow administrators orserver-based agents to access mail files. Without customized mail file access, onlymail file owners and mail file delegates can access mail files.“Configuring mail file templates”Configure which mail file templates can be applied to user mail files and configurea mail file template to use by default.“Changing user mail file templates” on page 139You can change the mail file template assigned to a user. For example, change themail template if the IBM Notes client of a user is upgraded to a new version.Related information:

Integration server documentation

Handling execution security alerts caused by custom templatesThe service signs a custom mail file template with a unique customer signature.IBM Notes users that use a custom mail file template see an execution securityalert if the Execution Control List (ECL) on the client does not allow access to thesignature.

About this task

The first time Notes users authenticate with the service after the application of acustom template, they see an execution security alert. The alert states that thetemplate signer, customerID LotusLive Template Signer/customercertifier, isattempting to perform an ECL update action. Selecting Start trusting the signerprevents all future alerts for the template signature.

For more information about execution security alerts, see the topic about theexecution control list in the Domino documentation.Related information:

Domino documentation

Configuring mail file templatesConfigure which mail file templates can be applied to user mail files and configurea mail file template to use by default.

About this task

The service provides standard mail file templates to apply to user mail files.Custom mail file templates that are designed for your company and approved byan IBM Software Services for Collaboration representative might also be availablefor use. Apply the mail file template after user provisioning.

Procedure1. Log on to http://www.ibmcloud.com/social as a user with the Administrator

role.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes.4. From SmartCloud Notes Administration, click Mail Templates.5. Perform any of the following template management tasks.


http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/IntegrationServer/llis_admin_top.dita


Table 14. Mail template management tasks

Task Steps Additional information

Select a mail templateto apply to new useraccounts by default.

1. Click Custom Mail Templatesor Standard Mail Templates.

2. Select a template.

3. Click Set as default

If you do not select adefault template, the mostrecent English version of thestandard template is used asthe default.

You can change the mailtemplate after you add anew user, as necessary.

Download a template tomake design changes toit.

1. Click Custom Mail Templatesor Standard Mail Templates.


3. Click Download.

When the design changesare complete, you mustsubmit the template to anIBM Software Services forCollaboration representativefor approval before it can beapplied to user mail files.

Remove a customtemplate from the list ofavailable templates.

1. Click Custom Mail Templates.


3. Click Delete Selected.

Remove a template if it isno longer used. If youremove a template that iscurrently assigned to a user,you should assign a newone.

Be careful when removing atemplate. If you changeyour mind, you mustcontract the services of IBMSoftware Services forCollaboration to add it back.

Related tasks:“Changing user mail file templates” on page 139You can change the mail file template assigned to a user. For example, change themail template if the IBM Notes client of a user is upgraded to a new version.“Preparing to use custom mail file templates” on page 61You can apply a custom mail file template to mail files of service users. Thetemplate must meet design requirements that minimize the risk and impact to yourusers and to the service. You submit the template for approval to an IBM SoftwareServices for Collaboration representative.“Viewing assigned mail file templates” on page 137You can view the mail file template that is assigned to a service user.

Using extension forms files to customize the look of the webclient

You can use an extension forms file to customize the visual theme, fonts, the actionbar, and other aspects of the web client. For example, you can add graphics,change colors, and add new menu items.

Before you begin

Read the topic “Extension forms file requirements” on page 66.


Note: IBM reserves the right to disable any extension forms file that causes adegradation in the service.

About this task

Deploying an extension forms file in the service requires a brief service contractwith an IBM Software Services for Collaboration representative. The representativevalidates extension forms files to ensure that they comply with requirements thatreduce risk to your users and to the service. Once approved, the IBMrepresentative uploads the extension forms file to the service for your use. You candeploy more than one extension forms file and apply each to different users.

Extension forms files must be based on the IBM iNotes 9.0 Social Editionforms9_x.ntf template that is downloaded from the service.

To deploy an extension forms file in the service, perform the following steps.

Procedure1. Download the extension forms template or a currently deployed extension

forms file from the service:a. Log in to the service as an administrator.b. If your account has the user role, click Admin > Manage Organization.c. In the System Settings section of the navigation pane, click IBM

SmartCloud Notes.d. Click Extension Forms Files.e. Perform one of the following steps:

v To use the default design as a starting point, click Extension FormsTemplates and download the template file.

v To download an extensions forms file that is already deployed, select thefile in the Extension Forms File page and click Download.

2. If you download the extension forms template in the previous step, use thetemplate to create the extension forms file.

3. To transfer changes in an extension forms file currently used at your companyto the extension forms file used in the service:v Assess and document the design changes in the on-premises extension forms

file.v Note any design changes that are no longer needed and can be deleted.v Determine whether the remaining design changes in the on-premises

extension forms file are supported in the service or need modification.v Document the changes to the new extension forms file that are required.

4. Make the design changes to the extension forms file to be used in the service.5. Test the design changes on an IBM Domino iNotes server in the on-premises

environment:

Note: You might want to install and set up a test server for this purpose.a. In a Mail Settings document applied to a policy, click IBM iNotes and in

the Basics tab, add the name of the extension forms file to the ExtensionForms File Name field.This step is needed only if the extension forms file name is notForms9_x.nsf, or if you want to use a policy to enable the forms file forspecific users.


b. Use the following server command to flush the server database cache:dbcache flush

c. Copy the extension forms file to the iNotes directory under the server datadirectory.

d. Use the following server command to stop and restart the HTTP task:tell http restart

e. Start a web browser and clear the browser cache.f. Test the changes from the browser.

6. Submit the extension forms file to an IBM Software Services for Collaborationrepresentative for validation.The IBM representative validates the extension forms file and sends you asummary report that indicates whether the extension forms file is approved.After it is approved, the IBM representative uploads the extension forms file tothe service.

What to do next

Assign the extension forms file to users.Related tasks:“Assigning extension forms files to users” on page 140After an IBM representative uploads an approved extension forms file to theservice, you can assign the forms file to users. Extension forms file enable you tocustomize the visual theme, fonts, the action bar, and other aspects of the webclient.“Preparing to use custom mail file templates” on page 61You can apply a custom mail file template to mail files of service users. Thetemplate must meet design requirements that minimize the risk and impact to yourusers and to the service. You submit the template for approval to an IBM SoftwareServices for Collaboration representative.

Extension forms file requirementsBefore you develop an extension forms file to customize the web client, be awareof the requirements. You can use multiple extension forms files, each applied todifferent sets of users.v Extension forms files must be based on the IBM iNotes 9.0 Social Edition

forms9_x.ntf template that you download from the service.v Extension forms files can reference only mail files within the IBM SmartCloud

Notes service. In particular, they cannot reference IBM Notes databases onon-premises servers or images on web servers outside the service.

v Customization must be self-contained. Any resources, such as images, stylesheets and JavaScript, must be included in the Extension Forms File. Referencesto external sources are not allowed. Customization such as ActiveX controls orJava classes where the source code cannot be inspected are also not allowed.

v Local encryption must be disabled on extension forms file databases:1. From Notes, open the extension forms file database.2. Click File > Application > Properties.3. Click Encryption Settings. If the text Current encryption strength :

None is shown in the dialog box, the database is not encrypted. If thedatabase is encrypted, complete the remaining steps.

4. Click Do not locally encrypt this database.5. Close the extension forms file database.


6. Open the database. A progress bar is shown as the database is unencrypted.7. Repeat steps 2 and 3 to verify that the database is unencrypted.

You can use an extension forms file to make the following types of changes to theweb client:v Modify the visual theme in the following ways:

– Override CSS styles.– Override gradient fill color specifications.– Replace images. New images must be in the extension forms file.

v Add fonts to the rich text editor that is used when users create email messages,calendar entries, and so forth.

v Add fields to documents such as mail messages and calendar entries.v Add, remove, or modify items in the action bar menu.v Use global settings to extend the session information, for example, override a

preference setting or read a profile note field.v Add JavaScript code to the document save function to verify items when

documents are saved or sent.

You can customize the following subforms in an extension forms file:

Table 15. Subforms that can be customized

Subform Purpose

Custom_Common_Utils Adds functions that are called fromCustom_JS.

Custom_CSS Adds new CSS styles.

Custom_JS Contains callback functions to use to add orremove action bar items, add code whenpages are displayed or submitted. Thissubform is used for forms that use an olderarchitecture. Most of the code uses thenewer forms, however a few older formsremain.

Custom_JS_Edit Adds fonts to the rich text editor.

Custom_Name_Lite The code to display names in Koreanformat.

Custom_Page_Dictionary Adds new variable values for use with theCustom_CSS subform.

Custom_WelcomePage Adds choices for the Welcome Page.

Custom_Page_Dictionary Adds variable values that are available foruse in the Custom_CSS subform.

Custom_xxx_Dictionary These custom dictionary subforms areincluded with each main area form, Mail,Calendar, ToDo, and so forth, to allow easierinclusion of new NotesFields and NotesVars.

Custom_LazyLoad_Subforms Adds custom code to the lazy load table.

Custom_Logout Adds custom code that runs on logout.

Custom_About Displays the forms file version and auser-specified file version number in theclient console log when the client starts.

Custom_SessionInfo Add items to the iNotes session info object.


Preparing customized mail file ACLsAn important reason to customize mail file access is to allow administrators orserver-based agents to access mail files. Without customized mail file access, onlymail file owners and mail file delegates can access mail files.

About this task

To customize mail file access, modify the access control list (ACL) in a custom IBMNotes mail file template. Then, apply the custom template to the new mail fileswhen you provision users for the service. Using a custom mail file templaterequires a short service contract with IBM Software Services for Collaboration toapprove and upload the template to the service.

Important: It is important to customize mail file ACLs before users areprovisioned. After users are provisioned, you can no longer use the ACL to changeaccess to their mail files. At that point, the mail file ACL is changed only indirectlyin the following circumstances:v A user is given access to a mail file through mail file delegation.v A user's name changes, which causes the name to change in the mail file ACL.

(Renaming a group does not update a group name in the ACL.)

Note the following additional restrictions to ACLs of mail files in the service:v You cannot use the following ACL group entries that are seen in traditional IBM

Domino environments: LocalDomainAdmins, LocalDomainServers, andOtherDomainServers. If you add these entries, they are stripped from ACLs.

v To allow administrators to access mail files, add a group to the directory thatincludes their names, and then add the group to mail file ACLs.

v Editor access is the highest level of access that is allowed for any ACL entry. Ifyou give a user or group Manager or Designer access, the access is lowered toEditor. The user or group does not become a mail file delegate.

v The mail file owner always has Editor access and you cannot change this access.You can give another user or group Editor access. In this case, they become mailfile delegates, by default. You can prevent people with Editor access frombecoming delegates. To do so, assign them the [ExcludeDelegate] role in theACL.

v You can use the following types of ACL entries: Person, Person group, Servergroup, Mixed group, or Unspecified.

v Server type entries are not allowed. If you add them, they are stripped fromACLs.

v You cannot customize the -Default- and Anonymous entries. These entries arealways set to No Access.

To use a custom mail file template to modify mail file ACLs, add entries that areenclosed in brackets [ ] to the ACL of the custom mail file template. The ACLs ofthe new mail files in the service inherit the entries in brackets. For example, to giveEditor access to the group SCN Administrators, add [SCN Administrators] to theACL, select Editor access and the type Person group or Mixed group . If youapply the custom mail file template when you provision SamanthaDaryn/Renovations with a brand new mail file in the service, her mail file ACLincludes the following entries:


-Default- (No Access)Anonymous (No Access)Samantha Daryn/Renovations (Editor)SCN Administrators (Editor)SaaSLocalDomainServers1

Mail1/SCN/Renovations2

1This group is reserved for use in the service. Do not create a group by this nameon-premises, or a group that begins with the characters SaaS.

2 This entry is the name of a user's home mail server in the service.Related tasks:“Configuring mail file templates” on page 63Configure which mail file templates can be applied to user mail files and configurea mail file template to use by default.“Preparing to use custom mail file templates” on page 61You can apply a custom mail file template to mail files of service users. Thetemplate must meet design requirements that minimize the risk and impact to yourusers and to the service. You submit the template for approval to an IBM SoftwareServices for Collaboration representative.Related information:

Using server-based agents in a SmartCloud Notes hybrid environment

SmartCloud Notes Template Validation Requirements

Configuring email filters and reportingUse email filter and reporting features to control and manage the delivery ofspecific inbound Internet mail.

About this task

The following table summarizes the filter and reporting features that are available.The table briefly describes each feature, indicates which clients support eachfeature, and indicates the method to enable each feature. These features apply toInternet mail that is addressed to a domain owned by your company for which theservice manages inbound routing. In a service-only environment, the servicemanages inbound routing for all of your company’s verified Internet domains.

Table 16. Summary of email filter and reporting features

Feature Description Supported clients Method to enable

Email filters forinbound Internetmail

Use filters to controlthe delivery of mailfrom specificaddresses, mail withnewsletter content, ormail that matches theservice Spam filter.

All clients SmartCloud NotesAdministration

Junk Mail Reports Send periodic reportsto users that listmessages recentlydelivered or movedto the Junk folder.

All clients SmartCloud NotesAdministration


http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Using_server-based_agents_in_a_SmartCloud_Notes_hybrid_environment


Table 16. Summary of email filter and reporting features (continued)

Feature Description Supported clients Method to enable

Customized JunkMail Reports

Customize ortranslate text in JunkMail Reports.

All clients Custom mail filetemplate ¹

Customized Removesender from Junklist option

For specific senders,allow users tooverride a filter thatdelivers the senders'mail to the Junkfolder.

Notes client, webclient

Notes client: Custommail file template ¹

Web client: Availableautomatically, noenablement needed

Report as Spamoption.

Provides a menuoption to use toreport spam.

Notes client, webclient

Notes client: Custommail file template ¹

Web client:SmartCloud NotesAdministration

¹ This option requires a short service contract with an IBM Software Services forCollaboration representative to deploy a custom mail file template in the service.Related tasks:“Preparing to use custom mail file templates” on page 61You can apply a custom mail file template to mail files of service users. Thetemplate must meet design requirements that minimize the risk and impact to yourusers and to the service. You submit the template for approval to an IBM SoftwareServices for Collaboration representative.Related information:

IBM Software Services for Collaboration web page

Configuring email filters for inbound Internet mailConfigure email filters to allow users to receive email from people whose messageswould otherwise be blocked or to block email that is not normally blocked but thatyour users do not want to receive.

About this task

You can create address filters that filter based on sender address. You can alsocreate keyword filters that filter based on email category. Newsletter is the onlykeyword category currently supported. You can create multiple address filters butjust one newsletter filter.

In addition to creating filters, you can customize the service spam filter byallowing email that matches the filter to be delivered to the Inbox or the Junkfolder. Delivering email that matches the service spam filter to the Inbox is notrecommended unless your company applies its own filtering software to mailbefore it is routed to the service.

The number of all filters, excluding the spam filter, cannot exceed 100.

The service malware and anti-virus filters are not configurable and take precedenceover all other filters.

Perform the following steps to configure email filters for inbound Internet mail.


http://www-01.ibm.com/software/lotus/services/


Notes.4. Click Account Settings and click Email Filters.5. To create a filter:

a. Click a type of filter:

Table 17. Types of filters

Filter type Description

Address Filter Use to filter by sender address.

To allow or block email for a specific user,type the user's address, for example,[email protected].

To allow or block email for multipleaddresses in a domain, use an addressexpression that contains one or moreasterisks (*), for example,*@renovations.com.

To separate multiple address entries in afilter, type a comma (,) or press Enter.

Each address or address expression mustcontain one at sign (@).

Keyword Filter Use to filter by email category. The categorythat is currently supported is newsletter,which filters newsletters and otherautomated email.

You can enable one newsletter filter.

By default, the service delivers newslettersto the Inbox.

b. Click a delivery option.

Table 18. Filter delivery options

Filter delivery option Description

Allow Deliver mail that matches the filter to theInbox.

Filter Deliver mail that matches the filter to theJunk folder.

Block Prevent delivery of mail that matches thefilter.

c. Click OK.6. To control the delivery of mail that matches the service spam filter, click

System Filter, click Edit, and then click Allow, Filter, or Block.By default, the service blocks mail that matches the spam filter.


Note: The Allow option is intended for companies that apply their ownfiltering software to mail before it is routed to the service.

7. If you configure more than one filter, drag them or use the arrows to orderthem by precedence.The service evaluates the list of filters from top to bottom. The first filter thatmatches a particular message is applied to it, and that message is not evaluatedfurther.

8. Click Save Changes.

Results

The changes take effect immediately.

Effort is taken to avoid the inclusion of legitimate email such as order and flightreservation confirmations, invoices, or other mail lists in the newsletter filter.However, if users consider an email that matches the newsletter filter or anotherfilter to be legitimate, and you configure the filter to deliver matching email to theJunk folder, users can use the Remove Sender from Junk List option. Selectingthis option delivers future email from a sender to the Inbox.

Example

The following table provides examples of addresses that match and do not matchrules in address filters.

Table 19. Examples of matching and non-matching addresses

Address rule Matching addresses Non-matching addresses

[email protected] [email protected] [email protected]@ny.renovations.com

*[email protected] [email protected]@[email protected]@renovations.com

[email protected]

*[email protected] [email protected]@renovations.com

[email protected]@[email protected]

*@renovations.com [email protected]@renovations.com

[email protected]@ny.renovations.com

*@*.renovations.* [email protected]@[email protected]@ny.renovations.us

[email protected]@renovations.com

The following table provides an example filter configuration that blocks spam andthen blocks the delivery of email that is sent from [email protected] [email protected].

Table 20. Example of filter configuration that blocks spam and then blocks email fromspecific addresses

Number Filter name Rule Action

1 Spam: System Filter Spam as defined by the service Block

2 Addresses: Tworenovations addresses

[email protected]@ny.renovations.com

Block


The following table provides an example filter configuration that blocks spam, thenblocks email from any subdomain of renovations.com (for example, email [email protected] but not [email protected]), and then allowsnewsletters to be delivered to the Junk folder.

Table 21. Example of filter configuration that blocks spam and blocks email from asubdomain and allows newsletters

Number Name Rule Action

1 Spam: System Filter Spam as defined by the service Block

2 Addresses: Renovationssubdomains

*@*.renovations.com Block

3 Keywords: Newsletters Newsletters as defined by theservice

Filter (deliverto Junk folder)

The following table provides an example filter configuration that blocks email [email protected] and [email protected], then allows all otheremail from the renovations.com domain, and then delivers spam to the Junkfolder. Email from renovations.com that matches the spam filter is delivered to theInbox because in this case processing stops after the second filter is applied.

Table 22. Example of filter configuration that blocks email from specific addresses in adomain, allows other addresses in the domain, and then delivers spam to the Junk folder.

Number Filter name Rule Action

1 Addresses: Tworenovations addresses

[email protected]@renovations.com

Block

2 Addresses: Renovations *@renovations.com Allow (deliverto Inbox)

3 Spam: System Filter Spam as defined by the service Filter (deliverto Junk folder)

Enabling Junk Mail ReportsEnable Junk Mail Reports to send users periodic email reports that list themessages that were recently added to the Junk folder.

Before you begin

Optionally customize the text in Junk Mail Reports by deploy a custom mailtemplate.

About this task

Junk Mail Reports report messages that the service delivers to the Junk folder. Forexample, if you configure the newsletter filter to deliver newsletter-type email tothe Junk folder, the newsletter emails are reported. Junk Mail Reports also reportmessages that users move to the Junk folder, either manually or through othermeans such as mail rules.

Junk Mail Reports list and link to messages added to the Junk folder since the lastreport. Reports identify messages by delivery date and time, sender, and subject.Reports include the following introductory paragraph, by default:The following messages have recently been put in the Junkfolder. From the Junk folder you can move messages toyour Inbox, delete them, or remove senders from the junk list.


You configure how frequently to send reports. Reports can be sent as frequently asevery hour or as infrequently as once a week.

All users receive Junk Mail Reports, regardless of the client they use.


Notes.4. Click Account Settings.5. Click Email Filters.6. Select Send periodic junk mail reports to all users.7. Specify a reporting interval, in hours. You can specify a value from 1 hour to

168 hours (once a week).8. Click Save Changes.Related tasks:“Customizing the text in Junk Mail Reports”If you enable periodic Junk Mail Reports to be sent to users, you can optionallyuse a custom Notes mail template to translate or customize the text in the reports.This custom template can be applied to the mail file of any SmartCloud Notesuser, regardless of the client used.

Customizing the text in Junk Mail ReportsIf you enable periodic Junk Mail Reports to be sent to users, you can optionallyuse a custom Notes mail template to translate or customize the text in the reports.This custom template can be applied to the mail file of any SmartCloud Notesuser, regardless of the client used.

Before you begin

Understand the process for deploying customized mail templates. For information,see the topic “Preparing to use custom mail file templates” on page 61.

About this task

To customize the text in Junk Mail Reports, you use IBM Domino Designer to adda hidden form, (JunkReport), to the mail template. Then you add customized textstrings to the form. This form is used only to generate the custom text and is notdisplayed to users.

Customizing the mail template requires a short service contract with an IBMSoftware Services for Collaboration representative. The representative validates thedesign changes you make and then uploads the approved template to the servicefor you to use. The IBM representative provides a custom Notes 8.5.3 template,mail85_esm1018.ntf, that has the required design changes. You can use thetemplate as a reference and copy design elements from it.

If you do not customize the text in Junk Mail Reports, the English default text isused.

Note: The following procedure assumes that you customize a Notes 8.5.3 template.You can customize a different version of the template as long as it is for a version


of Notes that the service supports. The procedure to customize a different versionof the template might be slightly different.

Procedure1. Download the mail template to use as the starting point for making the design

changes:v If you do not currently used a custom version of the standard Notes 8.5.3

mail template, from SmartCloud Notes Administration, click MailTemplates, click Standard Mail Templates, browse the list of templates andselect the StdR85Mail template for version 8.5.3 in the desired language, andclick Download.

v If you currently use a custom version of the standard Notes 8.5.3 mailtemplate, from SmartCloud Notes Administration, click Mail Templates,click Custom Mail Templates, select the custom template, and clickDownload.

2. From Domino Designer, open the mail85_esm1018.ntf template given to youby the IBM representative.

3. Double-click Forms.4. Right-click (JunkReport) and click Copy.5. Open the 8.5.3 mail template that you downloaded from the service.6. Double-click Forms.7. Right-click anywhere in the list of forms and click Paste to add the

(JunkReport) form.8. When asked if you want the form to be automatically updated, click No.9. Perform the following steps to customize or translate each text field in the

form:a. Double-click the (JunkReport) form.b. Click a text field and edit the default value shown in the programmer

pane.v Expand the programmer pane if you do not see it.v Keep quotations marks (") around the text.The following table describes the text fields that you can customize.

Table 23. Text fields to customize in a Junk Mail Report

Text to customize Default text Text field

Label for the subject of thereport

Junk Mail Report junkTitleLabel

Introductory text in thereport

The following messages haverecently been put in the Junkfolder. From the Junk folderyou can move messages toyour Inbox, delete them, orremove senders from thejunk list.

JunkGreetingLabelJunkGreetingLabel2

Each field has a256-character limit. UseJunkGreetingLabel2 if your

text exceeds 256 characters.The content of the two fieldsis concatenated without aspace. Add a space ifnecessary.

Label for the sender of eachreported email.

Sender junkSenderLabel

Label for the subject of eachreported email.

Subject junkSubjectLabel


Table 23. Text fields to customize in a Junk Mail Report (continued)

Text to customize Default text Text field

Label for the document linkto each reported email

Link to email in the Junkfolder

junkDocLinkLabel

10. Click File > Save.

What to do next

Submit the customized 8.5.3 template to an IBM Software Services forCollaboration representative to validate the template and then upload theapproved template to the service. After the custom template is uploaded, you canapply it to users.Related information:


Customizing the Remove Sender from Junk List action for NotesusersYou can customize the Remove Sender from Junk List option for IBM Notesusers. The customized option allow users to override email filters that deliver mailto the Junk folder, on a per-sender basis.

About this task

This feature is useful if your email filter configuration causes mail to be deliveredto the Junk folder.

The feature requires a custom mail file template. The design changes apply only toNotes users. The feature is automatically available to web client users. The featureis not available to users who access mail through IMAP clients or mobile devices.


Note: The following procedure assumes that you customize a Notes 8.5.3 template.You can customize a different version of the template as long as it is for a versionof Notes that the service supports. The procedure to customize a different versionof the template might be slightly different.

The following table compares the junk mail feature in the standard 8.5.3 templateto the feature in the customized template.



Table 24. Comparison of the standard template and the custom template

TaskSteps when the standardtemplate is used

Steps when the customtemplate is used

Remove selected email fromthe Junk folder and deliverfuture mail from the senderto the Inbox.

1. From the Junk folder,click More > Removesender from Junk list.

2. At the prompt Do youwant to remove senderfrom the Junk MailList?, click Yes.

These steps do not affectfiltered email that the servicedelivers to the Junk folder.

1. From the Junk folder,click the Remove senderfrom Junk list action.

2. At the prompt Do youwant to stop sendingmail from this user tothe Junk folder? sender,click Yes.

These steps do affect filteredemail that the servicedelivers to the Junk folder.

Remove addresses from thelist of addresses whose mailis sent to the Junk folder.

From the Junk folder, clickthe Manage Junk MailSender’s List action.

From the Junk folder, clickMore > Manage Junk MailSender’s List.

Procedure1. Download the mail template to use as the starting point for making the design

changes:v If you do not currently used a custom version of the standard Notes 8.5.3

mail template, from SmartCloud Notes Administration, click Mail Templates,click Standard Mail Templates, browse the list of templates and select theStdR85Mail template for version 8.5.3 in the desired language, and clickDownload.

v If you currently use a custom version of the standard Notes 8.5.3 mailtemplate, from SmartCloud Notes Administration, click Mail Templates, clickCustom Mail Templates, select the custom template, and click Download.

2. Add the (AllowUser) subform:a. From Domino Designer, open mail85_esm1018.ntf.b. Double-click Shared Elements > Subforms.c. Right-click (AllowUser) and click Copy.d. Open the 8.5.3 mail template.e. Click Shared Elements > Subforms.f. Right-click and select Paste.g. When asked if you want the subform to be automatically updated, click No.h. Optional: To translate the text displayed by this subform, double-click the

(AllowUser) subform and in the field dspTxt in the programmer pane,change the content of the sentenceTxt: variable.

i. Click File > Save.3. Modify the (JunkUser) subform:

a. From the 8.5.3 mail template, double-click Shared Elements > Subforms.b. Double-click (JunkUser).c. For consistency, in the static text string, change Junk Mail Folder to Junk

folder. The status text then becomes:Mail from this address will be delivered directly to your Junk folder.

d. Click File > Save.4. Import a modified version of the blockUserRule script library:


a. Click File > Preferences, click Domino Designer > LotusScript Editor, clearthe Use Eclipse-based LotusScript editor setting, and click Apply and OK.

b. Open mail85_esm1018.ntf.c. Double-click Code > Script Libraries.d. Double-click the BlockUserRule library.e. Click once in the programmer pane next to the line that reads Option

Public.f. Click File > Export.g. In the File Name box, type c:\library.lss and click Export.h. When prompted, click All objects and click OK.i. Open your 8.5.3 mail template.j. Double-click Code > Script Libraries.k. Double-click the blockUserRule library.l. Click once in the programmer pane next to the line that reads Option

Public.m. Look at the Use "Rules" text after Option Public. If the text includes a

language tag, write down the text or copy it to the clipboard. Examples oftext with language tags are Use "Rules-GR" or Use "Rules_el_translated".

n. Click File > Import.o. In the File Name box, type c:\library.lss and click Import.p. When prompted, click Yes to All.q. If you wrote or copied rules text containing a language tag in step 3m,

replace the Use "Rules" text with rules text containing the language tag.r. Click the ESC button on your keyboard and click Yes to save the changes.s. Click Tools > Recompile All LotusScript and click OK.t. When compiling is complete, click OK. The compiling takes a few minutes.

5. Optional: If your template is not the English version, perform the followingsteps to translate text strings in the updated blockUserRule script library:a. Open the blockUserRule script library.b. Click the (Declarations) event.c. Find the text Function GetString.d. Translate all the strings under that function.e. Click File > Save.

6. Delete the existing Not Junk Mail action from the ($JunkMail) folder; the actionis not currently used:a. Open the 8.5.3 mail template.b. Double-click Folders and double-click ($JunkMail).c. In the Actions pane, right-click Not Junk Mail and click Delete.

7. Change the location of the Remove sender from Junk List action:a. In the 8.5.3 mail template, double-click the ($JunkMail) folder.b. Click the More action to expand it.c. Drag the Remove sender from Junk List action and place it directly below

the Delete All action, as shown in the following screenshot:


8. Change the location of the Manage Junk Mail Sender’s List action in the($JunkMail) folder:a. Drag the Manage Junk Mail Sender’s List action to the More menu, directly

below the double bar, as shown in the following screenshot:

9. Click File > Save to save the modified ($JunkMail) folder.

What to do next

Submit the customized 8.5.3 template to an IBM Software Services forCollaboration representative to validate the template and then upload theapproved template to the service. After the custom template is uploaded, you canapply it to users.Related tasks:“Preparing to use custom mail file templates” on page 61You can apply a custom mail file template to mail files of service users. Thetemplate must meet design requirements that minimize the risk and impact to yourusers and to the service. You submit the template for approval to an IBM SoftwareServices for Collaboration representative.Related information:


Enabling the Report as Spam featureEnabling the Report as Spam feature provides users with a menu option forreporting spam.

About this task

Because the nature of spam changes frequently, forms of new spam can slip pastthe spam filters in the service and be delivered to a user. If you enable the Reportas Spam feature, users can report spam by selecting the spam email and clickingMore > Report as Spam. The message is reported and then moved to the Junkfolder. A user can click More > Deliver Sender's Mail to Junk to ensure that mailfrom the sender of the spam is automatically delivered to the Junk folder in thefuture.



The service evaluates reported spam to determine whether to include it in the listof spam filters. Reporting spam can help reduce its occurrence in the future.

The service does not treat newsletters and event invitations as spam.

To enable the Report as Spam feature for web client users, use SmartCloud NotesAdministration. To enable the feature for IBM Notes users, use a custom Notesmail template. The Report as Spam feature is not available to users who accessmail through IMAP clients or mobile devices.

Users can report spam without using the Report as Spam feature by saving amessage as an .eml file and mailing the file to a specific address in the service.

Enabling the Report as Spam feature for web client users:

Use a setting in SmartCloud Notes Administration to enable the Report as Spamfeature for web client users.

Procedure


Notes.4. Click Account Settings.5. Click Email Filters.6. Select Display Report as Spam control to end users.7. Click Save Changes.

Results

Web client users can see the More > Report as Spam option the next time they login to the service.

Enabling the Report as Spam feature for Notes users:

You can enable the Report as Spam feature for IBM Notes users through the use ofa custom Notes mail template.

About this task


Note: The following procedure assumes that you customize a Notes 8.5.3 template.You can customize a different version of the template as long as it is for a versionof Notes that the service supports. The procedure to customize a different versionof the template might be slightly different.


Procedure

1. Download the mail template to use as the starting point for making the designchanges:v If you do not currently used a custom version of the standard Notes 8.5.3

mail template, from SmartCloud Notes Administration, click MailTemplates, click Standard Mail Templates, browse the list of templates andselect the StdR85Mail template for version 8.5.3 in the desired language, andclick Download.

v If you currently use a custom version of the standard Notes 8.5.3 mailtemplate, from SmartCloud Notes Administration, click Mail Templates,click Custom Mail Templates, select the custom template, and clickDownload.

2. From Domino Designer, open mail85_esm1018.ntf.3. If the action pane is not open, click View > Action Pane.4. Click Code and double-click Shared Actions.5. Right-click the Report as Spam.. action and click Copy.6. Open the 8.5.3 mail template that you downloaded from the service.7. Paste the Report as Spam action into your mail template:

a. Click Code and double-click Shared Actions.b. Click anywhere in the list of shared actions and click Paste.

8. Insert the Report as Spam action into the ($Inbox) folder:a. Click Folders and double-click ($Inbox).b. In the action pane, expand More and right-click Views-Deliver Sender's

Mail to Junk.

c. Click Insert Shared Action.d. Select Report as Spam.. and click Insert.e. Click File > Save.

9. Insert the Report as Spam action into the ($JunkMail) folder:a. Click Folders and double-click ($JunkMail).b. In the action pane, expand More and right-click Views-Deliver Sender's

Mail to Junk.

c. Click Insert Shared Action.d. Select Report as Spam.. from the list, click Insert, and click Done.e. Click File > Save.

10. Insert the Report as Spam action into the ($All) (All Documents) view:a. Click Views and double-click ($All).b. In the action pane, expand More and right-click Views-Deliver Sender's

Mail to Junk.c. Click Insert Shared Action.d. Select Report as Spam.. from the list, click Insert, and click Done.e. Click File > Save.

11. Copy the (ReportSpam) agent to the 8.5.3 mail template:a. From mail85_esm1018.ntf, click Code and double-click Agents.b. In the list of agents, right-click (ReportSpam) and click Copy.c. From the 8.5.3 mail template, click Code and double-click Agents.d. Right-click anywhere in the list of agents and click Paste.e. When asked if you want the agent to be automatically updated, click No.


f. Optional: To translate the agent, double-click the agent and translate theEnglish text in the following statements in (Declarations):v SUBJECT_VALUE

v PROMPT_TITLE

v PROMPT_MESSAGE_SINGLE

v PROMPT_MESSAGE_MULTI

v MSG_SUCCESS

v MSG_SUCCESS_MOVED

v MSG_CANCEL

v MSG_ERR_SEND

g. Click File > Save.

What to do next

Submit the customized 8.5.3 template to an IBM Software Services forCollaboration representative to validate the template and then upload theapproved template to the service. After the custom template is uploaded, you canapply it to users.Related tasks:“Preparing to use custom mail file templates” on page 61You can apply a custom mail file template to mail files of service users. Thetemplate must meet design requirements that minimize the risk and impact to yourusers and to the service. You submit the template for approval to an IBM SoftwareServices for Collaboration representative.Related information:


Reporting spam without the Report as Spam featureIf you do not enable the Report as Spam feature, you can provide theseinstructions to users for reporting spam manually.

Procedure1. Perform one of the following steps to save the spam message as an .eml file:

v From the web client, select the spam message, click More > Show MIMEFull, select all, copy the entire contents to a text file, and save the file withthe extension .eml.

v From the Notes client, drag the spam message to the desktop. The message isautomatically saved as an .eml file.

2. Attach the .eml file to a new message.3. Mail the new message to one of the following addresses:

v If you want to receive a confirmation email from the service, mail themessage to [email protected].

v If you do not want to receive a confirmation email from the service, mail themessage to [email protected].

Enabling busytime details in calendarsYou can enable IBM Notes users and web client users to see busytime details incalendars.



About this task

If you enable this feature, when users schedule a meeting or use a group calendar,they can click a block of busytime in someone's calendar to see details about thecalendar entry. Users can see calendar details only if users grant them this accessto their calendars. The following types of detailed information can be seen:v Type of calendar entry, for example, meeting or appointmentv Optionally assigned calendar categoryv Meeting chairv Locationv Room

This feature is disabled, by default. When it is disabled, users can still see theblocks of time when users are busy, they just cannot see details about those blocksof time.

Complete the following steps to enable busytime details.


Notes.4. Click Account Settings.5. Click Email & Calendar Options.6. In the Calendar Details section, select Enable calendar detail collection.

Results

When Notes client users and web client users schedule a meeting or use a groupcalendar, they can click a block of busytime in a calendar to see details if they aregiven the access to do so. Users control who can see their calendar informationand whether detailed calendar information is visible or only users' availability. Tocontrol access to their calendars, web client users click Preferences > Delegation >Schedule. Notes users click More > Preferences then Access and Delegation >Access to Your Schedule.

Configuring instant messagingUse the Instant Messaging settings in IBM SmartCloud Notes Administration tospecify whether to enable an instant messaging community in clients automatically.Instant messaging enables users to chat with and see the availability of other usersin the service. You can automatically enable use of the service instant messagingcommunity. For web users, you can automatically enable an on-premises IBMSametime community managed by your company.

About this task

By default, web users automatically connect to the instant messaging communityin the service if the Enable instant messaging preference is selected on the client.By default, IBM Notes 8.5.2 or later clients automatically connect to the instantmessaging community in the service if the clients are installed with the Sametime(integrated) option. Users are also logged on to the community automatically.


You can change the default setting and allow web users to instead connectautomatically to an on-premises Sametime community at your company site. Youmust use a Sametime Proxy Server 8.5.2 (IFR1 or later) and configure it to supportthis capability. Notes clients can also connect to an on-premises community if youconfigure the clients to connect to the community yourself.


Notes.4. Click Account Settings

5. Click Instant Messaging.6. In the Instant Messaging Integration window, select an option described in the

following table and then click Save.If you switch from one option to another, the service pushes the change to theclients immediately.

Table 25. Instant messaging configuration options

Option Result - web users Result - Notes

Enable the service instantmessaging community forIBM Notes and SmartCloudNotes web users

Web users are logged on tothe service instant messagingcommunity if they performthe following steps from theInbox:

1. Click More > Preferences

2. Under Instantmessaging, select Enableinstant messaging.

Multiple communities arenot supported.

Notes users who use Notes8.5.2 or later installed withthe Sametime (integrated)option are logged on to theservice instant messagingcommunity.

The connection to the servicecommunity overwrites anypre-existing embeddedconnection to an on-premisesSametime community.

Notes 8.5.1 clients are notaffected by this option. Toenable them to access theservice instant messagingcommunity, manuallyconfigure the clients toconnect to the community.

Enable an on-premises IBMSametime community forSmartCloud Notes web users

Web users can connect to anon-premises Sametimecommunity managed byyour company after youconfigure the on-premisesenvironment.

Notes users can use instantmessaging, but you mustconfigure the clientsmanually to connect tocommunities.

Disable instant messagingintegration

Web users cannot use instantmessaging.

Notes users can use instantmessaging, but you mustconfigure the clientsmanually to connect tocommunities.


Configuring the web client to connect to an on-premisesSametime communityComplete this procedure to configure IBM SmartCloud Notes web clients toconnect to an IBM Sametime community at your company site.

Before you begin

The following Sametime server components must be installed on-premises. Forinstructions, see the Sametime documentation.v Sametime Server 8.0.2, or Sametime Community Server 8.5 or later. For

installation instructions, see the Sametime documentation.v Sametime Proxy Server 8.5.2IFR1. For installation instructions, see the Sametime

documentation.v The Sametime Proxy Server requires the latest hot fix, which is available on IBM

Fix Central. The hot fix includes installation instructions. This link retrieves thelist of fixes for Sametime 8.5.2 IFR1 for all operating systems; find the latest fixfor the Sametime Proxy Server on the operating system you use.

Note: The Sametime System Console is not used in this deployment.

About this task

Allowing the web client to connect to the on-premises Sametime communityrequires that users be able to access the Sametime Proxy Server from the samelocation where they access SmartCloud Notes. If your organization chooses torestrict access to the Sametime Proxy Server to users inside the corporate network,then all users must connect to that corporate network in order to access Sametimefunctionality in SmartCloud Notes.

If your organization wants to allow users to access Sametime functionality inSmartCloud Notes from locations outside the corporate network, you must ensurethat requests to https://Server_name:Port_number/ are correctly forwarded to theSametime Proxy Server, regardless of where they originate. To support externalconnections, the following requirements must be satisfied:v Server_name must be listed in the public DNS (domain name server).v The firewall must allow connections to Server_name on Port_number.v You must create network routes that allow connections to reach the Sametime

Proxy Server.

Procedure1. Configure the on-premises Sametime Proxy Server to allow connections from

the SmartCloud Notes domain by completing the following steps:a. On the computer where the Sametime Proxy Server is installed, open the

stproxyconfig.xml file that is stored in the deployment manager's profile:The deployment manager's stproxyconfig.xml file is typically located in thefollowing directory:WebSphere_AppServer_install_root/profiles/Deployment_Manager_Profile_Name/config/cells/Cell_Name/nodes/Node_Name/servers/STProxyServer/

For example, on IBM AIX® or Linux:/opt/IBM/WebSphere/AppServer/profiles/dmgr/config/cells/STProxyCell1/nodes/STProxyNode1/servers/STProxyServer

On Microsoft Windows:


http://www-01.ibm.com/support/knowledgecenter/SSKTXQ/welcome

http://www-933.ibm.com/support/fixcentral/swg/selectFixes?parent=ibm~Lotus&product=ibm/Lotus/Lotus+Sametime&release=8.5.2.1&platform=All&function=recommended

http://www-933.ibm.com/support/fixcentral/swg/selectFixes?parent=ibm~Lotus&product=ibm/Lotus/Lotus+Sametime&release=8.5.2.1&platform=All&function=recommended

C:\Program Files\IBM\WebSphere\AppServer\profiles\dmgr\config\cells\STProxyCell1\nodes\STProxyNode1\servers\STProxyServer

b. In the stproxyconfig.xml file, look for the closing </server> tag and addthe following statement immediately after it:<domainList>Your_organization_domain_name,SmartCloud_Notes_domain_name</domainList>

Specify your own organization's domain name forYour_organization_domain_name. To determine the SmartCloud Notes domainyour company uses, open the Inbox and look at the domain name that isshown in the browser URL. For example, in the following browser URL, theSmartCloud Notes domain is notes.na.collabserv.com:https://mail.notes.na.collabserv.com/livemail/iNotes/Mail/?OpenDocument

Note: The server, mail, is not part of the domain name.Specify one of the following values for the SmartCloud_Notes_domain_name:v If you use the North America data center: notes.na.collabserv.comv If you use the Asia Pacific data center: notes.ap.collabserv.comFor example, if the Renovations company uses the North America datacenter, the statement looks like the following line:<domainlist>renovations.com,notes.na.collabserv.com</domainlist>

c. Copy the new statement so you can use it again, and then save and closethe file.

d. On the same computer, open the copy of the stproxyconfig.xml file that isstored in the Sametime Proxy Server's profile:The Sametime Proxy Server node's copy of stproxyconfig.xml file istypically located in the following directory:WebSphere_AppServer_install_root/profiles/Sametime_Proxy_Profile_Name/config/cells/Cell_Name/nodes/Node_Name/servers/STProxyServer/

For example, on IBM AIX or Linux:/opt/IBM/WebSphere/AppServer/profiles/STPAppProfile/config/cells/STProxyCell1/nodes/STProxyNode1/servers/STProxyServer

On Microsoft Windows:C:\Program Files\IBM\WebSphere\AppServer\profiles\STPAppProfile\config\cells\STProxyCell1\nodes\STProxyNode1\servers\STProxyServer

The Sametime Proxy Server's path looks very similar to the deploymentmanager's path, but references the Sametime_Proxy_Profile_Name instead ofthe Deployment_Manager_Profile_Name.

e. Add the same new statement to the Sametime Proxy Server's copy of thestproxyconfig.xml file (after the closing </server> tag as before), and thensave and close the file.

f. Restart the Sametime Proxy Server.2. If web clients do not have VPN access to the Sametime Proxy Server, provide

external access to the server.3. If your Sametime server restricts access to certain types of clients, allow access

to web clients by adding the following value to the VPS_ALLOWED_LOGIN_TYPESsetting in the [Config] section of the sametime.ini file:14A4

For more information, see Technote 1114318.4. Complete the following steps to enable the service to connect to the

on-premises community:a. Log on to the service as an administrator.



b. Click Administration > Manage Organization.c. In the System Settings section of the navigation pane, click IBM

SmartCloud Notes.d. Click Account Settings.e. Click Instant Messaging.f. Click Enable an on-premises IBM Sametime community for SmartCloud

Notes web users.g. Provide the Sametime Proxy Server URL, for example, https://

stproxy01.renovations.com.5. Instruct Internet Explorer users to modify the browser trusted sites list as

follows:a. Click Tools > Internet Options

b. Click Security.c. In the Select a Zone to view or change security settings section, click

Trusted sites and then click Sites.d. Add the following sites to the Websites box:

*.lotuslive.com*.collabserv.com

In addition, add the Sametime Proxy Server URL, for example:https://stproxy01.renovations.com.

6. Instruct users to complete the following steps from their SmartCloud Notesweb Inbox:a. Click More > Preferences

b. Click Instant messaging > Enable instant messaging.Related information:

Sametime documentation

Manually configuring Notes clients to connect to the serviceinstant messaging communityIf you performed the procedure “Configuring instant messaging” and selected theoption Enable an on-premises IBM Sametime community for SmartCloud Notesweb users or the option Disable instant messaging integration, IBM Notes clientsare not configured automatically to connect to the instant messaging community inthe service. This topic describes how to configure Notes clients to connect to theservice instant messaging community yourself if you selected either of theseoptions.

Before you begin

Notes must be installed with the Sametime (integrated) option selected.

About this task

Perform this procedure for any of the following reasons.v You want to allow Notes 8.5.1 clients to connect to the service instant messaging

community.v You want to allow Notes clients to connect to an on-premises Sametime

community and to the service instant messaging community. You will configurethe service instant messaging community as a secondary community.


http://www-01.ibm.com/support/knowledgecenter/SSKTXQ/welcome

Note: To provide dual-community enablement, the on-premises IBM Sametimeserver must be configured to support IBM Sametime Standard clients. You mustpurchase the Sametime Standard license separately, as the SmartCloud Notesentitlement supports IBM Sametime Entry only.

v You want to allow some, but not all, Notes 8.5.2 or later clients to connect to theservice community as the primary community. If you want all Notes 8.5.2 orlater clients to connect to the service instant messaging community as theprimary community, instead perform the procedure “Configuring instantmessaging” and select the option Enable the service instant messagingcommunity for IBM Notes and SmartCloud Notes web users.

Perform the following steps to configure a Notes client to connect to the serviceinstant messaging community.

Procedure1. Start Notes.2. Click File > Preferences.3. Click Sametime.4. Click Server Communities.5. Perform the following steps to add the service instant messaging community to

the sidebar:a. Click Add New Server Community.b. Complete the fields in the Add Sametime Server Community window as

described in the following table, and then click OK.

Tab Field Field value

Not applicable Server community type Sametime

Not applicable Server community name Provide a name that identifiesthe new community.

Log in User name Service login name, forexample,[email protected]

Log in Password SmartCloud Notes web logonpassword

Do not specify the Notes clientlogin password.

Log in Use token based singlesign on

Do not select

Server Host server im.na.collabserv.com (if yourcompany uses the NorthAmerican data center)

im.ap.collabserv.com (if yourcompany uses the Asia Pacificdata center)

im.ce.collabserv.com (if yourcompany uses the Europeandata center)

Server Server community port 1533


Tab Field Field value

Server Send keep alive signalafter the following numberof seconds

60 (default)

Connection Connection Direct connection (default)

Options Use this server forawareness status lookup

Select (default)

Options Use canonical names forstatus lookup

Do not select (default)

6. If the client also connects to an on-premises community, make sure the servicecommunity is not the default community.

7. Click OK to save your changes.

Instant messaging featuresThe table in this topic summarizes the instant messaging features that are availablethrough the service instant messaging community.

Note: If IBM Notes clients connect to an on-premises IBM Sametime communityand to the service community, the version of Sametime that is used on-premisesdetermines the features that are available for both communities.

Table 26. Features supported by the service instant messaging community

Feature Available Not available

Online presence status;availability status icons;custom status message

X

The web client shows onlinepresence status for names inthe sidebar but not fornames in documents orviews. This limitation doesnot apply if an on-premisesSametime community isused.

Automated geographicawareness

X

Telephony status X

Set alerts when users areavailable; privacy lists,selective do not disturb

X

Business card display X

The name and email addressare displayed but not otherinformation, such as title andtelephone number.

Primary, frequent, and recentcontact list views

X

There is a 500-contact limit.

Public groups are notsupported.

The web client supports onlythe primary contact list.


Table 26. Features supported by the service instant messaging community (continued)

Feature Available Not available

Initiate chats with users notin your contact list

X

Security-rich one-on-one textchat and multi-way text chat.

X

Rich text formatting; spellcheck; emoticons andemoticon palettes

X

Time and date stamps; chathistory

X

The web client does notsupport chat history.

Log in to multiplecommunities

X

Supported by Notes clientsonly.

Screen capture tool; filetransfers

X

Supported by Notes clientsonly.Note: To providedual-community enablement,the on-premises IBMSametime server must beconfigured to support IBMSametime Standard clients.You must purchase theSametime Standard licenseseparately, as theSmartCloud Notesentitlement supports IBMSametime Entry only.

Instant screen share X

Zero-download browser chatclient

X

Supported by web clientsonly.

Online meetings X

Voice and video X

Community collaborationfeatures, such as instantpolls, broadcast chats, andpersistent group chat

X

Mobile use X

Telephony integration X

Setting password expiration for Notes IDsFor users who access the service with the IBM Notes client, you can specify whenNotes ID passwords expire. This password expiration does not apply to web usersbecause they log in using their web login password rather than a Notes IDpassword.


Before you begin

For information on how this feature interacts with the password synchronizationfeature, see “Enabling password synchronization” on page 33.

About this task

If users click File > Security > User Security, the Password must be changed byfield does not show the password expiration date.

Perform the following procedure to set password expiration for Notes IDs.


Notes and then click Account Settings.4. Click Password Management

5. Click Enable password expiration for IBM Notes clients.6. Enter the number of days a password can be used before it expires. The

minimum value for this setting is 30 days; the maximum is 3650 days.

Resultsv When password expiration is first enabled, the passwords of all current users

expire on a random basis after the expiration period, regardless of when thepasswords were last changed. For example, if the expiration period is 90 days,all current users are prompted to change their passwords on a random basiswhen first authenticating after the 90-day expiration period.

v The passwords of new users also expire on a random basis after the expirationperiod.

v Users who are logged in when this setting becomes effective are not promptedto change the password during the current login session.

v Users might experience a lag time of a few seconds between the time theychange their password and authentication. This lag occurs while the updated IDis synchronizing with the vault. If the synchronization does not complete,authentication can fail. In that case, users can wait a few minutes, and then tryagain. If the synchronization continues to fail and the user cannot access theclient, reset the Notes ID using SmartCloud Notes Administration.

What to do next

You might want to communicate the following information to your users:v There is no warning that informs them that their password is about to expire.v How often they will be prompted to reset their passwords.v What to do if authentication fails after they change their passwords.Related tasks:“Resetting passwords for Notes IDs” on page 31Reset the password on an IBM Notes ID file to change the current password.Typically you do this because a user has forgotten the current password.


Enabling password synchronizationWhen users change their service login passwords, password synchronizationenables the users to use the new passwords when they log in to the IBM Notesclient.

About this task

Password synchronization benefits users who are active users of both the web andNotes clients by allowing them to use one password for both clients.

After you enable password synchronization, when users change their service loginpasswords, the new passwords are added to the Notes ID files in the ID vault.Users can then use the new passwords the next time they log in to the service fromthe Notes client.

Password synchronization occurs whenever users change their service loginpasswords. Users can change the service login passwords at any time throughConnections Cloud My Account Settings. They also change the passwords:v After they log in to the service for the first time with temporary passwords;v After they log in to the service after an administrator resets their service login

passwords;v After they log in to the service when service login password expiration is

enabled and their passwords expire.

Before you enable password synchronization, be aware of the followinginformation:v The feature does not apply to users who log in to the service with a federated

identity that your organization defines.v Synchronization occurs in one direction: from the service login password to the

Notes ID password. Changing the Notes ID password does not change theservice login password.

v When service login passwords change, Notes client users are not required to usethe new passwords. Their old passwords remain valid until they use the newpasswords to log in to the service from the Notes client. Because the continueduse of the old password prevents ID synchronization with the ID vault, as a bestpractice, recommend to users that they use the new passwords on the Notesclient.

v Synchronization occurs after Notes clients are connected to the service.v Notes client users can change their Notes ID passwords, either by choice or

because you enable the Password Expiration setting in SmartCloud NotesAdministration and their passwords expire. When Notes users change the NotesID passwords, the service login passwords do not change automatically.However, users can use Connections Cloud My Account Settings to change theservice login passwords to match the new Notes ID passwords.

v If you enable password expiration for Notes IDs, a Notes ID password mightexpire before a user logs in to Notes with a new service login password. In thiscase, the user can log in to the Notes client with the old Notes ID password butthe user is prompted to change the password when opening mail or anotherapplication. At this point the user can provide the new service login password.

To enable password synchronization, complete the following procedure.



Notes and then click Account Settings.4. Click Password Management.5. In the Password Synchronization section of the page, select Enable password

synchronization.6. Click Save.

Results

When users change their service login passwords, they can use the new passwordsto log in to the Notes client.

If users change the Notes ID password, the service login password does notchange automatically.

What to do next

Notify users that the feature is enabled. Recommend that when they change theservice login passwords that they use the new passwords to log in to the Notesclient.Related tasks:“Resetting service login passwords” on page 30Users can reset their own service login passwords once within a 24 hour period byclicking Forgot password?. An administrator or administrator assistant can resetservice login passwords for any user at any time.“Setting service login password expiration” on page 31By default, service login passwords do not expire. Enforcing a password expirationperiod helps ensure that passwords are changed frequently. Administrators can seta password expiration interval for all users.Related information:

Federated identity management

Logging activity in journal filesYou can log different types of activity in journal files that you then download fromthe service.

Before you begin

Before you complete this procedure, you must request integration serverenablement from an IBM Connections Cloud customer services representative(CSR). When you do so, you provide an account identity to use to connect to theFTP site to download the journal files. You are notified when your enablementrequest is complete. For more information, see Requesting integration serverenablement in the Connections Cloud integration server documentation.

About this task

The following types of journal files are available for Notes:v Notes mail delivery, which records each email message that service users send.


http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/SAMLFederatedIdentity/fim_top.dita

http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/IntegrationServer/llis_enablingllis_t.dita

http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/IntegrationServer/llis_enablingllis_t.dita

v Notes client session, which records each attempt to log in to the service from aNotes client to access an application such as mail or the company directory.

The journal service produces gzip-compressed journal files about every 24 hours.You use an FTP client to download the journal files from the IBM ConnectionsCloud integration site. Files are removed from the integration site after seven days.

Journal files are available for other Connections Cloud services, as well. For moreinformation, see the Connections Cloud journaling documentation.

After you are notified that your request for integration server enablement iscomplete, complete the following steps to enable journaling through SmartCloudNotes Administration.

Procedure1. Log on to the service as an administrator.2. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes.3. Click Account Settings.4. Click Journaling Options.5. Select any of the following options to specify the type of journal files to

generate:v Notes mail delivery

v Notes client sessions

6. Click Save.

What to do next

You can begin downloading journal files in about 24 hours.Related information:

Connections Cloud journaling documentation

Downloading journal filesYou can begin to download journal files about 24 hours after you enablejournaling.

Before you begin

Request integration server enablement, then enable journaling options inSmartCloud Notes administration. For more information, see “Logging activity injournal files” on page 93.

Make sure that your corporate firewall allows outbound connections to thefollowing hosts over FTP port 990 and FTP PASV port range 60000 - 61000:v North America data center: ftp.na.collabserv.comv Asia Pacific data center: ftp.ap.collabserv.comv European data center: ftp.ce.collabserv.com


http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/journaling/ll_journaling_top.dita

Procedure1. From an FTP client, specify the following connections settings:

Setting Value

Host If you use the United States data center:ftp.na.collabserv.comIf you use the Asia Pacific data center:ftp.ap.collabserv.comIf you use the European data center:ftp.ce.collabserv.com

Protocol FTP

Port 990

Encryption Implicit FTP over TLS

User and password Account name and password that is used toconnect to the FTP site.

2. Connect to the FTP host.3. Change to the journal directory.4. Select and download the following files:

v If you enabled Notes mail journaling, download files named<date>.NOTESMAIL.txt.gz

v If you enabled Notes client session journaling, download filesnamed<date>.NOTES_NRPC_SESSION.txt.gz.

<date> is the file creation date.Related tasks:“Configuring the firewall for outbound connections” on page 17Configure the firewall to allow outbound connections to the service.Related information:

Integration server documentation

Format of the Notes mail journal fileA Notes mail journal file records each message that users send.

File name

The name of the compressed file that you download is <date>.NOTESMAIL.txt.gz,where <date> is the file creation date , in YYYY-MM-DD format. For example:2012-12-23.NOTESMAIL.txt.gz.

Syntax

Each record in a Notes mail journal file conforms to the following syntax:date user name (id=customerId, customerId=customerId) performed ACTION[on object (type=TYPE, id=OBJECTID, name=name, customerId=customerId)][targeted at (type=TYPE, id=TARGETID, name=name, customerId=customerId)]with outcome OUTCOME [REASON][(EXTRA)]

Each record in a journal file is contained in a single line.

Parameters

date



A date and time, for example, 2012-12-18T13:23:47+0000. One of thefollowing values is logged:v The date and time that a user sends a message to another user at the

companyv The date and time that a message failed to be delivered to a user at the

companyv The date and time that a user sends a message to an external user at

another company

name

The user’s Notes name, if an internal user sends the message, for example,CN=Samantha Daryn/O=Renovations. An Internet email address, if anexternal user sends the message.

customerId

The unique number that identifies the company subscription in the service.

ACTION

SENT_MAIL

TYPE

The type of object or target. The object type is always MAIL_MESSAGE. Thetarget type is always RECIPIENT.

OBJECTID

The unique identifier of the mail message that is sent.

name

The name of the OBJECTID or the TARGETID. The name for theOBJECTID is always MAIL. The name for the TARGETID is the emailaddress of the recipient.

TARGETID

The unique identifier for the recipient. This value is always null becausethe email address specified in the name parameter uniquely identifies therecipient.

OUTCOME

The result of the action, either SUCCESS or FAILURE. If the outcome of anevent is FAILURE, the reason is given. The reason is in uppercase and canbe multiple words separated by underscores. For example: FAILURE“USER_NOT_FOUND”.

EXTRA

Contains the size of the message in kilobytes.

Examples

Note: The following example records are shown on multiple lines. In the journalfile, each record is a single line.1. Samantha Daryn sends a message to another internal user at the company, Allie

Singh. Allie receives the message.2012-12-30T19:03:01+0000 user CN=Samantha Daryn/O=Renovations(id=20076547, customerId=20076547) performed SENT_MAILon object (type=MAIL_MESSAGE, id=<OFF0EBF61D.5CAAD94F-ON85257A


78.005C2BF7-85257A78.005C3063@LocalDomain>, name=“MAIL”,customerId=20076547) targeted at (type=RECIPIENT, id=,name=“CN=allie singh/[email protected]”, customerId=20076547)with outcome SUCCESS (size=“1”)

2. Samantha Daryn sends a message to another internal user at the company, AllieSingh. Allie’s name is not found in the directory and the message is notdelivered.2012-12-28T15:02:01+0000 user CN=Samantha Daryn/O=Renovations(id=20076547, customerId=20076547) performed SENT_MAILon object (type=MAIL_MESSAGE,id=<OF0645EB2C.8B339FE8-ON00257A9B.0054F723-00257A9B.0054F726@LocalDomain>,name=“MAIL”, customerId=20076547) targeted at (type=RECIPIENT, id=,name=“CN=allie singh/[email protected]”, customerId=20076547)with outcome “FAILURE RECIPIENT NOT FOUND IN COMPANY DIRECTORY” (size=“2”)

3. Samantha Daryn sends a message over the Internet to an external user,[email protected]:02:01+0000 user CN=Samantha Daryn/O=Renovations(id=20076547, customerId=20076547) performed SENT_MAILon object (type=MAIL_MESSAGE, id=<OF8E758E11.39C4D326-ON00257A9B.00550042-00257A9B.00550046@LocalDomain>, name=“MAIL”,customerId=20076547) targeted at (type=RECIPIENT, id=,name=“[email protected]”, customerId=20076547)with outcome SUCCESS (size=“1”)

Format of the Notes client session journal fileA Notes client session journal file records information about each IBM Notes clientlogin session within the service.

File name

The name of the compressed file that you download is<date>.NOTES_NRPC_SESSION.txt.gz, where <date> is the file creation date, inYYYY-MM-DD format. For example: 2012-12-23.NOTES_NRPC_SESSION.txt.gz.

Syntax

Each record in a Notes client session journal file conforms to the following syntax:date user name (id=customerId, customerId=customerId) performed ACTION[on object (type=TYPE, id=OBJECTID, name=name, customerId=customerId)][targeted at (type=TYPE, id=TARGETID, name=name, customerId=customerId)]with outcome OUTCOME [REASON][(EXTRA)]

Each record in a journal file is contained in a single line.

Parameters

date

The date and time a Notes client user logs in to the service or attempts tolog in, for example, 2012-12-18T13:23:47+0000.

name

The user’s Notes name, for example, CN=Samantha Daryn/O=Renovations

customerId

The unique number that identifies the company subscription in the service.

ACTION

NRPC_SESSION


TYPE

The type of object or target. The object type is always NRPC_SESSION. Thetarget type is always USER.

OBJECTID

A unique session ID

name

The name of the OBJECTID or the TARGETID. The name for theOBJECTID is always NRPC_SESSION. The name for the TARGETID is theuser’s Notes name, for example, CN=Samantha Daryn/O=Renovations.

TARGETID

The unique identifier for the user. This value is always null because thename parameter uniquely identifies the user.

OUTCOME

The result of the action, which is always SUCCESS.

EXTRA

The following information is provided:v Number of databases accessedv Number of documents that are read and writtenv Time to connect to the service, in secondsv The client versions being used

Examples

Note: The following example records are shown on multiple lines. In the journalfile, each record is a single line.1. Samantha Daryn logs in to the mail server in the service successfully from

Notes.2013-04-09T14:35:12+0000 user CN=Samantha Daryn/O=Renovations(id=20076547,customerId=20076547) performed NRPC_SESSION on object (type=NRPC_SESSION,id=02E31600, name=“NRPC_SESSION”, customerId=20076547) targeted at (type=USER,id=, name=“CN=Samantha Daryn/O=Renovations”, customerId=20076547) with outcomeSUCCESS (DBs accessed=“1”, docs read=“0”, docs written=“0”, connect time=“302”,client version=“90010”,)

Configuring IMAP accessYou can allow users to access IBM SmartCloud Notes from third-party emailclients using IMAP. By default, the option Disable IMAP for all users is selected,but you can enable it for all users.

About this task

After you enable IMAP access, service users can configure their mail clients forIMAP access using information provided by the service. The following IMAPclients are supported:v Apple emailv Microsoft Outlook 2003, 2007v Thunderbird



Notes.4. Click Account Settings and then click IMAP Email Access.5. Select Enable IMAP for all users, and then click Save.

Results

If you enabled IMAP for all users, then service users can set up their IMAP clientsfor IMAP access to SmartCloud Notes mail.Related information:

Setting up IMAP clients

IMAP client limitationsThere are a few limitations when using an IMAP client to access IBM SmartCloudNotes.

Folder limitations

The following restrictions apply to folders used with IMAP:v A single folder name cannot exceed 64 bytes.v An unlimited number of nested folders is allowed, but the combined length of

all nested folder names (including delimiters) cannot exceed 129 bytes.

View limitations

The service provides IMAP clients access to folders in user mail files but not toviews. The Drafts, Sent, and Trash views in mail files therefore are not availablethrough IMAP clients. To work around this limitation, IMAP client users can createfolders that correspond to these views and put messages in the folders instead.IBM Notes or web client users must open these folders to see the messages inthem.

Return receipt

The service does not support the use of return receipts with IMAP clients. If yourequest a return receipt and the recipient opens the message using the IBM Notesor web client, no return receipt is generated.


https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_imap.html

Chapter 5. Onboarding users

Onboarding refers to all the steps that are done to get users up and running withmail files and mail servers in the cloud.

Before you begin

Before you onboard users, configure the service and, optionally, customize settings.

Deciding whether to use the Notes clientIBM SmartCloud Notes web is the mail client that is available automatically to allIBM SmartCloud Notes users through a browser. Before you prepare to onboardusers, decide whether you want them to use the optional IBM Notes client inaddition to or instead of SmartCloud Notes web.

About this task

For the following reasons, many companies decide to use SmartCloud Notes weband not the Notes client:v Users get access to new features automatically as they are available in the

service.v IT departments save money by avoiding the need to upgrade and maintain

Notes clients.v SmartCloud Notes web is easy to use and the interface is similar to that of

recent versions of IBM iNotes and Notes. There might be little or no trainingneeded.

v Most Notes clients features are available in SmartCloud Notes web.

A recommended approach is to start all users in the service with SmartCloudNotes web. After users become familiar with it, you have a better sense of whichusers, if any, still need the Notes client. The following table describes some reasonsto use the Notes client, as well as alternative options.

Table 27. Reasons you might use the Notes client

Reason Considerations and alternatives

Users need access to IBM Dominoapplications on-premises.

The Notes Browser Plug-in is an alternativeoption to the Notes client. This plug-inprovides access to on-premises Notesapplications through a browser.

Users need access to mail whendisconnected from the network.

Currently, only the Notes client supportslocal, disconnected access to mail. Local mailfile access is provided through managedmail replicas (in hybrid environments) orstandard local mail file replicas (inservice-only environments).

Before you choose the Notes client for thisreason, consider that with the increased useof mobile devices, some users might nolonger require offline access throughnotebooks or desktops.

101

Table 27. Reasons you might use the Notes client (continued)

Reason Considerations and alternatives

Internet connections are slow. In hybrid environments, users with slowInternet connections, for example, users withlimited bandwidth connections, see betterperformance if they use managed mailreplicas on Notes clients. In service-onlyenvironments, these users benefit from usingstandard local mail file replicas on Notesclients.

Users are starting with new mail files in theservice and want access to old mail archivedon-premises.

Currently, accessing mail that is archivedon-premises requires a Notes client.

Users want features that are available onlywith the Notes client.

For a feature comparison, see the technote“Comparison tables of features between IBMNotes, IBM iNotes, and IBM SmartCloudNotes web”.

In hybrid environments, users want tomanage (be delegates for) the mail files ofon-premises users.

Managing on-premises mail files of userswho are not provisioned for the servicerequires the Notes client.

Related information:

Technote: Comparison tables of features between IBM Notes, IBM iNotes &IBM SmartCloud Notes web

Notes Browser Plug-in

IBM SmartCloud Notes client requirements

Preparing for onboardingTo prepare for onboarding, complete these tasks to prepare users, clients, and mailfiles.

Before you begin

Before you prepare for onboarding, complete the following tasks:v Chapter 4, “Configuring the service,” on page 25v “Deciding whether to use the Notes client” on page 101

About this task

Table 28. Tasks to prepare for onboarding

TaskWhy the task isimportant

Additionalinformation Complete?

Create a detailedprovisioningschedule and requireyour project team tosign off on it.

This step ensures thatprovisioning happensin planned stagesthat take into accountfactors such as pilotusers, workschedules,geographic locations,and clients used.

Delegates of mailfiles mustprovisioned tomanage mail files ofprovisioned users.For more informationsee “Mail filedelegation” on page118.


http://g01zciwas018.ahe.pok.ibm.com/support/dcf/preview.wss?host=g01zcidbs003.ahe.pok.ibm.com&db=support/swg/swgdocs.nsf&unid=334AE77DCF505E3685257C1A00485A26&taxOC=SSKTWP&MD=2013/11/08%2014:11:58&sid=#Productivity

http://g01zciwas018.ahe.pok.ibm.com/support/dcf/preview.wss?host=g01zcidbs003.ahe.pok.ibm.com&db=support/swg/swgdocs.nsf&unid=334AE77DCF505E3685257C1A00485A26&taxOC=SSKTWP&MD=2013/11/08%2014:11:58&sid=#Productivity



Table 28. Tasks to prepare for onboarding (continued)



Preparecommunications andtraining.

This step allows for asmooth transition tothe service andreduces help deskcalls.

“Preparingcommunications andtraining” on page 117

Develop a method totrack provisioning.

This step helps youunderstand at whatstage users are at inthe transition to thecloud and is alsouseful for providingstatus reports toexecutivemanagement.

Request removal oftrial accounts.

Provisioning can failfor users who havetrial accounts.

Contact Support todetermine whetherusers at yourcompany have trialaccounts.

In hybridenvironments, ifusers will not use theIBM Notes clientwith the service,verify that the usershave Notes ID files towhich they oradministrators havelocal access.

Though notrequired,Notes IDfiles enable users tosign email, readencrypted email, andto recall mailmessages. ID files aretypically required toenable administratorsto change users'Notes names.

Customize mail fileaccess.

This step is requiredif you want to allowpeople who are notthe owners of mailfiles to access mailfiles without beingdelegates. Typicallythis access isprovided by adding acustomer-specificadministrator groupto mail file ACLs.

“Preparingcustomized mail fileACLs” on page 68

Familiarize yourselfwith passwordrequirements forlogging in to theservice

The passwordrequirements mightbe different fromones that arecurrently used inyour on-premisesenvironment.

“Password rules byauthenticationmethod” on page 45

Chapter 5. Onboarding users 103

https://www.ibm.com/cloud-computing/social/us/en/support/

Table 28. Tasks to prepare for onboarding (continued)



In hybridenvironments only,verify that users’Person documentscomply with servicerequirements.

This step helps toensure a smoothtransition to theservice.

(Optional) In hybridenvironments only,configure multipleInternet addresses forusers

This step appliesonly if users havemore than oneInternet emailaddress, for example,if users have twoemail addresses as aresult of a companymerger.

(Optional) Ensurethat a custom mailtemplate is uploadedto the service, if youplan to use one.

You can apply thecustom templateduring userprovisioning so thatusers see the customdesign when theyfirst use the service.

See “Preparing to usecustom mail filetemplates” on page61.

(Optional) Set upbatch userprovisioning with theintegration server.

This step allows youto usecomma-separated-value (CSV) files toprovision batches ofusers.

See the section onuser provisioningand identitymanagement in theIntegration serverdocumentation.

Prepare for specificclients.

There are specialconsiderations foreach type of clientthat can be used withthe service.

v “Preparing for theweb client”

v “Preparing forNotes Travelerdevices” on page106

v “Preparing forNotes clients” onpage 108

v “Preparing forIMAP clients” onpage 114

Preparing for the web clientBefore you provision users who will access IBM SmartCloud Notes using the webclient, prepare for the web client.

Before you begin

Read about the web client.




About this task

Table 29. Tasks to prepare for the web client



Prepare foronboarding.

There are tasks toprepare that apply toall or most clients.

“Preparing foronboarding” on page102

Review thesupported browsersand browserversions, decidewhich to use, andupgrade browsers ifnecessary.

Using a supportedbrowser versionensures the bestexperience for yourusers.

SmartCloud Notesweb requirements

If users currently useIBM iNotes, comparethe features that aresupported forSmartCloud Notesweb.

Most IBM iNotesfeatures aresupported in thecloud. Making yourusers aware of thefew differences canreduces help deskcalls and improveuser satisfaction.

Technote:Comparison tables offeatures betweenIBM Notes, IBMiNotes & IBMSmartCloud Notesweb

Assess networkcapacity.

This step ensuresthat your site has thenetwork capacity tosupport the numberof web client usersyou plan to have

“Network capacityfor the web client”on page 14

If the Notes client isused with sharedlogin enabled, butthe client won't beused in the cloud,disable the sharedlogin feature beforeyou provision users.

This step enablesadministrators orweb client users toupload Notes ID filesto the vault in theservice manuallyafter provisioning.

An ID enabled forshared login cannotbe uploaded to theservice ID vaultmanually by a webclient user or anadministrator. It canonly be uploadedautomaticallythrough the use of aNotes client. Formore information onshared login, see theSecuring section ofthe Dominodocumentation.

(Optional) Deploy anextension forms fileto customize the webclient

Use an extensionforms file if youwant to customizethe visual theme,fonts, the action bar,and other aspects ofthe web client.

“Using extensionforms files tocustomize the look ofthe web client” onpage 64


http://www-01.ibm.com/support/docview.wss?uid=swg27023486#LotusLive%20Notes%20web

http://www-01.ibm.com/support/docview.wss?uid=swg27023486#LotusLive%20Notes%20web










Table 29. Tasks to prepare for the web client (continued)



Disable on-premisesIBM iNotes loginredirection, if used.

This step ensuresthat users are notredirected to theiron-premises mailservers after themove to the cloud.

For information onUsing iNotes IBMiNotes redirect, seethe Dominodocumentation.

An IBM SoftwareServices forCollaborationrepresentative canprovide a customredirector for cloudlogin.

Preparing for Notes Traveler devicesBefore enabling users to use IBM Notes Traveler mobile devices with the service,prepare your environment and the devices.

Before you begin

Read about Notes Traveler devices.

About this task

Before you provision users with a Notes Traveler subscription, complete the tasksin the following table to prepare.

Table 30. Tasks to prepare for Notes Traveler devices




There are tasks toprepare that are notclient-specific.


Ensure that yourfirewall configurationallows devices toaccess the serviceover WiFi.

Connections to hostsin the service overPort 443 are requiredfor WiFi access.

“Configuring thefirewall for outboundconnections” on page17

Review the NotesTraveler devicememory andoperating systemrequirements.

Using a mobiledevice that complieswith theserequirements ensuresthe best experiencefor your users.

Notes Travelerrequirements for thecloud.






Table 30. Tasks to prepare for Notes Traveler devices (continued)



If you plan to useBlackBerry 10devices, first verifythat your wirelesscarrier supports theminimum operatingsystem level that isrequired in thecloud.

Some carriers mightnot support theminimum requiredBlackberry 10operating systemlevel.

Notes Travelerrequirements for thecloud.

Enable cookies indevice browsers.

Cookies must beenabled to connect tothe service and tosync mail on devices.

Review NotesTraveler devicepolicy settings.

Be aware of policysettings that theservice enforces thatmight be differentthan your currentsettings.

“Notes Travelerdevice settings”

Review devicelimitations in thecloud.

This step makes youaware of anychanges that usersmight see after themove to the cloud.

Notes TravelerTroubleshooting,known limitations,and restrictions.

(Optional) Enableapplicationpasswords.

This step is requiredonly if yourcompany enables fullfederated identityauthentication andAndroid devices thatrun Notes Traveler9.0.1.3 or a higherare not used.

v “Enablingapplicationpasswords” onpage 43

v “Setting upfederated identitymanagement” onpage 36

Notes Traveler device settingsThe service enforces the following device settings.v Device passwords of at least 4 characters are required.v Device lockout occurs after 30 minutes of inactivity.v There is no limit to the number of incorrect password attempts.v On Android, Apple, Windows Tablet, and BlackBerry 10 devices, there is no size

limit to attachments in received emails. Attachments are always downloadedduring device syncs.

v On Windows Mobile devices, there is a 4 MB limit to attachments in receivedemails. When the combined attachment size exceeds the limit, attachments areremoved from emails that are synced to the device.

Note: Windows Tablet requires a device password of at least eight characters. Thepassword must include at least three of the following types of characters: uppercase, lower case, number, special character.




https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/troubleshooting_tips_and_known_limitations.html




Preparing for Notes clientsUse of the IBM Notes client to connect to the service is optional. If you want yourusers to use the Notes client, understand the steps to prepare.

Before you begin

Read about the “Notes client” on page 7 and decide whether to use it.

About this task

Skip this task is you do not plan to use the Notes client.

Table 31. Tasks to prepare for the Notes client






Compare the featuresthat are supportedfor the on-premisesclient to the featuredthat are supported inthe cloud.

Most features arealso supported in thecloud, but there aresome differences tobe aware of.

Technote:Comparison tables offeatures betweenIBM Notes, IBMiNotes & IBMSmartCloud Notesweb









Table 31. Tasks to prepare for the Notes client (continued)



Evaluate yourcurrently deployedclients. If necessary,upgrade to newerversions of the client.

A version of Notes(Standardconfiguration) that issupported in thecloud is required.

To ensure a smoothtransition, leaveplenty of time tocomplete clientupgrades, and, ifnecessary, relatedhardware upgrades,before you provisionusers for the cloud.

There are variousupgrade methodsavailable, includingdesktop pushtechnology, NotesSmart Upgrade, andend-user controlledupgrades.

v Technote:SmartCloud Notesclient requirements

v Upgrade Central:Planning yourupgrade to IBMNotes and Domino9.0 Social Edition

v Search for “UsingNotes SmartUpgrade” in theIBM Dominodocumentation.

.

In hybridenvironments,configure managedmail replicas

Managed mailreplicas arerecommended toprovide Notes usersquick, local access totheir mail whenconnected ordisconnected fromthe service.

Use an on-premisespolicy to configuremanaged mailreplicas. Completethis step before youprovision users sothat you can resolveany issues specific tothis feature ahead oftime.

Assess networkcapacity

This step ensuresthat your site has thenetwork capacity tosupport the numberof Notes client usersthat will connect tothe cloud.

“Network capacityfor the Notes client”on page 14


http://www-01.ibm.com/support/docview.wss?uid=swg27023486#Lotus%20Notes%20requirements













(Optional) Use acustom mail filetemplate tocustomize the mailfile design.

If you prepare acustom mail filetemplate in advance,you can apply thecustom templateduring userprovisioning so thatusers' first experiencewith the cloud iswith the customdesign.

A short contract withIBM SoftwareServices forCollaboration isrequired to test andapprove the templatedesign. For moreinformation onrequirements andsteps, see “Preparingto use custom mailfile templates” onpage 61.

In hybridenvironments, reviewpolicy settings

Be aware of policysettings that theservice enforces thatmight be differentthan your currentsettings. Also,optionally customizesettings.

(Optional) In hybridenvironments, if youare not transferringmail files, exportcontacts, andcalendar entries thathave future dates.

After users move tothe cloud, they canimport the contactsand calendar entriesinto their new mailfiles.

Exporting calendarentries allows usersto save calendarentries in local .icsfiles. After users areprovisioned, they canimport the files intotheir new mail filesin the service.Contacts areimported along withthe saved calendarentries. For moreinformation, see thetopic about exportingand importingcalendars in theNotes client help.

(Optional) In hybridenvironments, if youare not transferringmail files, create mailarchives on-premisesbefore the move tothe cloud.

Mail archivesprovide users withaccess to old mailcontent after themove to the cloud.Note: Users cannotcreate local archivesof their on-premisesmail after the moveto the cloud.

You can use Dominopolicies to archivemail. Forinformation, see thetopic aboutunderstanding mailarchiving andpolicies in the IBMDominodocumentation.Alternatively, youcan use a third-partyarchivingapplication.








(Optional) Install theIBM ConnectionsActivity Plug-in

If your companypurchases acollaborationsubscription, thisstep provides accessto cloud Activitiesfrom the Notes clientsidebar.

“Connecting to cloudActivities throughthe Notes clientsidebar” on page 113

How the Client Configuration tool configures the Notes clientTo set up the IBM Notes client for use with the service, users download and runthe Client Configuration tool (config.nsf) from their workstations. The toolperforms the following configuration checks and tasks on the client.v Checks for the following information:

– The client is a version supported for IBM SmartCloud Notes access.– The config.nsf file contains information needed to perform the configuration.– The downloaded data is less than 24 hours old. If it is older than 24 hours, an

message informs users. They can continue to use the tool if they choose.v Performs other small consistency tests, such as checking that the current

Location document can be located.v Creates a wildcard Connection document that the client will use to connect to a

mail server in the service through the proxy server in the service. The servername in the Connection is */your_certifier, where your_certifier is the nameof the OU certifier you provided for your mail servers during serviceconfiguration.

v If the user is already using the Notes ID that they will use in the service, testsconnectivity to their new mail server on port 1352.

v If the tool needs to close the Notes client to force a download of the user ID file,it attempts to find an Offline location:– If an Offline location is found, the tool switches to it to prevent the client

from doing a final replication when it closes.– If no Offline location is found, the tool creates an Offline location (named

Offline) for this purpose.– If a location named Offline already exists, but is not suitable for configuration

purposes, a the tool creates a location named “Temporary location for cloudmail setup - safe to delete”.

Note: If the tool closes the Notes client for reasons other than to downloadthe Notes ID an Offline location is not needed.

v Creates a Location document called SmartCloud for username, or updatesit if it already exists and is incorrect.

v If the user has Connection documents (Contacts > Advanced view) that restrictwhich locations can be used, and the list includes the current location, then thetool updates those connections to allow the cloud location document. This isnecessary so that users can continue to access on-premises application serversusing the new cloud location.


v If the user has Account documents (Contacts > Advanced view) that restrictwhich locations can be used, and one of the locations is the current location, thetool updates the Account documents so that they can be used from the cloudlocation.

v If the user is not yet using the Notes ID file they will use in the service, the toolsets the Notes client to download the new ID the next time the user logs in tothe Notes client. This is done by assigning values to the following Notes.inisettings:– Location– KeyFileName– KeyFileName_Owner– MailServer– MailFile ID– VaultLastServer ID– VaultLastFlushTime

Note: The IDVault settings are cleared. Then when the user logs in to theNotes client using the service Notes ID, they are prompted to change theirpassword (in most cases). When they do, the client immediately updates theNotes ID in the Connections Cloud ID vault.

v Depending on the configuration tasks that have been completed at this time, thetool might shut down the Notes client. If so, a message informs the user, andprovides instruction for what to do next (for example, restart Notes and enterthe password for your SmartCloud Notes ID, to download the ID file). Againnote that sometimes the shutdown is done for purposes other than downloadingan ID file.

Downloading Notes client software and other entitled softwareYou can easily access the IBM Software Download Center to download IBM Notesand other software to which your company is entitled. Software entitlement isgoverned by the service Terms of Use and applicable License documents.

About this task

You can access the site if you have the Administrator account role. You can use thesite to download software before or after user subscriptions are activated.

To access the Download Center, complete the following steps:1. Log in to the service as an administrator.2. Click Apps > Downloads and Setup.3. In the Software Entitlements section, click View available software to get to

the Download Center.


4. In the Software Downloads page, type the partial or full name of the entitledsoftware in the Find by search text box. Then, click the search icon.

Search filter options are available to narrow product results by language andoperating system. For more information, see Technote 1674504.Related information:

Technote 1674504

Connecting to cloud Activities through the Notes client sidebarUsers with collaboration subscriptions in addition to SmartCloud Notessubscriptions are automatically logged in to the cloud Activities server through theActivities sidebar.

About this task

The Activities sidebar must be installed on the client. To install the Activitiessidebar in Notes 8.5.2 or later 8.5x versions, select the IBM Connections Notesinstallation option.



To install the sidebar in IBM Notes 9.0 Social Edition or later versions, install theIBM Connections Plug-ins. For more information, see the wiki article Where is theActivities Sidebar for Notes 9.0 Social Edition?

Activities integration is not supported for Notes 8.5.1.

Preparing for IMAP clientsIf you plan to use IMAP clients, complete these tasks to prepare.

Before you begin

Read about IMAP clients.

About this task

Table 32. Tasks to prepare for IMAP clients

TaskWhy this task isimportant





Verify that users havea supported IMAPclient installed.

Using a supportedclient is requiredbecause it providesthe best experiencefor users.

IMAP clientrequirements

Be aware of theIMAP clientlimitations.

This information canhelp withtroubleshooting.

IMAP clientlimitations

Open the firewallports that arerequired for IMAPaccess.

Ports 993 and 465must be open toallow connections tothe service via IMAP.

“Configuring thefirewall for outboundconnections” on page17

Enable IMAP accessin IBM SmartCloudNotesAdministration.

IMAP access is notenabled by default.

“Configuring IMAPaccess” on page 98

Preparing to use BlackBerry devicesIf you plan to use BlackBerry devices that are supported by a Hosted BlackBerryServices subscription, complete these tasks to prepare.

Before you begin

Read about “BlackBerry devices with a Hosted BlackBerry Services subscription”on page 8.


http://www-10.lotus.com/ldd/dominowiki.nsf/xpDocViewer.xsp?lookupName=IBM+Notes+9.0+Social+Edition#action=openDocument&res_title=Where_is_the_Activities_Sidebar_for_Notes_9.0_Social_Editionque&content=pdcontent&sa=true

http://www-10.lotus.com/ldd/dominowiki.nsf/xpDocViewer.xsp?lookupName=IBM+Notes+9.0+Social+Edition#action=openDocument&res_title=Where_is_the_Activities_Sidebar_for_Notes_9.0_Social_Editionque&content=pdcontent&sa=true

http://www-01.ibm.com/support/docview.wss?uid=swg27023486#IMAP%20client%20requirements

http://www-01.ibm.com/support/docview.wss?uid=swg27023486#IMAP%20client%20requirements

https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_imap_client_limitations_r.html


About this task

Table 33. Tasks to prepare for BlackBerry devices






Verify that thissubscription supportsthe BlackBerrydevices that youwant to use.

The HostedBlackBerry Servicessubscription does notsupport BlackBerry10.

An IBM SmartCloudNotes for HostedBlackBerry Servicessubscription enablesusers to access theservice throughBlackBerry devicesthat run operatingsystem versions 4.0through 7.x. Userswho use BlackBerry10 devices requireSmartCloud Travelerfor Notessubscriptions instead.For more informationabout devicerequirements for eachof thesesubscriptions, see theclient requirements.

Plan for time that isrequired to acceptand process theResearch in Motionterms of useagreement.

This step must becomplete before youcan provision usersand can take three tofour weeks.

After your companypurchases a HostedBlackBerry Servicessubscription, youmust accept theResearch in Motionterms of useagreement. Then,wait for an IBMrepresentative toindicate that yoursubscription setup iscomplete.


http://www-01.ibm.com/support/docview.wss?uid=swg27023486#BlackBerry%20for%20LotusLive%20Notes

Table 33. Tasks to prepare for BlackBerry devices (continued)



Ensure that devicesare set up to use anEnterprise data plan.

An enterprise dataplan is required toactivate theBlackBerry devicesfor the service.

If users currently usepersonal plans suchas BlackBerryInternet Service, theymust convert toenterprise data plans.Allow time for usersto contact the phonecompany to make thechange and to set upthe new plans ontheir devices. Usersshould know thatthey can no longeruse personal accountsin the cloud. Whenusers switch frompersonal plans toenterprise plans, youare likely to seeincreased costs thatare associated withpurchasing the newplans and with datausage.

Be aware of theBlackBerry devicesettings that areenforced in theservice, such aspasswordrequirements.

These settingrequirements mightbe different fromones that arecurrentlyimplemented at yourcompany.

If your currentpolicies are differentfrom the cloudpolicies,communicate thischange to users. Formore information, see“Settings enforced forBlackBerrysmartphones.”

BlackBerry browser isnot supported

You can notify usersif this behavior isdifferent from whatthey are accustomedto.

Access to webapplications in yourcorporate intranet oron the Internetthrough the device isnot supported.

Settings enforced for BlackBerry smartphonesThis topic describes the settings that the service currently enforces for BlackBerry®

smartphones.

Table 34. Settings enforced for BlackBerry smartphones

Policy Value

Allow users to send outbound messagesthrough services other than IBM SmartCloudNotes

No


Table 34. Settings enforced for BlackBerry smartphones (continued)

Policy Value

The maximum size of a single nativeattachment that can be downloaded to asmartphone

10240 (KB)

The total size of all native attachments thatcan be uploaded from a smartphone

5242880 (Bytes)

The maximum size of a single nativeattachment that can be uploaded from asmartphone

3145728 (Bytes)

Allow users to disable smartphonepasswords

No

Password pattern checks At least 1 alphabetic character and 1numeric character

Number of days after which a smartphonepassword expires and the smartphoneprompts the user to set a new password

90

The number of minutes of inactivity allowedbefore the smartphone is locked and theuser must provide a password to unlock it.

30

Minimum smartphone password length 8 characters

Smartphone password required Yes

The number of previous passwords that areprevented from being used as newpasswords

8

Reset smartphone to factory default settingswhen smartphone is wiped

Yes

Allow users to place calls while thesmartphone is locked

Yes

Preparing communications and trainingPrepare a communications and training plan to help your users, administrators,and help desk personnel make the transition to the service.

About this task

Prepare to communicate to your users the benefits of the service, the changes toexpect, and the steps to take to make the transition. Ensure that your help deskpersonnel are aware of the communications plan and are prepared to help usersfollow instructions that are provided in it. For several client-specific samplecommunications to use as a starting point, see the wiki article Preparingcommunications about the transition to SmartCloud Notes.

Consider use of the following training resources to help users, help desk personnel,and administrators become familiar with the clients and features available with theservice:v Preparing training for IBM SmartCloud Notes wiki articlev Technote 7040248: Comparison tables of features between IBM Notes, IBM

iNotes & IBM SmartCloud Notes webv IBM Multimedia Library for IBM Notes, affordable and proven resource for

Notes client training


http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Preparing_communications_about_the_transition_to_SmartCloud_Notes

http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Preparing_communications_about_the_transition_to_SmartCloud_Notes

http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Preparing_training



http://www-01.ibm.com/software/lotus/training/multimedialibrary.html

v Getting started with SmartCloud Notes clients, getting started resources that areprovided through the wiki

Mail file quotaCurrently a size limit (quota) of 25 GB is enforced on the mail files of users whowere provisioned before November 22, 2014; the mail file size limit of users whoare provisioned after this date is 50 GB. An exception is the mail files ofSmartCloud Notes Entry users, whose mail files have a 1 GB limit.

The sizes of the following mail file elements are factored into the quota calculation:v design elementsv documentsv view indexv Domino Attachment and Object Store (DAOS) elementv white spacev attachments

Full-text index size is not a factor in the quota calculation.

Users do not receive warning notifications if they are approaching their mail quota.However, web client users and Notes client users can see how close they are toquota by clicking the quota status bar that is shown near their name in the mailfile.

When a user’s mail file quota is reached, the user cannot receive mail and thesender of a message receives a delivery failure notification.

Some clients continue to allow mail to be sent when quota is reached, as describedin the following table. When a user with an over-quota mail file sends a messagethat cannot be delivered, the user does not receive a delivery notification failure.The service retries sending the delivery failure notification for about a day, and ifnot successful, deletes the notification.

Table 35. Send mail behavior when quota is reached

ClientSending mail withoutsaving a copy

Sending mail and saving acopy

Notes Mail is sent. Mail is sent but not saved.

web client Mail is sent. Mail is not sent or saved.

Notes Traveler Not supported. Mail is not sent. Mail staysin the Outbox and the clienttries to resend.

BlackBerry® smartphone Mail is sent. Mail is not sent. Mail staysin the Sent folder and can beresent later.

Mail file delegationUsing delegation preferences, users can allow other users to manage their mail,calendar, contacts, and to do items. Depending on which client is used, there aresome differences in how delegation works with IBM SmartCloud Notes.


http://www-10.lotus.com/ldd/bhwiki.nsf/dx/Getting_Started_with_LotusLive_Notes_clients

Notes client

Delegation works in the following way for users who access their mail using theIBM Notes client:v To set up delegation, users set a Mail > Access & Delegation preference. Once

set, this preference applies to both the Notes client and the web client.v In the Notes client, users can also delegate management of their Calendar,

Contacts, and To Do tasks.v A delegate cannot assign other delegates to a mail file.

Web client

Delegation works in the following way for users who access mail using the webclient:v To set up delegation, users set a Delegation user preference. Once set, this

preference applies to both the Notes client and the web client.v In the web client, users can also delegate management of their Calendar,

Contacts, To Do tasks, and Notebook.v A delegate cannot assign other delegates to a mail file.

Reassigning delegation after a user name change

If a delegate’s Notes user name changes, then the owner of the mail file mustreassign delegation to the new name. Doing so updates the mail file ACL (accesscontrol list) with the new name, which allows the user access to the database.Related tasks:“Changing a user name” on page 145When the name of a user changes, you edit the user account to change the name inone or more fields that include the user name. After you change the name, amulti-step process occurs. Many of the steps occur asynchronously, so there is noset time by which the rename process completes, although renames generallycomplete within one day.

Adding a SmartCloud Notes subscription to a user accountPerform the steps in this procedure to add a IBM SmartCloud Notes subscriptionto a user account. Adding a subscription is also referred to as provisioning.

Before you begin

Prepare for onboarding.

About this task

If you want to add subscriptions for many users at once, you can instead useprovisioning change files and the Connections Cloud integration server.

Note: In the Account Login section described in this procedure, if you do notprovide a distinguished name when you create an account, a system-generated oneis created. It is recommended that you allow the system to create this name foryou. Doing so ensures that the formula is applied correctly. Note, however, thatwhen the system generates the distinguished name, it does not display in theDistinguished Name field. The distinguished name for each user must be unique.If the system-generated name is already in use, then you are prompted to create


one manually. To determine the text to add to the user's name to form theDistinguished Name, complete the task Forming a distinguished name.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Perform one of the following steps:

v If the user already has an account, select the user name and click Edit UserAccount.

v If the user does not have account yet, click Add User Account.5. If this is a new account, complete the User Information fields. Otherwise,

continue to the next step.

Table 36. User Information

Field Steps

Given Type the users' given name, which is sometimes referred toas the first name.

Surname Type the user's surname, which is sometimes referred to asthe last name.

Language Select a language. The language you select here must be thesame language as the user's mail file template.

Department Optionally provide information such as a department nameor organizational code.

Role Select one or more of the following roles:

v AppDeveloper -- Select this role to give developerssufficient access to create extensions or add internalapplications.

v User -- This role is required for subscriptions.

v Administrator -- Select this role if the user will performadministrative tasks. If you also want to the administratorto have subscriptions, select the User role as well.

v Admin Assistant -- An admin assistant can reset logonpasswords for a user. If you also want to the adminassistant to have subscriptions, select the User role aswell.Important: You cannot assign both the Administrator andthe Admin Assistant role to a user.

v e-Discovery administrator -- If your company purchasedthe IBM SmartCloud Archive Essentials subscription,select this role to enable the user to perform e-Discoveryadministrator tasks.

v e-Discovery user -- If your company purchased the IBMSmartCloud Archive Essentials subscription, select thisrole to enable the user to perform e-Discovery user tasks,such as working with searches.

6. Click Next and in the Subscriptions page select IBM SmartCloud Notes as themail subscription. Select any other subscriptions that are available that youwant to assign to the user.

7. Click Next and complete the Account Login fields:


Table 37. Account Login

Field Steps

Notes email or Email Complete the following steps to specify the user's Internetmail address.

1. Determine the correct field to use:

v If the user account is new, enter the address in theEmail field. The value of this field is used as the user'sInternet mail address and as the web client loginidentity.

v If the user account already existed, enter the addressin the Notes email field. In this case, the value of theNotes email field is used for the user's Internet mailaddress and the value of the Email field is used as theweb client login identity.

2. Enter the first part of the user's SmartCloud NotesInternet email address, typically based on the user'sname. For example, for Samantha Daryn you might entersdaryn.

3. If your company uses more than one Internet domain,select the domain in which the user resides, for example,renovations.com.

Distinguished Name Leave this field blank so the system generates a Notesdistinguished name. If the system-generated name is in use,you see a prompt. In this case, you must provide a differentdistinguished name manually, following the rules describedin the topic Forming a distinguished name.

Initial password for user If this is a new user account, create and confirm a temporarypassword. This is the password users will use when they logon to the service with the web client for the first time.

Important: Make a note of this password to provide to theuser.

8. Click Finish.

What to do next

Check user provisioning status to determine when provisioning is complete or ifany provisioning errors occur.Related tasks:“Checking user provisioning status” on page 122After you add IBM SmartCloud Notes subscriptions to user accounts, check theprovisioning status of the users.Related information:

Integration server

Forming a distinguished nameA distinguished name is a unique name that is associated with a IBM Notes ID file.It is used to authenticate a Notes client user, and is seen in Notes mail messages,directories, in database ACLs, and in other groups used by the service. When youcreate a new user account, the Add User form includes a Distinguished Namefield. In most instances you will not complete this field; you can leave it blank andthe system will generate a distinguished name for the account based on the user's



name and other information you provide. However, if you decide to create thedistinguished name yourself, or if the system-generated one is already in use, youmust use the correct formula to create it.

About this task

It is recommended that you allow the system to create a distinguished name foryou. Doing so ensures that the formula is applied correctly. However, thedistinguished name for each user must be unique. If the system attempts togenerate a name and finds that it is already in use, then you are prompted tocreate one manually. In this scenario, the formula is provided for you, and you cansimply change the user name portion.

When the name of a user changes, you can update the information in theDistinguished Name field. Again, you are prompted to create a different one if thename you enter is already in use.

Note: System-generated distinguished names do not display in the DistinguishedName field on the Add User or Edit User forms after they are created. Only namesyou provide display in this field.

Use these steps to determine how to form the distinguished name.


Notes.4. In the SmartCloud Notes Administration window, click Account Settings.5. When the Account Setup window displays, look at the IBM Notes Names field.

This field identifies how your Notes names are formed:Your IBM Notes Names are:User Name/Renovations@Renovations

6. To form the distinguished name, begin with the common name, for example:Samantha Daryn

Next add the forward slash (/). Now the example looks like this:Samantha Daryn/

And finally, use the text after the slash but before the at sign (@) to completethe formula. Here is the distinguished name, for this example:Samantha Daryn/Renovations

Checking user provisioning statusAfter you add IBM SmartCloud Notes subscriptions to user accounts, check theprovisioning status of the users.

Before you begin

Complete the procedure “Adding a SmartCloud Notes subscription to a useraccount” on page 119.



Notes.4. In the Provisioning section of the SmartCloud Notes Administration window,

click Provisioning Status.5. Display the names of the users whose status you want to check. In the Search

box, type the beginning characters of any of the following user values:v Distinguished name, for example, Samantha Daryn/Renovations.v Internet email address, for example, [email protected] Last name, for example, Daryn.



v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.6. In the Status field, select one of the following options:

Option Description

In Progress Show all users in the search results who arein the process of being provisioned. Theservice is setting up mail files and doingother steps to prepare user accounts. Usersthat are shown in this view cannot use theSmartCloud Notes service yet.Note: It is possible for user accounts to bein a Held state. This state can be seen onlyin IBM Connections Cloud user accounts byclicking Home and then User Accounts. TheHeld state indicates that service isperforming routine checks. It does notindicate that there is a problem. Do notdelete and then re-add the account.Resolution often takes a few hours or less;however, on some occasions it can take afew days. If you are concerned that the Heldstate is not changing, contact customersupport.


Option Description

Done Show all users in the search results who aresuccessfully provisioned. The service hasfinished preparing the mail files andaccounts of these users, and the users canuse the service.

One of the following states is shown foreach user:

v Pending: This state indicates that a userhas not yet logged in to the SmartCloudNotes service and accepted the terms ofuse.

v Active: this state indicates that a user haslogged in to the service and accepted theterms of use.

Error Show all users in the search results whocannot be provisioned because of an error. Ifyou see a user in this state, contact supportto help you resolve the error.

What to do next

When users are listed in the provisioning status page as Done and in the Pendingstate, complete the following steps:1. If you do not want users to use the default IBM Notes mail file template,

assign the users a mail file template.2. If your company uses extension forms files and you do not want users to the

default forms file, assign users an extension forms file.3. Help users get started with the service.Related tasks:“Changing user mail file templates” on page 139You can change the mail file template assigned to a user. For example, change themail template if the IBM Notes client of a user is upgraded to a new version.“Assigning extension forms files to users” on page 140After an IBM representative uploads an approved extension forms file to theservice, you can assign the forms file to users. Extension forms file enable you tocustomize the visual theme, fonts, the action bar, and other aspects of the webclient.“Helping users get started”After user provisioning is complete, help users get started with their mail in thecloud.

Helping users get startedAfter user provisioning is complete, help users get started with their mail in thecloud.

Before you begin

Check user provisioning status; users in the Pending state are ready to begin touse the service.


Providing account information to usersAfter you add a IBM SmartCloud Notes subscription to user account, provide theuser with the information that is required to log in to the service.

Before you begin

Complete the procedure “Checking user provisioning status” on page 122 andverify that users are listed in the provisioning status page as Done and in thePending state.

About this task

Users must log in to the service from a browser within 30 days after beingassigned a SmartCloud Notes subscription. After logging in, users can begin to usethe web client immediately.

Users who want to use the IBM Notes client must download and run theSmartCloud Notes client configuration tool to connect the client to the mail serverin the service. This tool is available within the service after logging in from abrowser. A version of the Notes client that is supported by the service must beinstalled and set up. The Notes client is available for download from the IBMNotes product page. A SmartCloud Notes subscription includes a license for theclient.

Note: If a user sees the error ID in vault has expired download time whenattempting to connect to the service for the first time from a Notes client, reset theNotes ID password and instruct users to log in again with the new password.

Procedure

Provide the following information to each user:v The login URL – http://www.ibmcloud.com/social.v The web login name – The value of the Email field in the Account Login tab of

the user's Connections Cloud user account. To see user accounts, log in to theservice as an administrator, click Administration > Manage Organization, andclick User Accounts.

v The temporary password -- The first time users log on, they use a temporarypassword that is created for them at the time their account is created. They areasked to change this password the first time they log on.

Note: If users already use another Connections Cloud service, they use theexisting web login password.

Results

When users log in from the browser, they are presented with the Account Updatesform. They must click Submit to complete the user registration and activate theiraccount.

What to do next

Help users get started with the clients they will use in the cloud.Related tasks:


“Getting started with the web client”Complete the following tasks to help users get started with the web client.“Getting started with the Notes Traveler devices” on page 127Complete the following tasks to help users get started in the cloud with IBM NotesTraveler devices.“Getting started with the Notes client” on page 130If the IBM Notes client is used with the service, complete the following tasks tohelp users get started.“Getting started with IMAP clients” on page 131If IMAP clients are used, complete the following tasks to help users get startedwith them.

Getting started with the web clientComplete the following tasks to help users get started with the web client.

Before you begin

Complete the procedures “Providing account information to users” on page 125and “Preparing for the web client” on page 104.

About this task

Table 38. Getting started with the web client



Point users to theweb clientdocumentation.

Users can refer to thedocumentation asthey begin using theclient.

SmartCloud Notesweb documentation

Prepare totroubleshoot anylogin problems.

If any user hastrouble logging in tothe service, you canquickly resolve theproblem.

See Technote 1496881:SmartCloud Notesuser cannot log on

(Optional) If instantmessaging is enabledfor your company,make sure that usersalso enable it inclient preferences.

Instant messagingmust be enabled inclient preferences andin SmartCloud NotesAdministration.

To enable instantmessaging in the webclient, users clickMore > Preferences> Instant Messagingand select Enableinstant messaging.

For information onconfiguring instantmessaging inSmartCloud NotesAdministration, see“Configuring instantmessaging” on page83.







Table 38. Getting started with the web client (continued)



(Optional) In hybridenvironments, installand configure theIBM Notes BrowserPlug-in

The plug-in allowsweb client users toaccess Notesapplications onon-premises Dominoservers.

v Notes BrowserPlug-inrequirements

v Notes BrowserPlug-indocumentation forthe service

Getting started with the Notes Traveler devicesComplete the following tasks to help users get started in the cloud with IBM NotesTraveler devices.

Before you begin

Complete the procedures “Providing account information to users” on page 125and “Preparing for Notes Traveler devices” on page 106.

About this task

Table 39. Getting started with Notes Traveler devices



If you did not addthe Notes Traveleradd-on subscriptionduring userprovisioning, add itnow.

This subscriptionmust be added forusers to access theirmail in the cloudthrough mobiledevices that aresupported by theNotes Travelerservice.

“Adding a NotesTraveler subscriptionto a user account” onpage 128

Uninstall anyprevious NotesTraveler accountsfrom devices.

This step preventsdevices fromattempting tocontinue to get mailfrom an on-premisesserver.

Remove useraccounts from anyon-premises NotesTraveler servers.

This step preventsthe on-premisesservers fromattempting to connectto mail files in theservice to which theyno longer haveaccess.

“Removing useraccounts fromon-premises NotesTraveler servers” onpage 129

Point users to theNotes Travelerdocumentation.

The documentationdescribes how to getstarted with each ofthe supporteddevices.

Notes Travelerdocumentation


http://www-01.ibm.com/support/docview.wss?uid=swg27023486#IBM%20Notes%20Browser%20Plug-in%20require



https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_notes_browser_plugin_with_scn_t.html






Table 39. Getting started with Notes Traveler devices (continued)



(Optional) On theApple iPhone,recommend thatusers enable the AskBefore Deletingsetting.

This setting helpsprevent users fromdeleting messages bymistake.

On the phone, selectSettings > Mail,Contacts, Calendars> Ask BeforeDeleting

Prepare totroubleshoot.

You can quicklyresolve anyproblems.

Refer to thefollowing section ofthe Notes Travelerdocumentation:Troubleshooting,known limitations,and restrictions

Related tasks:“Managing IBM Notes Traveler devices” on page 156For each user with an IBM Notes Traveler subscription, you can view informationabout the user's mobile device. You can also wipe the device to remove sensitivedata from it, for example, if the device is lost or stolen.

Adding a Notes Traveler subscription to a user accountTo enable a user to connect to the service through a mobile device supported byIBM Notes Traveler, add the subscription to the user’s account.

About this task

The following steps describe how to add a subscription to the account of a userwho already has a Notes Traveler subscription. You can also add the subscriptionwhen you first add the user account. For information about adding user accounts,see the topic Administering user accounts.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Click the arrow next to a user's name and select Edit User Account.5. Click Next.6. In the Subscription Add-ons section, select the Notes Traveler subscription.7. Click Save.

What to do next

The user can now set up the mobile device to connect to the service. Forinformation, see theNotes Traveler documentation.Related tasks:Chapter 6, “Administering user accounts,” on page 137Though IBM is responsible for the administration and maintenance of the mailservers, there are tasks that you perform through an administration interface athttp://www.ibmcloud.com/social.Related information:





Notes Traveler

Removing user accounts from on-premises Notes TravelerserversAfter a user sets up a device to connect to the service, if you use a hybridenvironment, remove all accounts the user has on on-premises IBM Notes Travelerservers.

About this task

To remove users’ on-premises Notes Traveler accounts, deny users access to theon-premises Notes Traveler server as described in the topic "“Restricting accessusing server document access fields”." Then delete the users from the NotesTraveler server.

In addition, remove any previous on-premises Notes Traveler client software oraccount from mobile devices.

Restricting access using server document access fields:

Deny service users access to on-premises IBM Notes Traveler servers.

Procedure

1. From the Domino Administrator client, select the IBM Notes Traveler Serverdocument.

2. Click Edit Server.3. Click the IBM Notes Traveler tab.4. Populate either the Access Server or Not Access Server field with the names of

users and groups.Users defined as Domino 'Full Access Administrators' have access regardless ofhow the Not Access Server or Access Server fields are configured. Usersdenied access to Domino through the Domino Not Access Server or AccessServer fields under the Security tab of the server document cannot access NotesTraveler.

Table 40. Server access fields

Field Description

Access Server Select the option users listed in all trusteddirectories to allow access to Notes Traveleronly to people that have person documentsin either the primary directory of this serveror any secondary directories that trustedcredentials using Domino directoryassistance.

You can also select individual names ofusers and groups to allow access to thisNotes Traveler server. A blank entry meansthat all users can access Notes Travelerexcept any who are listed in the Not AccessServer field.



Table 40. Server access fields (continued)

Field Description

Not Access Server Select the names of users and groups thatshould be denied access to this NotesTraveler server. A blank entry means that nousers are denied access.Note: Entering names in the Access Serverfield automatically denies access to thosenames not listed.

5. Click Save & Close.

What to do next

Delete users from on-premises Notes Traveler servers.

Deleting a user from Notes Traveler servers:

Remove service users from all on-premises IBM Notes Traveler servers.

Procedure

1. Run the following command:tell traveler delete * <username>

2. Run the following command:tell traveler security delete * <username>

Note: If the user has already been deleted from the Domino directory, then thefull user name must be specified. For example:tell traveler delete * "CN=John Doe/OU=Raleigh/O=IBM"

The previous two steps should completely remove the user, but you can verifywith these additional steps:

3. Open the Notes Traveler administration application and verify that there are noentries for the user.

4. Open ntsclcache.nsf and verify that there are no entries for the user.

Getting started with the Notes clientIf the IBM Notes client is used with the service, complete the following tasks tohelp users get started.

Before you begin

Complete the procedures “Providing account information to users” on page 125and “Preparing for Notes clients” on page 108.


About this task

Table 41. Getting started with the Notes client



Point users to thedocumentation.

Users requireinstructions todownload and runthe clientconfiguration tool toconnect to a mailserver in the cloud.

For moreinformation, see theNotes section of theIBM SmartCloudNotes userdocumentation.

For completedocumentation onusing Notes, see thehelp that comes withthe client.

Prepare totroubleshoot anyproblems.

If a user has troubleconnecting the Notesclient to the cloudmail server, you canquickly resolve theproblem.

Technote: Could notconnect to serverwhen running IBMSmartCloud NotesliveConfigapplication(config.nsf)

(Optional) If usersexported contactsand calendar entriesfrom their originalmail files, import theentries into the newmail files in thecloud.

If mail files are nottransferred to theservice, this stepenables users topreserve theirexisting calendar andcontacts.

For moreinformation, see thetopic about exportingand importingcalendars in theNotes client help.

(Optional) Manuallyconfigure the clientto connect to theservice instantmessagingcommunity.

One reason to do thisis if you want usersto be able to connectto both anon-premisescommunity and theservice community.

“Manuallyconfiguring Notesclients to connect tothe service instantmessagingcommunity” on page87

Getting started with IMAP clientsIf IMAP clients are used, complete the following tasks to help users get startedwith them.

Before you begin

Complete the procedures “Adding a SmartCloud Notes subscription to a useraccount” on page 119 and “Configuring IMAP access” on page 98.


https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_using_lotuslive_notes_t.html








About this task

Table 42. Getting started with IMAP clients



Point users to thedocumentation.

The documentationdescribes how to getstarted with eachsupported IMAPclient.

Enabling IMAPaccess

Read thedocumentation onIMAP clientlimitations.

This information canbe helpful withtroubleshooting.

IMAP clientlimitations

Getting started with BlackBerry devicesIf BlackBerry devices supported by a Hosted BlackBerry Services subscription areused, complete the following tasks to begin using the devices with the service.

Before you begin

Complete the procedures “Providing account information to users” on page 125and “Preparing to use BlackBerry devices” on page 114.

About this task

Note: If BlackBerry 10 devices are used, see “Getting started with the NotesTraveler devices” on page 127, instead.

Accepting the Research In Motion terms of useAn authorized person from your company must accept the Research In Motion®

terms of use. This person receives an email notification with instructions thatinclude a link to the terms of use document.

About this task

After you accept the Research in Motion terms of use, you must wait to receive anotification from an IBM Customer Service Representative indicating that yourcompany’s BlackBerry® subscription setup is complete. You must receive thisnotification before you can add BlackBerry subscriptions to user accounts.Related tasks:“Preparing to use BlackBerry devices” on page 114If you plan to use BlackBerry devices that are supported by a Hosted BlackBerryServices subscription, complete these tasks to prepare.

Adding a BlackBerry subscription to a user accountTo enable a user to connect to the service through a BlackBerry® smartphone, adda SmartCloud Notes for Hosted BlackBerry® Services subscription to the useraccount.


https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_imap_setting_up_access_t.html

https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_imap_setting_up_access_t.html



Before you begin

Before you can add BlackBerry® subscriptions to user accounts, you must receive anotification from an IBM Customer Service Representative that the subscription foryour company has been set up.

About this task

The following steps describe how to add the subscription to a user account thathas already been created with a SmartCloud Notes subscription. You can also addthe subscription at the same time you create the user account.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Click the arrow next to a user's name and select Edit User Account.5. Click Next.6. Under Subscription Add-ons, select SmartCloud Notes for Hosted BlackBerry

Services.7. Click Next and then Finish.Related tasks:“Adding a SmartCloud Notes subscription to a user account” on page 119Perform the steps in this procedure to add a IBM SmartCloud Notes subscriptionto a user account. Adding a subscription is also referred to as provisioning.

Removing user accounts from an on-premises BlackBerryEnterprise ServerIf your company uses a hybrid environment and you have transferred user mailfiles to the service, before you activate devices for the service, remove all accountsusers have from any on-premises BlackBerry® Enterprise Servers, and then wipethe user devices. If you do not complete these steps, obsolete on-premisesinformation can be provided to the service. Completing these steps is alsoimportant to prevent on-premises servers from consuming resources by repeatedlyattempting to access mail files in the service to which they no longer have access.

About this task

For information on removing accounts, see BlackBerry Knowledge Base documentKB04169.Related information:

BlackBerry Knowledge Base document KB04169

Activating a user's BlackBerry smartphoneAfter you add a BlackBerry® subscription to a user account, the user's smartphonemust be activated to enable it to be used with the service.

Before you begin

The user's wireless carrier plan must be an Enterprise plan rather than a Personalplan. A smartphone cannot be activated for the service when a Personal plan isused.


http://btsc.webapps.blackberry.com/btsc/search.do?cmd=displayKC&docType=kc&externalId=KB04169

Complete the procedures “Adding a BlackBerry subscription to a user account” onpage 132 and “Removing user accounts from an on-premises BlackBerry EnterpriseServer” on page 133.

About this task

To begin the activation process, a one-time activation password is created in theservice. You can create this activation password, or the user can create it.

After creation of the activation password, the user's smartphone is ready to beactivated. To activate the smartphone, the activation password and the user'sservice Internet email address are entered on the smartphone using the EnterpriseActivation option.

The following steps are performed to activate a user's smartphone. You canperform these steps, or the user can perform them as described in Using yourBlackBerry smartphone with SmartCloud Notes.

Procedure1. If the smartphone has been used before, perform the following steps.

a. Back up any existing data. For instructions, see the BlackBerry KnowledgeBase article How to back up the data on a BlackBerry smartphone.

b. Wipe the smartphone. For instructions, see the BlackBerry Knowledge Basearticle How to delete all data and applications from the BlackBerrysmartphone using the Wipe Handheld option.

2. To begin the activation process, perform the following steps to create anactivation password:a. Log on to the service as an administrator.b. If your account has the user role, click Admin > Manage Organization.c. In the System Settings section of the navigation pane, click IBM

SmartCloud Notes.d. Under User and Groups, click Users.e. In the Search box, type the beginning characters of any of the following

user values to display the user's name:v Distinguished name, for example, Samantha Daryn/Renovations.v Internet email address, for example, [email protected] Last name, for example, Daryn.

Note: You cannot use the wildcard character (*) when you search.A “starts with” search is done and the names of any users with matchingvalues in the directory are displayed. For example, the results of a search onma include the names of users with the following values in the directory:v Madison Armond/Renovations


v Kristin MacGyver



v Ted Amado






f. Click the user's name in the search results.g. Click Manage BlackBerry Smartphone.h. Click Activate Now, create a one-time activation password, and then click

Set Password.

Note: Alternatively, the user can create the activation password through theservice web site.

3. To activate the smartphone, refer to the following table and perform the stepsthat are shown for the operating system (OS) version of the smartphone.Activation can take from a few minutes to an hour, depending on the size ofthe mail file. After performing these steps, look for the Activation Completemessage on the smartphone, which indicates that activation is successful.

OS version Steps to activate

OS4, OS5 1. From the Home screen of thesmartphone, click Manage Connectionsand then enable your MobileConnection.

2. From the Home screen of thesmartphone, click Options > AdvancedOptions > Enterprise Activation.

3. Enter your SmartCloud Notes Internetemail address, for [email protected].

4. Enter the activation password.

5. Click the track ball and select Activate.

Note: Leave the Activation Server Addressfield blank, if you see it.

OS6, OS7 1. From the Main screen of the smartphone,click Options > Device > AdvancedSystem Settings > Enterprise Activation.

2. Enter the SmartCloud Notes Internetemail address, for [email protected].


4. Click the Activate button.

4. If you backed up data before activating, restore the data now. For information,see the BlackBerry Knowledge Base article How to use BlackBerry DesktopSoftware to restore data to a BlackBerry smartphone from a backup file.

Related tasks:“Providing documentation to your BlackBerry smartphone users” on page 136BlackBerry® smartphone users with a hosted BlackBerry subscription can activateand manage their smartphones themselves using options available through theservice website at http://www.ibmcloud.com/social. To help users perform thesetasks and to troubleshoot problems, point them to the user documentation.

Ensuring that mail encryption is available for BlackBerrysmartphone usersTo encrypt and sign mail with a BlackBerry® smartphone, a user’s IBM Notes IDfile must be uploaded to the ID vault in the service.




About this task

If a user is unable to send and receive encrypted mail, the user’s ID file is not inthe ID vault. This situation can occur if the user waits more than five days to logon to the service after being provisioned. To upload the ID file in this situation, useSmartCloud Notes Administration to reset the Notes password. The smartphoneprompts the user to provide the new password and then to change the password.After that point, the user no longer provides a Notes password. The user providesonly the smartphone password.Related tasks:“Resetting passwords for Notes IDs” on page 31Reset the password on an IBM Notes ID file to change the current password.Typically you do this because a user has forgotten the current password.

Providing documentation to your BlackBerry smartphone usersBlackBerry® smartphone users with a hosted BlackBerry subscription can activateand manage their smartphones themselves using options available through theservice website at http://www.ibmcloud.com/social. To help users perform thesetasks and to troubleshoot problems, point them to the user documentation.

About this task

BlackBerry smartphone users can perform the following tasks themselves:v Activate a smartphonev Reactivate a smartphone to correct a problemv Activate a different smartphonev Wipe a smartphone

Instructions for performing these tasks can be found in the “Using your BlackBerrysmartphone with SmartCloud Notes ” section of the user documentation.

Note: For information on using a BlackBerry® 10 device, see the Notes Travelerdocumentation for SmartCloud Notes.Related information:

Using your BlackBerry smartphone with SmartCloud Notes

Notes Traveler documentation


https://apps.na.collabserv.com/help/topic/com.ibm.cloud.scnotes.doc/use_bb_use_blackberry_with_lln_t.html


Chapter 6. Administering user accounts

Though IBM is responsible for the administration and maintenance of the mailservers, there are tasks that you perform through an administration interface athttp://www.ibmcloud.com/social.

About this task

You must have the Administrator role assigned in a user account to perform mostadministration tasks. An exception is resetting the service login password for auser account, which can also be performed by someone with the Admin Assistantrole.

Viewing assigned mail file templatesYou can view the mail file template that is assigned to a service user.

About this task

If only the template ID displays in the field, the template assigned to the user hasbeen removed from the template repository. Although the user's mail file is notaffected, you should assign a new template.






v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.6. Click the user's name in the search results.

137

7. Look in the Mail Template field, which includes the following information:v Namev Versionv Languagev Template ID number

Related concepts:“Language versions of the standard mail file template”The mail file template supported in the service is the IBM Notes Standard 8.5template (STDR85Mail). This topic lists the languages in which this template isprovided.Related tasks:“Configuring mail file templates” on page 63Configure which mail file templates can be applied to user mail files and configurea mail file template to use by default.

Language versions of the standard mail file templateThe mail file template supported in the service is the IBM Notes Standard 8.5template (STDR85Mail). This topic lists the languages in which this template isprovided.v English (en)v Arabic (ar)v Catalan (ca)v Czech (cs)v Danish (da)v German (de)v Greek (el)v Finnish (fi)v French (fr)v Hebrew (he)v Hungarian (hu)v Italian (it)v Japanese (ja)v Korean (ko)v Dutch (nl)v Norwegian (no)v Polish (pl)v Portuguese (pt)v Portuguese, Brazil) (pt_BR)v Russian (ru)v Slovak (sk)v Slovenian (sl)v Swedish (sv)v Thai (th)v Turkish (tr)v Chinese, China (zh_CN)v Chinese, Taiwan (zh_TW)


v Spanish (es)

Changing user mail file templatesYou can change the mail file template assigned to a user. For example, change themail template if the IBM Notes client of a user is upgraded to a new version.

Before you begin

Make sure that users are offline when you change their templates.

About this task

When you change a user's mail file template, custom folders in the mail file inheritthe design of the Inbox folder. Custom folders are user-created folders orcompany-created folders from a custom template that is used in the service.

Note: If you change the languages of a user's IBM SmartCloud Notes subscription,you then also need to change the language of the mail file template.


password of a SmartCloud Notes user with the Administrator role.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud



Note: You cannot use the wildcard character (*) when you search.A “starts with” search is done and the names of any users with matchingvalues in the directory are displayed. For example, the results of a search onma include the names of users with the following values in the directory:v Madison Armond/Renovations


v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.6. Select the name of each user to change to a specific template. You can search

for and select more names; previously selected names remain selected.7. Click Apply Mail Template.8. Select the template to use.9. Click Apply Mail Template.

Chapter 6. Administering user accounts 139

10. Click Confirm.11. Click Continue.Related information:

Integration server and user provisioning change files

Assigning extension forms files to usersAfter an IBM representative uploads an approved extension forms file to theservice, you can assign the forms file to users. Extension forms file enable you tocustomize the visual theme, fonts, the action bar, and other aspects of the webclient.

About this task

You can assign extension forms files to users explicitly. You can also assignextension forms files to users implicitly by setting a default extension forms file.

The following topics describe how to use IBM SmartCloud Notes Administration toassign extension forms files. You can also use user provisioning change files andthe IBM Connections Cloud integration server. For more information, see theintegration server section of the Connections Cloud documentation.Related tasks:“Using extension forms files to customize the look of the web client” on page 64You can use an extension forms file to customize the visual theme, fonts, the actionbar, and other aspects of the web client. For example, you can add graphics,change colors, and add new menu items.Related information:

IBM Connections Cloud documentation

Setting a default extension forms fileOptionally set a default extension forms file that applies to all current and futureweb client users who are not explicitly assigned an extension forms file.

Before you begin

An IBM representative must upload the approved extension forms file to theservice.

About this task

If you do not specify a default extension forms file, users without an explicitextension forms file see the default service behavior. The default service behavior issimilar to IBM iNotes 9.0.


Notes.4. Click Extension Forms Files.5. Select the forms file and click Set as Default.


http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/IntegrationServer/llis_userprovchgfile_c.dita

http://www-01.ibm.com/support/knowledgecenter/SSL3JX/admin/bss/topics/intro_engage.dita

Results

The change takes effect the next time web client users log in to the service.

In the list of files in the Extension Forms Files page, the text [default] is shownafter the file name. The file is also shown in the Defaults page, in the DefaultExtension Forms File section.

To see whether a user uses the default forms file, from SmartCloud NotesAdministration, click Users and select the name of the user. If the user uses thedefault extension forms file, the value of the Forms extension field is Default(forms file), where forms file is the name of the default extension forms file.

You can disable a default extension forms file and revert to the default servicebehavior. To do so, perform this procedure and in the last step select None in thefiles list and click Set as Default. The extension forms file remains available andyou can re-enable it as the default at any time.

Explicitly assigning an extension forms file to many currentusers

You can assign a forms file to all current users, to users who are explicitly assigneda different extension forms file, or to users who are not explicitly assigned anextension forms file who use the default behavior.

Before you begin

An IBM representative must upload the extension forms file to the service.


Notes.4. Click Extension Forms Files.5. Select the extension forms file to assign and click Apply to Users.

Note: To remove an explicit forms file assignment and revert to the defaultforms file or the default service behavior, select None [default].

6. Perform the steps in the following table that correspond to your objective.

Table 43. Steps to assign an extension forms file to many users

Objective Steps

Assign to all users in the service.Note: An alternative approach is to set adefault extension forms file. A default file isused by all current and future users who arenot assigned an extension forms fileexplicitly.

Click Apply to > All users.

Assign to all users who are not currentlyassigned to the selected forms file.

1. Click Apply to > Users of a differentextension forms file.

2. Select the current extension forms file ofthe users.


Table 43. Steps to assign an extension forms file to many users (continued)

Objective Steps

Assign to all users who are not explicitlyassigned an extension forms file.

1. Click Apply to > Users of a differentextension forms file.

2. Select None (default).

7. Click Apply.

Results

If you click Cancel or close the window before the changes are complete, thechange is cancelled only for users not yet processed.

The extension forms file changes take effect the next time the web client users login to the service.

If you click Users from SmartCloud Notes Administration and select the name of auser, the Forms extension field shows the extension forms file.

Explicitly assigning an extension forms file to individualcurrent users

You can explicitly assign an extension forms file to individual current users. Theexplicit assignment overrides the default behavior for your company.

Before you begin

An IBM representative must upload the extension forms file to the service.


Notes.4. Click Users.5. Display the names of the users to whom you want to assign the forms file. In

the Search box, type the beginning characters of any of the following uservalues:v Distinguished name, for example, Samantha Daryn/Renovations.v Internet email address, for example, [email protected] Last name, for example, Daryn.



v Kristin MacGyver




v Ted Amado

Search results can include a maximum of 1000 names.6. Select the names of the users from the search results.7. Click Apply Extension Forms File.8. Select the file and click Apply.

Results

If you click Cancel or close the window before the changes are complete, thechange is cancelled only for users not yet processed.

The extension forms file changes are visible the next time the user uses the webclient to log in to the service.

If you click Users from SmartCloud Notes Administration and click a user name tosee details about the user, the Forms extension field shows the extension formsfile.

To remove an explicit extension forms file assignment, repeat the procedure and inthe last step select None in the list of file names and click Apply. Users then usethe default extension forms file, if specified, or the default service behavior.

Resetting service login passwordsUsers can reset their own service login passwords once within a 24 hour period byclicking Forgot password?. An administrator or administrator assistant can resetservice login passwords for any user at any time.

About this task

Reset passwords when userd forget their passwords, or when the password mightbe compromised. Users that log in by clicking Use My Organization's Login areusing a federated identity and can reset their passwords only by following theircompany's process.

If administrators enable password synchronization, when users change theirservice login passwords, they can also use the new passwords to log in to the IBMNotes client.

Follow these steps to reset any user's password:

Procedure1. Click Administration > Manage Organization.2. Click User Accounts.3. Select the arrow next to the user that needs the password changed.4. Select Reset password and enter the new password. This password is a

temporary password that the user enters the next time that they log in. At thattime, the user is asked to create a password.You can also reset the password by editing the user account. Click theappropriate user name in User Accounts and enter a new password in theAccount Login tab.


5. Notify the user of the password change. The user is not automatically notifiedthat the password was reset. Make sure to communicate this change to the user,along with the new password if needed.

What to do next

Administrators can enable security settings to enforce password expiration throughSystem Settings > Security. When s user logs in with an expired password, theuser is prompted to reset that password.

Resetting passwords for Notes IDsReset the password on an IBM Notes ID file to change the current password.Typically you do this because a user has forgotten the current password.

About this task

This procedure applies only to passwords associated with Notes ID files used withNotes clients, and not to service login passwords.

Procedure1. Log on to http://www.ibmcloud.com/social using the e-mail address and

password of a SmartCloud Notes user with the Administrator role.2. If your account also has the User role, click Admin > Manage Organization.3. In the System Settings section of the navigation pane, click IBM SmartCloud





v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.6. Click the user's name in the search results.7. Under Available actions for this user, click Reset IBM Notes Password.8. Enter a new password, and then click Save Changes. The password must be at

least eight characters in length.


9. Provide the new password to the user in a way that complies with yourcompany security policies.

Results

After you complete this procedure, the user can log on to a SmartCloud Notesserver from an IBM Notes client using the new password. After logging on withthe new password, the user is prompted to change the password.

Note: If the Wrong Password prompt is displayed, tell the user to re-enter the newpassword that you provided. If that step does not solve the problem, tell the userto delete the local ID file and then re-enter the password.

The user has five days from the time you reset a password to use the password tolog on to a SmartCloud Notes mail server and download the new password to theNotes client. If the 5-day limit is exceeded, the user sees the following messageand you must reset the password again:

Contact your company administrator to have your Notes ID password reset.

Related concepts:“Notes IDs and passwords” on page 35When users connect to their mail servers in the cloud with IBM Notes clients andNotes IDs, they are authenticated using Notes Remote Procedure Call (NRPC)authentication.Related tasks:“Resetting service login passwords” on page 30Users can reset their own service login passwords once within a 24 hour period byclicking Forgot password?. An administrator or administrator assistant can resetservice login passwords for any user at any time.“Setting password expiration for Notes IDs” on page 32For users who access the service with the IBM Notes client, you can specify whenNotes ID passwords expire. This password expiration does not apply to web usersbecause they log in using their web login password rather than a Notes IDpassword.“Enabling password synchronization” on page 33When users change their service login passwords, password synchronizationenables the users to use the new passwords when they log in to the IBM Notesclient.

Changing a user nameWhen the name of a user changes, you edit the user account to change the name inone or more fields that include the user name. After you change the name, amulti-step process occurs. Many of the steps occur asynchronously, so there is noset time by which the rename process completes, although renames generallycomplete within one day.

Before you begin

Before you change the distinguished name, the name that is associated with aNotes ID file and shown in Notes mail, understand how to form a distinguishedname. For more information, see Forming a distinguished name. For additionalinformation on changing user names, see the article What You Should Know BeforeYou Change a SmartCloud Notes User’s Name in the Connections Cloud wiki.


http://www-10.lotus.com/ldd/bhwiki.nsf/dx/What_You_Should_Know_Before_You_Change_a_SmartCloud_Notes_Users_Name

http://www-10.lotus.com/ldd/bhwiki.nsf/dx/What_You_Should_Know_Before_You_Change_a_SmartCloud_Notes_Users_Name

About this task

If you change a user’s distinguished name, follow these guidelines to ensure asuccessful rename operation:v Do not do two successive renames, one right after another. Wait until the user

who is being renamed accesses the SmartCloud Notes service with their existingname before you issue a subsequent rename.

v Do not change the distinguished name of a user who was just added to theSmartCloud Notes service. Wait until after the user accesses the service beforeyou change the name.

v Be very careful when you enter the distinguished name.v If a rename fails to complete, contact IBM SmartCloud Notes Support.

Tip: If the IBM Notes user name of a delegate changes, then the owner of the mailfile must reassign delegation to the new name. Reassigning delegation updates themail file access control list (ACL), allowing the delegate to access the database.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Click the arrow next to a user's name and select Edit.5. Change the name in any field.

Table 44. Fields that reflect the user name

Fields to Change Description

Under User Information, the Given nameand Surname fields

When you change the name in one or bothof these fields, the account name changes.This name is the one that applies to allsubscriptions enabled for the user.Note: Users can change their account namesthemselves by editing My Account Settings.

Under Account Login, the DistinguishedName field

This name identifies users for authenticationin Notes and is used when users send Notesmail. When you change the distinguishedname, the name is changed in directories, indatabase ACLs, and in other groups that areused by the service.

Only the common name portion of adistinguished name changes. For example, inthe distinguished name sdaryn/renovations,only sdaryn can be changed. Make sure thatyou know how to form a distinguishedname.Important: Before you save your changes,make sure that you typed the new namecorrectly. After you save your changes, donot make any further corrections or changesto the Distinguished Name field before thename change process completes. See thetable that follows for information about thetiming of name changes.


Table 44. Fields that reflect the user name (continued)

Fields to Change Description

Under Account Login, the Email field, andthe Notes Email field, if shown.

Email is the account login identity. If there isno Notes Email field, the login identity isalso the user’s Notes Internet mail address.

Notes Email is the user’s Notes Internetmail address. This field is shown only if asubscription other than SmartCloud Noteswas added first, and the SmartCloud Notessubscription was added later.

6. Click Finish.

Results

Use the information in this table as a guideline for how long each name changetakes to complete.

Table 45. Rename Completion Time

Field Rename Completion

Under User Information, the Given nameand Surname fields

The change occurs immediately, and the newname displays the next time that the userlogs in.

Under Account Login, the DistinguishedName field

This name change usually completes inabout a day. However, because renaming isa multi-step sequential process, a delay inany step can cause the rename to takelonger. While the name is being changed, thecurrent user name remains valid. After thename change completes, the updated namedisplays the next time that the user logs infrom the Notes client.Tip: You can tell if this change is completeby checking the name in the Users list inSmartCloud Notes Administration.

Under Account Login, the Email field, andthe Notes Email field, if shown.

The change occurs immediately, and the useris informed of the change the next time theuser logs in.

Related information:

Integration server

Removing a SmartCloud Notes subscription from a user accountWhen you remove a SmartCloud Notes subscription from a user's account, thesubscription is available for another user. The account identity still exists, unlessyou delete the user account, and is still active, unless you suspend the user. Theuser can still log in to the cloud service, but the user no longer has access toSmartCloud Notes.




3. In the navigation pane, click User Accounts.4. Click the name of the user to edit the user account settings.5. Click Next to select the Subscriptions tab.6. Perform one of the following steps:

v If the user has more than one subscription, select Customize thesubscriptions for this user and in the Mail field select None selected.

v If the user has only a SmartCloud Notes subscription, select None.7. Click Next and then Finish.8. The Edit User Summary window indicates that subscription removal is in

progress. When you click Back to User Accounts, SmartCloud Notes isremoved from the Subscription column for the user.

Resultsv The subscription is no longer assigned and is available for another user.v The mail file becomes inactive. The owner, or a user who has delegation access,

cannot open it. Mail is no longer delivered to the mail file.v If you remove the subscription within seven days of creating it, all user data is

removed from the mail server in the service. User data includes the mail file andNotes ID (if the IBM Notes client was used to access mail in the service).

v If you remove a subscription that existed longer than seven days, user data(including the mail file and vaulted Notes ID) remains on the servers in theservice for 30 days. To see whether a user's data is still in the service, fromSmartCloud Notes Administration, click Users and then Deleted Users. If theuser's name is listed, the data is still in the service. You can force the data to bedeleted by clicking Delete Data.

What to do next

If you want to add the subscription to the user account once again, be aware of thefollowing considerations:v If you removed the user's SmartCloud Notes subscription and the user name is

shown in the Users > Deleted Users page of SmartCloud Notes Administration,the user data is still in the service. In this case, when you add back thesubscription, the user regains access to the mail file and the name is removedfrom the Deleted Users page.

v If you removed the user's SmartCloud Notes subscription and the user name isnot shown in the Users > Deleted Users page, the user data has been removedfrom the service. In this case, when you add back the subscription, the user doesnot have access to the previous version of the mail file. The user will get a newmail file and a new Notes ID.

Related tasks:“Deleting a user account” on page 149When you delete a user's account, the user no longer has access to any cloudservices. If you change your mind about the deletion, you have up to 30 days torestore the account to full functionality.“Suspending a user account” on page 149You can suspend a user account. When an account is suspended, the user cannotlog in to the service. If the user is logged in at the time the account is suspended,the user can continue working, but cannot log in again after logging out. Nosubscriptions are available to the user, but they remain assigned to the user. Also,the user identity and user data remain on servers in the service.Related information:


Integration server

Suspending a user accountYou can suspend a user account. When an account is suspended, the user cannotlog in to the service. If the user is logged in at the time the account is suspended,the user can continue working, but cannot log in again after logging out. Nosubscriptions are available to the user, but they remain assigned to the user. Also,the user identity and user data remain on servers in the service.

About this task

Use these steps to suspend a user account, which affects all subscriptions assignedto a user.

If a user has other subscriptions that you want to remain available to the user, aCustomer Service Representative can suspend a subscription, rather thansuspending an entire account. In that case, the user can log in to the service andthere is no interruption to other subscriptions.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Click the arrow next to a user name and then click Suspend.

Results

The following results occur when a user account is suspended:v Subscriptions remain assigned, and cannot be assigned to other users.v The user cannot log in and is not listed in the company directory.v The mailbox becomes inactive and the owner cannot open it. However, someone

who has delegation access to the mail file can open it.v Mail is not delivered to the mailbox.v You can reset the user account password.

Note: To return a suspended account to active status, edit the user account usingthe previous steps, and in Step 4, click Unsuspend Account. When the account isreturned to active status, the mail file is once again available to the user.Related information:

Integration server

Deleting a user accountWhen you delete a user's account, the user no longer has access to any cloudservices. If you change your mind about the deletion, you have up to 30 days torestore the account to full functionality.





3. In the navigation pane, click User Accounts.4. Click the arrow next to a user name and then select Delete User.5. Optional: Enter the email address of a user in your organization to whom you

want to transfer the deleted user's collaboration resources, such as files.

Note: You cannot transfer ownership of the mail file.6. Click Trash.

Results

The user whose account is deleted can no longer log in to the service. If the user islogged in at the time of account deletion, he or she can continue to use the serviceuntil the session expires.

Up to 30 days from the initial account deletion, the following conditions exist:v The user account has the status Trash in the User Accounts page.v The mail file is inactive and cannot be opened by the owner, or by another user

who has delegation access to the mail file. Mail is not delivered to the mail file.v The subscriptions associated with the deleted account cannot yet be assigned to

other users.v The user data remains in the service. If you deleted the account by mistake, you

can restore the account to full functionality, including mail.v You can permanently delete the account to remove the user data and free the

subscriptions to be assigned to other users.

31 to 90 days from the initial account deletion, the following conditions exist if youdid not permanently delete the account:v The account is no longer visible and you cannot restore it or permanently delete

it.v An IBM customer service representative can restore the account.v The subscriptions associated with the deleted account cannot yet be assigned to

other users.

After 90 days from the initial account deletion, the account is permanently deletedand the following conditions exist:v The account subscriptions can be assigned to other users.v The user data for collaboration subscriptions is permanently deleted.v The SmartCloud Notes user data, such as the mail file, remains for 30 more

days. You can permanently delete this data yourself, if you do not want to waitthe 30 days. An exception is if the initial account deletion occurred within sevendays of adding the SmartCloud Notes subscription. In this case, SmartCloudNotes data such as the mail file is permanently deleted along with other clouddata after 90 days.

Note: While the SmartCloud Notes data remains, you cannot create a useraccount with the same common name and email address as that of the deletedaccount.

After 120 days from the initial account deletion, SmartCloud Notes user data ispermanently deleted, if it was not deleted previously.Related tasks:


“Restoring a deleted user account”After you delete a user account, you have up to 30 days to restore it if you changeyour mind. Restoring the account returns it to full functionality, including full mailfile access.“Permanently deleting a user account”After you delete an account, it remains inactive in the service, and you have 30days to restore it. If you are sure that you will not need to restore the account, youcan permanently delete it within 30 days of the initial account deletion.Permanently deleting an account frees its subscriptions for other users.“Removing the SmartCloud Notes data for a deleted user account or subscription”on page 153After a user account is permanently deleted or an IBM SmartCloud Notessubscription is removed from a user account, the SmartCloud Notes data such asthe mail file remains for 30 days. Use this procedure to force the deletion of theuser data from the service, if you do not want to wait the 30 days.Related information:

Integration server

Restoring a deleted user accountAfter you delete a user account, you have up to 30 days to restore it if you changeyour mind. Restoring the account returns it to full functionality, including full mailfile access.

About this task

An IBM customer service representative can restore a user account up to 90 daysafter the account deletion.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Select Status in the drop-down box and then select Trash to show the deleted

user accounts that can be restored.5. Click the arrow next to the user name and select Restore User.6. In the window that is shown, click Restore.Related tasks:“Deleting a user account” on page 149When you delete a user's account, the user no longer has access to any cloudservices. If you change your mind about the deletion, you have up to 30 days torestore the account to full functionality.

Permanently deleting a user accountAfter you delete an account, it remains inactive in the service, and you have 30days to restore it. If you are sure that you will not need to restore the account, youcan permanently delete it within 30 days of the initial account deletion.Permanently deleting an account frees its subscriptions for other users.



About this task

You cannot restore an account after you permanently delete it. If there is a chanceyou might need to restore the account, do not complete this procedure.

A user account is permanently deleted automatically 90 days after the initialaccount deletion.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Select Status in the drop-down box and then select Trash.5. Click the arrow next to the user name and then select Delete User.6. Optional: Enter the email address of a user in your organization to whom you

want to transfer the deleted user's collaboration resources, such as files.

Note: You cannot transfer ownership of the mail file.7. Click Delete.

Resultsv The account cannot be restored.v The subscriptions associated with the account are free to be assigned to other

users.v In a service-only environment, if the initial account deletion occurred within

seven days of adding an IBM SmartCloud Notes subscription, all SmartCloudNotes user data such as the mail file is permanently deleted immediately.Otherwise, the SmartCloud Notes data remains for 30 more days and isautomatically deleted after that period. You can delete this data before thenyourself. While this data remains, you cannot create a user account with thesame common name and email address as that of the deleted account.

What to do next

If you want to permanently delete the SmartCloud Notes data immediately,complete the procedure “Removing the SmartCloud Notes data for a deleted useraccount or subscription” on page 153.Related tasks:“Deleting a user account” on page 149When you delete a user's account, the user no longer has access to any cloudservices. If you change your mind about the deletion, you have up to 30 days torestore the account to full functionality.“Restoring a deleted user account” on page 151After you delete a user account, you have up to 30 days to restore it if you changeyour mind. Restoring the account returns it to full functionality, including full mailfile access.


Removing the SmartCloud Notes data for a deleted user account orsubscription

After a user account is permanently deleted or an IBM SmartCloud Notessubscription is removed from a user account, the SmartCloud Notes data such asthe mail file remains for 30 days. Use this procedure to force the deletion of theuser data from the service, if you do not want to wait the 30 days.

About this task

In most situations, there is no need to force the deletion of the SmartCloud Notesdata. However, if an account is permanently deleted and you want to create a newaccount that uses the same email address and common name, the SmartCloudNotes data must first be deleted.

Note: If the initial account deletion occurred within seven days from the time thatyou added the SmartCloud Notes subscription, the SmartCloud Notes data isremoved immediately after the account is permanently deleted and this procedureis unnecessary.

You can delete the data of a user whose SmartCloud Notes subscription wasremoved but who still has a user account. However, do so with caution; if youlater add back the subscription, the user starts with a new mail file and Notes IDin the service.


Notes.4. In SmartCloud Notes Administration, under Users and Groups, click Users.5. In the navigation pane, click Deleted Users.6. Optional: To search for a name if many users are listed, type the beginning

characters of any of the following user values:v Distinguished name, for example, Samantha Daryn/Renovations.v Internet email address, for example, [email protected] Last name, for example, Daryn.



v Kristin MacGyver



v Ted Amado



7. Click Delete Data next to the name of the user whose data you want toremove, and then confirm the deletion.

Results

The user data is removed from the service and the user name is removed from theDeleted Users page.Related tasks:“Deleting a user account” on page 149When you delete a user's account, the user no longer has access to any cloudservices. If you change your mind about the deletion, you have up to 30 days torestore the account to full functionality.“Permanently deleting a user account” on page 151After you delete an account, it remains inactive in the service, and you have 30days to restore it. If you are sure that you will not need to restore the account, youcan permanently delete it within 30 days of the initial account deletion.Permanently deleting an account frees its subscriptions for other users.“Removing a SmartCloud Notes subscription from a user account” on page 147When you remove a SmartCloud Notes subscription from a user's account, thesubscription is available for another user. The account identity still exists, unlessyou delete the user account, and is still active, unless you suspend the user. Theuser can still log in to the cloud service, but the user no longer has access toSmartCloud Notes.

Managing groupsYou can create and manage groups that can be used when addressing email andscheduling meetings. For example, you might create a group when usersfrequently send mail to the same set of people. The groups that you create areavailable from your company's directory in the service.

About this task

The size of a group is limited. Depending on the number of characters in thenames of group members, the group size varies from approximately 800 to 1200names. If you get a message that your group contains too many members, you cancreate multiple, smaller groups, and make each of them a member of a group.


Notes.4. From SmartCloud Notes Administration, click Groups.5. Perform any of the following group management tasks. When you have

finished creating or editing a group, click Save.

Table 46. Group management tasks

Task Steps

Add a group Click Add Group.

Include an Internetaddress for the group

Specify the group's Internet address. This address enables you touse the group when sending email to other companies.


Table 46. Group management tasks (continued)

Task Steps

Edit a group Click the name of the group to select it. When the groupdisplays, click Edit.

Add group members 1. From a new or existing group in edit mode, click Add.

2. Do one of the following:

v In the window that displays, select one or more membersfrom the list or enter a name that is not on the list usingone of these formats:

[email protected]

"John Doe" <[email protected]>

v Click Select All to add everyone on the list to your group.

3. Click Add to add the names to the Select Names area, andthen click OK.

Tip: Use Starts With to skip to the letter of the alphabet that thename begins with.

Remove groupmembers

Select the name of a group member or click Select All, and thenclick Remove Selected.

Remove a group Select the name of one or more groups, and then click DeleteSelected Groups.

Viewing subscriptionsYou can view the subscriptions assigned to existing users, or view thesubscriptions that are available to assign to new service users. In addition to themail service, other subscriptions can include collaboration services. Third-partyintegrated applications may also display if your organization has enabled them.

About this task

Use these steps to view the available subscriptions, and find out how many useraccounts are available for each subscription.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click Subscriptions.

Viewing assigned subscriptionsAbout this task

To view the subscriptions that are assigned to an existing user, perform thefollowing steps.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Locate the user name. The assigned subscriptions are listed in the Subscription

column.


Managing IBM Notes Traveler devicesFor each user with an IBM Notes Traveler subscription, you can view informationabout the user's mobile device. You can also wipe the device to remove sensitivedata from it, for example, if the device is lost or stolen.

About this task

Note the following information about wiping a device:v After you issue a wipe request, the device cannot be used with the service again

unless you cancel a pending wipe or reactivate the device.v If you remove a user's IBM Notes Traveler subscription, the device information

is no longer available in the service and you cannot perform this procedure. Inthis case, the user can request a device reset through the mobile carrier.

v If you cancel a pending wipe, the data is not wiped from the device.v Wipe options are shown only for devices that support them.v If a wipe is done outside the IBM Notes Traveler service, for example, if a user

resets a device, the status is not shown.


Notes.4. Click Users in SmartCloud Notes Administration.5. In the Search box, type the beginning characters of any of the following user




v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.6. Click the user's name in the search results.7. Click Manage IBM Notes Traveler Devices to see information about the user's

device such as the name, the time it was last synchronized, and the status of awipe request.If you do not see this option, the selected user does not have a IBM NotesTraveler subscription.


8. To remove data from the device, click one of the following options:

Option Description

Wipe Device Select this option to remove the IBM NotesTraveler application and all personal dataand settings from the device. After deviceconfirmation, the device is reset to thefactory default settings. This option affectsall users of the device.

Wipe Traveler Data Select this option to remove only the IBMNotes Traveler application and its data, butleave personal data on the device. Thisoption affects only the selected user.

9. If you issue a wipe request, the following options are available:

Option Description

Refresh Device List Shows the status of a wipe request.

Cancel Wipe Cancels a wipe request that shows the statusWipe pending.

Reactivate Reactivates a device in the service after awipe request is complete or fails with anerror.

Results

The following table describes the messages that you might see in the Wipe statusfield after you issue a wipe request and click Refresh Device List.

Table 47. Wipe status messages

Wipe status message Description

Wipe pending Wipe Device or Wipe Traveler Data wasselected. The request will be processed whenthe device is turned on.

Deactivated The device was wiped successfully and is nolonger connected to IBM Notes Traveler. IfWipe Traveler Data was selected, WipeDevice can still be selected.

Hard reset failed Wipe Device was selected but the devicecannot be reset to factory default settings.This error usually indicates that the device isan older model that does not support hardresets.

Hard reset confirmed Wipe Device was selected and the deviceconfirmed the request.

Application wipe failed A Wipe Traveler Data request failed. Thiserror can occur for older device models.

Application wipe confirmed Wipe Traveler Data was selected and thedevice confirmed the request.

Not requested No wipe has been requested.

Related tasks:


“Enabling application passwords” on page 43Application passwords can be used to provide a secure login for applications thatdo not support forms-based authentication. For example, they can be used toaccess applications that require passwords on a mobile device or for organizationsthat use federated identity and service login passwords are not used. When youenable application passwords, you also have the option of requiring the use ofapplication passwords, and of allowing mobile users to bypass IP restrictions.“Preparing for Notes Traveler devices” on page 106Before enabling users to use IBM Notes Traveler mobile devices with the service,prepare your environment and the devices.

Managing BlackBerry smartphonesAfter activating a user’s BlackBerry® smartphone, perform any of the followingtasks to manage it.Related concepts:“Settings enforced for BlackBerry smartphones” on page 116This topic describes the settings that the service currently enforces for BlackBerry®

smartphones.Related tasks:“Getting started with BlackBerry devices” on page 132If BlackBerry devices supported by a Hosted BlackBerry Services subscription areused, complete the following tasks to begin using the devices with the service.

Reactivating a user's BlackBerry smartphoneIf a user experiences a problem using a BlackBerry® smartphone, activating it againoften resolves the problem. Before activating again, back up the smartphone andthen wipe it. Wiping removes all data and prevents duplicate Contacts andCalendar entries from occurring when you activate it again.

About this task

Alternatively, the user can reactivate the BlackBerry.

Procedure1. Back up the smartphone. For instructions, see the BlackBerry Knowledge Base

article How to back up the data on a BlackBerry smartphone.2. Log on to the service as an administrator.3. If your account also has the User role, click Admin > Manage Organization.4. In the System Settings section of the navigation pane, click IBM SmartCloud

Notes.5. Under User and Groups, click Users.6. In the Search box, type the beginning characters of any of the following user


Note: You cannot use the wildcard character (*) when you search.A “starts with” search is done and the names of any users with matchingvalues in the directory are displayed. For example, the results of a search onma include the names of users with the following values in the directory:



v Madison Armond/Renovations


v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.7. Click the user's name in the search results.8. Click Manage BlackBerry Smartphone.9. Perform the following steps to wipe the smartphone:

a. Click Wipe

b. Click Wipe again to confirm.10. To begin the activation process, perform the following steps to create an

activation password:a. Click Reactivate or Activate Now, depending on the option that is

displayedb. Create a one-time activation password and then click Set Password.

Remember the password because you or the user enter it on thesmartphone in the next step. If you do forget it, you can simply repeat thisstep to set a new one.

11. To activate the smartphone, refer to the following table and perform the stepsthat are shown for the operating system (OS) version of the smartphone.Activation can take from a few minutes to an hour, depending on the size ofthe mail file. After performing these steps, look for the Activation Completemessage on the smartphone, which indicates that activation is successful.

OS version Steps to activate

OS4, OS5 1. From the Home screen of thesmartphone, click Manage Connectionsand then enable your MobileConnection.

2. From the Home screen of thesmartphone, click Options > AdvancedOptions > Enterprise Activation.

3. Enter your SmartCloud Notes Internetemail address, for [email protected].


5. Click the track ball and select Activate.

Note: Leave the Activation Server Addressfield blank, if you see it.

OS6, OS7 1. From the Main screen of the smartphone,click Options > Device > AdvancedSystem Settings > Enterprise Activation.

2. Enter the SmartCloud Notes Internetemail address, for [email protected].


4. Click the Activate button.


12. If you backed up data before activating, restore the data now. For information,see the BlackBerry Knowledge Base article How to use BlackBerry DesktopSoftware to restore data to a BlackBerry smartphone from a backup file.

Wiping a user's BlackBerry smartphone if it is lost or stolenIf a user's BlackBerry® smartphone is lost or stolen, wipe it to remove all data anddeactivate it.

About this task

Wiping a smartphone removes all data from it and deactivates it. If thesmartphone is off, it is wiped the next time it is turned on. Alternatively, users canwipe their smartphones themselves.

For information on wiping a smartphone as part of reactivating it to correct aproblem, see “Reactivating a user's BlackBerry smartphone”.






v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.6. Click the user's name in the search results.7. Click Manage BlackBerry Smartphone.8. Click Wipe

9. Click Wipe again to confirm.




Setting a device password on a user's BlackBerry smartphoneA device password helps to prevent unauthorized access to a user's BlackBerry®

smartphone. Use this procedure to set an initial device password on a user'ssmartphone or to set a new device password if a user has forgotten the currentone.

About this task

The device password is a different password than the one-time activationpassword used to activate the smartphone.






v Kristin MacGyver



v Ted Amado

Search results can include a maximum of 1000 names.6. Click the user's name in the search results.7. Click Manage BlackBerry Smartphone.8. Click Set Device Password.9. Enter a password and then click Set Password. The password must be at least

eight characters, including at least one numeric character and at least onealphabetic character.

Results

A message indicating that you have changed the password is displayed on thesmartphone.


What to do next

Provide the password to the user.Related concepts:“Settings enforced for BlackBerry smartphones” on page 116This topic describes the settings that the service currently enforces for BlackBerry®

smartphones.

Removing a BlackBerry subscription from a user accountYou can remove a BlackBerry® subscription from a user account.

Procedure1. Log on to the service as an administrator.2. If your account also has the User role, click Admin > Manage Organization.3. In the navigation pane, click User Accounts.4. Click the arrow next to a user's name, select Edit User Account, and click Next.5. In the Subscription Add-ons section, clear SmartCloud Notes for Hosted

BlackBerry Services.6. Click Next and Finish.

Results

The user can no longer use a BlackBerry smartphone with SmartCloud Notes.

Frequently asked questions about BlackBerry smartphoneadministration

Table 48. Frequently asked questions about BlackBerry® smartphone administration

Question Answer

How do I know if a user has a BlackBerrysmartphone subscription?

1. From SmartCloud Notes Administration,click Users.

2. Search for the user's name and thenselect it.

3. Do either of the following steps:

v Select Show BlackBerry only to showonly users with BlackBerrysmartphone subscriptions and see ifthe user's name is listed.

v Click the user's name and see if thevalue of the BES subscription fieldhas been set to Enabled.

How do I know if a user's smartphone isactivated?



3. Click Manage BlackBerry Smartphone.

4. If the user's smartphone is not activated,a message is displayed indicating that itneeds to be activated.


Table 48. Frequently asked questions about BlackBerry® smartphoneadministration (continued)

Question Answer

What do I do if BlackBerry activations fails? Perform these steps:

1. If the BlackBerry smartphone is an OS5or earlier version, from the Home screenclick Manage Connections and thenenable your Mobile Connection.

2. Make sure that the user has anEnterprise plan with the wireless carrierrather than a Personal plan. If there isno Enterprise Activation option on thesmartphone, the user has a Personalplan and needs to change to anEnterprise Plan. After changing to theEnterprise Plan, reactivate theBlackBerry.

3. Reactivate the BlackBerry smartphone.

If I set an activation password, can a useroverride it?

Yes, the activation password is the last oneset by either the administrator or the user.

What do I do if there are duplicate Calendaror Contact entries on a smartphone?

Wipe the smartphone and then reactivate it.

How do I tell which operating system (OS)version a BlackBerry smartphone uses?

See the BlackBerry Knowledge Base articleHow to check the model number andversion of installed BlackBerry devicesoftware on a BlackBerry smartphone.

How can I display a user's BlackBerrysmartphone device model and other deviceinformation?



3. Click Manage BlackBerry Smartphone.





Chapter 7. Troubleshooting the service

Use the following tools and resources to help you troubleshoot a problem with theservice.

Finding troubleshooting tips in the Support PortalIf you need additional troubleshooting information, go to the IBM SmartCloudNotes Support Portal. There you can find troubleshooting information authored byIBM specifically for SmartCloud Notes..Related information:

SmartCloud Notes Support Portal

Contacting SupportIf you are unable to resolve a problem, contact Support.

About this task

For information, go to http://www.ibmcloud.com/social and select Support >Technical Support.

165

http://www-01.ibm.com/support/search.wss?rs=0&lang=en&cs=utf-8&tc=SSPS94&loc=en_US&dc=D600+DB550+D700+DB530+DB520+DB510+DB500+DB540&dtm

Chapter 8. Notices

This information was developed for products and services offered in the U.S.A.

IBM may not offer the products, services, or features discussed in this document inother countries. Consult your local IBM representative for information on theproducts and services currently available in your area. Any reference to an IBMproduct, program, or service is not intended to state or imply that only that IBMproduct, program, or service may be used. Any functionally equivalent product,program, or service that does not infringe any IBM intellectual property right maybe used instead. However, it is the user's responsibility to evaluate and verify theoperation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matterdescribed in this document. The furnishing of this document does not grant youany license to these patents. You can send license inquiries, in writing, to:

IBM Director of LicensingIBM CorporationNorth Castle DriveArmonk, NY 10504-1785U.S.A.

For license inquiries regarding double-byte (DBCS) information, contact the IBMIntellectual Property Department in your country or send inquiries, in writing, to:

Intellectual Property LicensingLegal and Intellectual Property LawIBM Japan Ltd.19-21, Nihonbashi-Hakozakicho, Chuo-kuTokyo 103-8510 Japan

The following paragraph does not apply to the United Kingdom or any othercountry where such provisions are inconsistent with local law: INTERNATIONALBUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION "AS IS"WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED,INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OFNON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULARPURPOSE. Some states do not allow disclaimer of express or implied warranties incertain transactions, therefore, this statement may not apply to you.

This information could include technical inaccuracies or typographical errors.Changes are periodically made to the information herein; these changes will beincorporated in new editions of the publication. IBM may make improvementsand/or changes in the product(s) and/or the program(s) described in thispublication at any time without notice.

Any references in this information to non-IBM Web sites are provided forconvenience only and do not in any manner serve as an endorsement of those Websites. The materials at those Web sites are not part of the materials for this IBMproduct and use of those Web sites is at your own risk.

167

IBM may use or distribute any of the information you supply in any way itbelieves appropriate without incurring any obligation to you.

Licensees of this program who wish to have information about it for the purposeof enabling: (i) the exchange of information between independently createdprograms and other programs (including this one) and (ii) the mutual use of theinformation which has been exchanged, should contact:

IBM Director of LicensingIBM CorporationNorth Castle DriveArmonk, NY 10504-1785U.S.A.

Such information may be available, subject to appropriate terms and conditions,including in some cases, payment of a fee.

The licensed program described in this document and all licensed materialavailable for it are provided by IBM under terms of the IBM Customer Agreement,IBM International Program License Agreement or any equivalent agreementbetween us.

Any performance data contained herein was determined in a controlledenvironment. Therefore, the results obtained in other operating environments mayvary significantly. Some measurements may have been made on development-levelsystems and there is no guarantee that these measurements will be the same ongenerally available systems. Furthermore, some measurements may have beenestimated through extrapolation. Actual results may vary. Users of this documentshould verify the applicable data for their specific environment.

Information concerning non-IBM products was obtained from the suppliers ofthose products, their published announcements or other publicly available sources.IBM has not tested those products and cannot confirm the accuracy ofperformance, compatibility or any other claims related to non-IBM products.Questions on the capabilities of non-IBM products should be addressed to thesuppliers of those products.

All statements regarding IBM's future direction or intent are subject to change orwithdrawal without notice, and represent goals and objectives only.

This information contains examples of data and reports used in daily businessoperations. To illustrate them as completely as possible, the examples include thenames of individuals, companies, brands, and products. All of these names arefictitious and any similarity to the names and addresses used by an actual businessenterprise is entirely coincidental.

TrademarksIBM, the IBM logo, and ibm.com are trademarks or registered trademarks ofInternational Business Machines Corp., registered in many jurisdictions worldwide.Other product and service names might be trademarks of IBM or other companies.A current list of IBM trademarks is available on the Web at “Copyright andtrademark information” at www.ibm.com/legal/copytrade.shtml.

Intel is a registered trademark of Intel Corporation or its subsidiaries in the UnitedStates and other countries.


http://www.ibm.com/legal/copytrade.shtml

http://www.ibm.com/legal/copytrade.shtml

Linux is a registered trademark of Linus Torvalds in the United States, othercountries, or both.

Microsoft and Windows are trademarks of Microsoft Corporation in the UnitedStates, other countries, or both.

Java and all Java-based trademarks and logos are trademarks or registeredtrademarks of Oracle and/or its affiliates.

The RIM and BlackBerry families of related marks, images and symbols are theexclusive properties and trademarks of Research In Motion Limited — used bypermission. Research In Motion, RIM, BlackBerry, BlackBerry Enterprise Server and“Always On, Always Connected” are registered with the U.S. Patent andTrademark Office and may be pending or registered in other countries.

UNIX is a registered trademark of The Open Group in the United States and othercountries.

Privacy policy considerationsIBM Software products, including software as a service solutions, (“SoftwareOfferings”) may use cookies or other technologies to collect product usageinformation, to help improve the end user experience, to tailor interactions withthe end user or for other purposes. In many cases no personally identifiableinformation is collected by the Software Offerings. Some of our Software Offeringscan help enable you to collect personally identifiable information. If this SoftwareOffering uses cookies to collect personally identifiable information, specificinformation about this offering’s use of cookies is set forth below.

Depending upon the configurations deployed, this Software Offering may usesession cookies that collect each user's user name, session ID, or otherapplication-specific state information for purposes of session management,authentication, or enhanced usability. These cookies cannot be disabled.

If the configurations deployed for this Software Offering provide you as customerthe ability to collect personally identifiable information from end users via cookiesand other technologies, you should seek your own legal advice about any lawsapplicable to such data collection, including any requirements for notice andconsent.

For more information about the use of various technologies, including cookies, forthese purposes, See IBM’s Privacy Policy at http://www.ibm.com/privacy andIBM’s Online Privacy Statement at http://www.ibm.com/privacy/details thesection entitled “Cookies, Web Beacons and Other Technologies” and the “IBMSoftware Products and Software-as-a-Service Privacy Statement” athttp://www.ibm.com/software/info/product-privacy.

Chapter 8. Notices 169

http://www.ibm.com/privacy

http://www.ibm.com/privacy/details

http://www.ibm.com/software/info/product-privacy

Index

Aaccess

restricting to on-premises servers 129access control lists

see ACL 68accessibility

described 4account identity

deleting 149removing 152, 153restoring 151

account settingsconfiguring your environment 26

ACLcustomizing for mail files 68

ActiveXenabling 59

address filtersdescribed 70

administration tasksdescribed 9

administrator rolerequirement 137

administratorsfirst logon 25

application passwordsenabling for mobile applications 43

Bbandwidth

Notes client 108web client 104

BlackBerry devicesactivating 133reactivating 158

BlackBerry documentationproviding to users 136

BlackBerry on-premises serversremoving accounts 133

BlackBerry smartphonesbacking up data 158encrypted mail 136frequently asked questions 162management tasks 158resetting passwords 161wiping 160

BlackBerry subscriptionsadding a subscription 133removing a subscription 162

Ccalendar details

enabling 83chat

See also instant messagingsee instant messaging 89

client configuration toolchanges made to Notes client 111

Client Configuration toolfor Notes client 111

comparisonservice and on-premises 9

custom templatesexecution security alerts 63preparing 61

Ddelegation

planning for mail files 119deployment

planning 13device passwords

resetting for BlackBerry devices 161device wipe

for SmartCloud Traveler devices 156differences

between service and on-premisesdeployments 9

directoriesfinding names in 47

distinguished nameforming 122

EECLs

custom templates 63email filters

examples 70enabling federated identity

management 40encrypted mail

on BlackBerry smartphones 136examples

Internet mail routingusing company SMTP host 21using service SMTP host 23

execution security alertscustom templates 63

expressionsin mail filters 70

extension forms filesassigning 140assigning with integration server 140overview 64requirements 66using as default 140

FFAQs

administering the service 9BlackBerry administration 162

federated identity checklist 39federated identity management

planning 13

firewallsconfiguring inbound 17configuring outbound 17preparing 17

folderstrash folder management 57

FTPdownloading journal files 94

Ggetting started

preparing a communicationsplan 117

groupsmanaging 154

Hheld status

for new accounts 119

IIBM iNotes control

enabling 59IBM Notes clients

described 7preparing for deployment 108

IMAPconfiguring access 98folder names 99

inbound connectionsconfiguring firewalls 17

informationavailable resources 10

instant messagingconfiguring 83configuring communities 87described 89on-premises 85

integration serverjournal files 93

Internet domainsconfiguring 27configuring additional 29configuring an MX record 28verifying ownership 27

IP rangebypassing in mobile applications 43

Jjournal files

downloading 94Notes client sessions 97Notes mail 95overview 93

171

Junk Mail Reportscustomizing 74enabling 73

Kkeyword filters

described 70

LLicenses

Notes 7logon

first time by administrator 25Lotus Notes distinguished name

forming 122

Mmail file

reducing size of file 58mail file templates

changing 139configuring 63language versions 138preparing custom 61viewing assigned template 137

mail fileschanging templates 139configuring mail settings 55configuring trash retention 57customizing access 68planning delegation 119quotas 118viewing templates 137

mail filtersInternet mail

creating filters for inboundmail 70

see email filters 70mail routing

planning 17preparing

using SMTP 19, 20using SMTP 21, 23, 60using SMTP servers 19

mail ruleslimiting use 55

mail settingsconfiguring 55configuring Notes links 56deleting older mail 58limiting incoming message size 55preventing automatic forward 55

mail templatesdetermining template name 119

messageslimiting size 55

mobile applicationsenabling passwords for 43

MX recordconfiguring 28

Nname changes

best practices in a service-onlyenvironment 145

name finderconfiguring 47

Name finderStandard and Advanced options 49

network 13planning 13

network bandwidthNotes client 108web client 104

new user accountsproviding information to users 125

newsletter filterdescribed 70

Notes clientdeciding whether to use 101

Notes clientsauthentication 35changes made by Client Configuration

tool 111Notes ID

on BlackBerry smartphones 136resetting passwords 31, 144

Notes linkssetting style 56

Notes Traveleradding subscriptions 128deleting users from on-premises

servers 130device settings 108preparing devices 106removing accounts from on-premises

servers 129restricting access to on-premises

servers 129NRPC

authentication 35

Oon-premises accounts

removing Notes Traveler 129

Ppassword rules

by authentication method 46passwords

enabling for mobile applications 43resetting

for Notes ID 31, 144set expiration dates 31setting expiration for Notes

clients 32, 91setting for BlackBerry

smartphones 161synchronizing 34, 92

preparing federated identitymanagement 39

Provisioningchecking status 122

Qquotas

for mail files 118

Rreactivation

for BlackBerry smartphonedevices 158

for Traveler devices 156references

information resources 10Research In Motion

accepting terms of use 132RIM

see Research In Motion 132

SSametime

configuring 83feature comparison 89on-premises 85, 87

SAMLplanning 13

securityplanning 13

service-only environmentconfiguring 26

settingsfor BlackBerry smartphones 116

size limitsmail files 118

SmartCloud Notesoverview 1using in service-only environment 5what's new 2

SmartCloud Notes entrydescribed 6

SmartCloud Notes webdescribed 6

SmartCloud Travelermanaging devices 156

SMTP serverusing to route mail 60

SMTP serverspreparing for Internet mail

routing 19spam

reporting 79, 80spam mail

reporting 82status

held status 119subscriptions

activating BlackBerry service 133adding

BlackBerry services 133Notes Traveler 128

adding in a service-onlyenvironment 119

in suspended account 149removing

BlackBerry services 162SmartCloud Notes 147

status of new 122


subscriptions (continued)viewing 155

supporttroubleshooting tips 165

suspended accountstatus 149

Ttemplates

changing 139configuring 63language versions 138using custom 139viewing assigned 137

third-party emailsetting up IMAP 98

troubleshootingcontacting support 165execution security alerts 63lost BlackBerry smartphone 160reporting spam mail 82tools and resources 165

TroubleshootingResetting Notes ID passwords 31,

144troubleshooting tips

in the Support Portal 165

Uuser accounts

adding in a service-onlyenvironment 119

administering 137deleting 149removing from BlackBerry

on-premises servers 133restoring 151revoking 152, 153suspending 149

user nameschanging in a service-only

environment 145

Wweb client

customizing 64description 6preparing for 104

what's new 2

Index 173

��

Printed in USA

SmartCloud Notes: Administering SmartCloud Notes: Service...

Documents

Transcript of SmartCloud Notes: Administering SmartCloud Notes: Service...