Configure Your IBM Lotus Notes Environment

SET UP THE MAIL JOURNALING DATABASE

    1. Make sure that your already have a Configuration Settings document for the server(s) to be configured.

    2. From the Domino Administrator, click the Configuration tab and expand the Messaging section.

    3. Click Configurations.

    4. Select the Configuration Settings document for the mail server or servers where you want to journal mail and then click Edit Configuration.

    5. Click the Router/SMTP - Advanced - Journaling tab.

    6. Complete the following fields (blue) and then click Save and Close.

Field Description
Journaling Specifies whether the server supports mail journaling. Choose one:
  • Enabled - Domino supports mail journaling on the servers governed by this document. To journal mail, create a server mail rule (See Below) with the action "Journal this message."
  • Disabled - (default) Mail journaling is not supported on the servers governed by this document.
Field encryption exclusion list Specifies the names of Notes message fields that Domino does not encrypt when adding messages to the Mail Journaling database. Encrypted fields cannot be displayed in a view. List any fields you want to display in a view. By default, the following fields are not encrypted: Form, From, Principal, and PostedDate.

Note When using a mail-in database for journaling, Domino does not automatically encrypt messages added to the database. To encrypt messages in a mail-in database use the Mail-in database document to specify encryption of incoming messages.

Method Specifies the location of the Mail Journaling database. Choose one:
  • Copy to local database - (default) The Router copies each journaled message to a database on the local server. If it does not already exist, Domino creates a local Mail Journaling database on the server. If the Configuration Settings document applies to multiple servers, Domino creates a unique Mail Journaling database on each server.
  • Send to mail-in database - The Router copies each journaled message and sends it to a specified mail-in database. The specified database must already exist and must have a Mail-in database document in the Domino Directory. The mail-in database used for journaling may be on any Domino server, including the local server. Specify the mail file where journaled messages are to be sent in the Mail Destination field. When using a mail-in database for journaling, be sure to encrypt messages when adding them to the database. To encrypt messages sent to a mail-in database, enable encryption on the Administration tab of the Mail-in database document.
Database name If you specified "Copy to local database" as the journaling method, specify the file name you want Domino to use when it creates the Mail Journaling database. The default name is MAILJRN.NSF.
Mail destination Enter the SMTP collector address for the Archive Service - 
Should be an email similar to: f420941e-1d5a-00df-9886-01202b0053b2@mail.myarchivedomain.com

If you specified "Send to mail-in database" as the journaling method, use this field to enter the name of the mail-in database to which the Router forwards messages to be journaled.

Click the down-arrow to select the name of the mail-in database from the Domino Directory.

Note You must create the mail-in database beforehand; Domino does not automatically create mail-in databases for journaling.

Encrypt on behalf of user If you specified "Copy to local database" as the journaling method, enter the fully qualified Notes Name of the user whose certified public key Domino uses to encrypt messages added to the database. To ensure privacy, consider creating a special user ID for reviewing journaled messages, and protect the ID with multiple passwords.

To encrypt messages sent to a mail-in database, enable encryption on the Administration tab of the Mail-in database document.

Database Management - Method For local Mail Journaling databases, the entry in this field specifies how Domino controls the size of the Mail Journaling database. When the database management method in effect calls for Domino to create a new Mail Journaling database, on the day that it creates the new database, it does so at approximately 12:00 AM. Choose one of the following methods:
  • Periodic Rollover - (default) When the current Mail journaling database reaches the age specified in the Periodicity field, Domino renames the existing Mail Journaling database and creates a new Mail Journaling database with the original name.
  • None - Domino does not automatically control the size of the Mail Journaling database. If you do not use one of the available methods for controlling database size automatically, be sure to monitor the database size and use appropriate tools to archive the journal data.
  • Purge/Compact - Domino deletes documents from the database after the number of days specified in the Data Retention field and then compacts the database.
  • Size Rollover - When the current database reaches the size specified in the Maximum size field, Domino renames the database and creates a new Mail Journaling database with the original name.
Periodicity If you specified Periodic Rollover in the preceding field, Domino displays this field for specifying the length, in days, of the rollover interval. The default value is 1 day.
Data Retention If you specified Purge/Compact in the Database Management-Method field, Domino displays this field for specifying the time, in days, that a message remains in the Mail Journaling database before being deleted.
Maximum size If you specified Size Rollover in the Database Management-Method field, Domino displays this field for specifying a size limit, in megabytes (MB), for the Mail journaling database. After the database reaches the specified size, Domino renames it and creates a new one.


The change takes effect after the next Router configuration update. To put the new setting into effect immediately, reload the routing configuration.


RECALCULATING THE SERVER'S ROUTING TABLE

The router on each server maintains a dynamic routing table, which specifies the best route to each possible destination server. The routing table builds on information contained in the server's NOTES.INI file and in configuration Settings, Domain, Connection, and Server documents in the Domino Directory.

By default, at intervals of approximately 5 minutes, or after you restart the task, the Router examines the Domino Directory for changes that would warrant rebuilding the routing table. In cases, where you want new setting to take effect immediately, but do not want to interrupt the flow of mail by stopping and restarting the Router, you can use a TELL command to force an update.

To update the server's routing table

Enter the following command at the server console:
        * Tell router update config.

The Router checks the Server, Server Configuration, Connection, Adjacent and Non-Adjacent domain documents, and the NOTES.INI file for changes that might effect the routing topology. The Router then builds a new routing table that incorporates the changes. The Router reprocesses any messages currently in MAIL.BOX based on the new routing table.

The Router does not check the Global Domain document for changes in response to the update configuration method. The information contained in the Global Domain document is loaded into memory only after server initialization. It is not refreshed when the routing tables reload.

Enabling the Journal Recipients feature

    1. Make sure you already have a Configuration Settings document for the server(s) to be configured.

    2. From the IBM® Lotus® Domino® Administrator, click the Configuration tab and expand the Messaging section.

    3. Click Configurations.

    4. Select the Configuration Settings document for the mail server or servers where you want to journal mail, and click Edit Configuration.

    5. Click the Router/SMTP - Advanced - Journaling tab.

    6. In the Journal Recipients field, click Enabled.


    7. Next click the Mime tab - then Advanced and Advanced Outbound Messages Options.

    8. Add the following items to the "Always sent the following Notes items in headers: $JournalRecipients,$MessageID". These should be added in addition to any other items that are already in this configuration.


    9. Click Save and Close.


Setup Mail Rules to Journal messages

    1. Make sure you already have a Configuration Settings document for the server(s) where the rules will aplly.

        * If you are creating a new Configuration Settings document, complete the Group or Server name field on the Basics tab, and then click Save and Close. Then reopen the document to begin adding rules.

        * If you attempt to add a new rule before saving a new document, you are prompted to save the configuration before proceeding.

    2. From the Domino Administrator, click the Configuration tab and expand the Messaging section.

    3. Click Configurations.

    4. Select the Configuration Settings document for the mail server or servers you want to administer, and click Edit Configuration.

    5. Click the Router/SMTP - Restrictions and Controls - Rules tab.

    6. Click New Rule.

    7. In the Specify Conditions section of the New Rule dialog box, set the criteria the server uses to determine whether to apply a rule to a given message. A rule condition can include the following components:



Condition component Description
Message item to examine Specifies the Notes message item that the SMTP listener, the router, or the client examines when evaluating whether to apply a rule. Choose one of the following: Sender, Subject, Body, Importance, Delivery priority, To, CC, BCC, To or CC, Body or subject, Internet domain, Size (in bytes), All documents, Attachment name, Number of attachments, Form, Recipient count, Any recipient, Blacklist tag, or Whitelist tag.

Note To create a rule that acts on all messages deposited in MAIL.BOX, choose All Documents

Logical operator or qualifier Specifies how the Router evaluates the content of the target field. Choose one of the following:
  • contains (for text field values)
  • does not contain (for text field values)
  • is
  • is not
  • is less than (for numeric field values)
  • is greater than (for numeric field values)
For example, if you selected the message item Attachment Name, selecting the qualifier "is" defines a rule that acts on all messages having an attached file with a name that exactly matches the name you specify. 
Value to check in message item Specifies the content to search for in the target message item.

For example, if the target message item is Attachment Name and the qualifier is "contains," enter .VBS to create a rule that acts on all messages having an attached file with a name containing the string .VBS, including, LOVE-LETTER.VBS, CLICK-THIS.VBS.TXT, and MY.VBS.CARD.EXE.

Note When defining a match against a user's name, specify the canonical format, for example, UserName/Sales/East

  • Text fields do not support wildcard values, such as the asterisk character (*). To specify a search string for a target field, use the "contains" operator and enter the search string in the accompanying text field. For example, as in the preceding example, to search for an attached file with a name that contains the string .VBS, create the condition "Attachment Name contains .VBS," not "Attachment Name is *.VBS."
  • Search string text is not case sensitive.
  • When indicating numeric values, always enter a numeral, rather than its text equivalent (that is, enter 2, not two).

    8. Click Add.

    9. (Optional) Modify the condition by doing the following:

        * Add more conditions, by selecting Condition, selecting "AND" or "OR", and repeat Steps 7 and 8 for each new condition.

        * Add an exception by selecting Exception and repeating Steps 7 through 9 for each exception. You can add only one exception to a condition statement.

    10. In the Specify Actions section specify the action to perform when a message arrives that matches the condition statement, and click Add Action. You can specify one action per rule.



The following actions are available:

Action name Description
Journal this message The Router sends a copy of the message to the configured Mail journaling database and continues routing the message to its destination. Journaling must be enabled on the Router/SMTP - Advanced - Journaling tab.
Move to database The Router removes the message from MAIL.BOX and quarantines it in the database specified in the accompanying text field, for example, GRAVEYARD.NSF. The specified database must already exist. The message is not routed to its destination. Placing messages in a quarantine database lets you examine them more closely for viruses or other suspicious content.
Don't accept message Domino rejects the message, but the Router does not generate a delivery failure report. Depending on the message source, the sender may or may not receive an NDR or other indication that the message was not sent.
  • When Domino does not accept an incoming SMTP message it returns an SMTP "permanent error" code to the sending server, indicating that the message was rejected for policy reasons. SMTP permanent errors (500-series errors) indicate error types that will recur if the sender attempts to send to the same address again. Depending on the configuration of the sending client and server, the message originator may then receive a Delivery Failure report.
  • For messages received over Notes routing, Domino returns a Delivery Failure Report indicating that the message violated a mail rule.
  • For messages deposited by a Notes client, the sending client displays an error indicating that the message violated a mail rule.
Don't deliver message Domino accepts the message, but rather than sending it to its destination, it processes the message according to one of the following specified options:
  • Silently delete - Domino deletes the message from MAIL.BOX with no indication to the sender or recipient.
  • Send NDR - Domino generates a nondelivery report and returns it to the sender. The MIME and Notes rich-text versions of messages sent from a Notes client result in separate delivery failure reports.
Change routing state Domino accepts the message but does not deliver it. Instead, it marks it as held, changing the value of the RoutingState item on the message to HOLD. This change to the routing state of the message causes the Router to retain the message in MAIL.BOX indefinitely, pending administrative action.

Note When you mark a message as held, other rules are not executed until the "held" message is released.

Domino differentiates between messages held by a mail rule and messages held as undeliverable.

Note This action may not work properly on servers where third-party products, such as certain types of anti-virus software, also manipulate the RoutingState item.

Stop processing Domino stops processing any rules that apply to the message when the stop processing action is encountered in a rule. Subsequent rules for that message are not executed.

    11. To save the rule and put it into effect immediately, click OK:

        * To save the rule but wait before putting into effect, click the Off radio button at the top of the dialog box, and then click OK.

    12. Open the Outbound tab of the Configuration Settings document:

        * Click the MIME tab.
        * Click the Conversion Options tab.
        * Click the Outbound tab.

    13. Set the following two options to Enabled (enabling the first option displays the second option):

        * Lookup internet address for all Notes addresses when Internet address is not defined in document
        * Perform exhaustive lookups when converting Notes addresses to Internet addresses.

    14. Click Save and Close.

    15. Close the Domino Directory.