MOVE50

DISCLAIMERTHIS DOCUMENTATION IS PROVIDED FOR REFERENCE PURPOSES ONLY. WHILE EFFORTSWERE MADE TO VERIFY THE COMPLETENESS AND ACCURACY OF THE INFORMATIONCONTAINED IN THIS DOCUMENTATION, THIS DOCUMENTATION IS PROVIDED “AS IS”WITHOUT ANY WARRANTY WHATSOEVER AND TO THE MAXIMUM EXTENT PERMITTED,LOTUS DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING WITHOUT LIMITATION THEIMPLIED WARRANTIES OF MERCHANTABILITY, NONINFRINGEMENT AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE SAME. LOTUS SHALL NOT BERESPONSIBLE FOR ANY DAMAGES, INCLUDING WITHOUT LIMITATION, DIRECT, INDIRECT,CONSEQUENTIAL OR INCIDENTAL DAMAGES, ARISING OUT OF THE USE OF, OR OTHERWISE RELATED TO, THIS DOCUMENTATION OR ANY OTHER DOCUMENTATION.NOTWITHSTANDING ANYTHING TO THE CONTRARY, NOTHING CONTAINED IN THISDOCUMENTATION OR ANY OTHER DOCUMENTATION IS INTENDED TO, NOR SHALL HAVE THE EFFECT OF, CREATING ANY WARRANTIES OR REPRESENTATIONS FROM LOTUS (OR ITS SUPPLIERS OR LICENSORS), OR ALTERING THE TERMS AND CONDITIONS OF THE APPLICABLE LICENSE AGREEMENT GOVERNING THE USE OF THIS SOFTWARE.

COPYRIGHTUnder the copyright laws, neither the documentation nor the software may be copied, photocopied,reproduced, translated, or reduced to any electronic medium or machine-readable form, in whole or in part, without the prior written consent of Lotus Development Corporation, except in the mannerdescribed in the documentation or the applicable licensing agreement governing the use of thesoftware.

© Copyright 1985 – 1999 Lotus Development Corporation55 Cambridge ParkwayCambridge, MA 02142

All rights reserved. Printed in the United States.

LIST OF TRADEMARKS Domino, cc:Mail, Notes, NotesBench, NotesFlow, and Notes/FX are trademarks and Freelance,Freelance Graphics, Lotus, Lotus Components, Lotus Notes, LotusScript, Notes Mail, NotesSQL,NotesView, 1-2-3, Organizer, SmartIcons, and SmartSuite are registered trademarks of LotusDevelopment Corporation. AS/400, OS/2 Warp, RS/6000, and PowerPC are trademarks and AIX,IBM, OS/2, Presentation Manager, and SNA are registered trademarks of International BusinessMachines Corporation. Tivoli/Courier is a trademark of Tivoli Systems Inc., a wholly ownedsubsidiary of International Business Machines Corporation. All other trademarks are the property oftheir respective owners.

Preface . . . . . . . . . . . . . . . . . . . . . xi.

Upgrading Notes andDomino

1 Planning the Move to Release 5 . . . . . . . . . . . . . . . . . . .

1. .

Planning the Move to R5 . . . . . . . . . . . . . . 1. .

Using this guide . . . . . . . . . . . . . . . . . . 2. .

Preparing to upgrade to Release 5 . . . . . . . 3. .

Reading the Release Notes . . . . . . . . . . 3. .

Supporting long file names for Dominoon OS/2 Warp . . . . . . . . . . . . . . . . .

3. .

Upgrading from Release 4 . . . . . . . . . . 3. .

Upgrading from releases prior to Release 4 . . . . . . . . . . . . . . . . . . .

4. .

Creating an upgrade team . . . . . . . . . . . . . 4. .

Create an upgrade plan . . . . . . . . . . . . . . . 5. .

Planning order of operations for upgrading 6. .

Planning a pilot upgrade project . . . . . . 9. .

Scheduling upgrading . . . . . . . . . . . . . 11.

Testing applications before upgrading . 12.

Training and Release 5 . . . . . . . . . . . . . . . 15.

New Domino server features . . . . . . . . . . . 15.

Installing the Domino Administrator in Release 5 . . . . . . . . . . . . . . . . . . .

18.

New Domino mail features . . . . . . . . . . . . 18.

New Lotus Notes client features . . . . . . . . 19.

New Domino application features . . . . . . . 21.

New Domino search features . . . . . . . . . . 22.

2 Upgrading an Internet Mail Server . . . . . . . . . . . . . . . . . .

25.

Upgrading a server that uses theSMTP/MIME Message TransferAgent (MTA) to Release 5 . . . . . . . .

25.

Backing up files on an MTA server . . . . 27.

Disabling SMTP/MIMEMTA housekeeping . . . . . . . . . . . . .

27.

Shutting down the router . . . . . . . . . . . 28.

Shutting down the inbound transport . 28.

Clearing SMTP.BOX . . . . . . . . . . . . . . . 29.

Clearing the Outbound Work Queue . . 30.

Clearing the Inbound Work Queue . . . . 30.

Shutting down the SMTP/MIME MTA server . . . . . . . . . . . . . . . . . . .

31.

Updating the NOTES.INI file for theInternet mail server . . . . . . . . . . . . .

31.

Installing Domino Release 5 on an MTA server . . . . . . . . . . . . . . . . . . .

32.

Upgrading the Public Address Book foran Internet mail server . . . . . . . . . . .

33.

Setting server configuration for anInternet mail server . . . . . . . . . . . . .

35.

Editing the Server document for anInternet mail server . . . . . . . . . . . . .

37.

Upgrading the Administration Requestsdatabase on an MTA server . . . . . . .

37.

How R5 replaces the MTA . . . . . . . . . . . . . 38.

Configuration in R4 vs. R5 . . . . . . . . . . 38.

MTA upgrade scenarios . . . . . . . . . . . . . . 42.

Replacing R4 MTAs with R5 mail servers 44.

Contents iii

Contents

Moving to Notes and Domino R5

Please note that the page numbers listed in the Table of Contents refer to the page numbers that appear in the footers of the printed documentation. To navigate to a specific page, select the chapter and use the scroll buttons in the tool bar to go to the page.

Using a third-party relay host with an R5mail server . . . . . . . . . . . . . . . . . . . .

45.

Internet mail routing in mixed-releaseenvironments . . . . . . . . . . . . . . . . . .

46.

Internet mail conversion inmixed-release environments . . . . . .

46.

Encrypted messages in mixedenvironments . . . . . . . . . . . . . . . . . .

49.

Sending mail in Notes format to Internet users . . . . . . . . . . . . . . . . . .

50.

Internet mail addresses in Domino Release 5 . . . . . . . . . . . . . . . . . . . . .

51.

Internet mail storage format in DominoRelease 5 . . . . . . . . . . . . . . . . . . . . .

52.

Upgrading an MTA server and NOTES.INIparameters . . . . . . . . . . . . . . . . . . . .

52.

IMAP and POP conversion changes inRelease 5 . . . . . . . . . . . . . . . . . . . . .

52.

Relay host changes in Domino Release 5 . . 53.

Using dial-up with Domino Release 5 . . . . 53.

Upgrading an Internet mail server to usemultiple threads . . . . . . . . . . . . . . . .

53.

Multiple MAIL.BOX databases on a mail server . . . . . . . . . . . . . . . . . . . .

54.

3 Upgrading a Domino Server . . 55.Upgrading a Domino server . . . . . . . . . . . 55.

Shutting down the Domino server . . . . 56.

Backing up Domino server files . . . . . . 56.

Updating the NOTES.INI file . . . . . . . . 56.

Installing Domino Release 5 . . . . . . . . . 57.

Upgrading the Public Address Book . . 57.

Upgrading the administration server for theDomino Directory . . . . . . . . . . . . . .

60.

Upgrading the Administration Requests template . . . . . . . . . . . . . .

60.

Upgrading a mail server to use multiple threads . . . . . . . . . . . . . . . .

62.

Using multiple MAIL.BOX databases . . . . 62.

Changing Domino server time zone anddaylight savings time settings . . . . .

63.

4 Upgrading DominoAdministration . . . . . . . . . . . . . . .

65.

Upgrading Domino Administration . . . . . 65.

Upgrading administration clients . . . . . . . 65.

Installing the R5 Domino Administratorclient . . . . . . . . . . . . . . . . . . . . . . . .

65.

Upgrading to the Web Administrator tool . 66.

Using message tracking in a mixed-releaseenvironment . . . . . . . . . . . . . . . . . . .

66.

5 Upgrading Clients . . . . . . . . . . 67.Upgrading a Lotus Notes client to Release 5 67.

Backing up Notes client files . . . . . . . . . 68.

Install the Notes Release 5 software . . . 68.

Converting the workspace to bookmarks . 69.

Changes to the Personal Address Book . . . 70.

Portfolio databases in Notes Release 5 . . . . 71.

Upgrading your mail file to Release 5 . . . . 71.

Creating account records for Internet mail 71.

Setting default workstation security . . . . . 71.

Synchronizing time zones and daylightsavings time with Notes . . . . . . . . . .

72.

Using calendar and scheduling featureswith Internet mail . . . . . . . . . . . . . .

72.

Repeating meetings and R5 . . . . . . . . . . . . 73.

6 Working with the DominoDirectory . . . . . . . . . . . . . . . . . . . .

75.

Working with the Domino Directory . . . . . 75.

Using the Domino Directory template in amixed-release environment . . . . . . .

76.

Upgrading R4 servers that use theDomino Directory template . . . . . . .

76.

Using the Domino Directory Profile . . . . . 76.

iv Moving to Notes and Domino Release 5

New and deleted views in the DominoDirectory . . . . . . . . . . . . . . . . . . . . .

76.

New forms in the Domino Directory . . . . . 77.

Populating the Internet Address field inPerson documents . . . . . . . . . . . . . .

78.

Address formats for the InternetAddress tool . . . . . . . . . . . . . . . . . . .

79.

Creating an Internet address . . . . . . . . . 80.

Using Custom Format Pattern . . . . . . . . . . 81.

Creating an Internet address usingCustom Format Pattern . . . . . . . . . .

81.

Validating Internet Addresses . . . . . . . . . . 82.

Retrieving LDAP information in amixed-release environment . . . . . . .

82.

Upgrading Directory Assistance . . . . . . . . 83.

Web authentication and secondary address books . . . . . . . . . . . . . . . . .

83.

Host names in Server documents . . . . . . . 84.

7 Upgrading Clusters . . . . . . . . . 85.Upgrading clusters . . . . . . . . . . . . . . . . . . 85.

Mail files in a mixed-release cluster . . . . . . 85.

8 Upgrading Databases andApplications . . . . . . . . . . . . . . . . .

87.

Upgrading databases and applications . . . 87.

Upgrading databases to R5 . . . . . . . . . . . . 89.

Upgrading database format . . . . . . . . . 89.

Upgrading users’ mail files . . . . . . . . . . . . 90.

Using the mail conversion utility . . . . . 91.

Upgrading templates . . . . . . . . . . . . . . . . . 93.

R5 mail templates on an R4 server . . . . 93.

Upgrading Web applications . . . . . . . . . . . 94.

Using default Web templates with older browsers . . . . . . . . . . . . . . . . .

94 .

Upgrading document libraries . . . . . . . . . 95.

Issues with upgrading applications and databases . . . . . . . . . . . . . . . . . .

95.

Keeping a new database in Release 4 format 96.

Compacting databases in a mixed-releaseenvironment . . . . . . . . . . . . . . . . . . .

97.

Rolling back applications to previousreleases . . . . . . . . . . . . . . . . . . . . . . .

97.

Upgrading applications and Release 5requirements . . . . . . . . . . . . . . . . . .

98.

Improving database performance . . . . . . . 99.

Turning off unread marks . . . . . . . . . . 99.

Speeding up view rebuilds with bitmapoptimization . . . . . . . . . . . . . . . . . . .

99.

Turning off overwriting free space . . . . 100.

Deselecting the “Maintain LastAccessedproperty” . . . . . . . . . . . . . . . . . . . . .

101.

Removing specialized responsehierarchies from views that don’t use them . . . . . . . . . . . . . . . . . . . . . .

101.

Limiting the number of entries in the$UpdatedBy fields . . . . . . . . . . . . . .

102.

Limiting the number of entries in the$Revisions fields . . . . . . . . . . . . . . .

102.

Turning off headline monitoring . . . . . 103.

Changes in case- and accent-sensitivesorting of characters . . . . . . . . . . . . .

103.

Storing image files in native format . . . . . . 104.

9 Upgrading Search . . . . . . . . . . 105Upgrading Search . . . . . . . . . . . . . . . . . . . 105.

Changes in search . . . . . . . . . . . . . . . . . . . 108.

Enabling Domain Search . . . . . . . . . . . . . . 108.

Updating server indexes . . . . . . . . . . . . . . 111.

Setting which databases to search . . . . . . . 111.

Setting up Domain Search for Notes clients 112.

Security and Domain Search . . . . . . . . . . . 113.

Search interoperability . . . . . . . . . . . . . . . 114.

Search Site and Release 5 . . . . . . . . . . . . . . 115.

Contents v

10 Upgrading Security . . . . . . . . 117Upgrading Security . . . . . . . . . . . . . . . . . . 117.

Using Release 5 ID files . . . . . . . . . . . . . . . 117.

Creating flat ID files . . . . . . . . . . . . . . . . . 118.

Password checking and interoperabilitywith earlier releases . . . . . . . . . . . . .

118.

X.509 certificates and interoperability . . . . 118.

Protect Directives in HTTPD.CNF and R5 . 119.

Web server authentication in amixed-release environment . . . . . . .

119.

Making root certificates available to clientsusing SSL and S/MIME . . . . . . . . . .

120.

11 Certifying Users and Serversin Flat Organizations . . . . . . . . . .

121

Converting flat names to hierarchicalnames . . . . . . . . . . . . . . . . . . . . . . . .

121.

How the Administration Processconverts flat names . . . . . . . . . . . . .

121.

Preparing to convert flat names tohierarchical names . . . . . . . . . . . . . .

126.

Converting the first flat server name to ahierarchical name . . . . . . . . . . . . . . .

127.

Converting the remaining flat servernames to hierarchical . . . . . . . . . . . .

128.

Converting flat Notes user names tohierarchical . . . . . . . . . . . . . . . . . . .

128.

Converting flat user names tohierarchical names . . . . . . . . . . . . . .

129.

Converting flat server names to hierarchicalserver names . . . . . . . . . . . . . . . . . .

130.

Flat names . . . . . . . . . . . . . . . . . . . . . . . . . 131.

Creating a flat certifier ID . . . . . . . . . . . 131.

Ways to recertify IDs with a flat certifier ID 132.

Recertifying flat IDs using Notes mail . 132.

Recertifying flat IDs without Notes mail 133.

Ways to rename flat user IDs . . . . . . . . . . . 135.

Renaming flat user IDs using Notes mail 135.

Renaming flat user IDs without Notes mail . . . . . . . . . . . . . . . . . . . .

137.

Deleting a flat certificate from an ID . . . 138.

Communication with organizations that useflat names . . . . . . . . . . . . . . . . . . . . .

139.

Results of recertification . . . . . . . . . . . . . . 140.

How the Administration Process convertsflat Notes user names to hierarchical

140.

How the Administration Process converts aflat server name to hierarchical . . . .

141.

Migrating Users to Notesand Domino

12 Overview of Migrating Usersto Notes and Domino . . . . . . . . .

147

Overview of Migrating Users to Notes and Domino . . . . . . . . . . . . . . . . . . .

147.

Using this guide . . . . . . . . . . . . . . . . . . . . 148.

Migrating users and mail data . . . . . . . . . . 148.

Installing the Domino Administrator andmigration tools . . . . . . . . . . . . . . . . .

150.

Importing users from a foreign directory . 151.

Specifying the foreign directory source 151.

Selecting people and groups to migrate 151.

Migrating groups . . . . . . . . . . . . . . . . . 151.

Migrating groups with duplicate names 152.

Setting Group Migration Options . . . . . 153.

Specifying a name, group type, anddescription for migrated groups . . .

155.

Migrating nested groups . . . . . . . . . . . 157.

Use above settings for all currentlyselected or nested groups (don’tprompt again) . . . . . . . . . . . . . . . . .

158.

Canceling migration of a group . . . . . . 158.

Adding users to “migration” group . . . . . 159.

Setting migration options . . . . . . . . . . . . . 159.

vi Moving to Notes and Domino Release 5

Generating random passwords . . . . . . . 159.

Adding full names provided to theNotes person document . . . . . . . . . .

161.

Allowing the addition of empty groupsto Notes . . . . . . . . . . . . . . . . . . . . . .

161.

Converting mail . . . . . . . . . . . . . . . . . . 162.

Converting mail only . . . . . . . . . . . . . . 162.

Registering users and migrating messagingdata . . . . . . . . . . . . . . . . . . . . . . . . .

164.

Importing passwords . . . . . . . . . . . . . . 164.

Specifying advanced person registrationoptions . . . . . . . . . . . . . . . . . . . . . . .

165.

Setting registration defaults . . . . . . . . . 165.

Saving pending registrations in theregistration queue . . . . . . . . . . . . . .

167.

Applying registration settings tomultiple users . . . . . . . . . . . . . . . . .

167.

Creating Notes mail files . . . . . . . . . . . 169.

Verifying that a migration was successful . 171.

13 Migrating Users from cc:Mail 173Migrating cc:Mail users . . . . . . . . . . . . . . 173.

Supported cc:Mail versions . . . . . . . . . . . . 174.

Notes equivalents for migrated cc:Mailinformation . . . . . . . . . . . . . . . . . . .

174.

Notes equivalents for migrated Organizerinformation . . . . . . . . . . . . . . . . . . .

176.

Preparing to migrate cc:Mail users . . . . . . 177.

General administrative tasks . . . . . . . . 177.

Notes and Domino preparation tasks . . 177.

cc:Mail preparation tasks . . . . . . . . . . . 178.

Estimating the size of a converted mail box . . . . . . . . . . . . . . . . . . . . . .

179.

Backing up Domino information . . . . . 180.

Taking the post office offline . . . . . . . . 180.

Backing up the cc:Mail post office . . . . . 180.

Preparing the directory for migration . . 180.

Migrating Organizer information . . . . . . . 185.

Determining the character set (codepage) for migrating Organizer data .

186.

Migrating multiple sections of one type 186.

Supplying a password when migratingOrganizer data . . . . . . . . . . . . . . . . .

186.

Migrating Organizer Address andNotepad sections . . . . . . . . . . . . . . .

187.

Migrating Organizer Calls sections . . . . 188.

Migrating Organizer categoryinformation . . . . . . . . . . . . . . . . . . .

189.

Migrating Organizer meetinginformation . . . . . . . . . . . . . . . . . . .

189.

Preparing to migrate Organizer information 189.

Connecting to the Organizer datadirectories . . . . . . . . . . . . . . . . . . . .

190.

Preparing Organizer users for migration 190.

Importing the cc:Mail post office directory 191.

Connecting to the cc:Mail post office . . 191.

Importing cc:Mail users and groups intothe Notes registration queue . . . . . .

192.

Customizing cc:Mail migration settings . . 193.

Setting migration options for cc:Mail . . . . . 193.

Specifying advanced settings for migratingcc:Mail users . . . . . . . . . . . . . . . . . .

194.

Specifying cc:Mail conversion settings . . . 195.

Mailing cc:Mail private mailing lists asattachments . . . . . . . . . . . . . . . . . . .

195.

Converting Organizer .OR2 schedulingfiles to Notes . . . . . . . . . . . . . . . . . .

196.

Converting cc:Mail alias entries . . . . . . 196.

Converting bulletin boards to a Notesdiscussion database . . . . . . . . . . . . .

196.

Specifying the code page to use forconverting cc:Mail data . . . . . . . . . .

198.

Mapping cc:Mail gateways to Notesdomains . . . . . . . . . . . . . . . . . . . . . .

199.

About message gateways . . . . . . . . . . . 199.

Contents vii

Specifying other cc:Mail upgrade settings . 201.

Upgrading to the cc:Mail Release 6.3client for Domino . . . . . . . . . . . . . . .

201.

Specifying the post office for routingmail to Notes . . . . . . . . . . . . . . . . . .

202.

Specifying an error threshold . . . . . . . . 203.

Registering users and completing thecc:Mail migration . . . . . . . . . . . . . . .

203.

Ensuring compatibility with the cc:Mail MTA . . . . . . . . . . . . . . . . . .

205.

Synchronizing the cc:Mail directory andDomino Directory when using thecc:Mail MTA . . . . . . . . . . . . . . . . . .

206.

Synchronizing directories whenmigrating from a downstream post office . . . . . . . . . . . . . . . . . . . . .

207.

Synchronizing cc:Mail bulletin boardsand Notes discussion databases . . . .

208.

Removing the user files and messages ofmigrated users from the cc:Mail post office . . . . . . . . . . . . . . . . . . . . .

209.

Migrating additional cc:Mail messages after registration . . . . . . . . . . . . . . . .

211.

14 Migrating Microsoft MailUsers to Notes . . . . . . . . . . . . . . .

213

Migrating Microsoft Mail users . . . . . . . . . 213.

Notes equivalents for migrated MicrosoftMail data . . . . . . . . . . . . . . . . . . . . .

214.

Understanding how the migration toolparses Microsoft Mail name formats

214.

Table: Generating Notes namecomponents from Microsoft Mailnames . . . . . . . . . . . . . . . . . . . . . . . .

215.

Parsing errors . . . . . . . . . . . . . . . . . . . . 217.

Preparing to migrate Microsoft Mail users 218.

Backing up Domino Information . . . . . 219.

Importing the Microsoft Mail postofficeaddress list . . . . . . . . . . . . . . . . . . . .

219.

Connecting to the Microsoft Mailpostoffice . . . . . . . . . . . . . . . . . . . . .

219.

Importing Microsoft Mail users into theregistration queue . . . . . . . . . . . . . .

220.

Customizing Microsoft Mail migrationsettings . . . . . . . . . . . . . . . . . . . . . . .

221.

Setting migration options for MicrosoftMail users . . . . . . . . . . . . . . . . . . . .

221.

Specifying advanced options for migratingMicrosoft Mail users . . . . . . . . . . . .

222.

Migrating Microsoft Mail PersonalAddress Books to Notes . . . . . . . . . .

222.

Specifying an error threshold . . . . . . . . 222.

Specifying the code page to use forconverting the Microsoft Mail post office . . . . . . . . . . . . . . . . . . . . .

223.

Registering users and completing themigration from Microsoft Mail . . . . .

224.

Migrating additional Microsoft Mailmessages after registration . . . . . . . .

226.

15 Migrating Users fromMicrosoft Exchange . . . . . . . . .

227

Migrating Microsoft Exchange users . . . . 227.

Notes equivalents for migrated MicrosoftExchange data . . . . . . . . . . . . . . . . .

228.

Preparing to migrate Exchange users . . . . 230.

Importing the Microsoft Exchange directory 231.

Connecting to the Exchange server . . . . 231.

Specifying an administrator mail profile 232.

Importing Microsoft Exchange users intothe registration queue . . . . . . . . . . .

232.

Setting migration options for MicrosoftExchange users . . . . . . . . . . . . . . . .

233.

Registering users and completing themigration from Exchange . . . . . . . . .

234.

viii Moving to Notes and Domino Release 5

16 Migrating Users from aWindows NT Domain List . . . . . .

237

Migrating Windows NT users . . . . . . . . . . 237.

Preparing to import users from Windows NT . . . . . . . . . . . . . . . . . .

237.

Specifying the Windows NT domain toimport from . . . . . . . . . . . . . . . . . . .

238.

Importing Windows NT users into theNotes registration queue . . . . . . . . .

239.

Setting migration options for Windows NTusers . . . . . . . . . . . . . . . . . . . . . . . . .

240.

Specifying advanced options for importingWindows NT users . . . . . . . . . . . . .

240.

Specifying how to convert Windows NTfull names into Notes namecomponents . . . . . . . . . . . . . . . . . . .

241.

Creating Notes short names fromWindows NT user names . . . . . . . . .

243.

Registering users and completing themigration from Windows NT . . . . .

244.

17 Migrating Users from an LDIF File . . . . . . . . . . . . . . . . . . . .

245

Migrating users from an LDIF file . . . . . . . 245.

What is LDIF? . . . . . . . . . . . . . . . . . . . . . . 246.

Understanding how Notes uses informationin the LDIF file . . . . . . . . . . . . . . . . .

247.

Adding the distinguished name to thePerson document . . . . . . . . . . . . . . .

247.

Processing object classes . . . . . . . . . . . . 248.

Generating Notes name componentsfrom LDAP attributes . . . . . . . . . . . .

248.

Importing passwords from an LDIF entry . . . . . . . . . . . . . . . . . . . .

250.

Preparing to import an LDIF file . . . . . . . . 249.

Preparing LDIF files for import intomultiple Notes organizational units .

251.

Specifying the LDIF file to migrate from . . 252.

Setting options for importing users from an LDIF file . . . . . . . . . . . . . . . . . . .

253.

Registering users migrated from anLDIF file . . . . . . . . . . . . . . . . . . . . . .

254.

Adding imported users as directory entries only . . . . . . . . . . . . . . . . . . .

255.

Using imported users in subscriptionaccounts . . . . . . . . . . . . . . . . . . . . . .

256.

18 Migrating Users from NovellGroupWise 4 . . . . . . . . . . . . . . . .

257

Migrating Novell GroupWise 4 users . . . . 257.

Preparing to migrate GroupWise 4 users . . 257.

Exporting a GroupWise 4 user list . . . . 258.

Importing people and groups into theregistration queue . . . . . . . . . . . . . .

258.

Registering users and completing the migration . . . . . . . . . . . . . . . . . .

259.

19 Migrating Users from NovellGroupWise 5 . . . . . . . . . . . . . . . .

261

Migrating Novell GroupWise 5 users . . . . 261.

Preparing to migrate GroupWise 5 users . . 261.

Granting proxy rights in the GroupWise 5 client . . . . . . . . . . . . . .

262.


262.

Registering users and completing the migration . . . . . . . . . . . . . . . . . .

263.

20 Migrating Users from theNetscape Messaging Server . . .

265

Migrating Netscape Messaging Server users 265.

Preparing to migrate Netscape MessagingServer users . . . . . . . . . . . . . . . . . . .

265.


266.

Registering users and completing themigration . . . . . . . . . . . . . . . . . . . . .

267.

Contents ix

21 Migrating Personal Mail Data 269Migrating personal mail data . . . . . . . . . . 269.

Messaging data migrated by the userupgrade wizards . . . . . . . . . . . . . . .

270.

Before running the upgrade wizard . . . . . 272.

Platform requirements for running theuser upgrade wizards . . . . . . . . . . .

272.

Installing the upgrade wizard . . . . . . . . . 273.

Installing the upgrade wizard on anetwork drive . . . . . . . . . . . . . . . . .

273.

Installing the upgrade wizard with auser’s Notes client . . . . . . . . . . . . . .

274.

Sending users an upgrade notificationmessage . . . . . . . . . . . . . . . . . . . . . .

274.

Specifying the path to a network copy ofthe upgrade wizard . . . . . . . . . . . . .

276.

Running the upgrade wizard . . . . . . . . . . 277.

Running the upgrade wizard from adesktop shortcut . . . . . . . . . . . . . . .

277.

Information the upgrade wizard obtainsfrom the upgrade notificationmessage . . . . . . . . . . . . . . . . . . . . . .

278.

Information the upgrade wizard obtainsfrom NOTES.INI . . . . . . . . . . . . . . .

278.

Selecting an upgrade method . . . . . . . . 279.

Converting message archives . . . . . . . . . . 279.

Migrating archives during an Express upgrade . . . . . . . . . . . . . . .

280.

Migrating archives during a Custom upgrade . . . . . . . . . . . . . . .

280.

Migrating a mailbox folder hierarchy . . 280.

Translating cc:Mail gateway names inarchived messages . . . . . . . . . . . . . .

281.

Space requirements for migratingarchives . . . . . . . . . . . . . . . . . . . . . .

281.

Selecting archive files to migrate . . . . . 282.

Specifying the template for migratedarchives . . . . . . . . . . . . . . . . . . . . . .

282.

Specifying where to migrate archives . . 283.

Running the wizard again to migrateadditional archives . . . . . . . . . . . . . .

283.

Overview of migrating personal addressbook information . . . . . . . . . . . . . . .

284.

How the upgrade wizard obtainspersonal address book information .

284.

Understanding personal addresses andmailing lists . . . . . . . . . . . . . . . . . . .

285.

Migrating personal address bookinformation from the old mail server

286.

Copying personal address bookinformation to the Notes PersonalAddress Book . . . . . . . . . . . . . . . . . .

287.

After the upgrade wizard finishesprocessing . . . . . . . . . . . . . . . . . . . .

289.

Index . . . . . . . . . . . . . . . . . . . . . . . 291

x Moving to Notes and Domino Release 5

Preface

This guide describes how to move to Notes and Domino Release 5. It isintended for system administrators who are managing Notes clients andDomino servers.

Structure of this guideThis guide has two parts. The first part, Upgrading Notes and Domino,describes how to upgrade to Release 5 from earlier releases of Notes andDomino. The second part, Moving Users to Notes and Domino, describeshow to add users from other messaging and directory systems to theDomino Directory and convert their mail, calendaring, and schedulingdata into Notes format.

Structure of Notes and Domino documentationDocumentation for Notes and Domino is provided online in threedatabases available from the Help menu:

Notes 5 Client Help

Domino 5 Administration Help

Domino 5 Designer Help

In addition, the Administration and Designer documentation is availableas printed books. In Notes, select File - Other Help to see a table of all theavailable documentation. You can order books from the Lotus Web siteat: www.lotus.com/store.

Documentation for the Notes ClientIn addition to the online Help, the printed book Notes Step by Stepprovides a tutorial for beginning Notes users.

xi

Documentation for Domino AdministrationThe following table shows the printed books that comprise the DominoAdministration documentation set. The information in these books is alsofound in the Domino 5 Administration Help online database.

Moving to Notes and Domino Release 5

Describes how to upgrade existingDomino™ servers and Notes™ clientsto Release 5. Also describes how tomove users to Notes and Domino fromother messaging and directorysystems.

Configuring the Domino Network Explains how to configure a specificnetwork to work with Domino. Alsoillustrates how to run Notes usingmultiple network protocols andindividual protocols, such asAppleTalk, Banyan VINES, NetBIOS,Novell SPX (NetWare), and TCP/IP.

Administering the DominoSystem, Volumes 1 and 2

Describes how to set up and manageservers, users, server connections,mail, replication, security, calendarsand scheduling, Web servers, NNTPservices, billing, and systemmonitoring. Describes how totroubleshoot system problems.

Administering Domino Clusters Describes how to set up, manage, andtroubleshoot Domino clusters.

Managing Domino Databases Provides information on managingdatabases, including putting databasesinto production, setting up accesscontrol lists and replication, andmaintaining databases.

xii Moving to Notes and Domino Release 5

Documentation for Domino DesignerThe following table shows the printed books that comprise the DominoDesigner™ documentation set. The information in these books is alsofound in the Domino 5 Designer Help online database.

Application Development withDomino Designer

Explains how to create all the designelements used in building Dominoapplications, how to share informationwith other applications, and how tocustomize applications.

Domino Designer ProgrammingGuide Volume 1: FormulaLanguage

Introduces programming in DominoDesigner and describes the formulalanguage, the @functions, and the@commands.

Domino Designer ProgrammingGuide Volume 2: LotusScriptClasses

Provides reference information on theLotusScript® classes, which provideaccess to databases and other Dominostructures.

Domino Designer ProgrammingGuide Volume 3: Java Classes

Provides reference information on theJava classes, which provide access todatabases and other Dominostructures.

LotusScript Language Guide Describes the basic building blocks ofLotusScript, how to use the language tocreate applications, an overview of theLotusScript programming language,and a comprehensive list of languageelements.

Preface xiii

Domino Enterprise IntegrationGuide

Provides information on how to set upDomino Connectors, how to utilizeDomino Enterprise ConnectionServices (DECS) to access enterprisedata in real-time, and referencematerial for programming with theLotusScript Extension for DominoConnectors.

Managing Domino Databases Provides information on managingdatabases, including putting databasesinto production, setting up accesscontrol lists and replication, andmaintaining databases.

Step by Step

Setting up a Domino ServerMoving to Notes and Domino Release 5Configuring the Domino NetworkAdministering Domino ClustersAdministering the Domino System, Volume 1Administering the Domino System, Volume 2

Application Development with Domino DesignerDomino Designer Templates GuideDomino Designer Programming Guide, Volume 1: Formula LanguageDomino Designer Programming Guide, Volume 2: LotusScript ClassesDomino Designer Programming Guide, Volume 3: Java ClassesLotusScript Language GuideDomino Enterprise Integration Guide

Managing Domino Databases

AdministrationHelp

Release Notes

DesignerHelp

not available in print

Domino ObjectsPosters

NotesHelp*

*

*

**

** print only

xiv Moving to Notes and Domino Release 5

Chapter 1 Planning the Move to Release 5

Lotus® Domino™ Release 5, Lotus Notes® Release 5, Lotus DominoAdministrator Release 5, and Lotus Domino Designer Release 5 offer new features, functionality, and ease of use to make your organizationmore productive and efficient. From the new Notes™ interface to thetask-oriented administration client, R5 focuses on helping you withday-to-day work.

This guide covers two areas: upgrading and migration. Upgrading is the process of moving from earlier releases of Domino and Notes toRelease 5 — including upgrading the software, working in amixed-release environment, and upgrading your infrastructure.Migration is the process of moving from other mail systems, such asMicrosoft Exchange, to Notes and Domino R5.

Planning the Move to R5

Most organizations do not move to R5 all at once; rather, they phase inR5. There is a period of time in which the old systems (including earlierreleases and other mail/groupware products) coexist with R5. Lotuscreated R5 with this coexistence phase in mind — key system databases,such as the Domino Directory and the Administration Requests database,were designed for backwards compatibility. In addition, new featuressuch as the native Simple Message Transfer Protocol (SMTP) andMultipurpose Internet Mail Extensions (MIME) support in the Dominorouter do not require infrastructure changes — simply upgrade to R5 andbegin using them. Your existing routing paths and addressing work aswell in R5 as they did in R4. In short, upgrading and coexistence shouldbe straightforward and painless, letting your organization move at itsown pace to R5.

1

Upgrading to R

5

To help you structure your upgrade process and rollout, see thefollowing information:

Preparing to upgrade to R5Preparing to upgrade to Release 5

Reading the Release Notes

Supporting long file names for Domino on OS/2 Warp

Upgrading from Release 4

Upgrading from releases prior to Release 4

Designing the upgrade processCreating an upgrade team

Create an upgrade plan

Planning order of operations for upgrading

Planning a pilot upgrade project

Scheduling upgrading

Testing applications before upgrading

Training and Release 5

New Release 5 featuresNew Domino server features

Installing the Domino Administrator in Release 5

New Domino mail features

New Lotus Notes client features

New Domino application features

New Domino search features

Using this guideThis guide is intended to be read by everyone involved in the upgradeprocess, and especially by the upgrade team. While end users probablydo not need to read the guide, some information in it may be useful tothem. Consider creating a short list of useful information and distributingit to your end users.

This guide contains information on planning your upgrade, the stepsnecessary for each part of the upgrade, information on operating in amixed R4/R5 environment, and an overview of new features in Release 5that help your organization be more productive.

2 Moving to Notes and Domino Release 5

Preparing to upgrade to Release 5To prepare for upgrading to Release 5, consider issues that affectupgrading.

Operating system changesIn Release 5, the Notes client is no longer available for MicrosoftWindows 3.1, IBM® OS/2® Warp, or UNIX systems. Notes users withthose operating systems can continue to run an earlier version of Notesor move to a platform which has a Release 5 client: Microsoft Windows95, Windows 98, Windows NT, or Macintosh PowerPC systems.

In Release 5, the Domino server is no longer available for NovellNetWare. Organizations running Domino on NetWare can continue torun an earlier version of Domino or move to a platform which has aRelease 5 server: HP-UX, IBM AIX®, IBM OS/2 Warp, MicrosoftWindows NT, and Sun Solaris.

Hardware requirementsBe sure to consult the Release Notes for hardware requirements forDomino and Notes R5. You may need to add additional capacity toservers or workstations to run R5. In addition, features such astransaction logging have additional requirements such as separatedrives.

Reading the Release NotesBefore upgrading to Release 5, be sure to read carefully and thoroughlythe Notes, Domino and Domino Designer Release Notes, available in printand as a database (README.NSF). The Notes, Domino and DominoDesigner Release Notes contain critical technical information, docu-mentation, interoperability issues, and updates that were not available intime to be included in the rest of the documentation. A number of theRelease Notes pertain to upgrade steps, information, and concerns.

Supporting long file names for Domino on OS/2 WarpTo use file names that are longer than the 8.3 convention, the server musthave an HPFS drive.

Upgrading from Release 4To upgrade to Release 5, your Domino and Notes system should berunning Release 4.1 or later. Lotus recommends upgrading a Release 4system to the latest Quarterly Maintenance Release (QMR) of that releasefor the greatest stability and ease of upgrading. For example, upgrade aRelease 4.5 system to Release 4.5.7.

Chapter 1: Planning the Move to Release 5 3

Upgrading to R

5

Upgrading from releases prior to Release 4To upgrade to Release 5, your Domino and Notes system should berunning Release 4.1 or later. If you have Release 3 designs or templates inyour organization, such as a Release 3 Names and Address Book, orRelease 3 mail files, you must upgrade these designs to at least Release4.1 before upgrading to Release 5.

If you upgrade Release 3 clients to Release 5, the Release 5 setup programignores the workspace and DESKTOP.DSK and creates a blank set ofbookmarks.

Creating an upgrade teamWhile upgrading to R5 is not difficult, it is important to includerepresentatives from all technical areas and departments involved in theupgrade. This allows your team to evaluate the effect of upgrading on allfunctional areas and to leverage the skills not only of your InformationSystems (IS) department, but of other parts of your organization. At aminimum, your team should comprise:

Chief Information Officer (CIO)

Chief Technology Officer (CTO)

Domino server administrators

Network administrators

Support and Help Desk technicians

Application developers

Database managers

Training specialists/educators

End user representatives (especially local experts and power users)

By forming the upgrade team early in your process, you allow greatercontrol and planning of the move to R5, reduce concerns about theupgrade, and create commitment to the move to R5.

Leading the upgrade processDesignate one or more project leaders for upgrading to R5. These leadersshould:

Coordinate the upgrade schedule

Set up and monitor upgrade testing

Apprise users and management of the upgrade and its effect on them

Capture knowledge and share it through best practices


Document issues encountered and their solutions

Coordinate communication, including project databases, meetings,and conference calls

Upgrading in an international organizationIf your organization is an international one, include representatives from each site or geographic area. Different localities have differentinfrastructures — for example, areas with high telecommunications costsmay operate a WAN as opposed to a LAN — and different requirements.Upgrade may affect each area differently — for example, it is no longernecessary to have a separate MTA server for each character set orlanguage.

Create an upgrade planUse the skills of your upgrade team and the experience from yourupgrade testing to create an upgrade plan. This plan should include theorder of operations for your organization — which servers to upgradefirst, then which clients (for example, by department or geographiclocation), then which applications (for example, performance-criticalapplications first).

Set proceduresDocument the steps your team will take to upgrade servers, clients, andapplications. Use the procedures in this guide as a starting point. If yourorganization customized the Public Address Book, for example, add astep at the end of your upgrade to apply those changes to the newDomino Directory template.

Be sure to include troubleshooting information, procedures for backingup key files, ways to notify users that a server will be unavailable or thattheir client will be upgraded, and contact information for questions.

Establish strategyIn your plan, include capturing data, issues, solutions, and feedback in adatabase for use as a knowledge repository. This database will be thestarting point for creating a set of guidelines, procedures, and knowledgethat represents the best way to upgrade to R5 in your organization. Bycapturing feedback as you upgrade, your team can shift its operations ororder of events to better meet the organization’s needs.


Upgrading to R

5

Set responsibilitiesCreate roles and responsibilities to designate who performs whichfunctions at what times. For example, your Domino administrators mightbe responsible for upgrading hub servers in four weeks’ time, followedby upgrading mail servers over the next 12 weeks. Ensure that there is acontact person for each role and responsibility — this person should beone of the members of the upgrade team.

Plan for trainingPlan how to train users on the new Notes client interface. While theinterface is easy to use, especially for users accustomed to Web browsers,it is different from the earlier Notes interfaces. R4 users can continue touse the workspace, but the new Bookmarks navigation model offers newfeatures and ease of use.

Examine hardware and software needsConsider whether upgrading involves hardware or software changes. Forexample, if your organization uses Microsoft Windows 3.1 as a clientoperating system, you must upgrade before moving to R5 — forexample, you could upgrade to Microsoft Windows 98 or MicrosoftWindows NT 4.0. While you should not need to change hardwareconfigurations for R5, you may need additional hardware to take fulladvantage of R5 features. For example, the transaction log files should bestored on a separate dedicated drive for best server performance, and theDomain Catalog Server that performs domain-wide searches should be apowerful, dedicated machine. Examine your infrastructure and the R5features you wish to implement and determine whether additions orchanges are necessary.

Planning order of operations for upgradingUpgrading your Domino system needs to be an organized process tominimize work and avoid disrupting users. Server upgrades, forexample, should take place at times when few users are connected —such as weekends or late at night.

Track your procedures, difficulties, solutions, and questions so that youcan make this information available in later upgrade stages. Use a Notesdatabase or a Domino Web site to provide “best practices” in upgradingfor the rest of your organization.

Lotus recommends upgrading to R5 in the following order:

Hub servers

Mail servers


Application servers

Notes clients

Applications and databases

By upgrading servers before clients, and servers/clients beforeapplications, you minimize disruption to users and to business activities.Users don’t see R5 features until their clients can utilize them; conversely,users don’t attempt to take advantage of features, such as mail rules,until their servers can handle them. In addition, this order allowsadministrators to become accustomed to the new, easier to use DominoAdministrator client before assisting users with upgrading.

Hub serversHub servers handle significant mail and replication traffic and benefitgreatly from the improved performance and administration in DominoR5. In addition, few end users access hub servers, so any downtime forupgrading is less disruptive. Hub servers are generally run byadministrators experienced with Domino, who can quickly implement R5and troubleshoot any problems that occur.

At the same time you upgrade the hub servers for your organization,upgrade the administration clients that administer your Domino servers.The R5 Domino Administrator streamlines administration tasks with anew graphical interface and has advanced server monitoring andtroubleshooting capabilities. In addition, the Domino Administratorworks with the new Domino Directory template to speed and easeadministration.

Mail serversAfter upgrading your hub servers, use the knowledge, experience, andprocedures gained from that process when you upgrade yourorganization’s mail servers. Domino R5 includes numerous performanceenhancements and new features to make your mail infrastructure evenfaster, more powerful, and reliable. Users benefit from increasedperformance and features such as native MIME and SMTP, the ability toundo deletions, and a “universal inbox” for multiple mail accounts.Upgrading mail servers takes longer than upgrading hubs and involvesmore people, but the experience gained from working with the hubsshould streamline this process.

Wait to upgrade users’ mail files to the new R5 mail template until Notesusers move to R5. You can, though, upgrade mail files to the newdatabase format (On-Disk Structure, or ODS) for faster compaction andview rebuilds, easier backup and recovery, and new performanceenhancements. For your users who access mail only from POP (PostOffice Protocol) or IMAP (Internet Message Access Protocol) clients such


Upgrading to R

5

as Microsoft Outlook and Netscape Communicator, you can upgradetheir mail files to the R5 template immediately.

For more information on upgrading servers routing Internet mail withthe SMTP/MIME MTA, see Chapter 2, “Upgrading an Internet MailServer.”

For more information on upgrading mail servers without the MTA, seeChapter 3, “Upgrading a Domino Server.”

Application serversYour applications, and the servers they run on, are often the heart ofyour business, so upgrade them once your team is thoroughly familiarwith the procedures, issues, and techniques used to move to R5.Carefully test your applications on Domino R5 before upgrading yourproduction environment — while complete backwards compatibility isthe goal for R5, issues may arise with applications that useundocumented features or creative workarounds. See “Upgradingdatabases and applications” for more information. Consider whether toupgrade the ODS of your applications to R5 — gaining performanceimprovements, backup and transaction logging capabilities, or whetherto leave them in R4 ODS so R4 clients and servers can create replicasfrom them.

Notes clientsRoll out Notes R5 to your users after upgrading the servers those clientsaccess. Notes R5 upgrades R4 clients automatically, creating a set ofbookmarks based on a user’s workspace and upgrading the design of thePersonal Address Book. Users may need training on how to use the newNotes user interface, though the similarity between the new UI and Webbrowsers eases the transition.

For more information, see Chapter 5, “Upgrading Clients.”

Applications and databasesOnce you upgrade Domino servers and Notes clients, begin upgradingyour applications and databases to R5. This involves moving to the newR5 ODS, or database format, and replacing the designs of standarddatabases (such as mail files, discussion databases, and documentlibraries) with R5 templates. Since R4 and earlier clients cannot use R5features, make sure your users are upgraded to R5 before implementingR5 templates or features in your databases and applications.

Upgrading database format to R5 ODS is uncomplicated — ODS doesnot replicate, so you can upgrade a replica to R5 ODS on an R5 serverand let it replicate with an R4 replica on an R4 server. However, once adatabase is in R5 ODS, new replicas and copies of that database are in R5


format by default. Thus, while your infrastructure has mixed releases,you may want to keep some databases in R4 ODS. Once your system hascompleted its transition to R5, though, upgrade any remaining R4databases to R5 ODS to gain the performance and reliabilityenhancements that the new format offers.

Upgrading database design and features to R5 involves moreconsiderations than the database format upgrade. In a mixed-releaseenvironment, R4 and earlier clients may not be able to see or use R5features, so implementing an R5 template or features may be of concern.For example, while an R4 client can access an R5 mail file, usability issignificantly decreased. Implement R5 templates and features only whenyour users can successfully access and use them. Generally, this meanswaiting to use R5 features and templates until your users have moved to R5.

For more information, see Chapter 8, “Upgrading Databases andApplications.”

Planning a pilot upgrade projectBefore upgrading your system to Release 5, test upgrade procedures in anon-production environment where you can try things, make mistakes,and gain valuable experience. While upgrading to Release 5 isstraightforward, each organization has a different infrastructure, needs,and deployment. By testing, you familiarize yourself and your upgradeteam with the procedures and process of upgrading.

In addition, it is essential that you test important applications anddatabases in a Release 5 environment before you move them to R5. Forexample, if your company relies on an R4 supply chain application, copythis application and test it on an R5 server with R5 ODS and any R5features you want to implement. Verifying that an application does notencounter any issues with R5, or documenting the issues that you doencounter and their solutions, lends support and credibility to yourupgrade efforts.

Reproduce the organizational infrastructureA pilot upgrade project should reproduce, on a smaller scale, the Dominosystem in your organization. If your organization makes heavy use ofclustered servers, test clustering under R5 and clustering in a mixedR4/R5 environment. If you use a series of Message Transfer Agent(MTA) servers to handle Internet mail that is critical to the success ofyour business, test how an R5 Internet mail server operates in yourenvironment. If your organization has mixed releases — for example,some clients use R4.1 and some R4.6 — test upgrading both releases to


Upgrading to R

5

R5. In a company that makes heavy use of the calendar and schedulingfeatures in the Notes mail database, test how new features such asclustered Freetime databases and repeating meetings operate.

Consider dependenciesCreate a list of Notes and Domino features and databases that aremission-critical for your organization. Consider the standard deploymentfor your infrastructure — for example, your company may place all mailfiles on clustered mail servers to ensure high reliability, failover, and loadbalancing. List the different types of servers you use — some companiesuse Domino only for mail, other use it for messaging, applications, Website hosting, and directory services among other roles. Test each of theseitems — whether a vital application, server configuration, or role —under R5. This lets you accumulate knowledge and create best practicesfor the deployment of your organization.

Share knowledgeOnce you have compiled best practices, communicate them to yourupgrade team and to all parts of your organization involved inupgrading to R5. This lets others benefit from your experiences,minimizing effort, mistakes, and duplication, and allowing you tomaximize productivity.

Consider an initial deploymentIn larger companies and especially in enterprise organizations, consider alimited-scale deployment to one group or business unit that serves as amodel for the rest of the organization. Use this deployment of R5, alongwith your pilot project, to test your assumptions, plans, and expectationsregarding the upgrade, interoperability, and training on the newsoftware. Choose a group for the deployment that is comfortable withDomino and Notes and with change and learning. Make sure the groupis invested in the project by discussing its benefits for them andencouraging them to share their concerns. Support their transition toRelease 5 and capture their experiences and feedback for use in planningyour organizational upgrade.

Encourage users to share their experiences and feedback about Release 5and about the rollout procedure so that you can adapt your plan to avoidproblems and leverage strengths.

Think of this initial deployment as a beta release of your upgrade plan —it allows you to test your plan under actual business conditions and towork out any issues before moving to a company-wide rollout.


This type of initial, small-scale deployment may not be necessary forsmaller companies, who have fewer issues regarding scalability, and forcompanies who need to upgrade to Release 5 quickly. Even without sucha deployment, capture feedback and experiences to evaluate and modifyyour upgrade strategy as you move through it.

Scheduling upgradingSchedule upgrading your production environment after you have testedupgrading in your lab environment. You can upgrade in a stepwisefashion; for example, test upgrading servers, then upgrade servers whileyou test client upgrade in your lab.

Consider organizational needsWhen scheduling upgrading, consider the effect on your organizationand solicit input from representatives on your team and frommanagement for each area or department that is being moved to R5.Some departments may be in a period when they are working on time- ormission-critical projects and cannot be disturbed; schedule thesedepartments for later in the upgrade process. Others may have a highconcentration of skilled “power” users; these users may be goodcandidates for early upgrades so they can provide feedback on yourprocedures and the R5 software.

Allow time to capture knowledgeWhen you schedule, be certain to allow sufficient time not only toperform the tasks involved in upgrading — backing up the software,installing it, checking for problems, and training administrators andusers — but also time to record issues encountered, solutions created,and feedback elicited. This initial investment of time results instreamlined procedures and increased satisfaction with upgrading andwith the software.

Identify dependenciesIdentify any dependencies in your process and be certain to scheduleappropriately. For example, if you need to upgrade your client operatingsystem, you cannot move to R5 until this step is complete. The upgradeprocess as a whole cannot begin until the upgrade team is organized andhas developed procedures for upgrading. After you draft a schedule,review it with dependencies in mind so that you do not schedule a taskbefore its dependencies have been addressed.


Upgrading to R

5

Ensure accountabilityBe sure to create accountability for upgrade success by assigning aperson or people responsible for each item on the schedule and a datewhen that item needs to be completed. Allow some flexibility in theschedule and in due dates to accommodate unexpected issues and theneed for learning.

Testing applications before upgradingRelease 4 applications should function unchanged under R5. However, itis essential that you test important applications in a lab environmentbefore upgrading your mission-critical production applications toRelease 5 in a production setting. Sophisticated applications call forcareful testing since potential issues may be subtle or not easilyevaluated.

Create a list of the key features and functions in your applications andevaluate their functionality under R5. Apply any R5 templates and the R5ODS to applications. Be careful to document and test

Custom changes you have made to standard templates. R5 templatesmay incorporate the functionality you added, making it unnecessary,or may have changed how the feature you are using works.

Reuse of template code. If you duplicated standard template code,such as LotusScript® or @commands, in your applications, be awarethat changes in how this code functions in templates will also bereflected in how your application works.

Use of undocumented features or settings. You may have usedfeatures, commands, or items in Notes that are undocumented andunsupported. While these items may work well in the currentrelease, they may have changed in R5 — either by moving into thesupported code and feature set, or by no longer working at all.

Creative workarounds. You may have used creative coding or designto work around a limitation in earlier releases. These workaroundsmay no longer be necessary in R5, or functionality changes couldchange how the workarounds operate.

Be certain to test thoroughly your applications under conditions thatmirror production use of the applications. Document your testprocedures and results, and make them available to your upgrade team.Incorporate them into your best practices documentation.

Use a test environmentA test environment is an ideal place to experiment with new R5 featuresand functionality — it provides real-world conditions without risk toyour applications or impact on your business. Before rolling out a new


R5 feature set or code, use it in your test environment to prove itsstability and that it functions as intended. R5 features are generally notavailable to older clients, so evaluate their usability and impact on olderreleases before rolling them out to your applications and users.

Back up key applications before upgrading them. If there are problemsduring the upgrade, or if you encounter issues after upgrading, you canreplace the application with the backed-up version.

Note After upgrading the design of an application to R5, you mustrebuild the views in that database. You can do this by opening thedatabase in a Notes client and pressing CTRL+SHIFT+F9, or by typingthe command:load updall databaseName.nsf -r

at the Domino server console and pressing ENTER.

For more information, see Chapter 8, “Upgrading Applications andDatabases.”

Steps for testing applicationsYour testing strategy may vary depending on the number of applicationsyour organization needs to test. You determined which applications totest when you created a test plan.

1. If you have not done so already, install Domino Designer on yourworkstation.

2. Create documents using each form in the application, includinghidden forms. Make sure you can enter information into each field inthe form, that buttons work correctly, and that the text on the formdisplays correctly.

3. Open in each view the documents you just created. Make sure theydisplay correctly and formulas calculate correctly. Make sure hiddenviews work correctly.

4. Display the documents you just created. Make sure they displaycorrectly and formulas calculate correctly.

5. If the application uses external databases or files, modify data in theexternal database or file and make sure the application updates theformulas correctly.

6. If the application uses formulas that reference hidden views insystem databases — for example, the Public Address Book — makesure these formulas work correctly.

7. If the application uses external OLE applications, create forms thatuse the OLE application and launch the objects.

8. Test any agents to make sure they work correctly.


Upgrading to R

5

9. Check the security of the database. For example, check the accesscontrol list; encryption keys; roles; and the readers and authorsaccess.

10. If the application uses selective replication formulas, test theseformulas to make sure they are working correctly. For example,check the replica database to make sure the documents you selectedreplicated properly.

11. Repeat Steps 2 through 11 for every application you need to test.

Steps for documenting applicationsDocumenting applications organizes essential information about theapplication before you begin testing. If you have not already documentedyour application when you created it, you must complete these steps.

1. (Optional) Create a database to store testing information. This helpsyou keep track of progress, especially if you have many applicationsto test. If other people need to use this database at several sites,create a design template that they can use.

2. Document the type of application and its purpose. For example,determine whether this is a discussion, mail-in, or NotesFlow™application. If it is a mail-in application, document the name that thePublic Address Book uses. If it is a NotesFlow application, documentthe databases that this application uses.

3. Document any external databases or files that this application uses.For example, determine whether this application accesses data storedin an external database or file using @DbCommand or @DbLookup.

4. Document any Notes databases that this application references. If theapplication references databases created with system templates —for example, the Public Address Book — document whether theformulas in the application reference hidden views. Many systemdesign templates are changed in Release 5. Therefore certain viewsmay no longer exist. To prevent problems, do not design applicationsthat rely on hidden views in system design templates.

5. Document any Notes API programs that this application uses or anyAPI programs that modify this application.

6. Document any external OLE applications that this application uses.

7. Document the servers that this application replicates with.

8. Repeat Steps 2 through 7 for every application you need todocument.


Training and Release 5Plan a training program on using the new user interface in Notes R5. Thenew UI is similar to that of Web browsers, so most users should move toit easily. Many companies use both a formal and informal trainingprogram.

The formal program uses professional trainers, consultants, oremployees who are expert in using Domino and Notes. It isshort-term and is often presented as a seminar or class. The programcombines instructor presentations with laboratory exercises andreading assignments to give users a basic grounding in the newfeatures of Release 5.

The informal program makes resources available to users as theyinteract with the software and encounter questions and problems.These resources often include a central help desk able to answerquestions on software and hardware issues as well as local experts ineach group who are knowledgeable about the system.

Consider using computer-based training (CBT) or Web-based training forusers. Set up a database for user questions; other users and supportanalysts can answer the questions. This reduces calls to the help desk andprovides a knowledge resource for users. In addition, you may want tohave occasional presentations on aspects of the software.

New Domino server featuresDomino R5 offers many new features to improve your organization’scommunication, knowledge-sharing, processes, efficiency, andproductivity. Among these are:

SecurityX.509 certificates

You can issue X.509 certificates to users along with or instead ofNotes certificates.

S/MIME

You can use S/MIME and X.509 certificates to send encryptedInternet mail.

Password recovery

If users forget their password, an administrator can recover their ID file.


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File protection for Web files

Domino R5 lets you set access control for Web files such as imagesand HTML documents.

MailNative Internet addressing

Domino R5 lets you use Internet addresses (RFC 821 / 822) with bothInternet mail and Notes mail.

Native SMTP

The Domino router can transfer and deliver messages over SMTP aswell as Notes RPC, allowing any R5 Domino server to act as anInternet mail server.

Native MIME

Domino R5 servers and databases can route and store MIMEmessages, eliminating the need for conversion. In addition, Notes R5clients can compose and read MIME messages.

DirectoryLDAPv3

LDAP clients can make changes to the Domino Directory via LDAP.LDAP can be used to authenticate Web users in an external directory,and the LDAP Data Interchange Format lets you import and exportdirectory information.

Compressed enterprise directory (Directory Catalog)

The Directory Catalog compresses one or more Domino Directoriesfor fast, easy lookups of addresses. A 1 GB Domino Directory can becompressed into a 12 MB Directory Catalog. The Directory Catalog isan excellent tool for mobile users.

AdministrationDomino Administrator client — task-oriented UI

The Domino Administrator organizes server information andoperations by task. You can perform operations on multiple serversor databases at once, including drag-and-drop support. R5 includestopology mapping, enhanced server monitoring, and mail tracking.

Message tracking

R5 lets you track messages en route, including routing path andwhether the message has been delivered.


Mail controls (anti-SPAM)

R5 includes controls on who can send and receive mail in yourorganization, allowing you to filter SPAM and restrict mail moretightly.

Migration tools (moving users and mail from other mail systems toDomino)

R5 includes tools to let you move users and mail files to Dominofrom Lotus cc:Mail™, Microsoft Exchange, Microsoft Mail, MicrosoftNT, or other LDAP directories.

ApplicationsTransaction logging

Transaction logging keeps a sequential record of every operation thatoccurs to data. If a database becomes corrupted, you can “roll back”the database to a point before it was corrupted and replay thechanges from the transaction log.

Online, in-place database compaction

With R5, you can compact databases while they are open.Compaction takes place without the need for extra disk space, whereR4 required free disk space equal to the size of the database beingcompacted.

Backup API

R5 includes an API for third-party tools to back up Domino data.

CORBA and IIOP support

R5 supports the Common Object Request Broker Architecture andthe Internet Inter-Orb Protocol to allow you to create Webapplications that take advantage of Domino services.

Domino Enterprise Connection Services (DECS)

DECS lets you connect in real-time to backend data, such asrelational databases and Enterprise Resource Planning (ERP)systems.

InternetInternet clustering (failover and load-balancing)

Web clients fail over to another server in a cluster when one servergoes down, and Domino balances the load from Web clients acrossservers.

Integration with Microsoft Internet Information Server (IIS) as HTTPstack.

You can use Microsoft IIS as the HTTP services for Domino.


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SearchDomain Search

R5 Domain Search lets you search databases across a Dominodomain.

Results filtering

Domain Search checks search results to make sure a user can accessthem; if not, the user does not see the result.

File systems

You can include file systems in Domain Search, including specifyingwhich file types to exclude and which directories to include.

Installing the Domino Administrator in Release 5In Release 5, you install the Domino server and any Notes clients —including the Domino Administrator client — separately. This is achange from Release 4, where installing a server automatically installedan administration client. When you install a server, the Setup programdoes not install the Domino Administrator or NOTES.EXE. You must runclient setup to install the Domino Administrator client if you want tohave the Domino Administrator on the same computer as the Dominoserver. This installs the client software, including NOTES.EXE, in theclient directory.

New Domino mail featuresDomino R5 includes many new features to improve the security andperformance of your Internet and Notes mail.

Internet mail routing controlsReverse host IP lookup

Control relay by destination domain

Control relay by sending host

Verify mail sending domain

Control SMTP inbound mail by sending user or sending host

Allow or deny SMTP mail based on sender’s address or recipient’saddress


Authentication mechanismsSimple Authentication and Security Layer (SASL) usingAUTH=LOGIN

Transport Layer Security (TLS)

Secure Socket Layer (SSL) Port

Extended SMTP (ESMTP)Performance improvements with 8-bit MIME and commandpipelining

Delivery status notifications

Inbound and outbound message size controls

Router performanceMulti-threaded delivery

Multiple MAIL.BOX databases

SecuritySecure MIME (S/MIME) using X.509 certificates for encryption anddigital signatures

Mail file access protection — all protocols support one or more loginauthentication mechanisms

Message fidelityNative MIME

Native HTML

Native SMTP

International featuresMultiple character sets per server — set a primary character set andsecondary character sets

New Lotus Notes client featuresLotus Notes Release 5 gives you easy access to all the information that isimportant to you — whether that information is personal (like youre-mail and calendar) or public (like your favorite Web sites and Internetnewsgroups). The client includes a new user interface with a Webbrowser-like navigation model, bookmarks, and a Headlines page (acustomizable “home” page for your important information). It alsoincludes improvements to the applications you use in your daily work,such as mail, calendar and scheduling, Web browsing, and discussions.


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Notes R5 is server-independent — you can use it with Domino R5 as wellas other Internet-standard servers, such as the ones your Internet ServiceProvider (ISP) may use. For example, you can read and send messages toany IMAP or POP3 server, read and post topics to any NNTPnewsgroup, search any LDAP directory, view HTML from any Webserver, and use X.509 certificates for security. You can do all these thingsfrom within one, consistent interface, without needing to know about theInternet standards involved.

New Notes 5 features include:

Improved navigation

In Notes 5, window tabs let you navigate among your open “pages” — whether those pages are a mail message, database view, Web page, or newsgroup article. The window tabs replace the Window menu. Whenever you open a new page, a new tabappears at the top of the main window. Move among the open pagessimply by clicking the window tabs. R4 users will appreciate that youcan have up to 20 window tabs open at the same time.

Navigate among the open pages by using new Web browser-likebuttons (Back, Forward, Stop, Refresh, Search, and Go). Thesebuttons appear at the top-right corner of the main window. Theywork just as you would expect them to work in a typical Webbrowser. The Search button allows you to access all the Notes R5search features and to bookmark your favorite Internet searchengines. The expanded Notes R5 search capabilities include aWeb-like interface and support for searches across an entire domainof databases and file systems. The Go button shows the text addressof the active tab, whether it’s the URL of a Web page, newsgrouparticle, or a Notes element. (Documents that you can’t get to throughthe Web begin with Notes:// instead of http://)

Enhancements and standards support

Bookmarks

Bookmarks allow you to create links to information or sites that areimportant to you. You can create a bookmark, just like you would ina browser, but this bookmark can point to both Notes and Internetelements, including databases, views, documents, Web pages, andnewsgroups. Creating a bookmark is as easy as dragging anddropping a doclink, for example, over to the bookmark icon.

Headlines page

The Headlines page is a customizable “home” page that containslinks to all your important information, such as your mail, calendarentries, databases you use in your daily work, corporate


announcements, and public information from the Internet (such asstock quotes or local weather). Check with your Notes Administratorto make your main Notes page “Today’s Headlines.” You can alsoaccess archived headlines from this page.

For more information, see the section “What’s New in 5.0” in “GettingStarted” in Notes 5 Help (HELP5_CLIENT.NSF).

New Domino application features

Upgrading databases and database servers to Release 5 brings a numberof key benefits that result in greatly increased performance, improvedbackup and error tolerance, faster rebuilds, better compaction, and newdatabase options. New features include:

The Release 5 database format (On-Disk Structure, or ODS) andtemplates offer much improved performance, especially fordatabases such as the Domino Directory and MAIL.BOX. Databaseoperations require less I/O, and memory and disk space allocationare improved.

Transaction logging writes all changes to a database sequentially to alog file and does not physically alter the database until those changesare safely stored on disk. This allows you to recover data lostthrough database corruption or other problems by “rolling back” thedatabase to a given point and replaying the changes to the databasethrough the log. This also allows greatly improved backup ofdatabases. R5 databases with transaction logging enabled do notneed to have Fixup run on them. Be sure to use a separate,single-purpose, high-volume drive for the log files.

View rebuilds are as much as five times faster in Release 5 if youdesignate a separate drive for the temporary files for the rebuilds.The greater the space on the drive you dedicate to view rebuilds, thegreater the increase in rebuild speed.

Multiple shared mail databases (single-copy object stores) allowfewer I/O transactions and reduce locking problems.

Multiple MAIL.BOX databases allow you to spread the mail loadover several databases.

The parallel indexer allows more than one indexing thread onservers with more than one CPU. Having one thread per CPUimproves performance, especially for the drive that has thetemporary files for view rebuilds. This allows you to better utilizemultiple CPUs on a server.


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Release 5 databases have an anti-delete feature that you can enable.This feature performs “soft deletes” first, allowing you to undo adeletion. For example, Release 5 mail databases have this featurewhen operating in conjunction with a Release 5 Domino server. Youcan set a field in the database for a “sunset time” after whichsoft-deleted documents are permanently deleted.

For more information, see Application Development with DominoDesigner.

There are a number of database options, such as turning off unreadmarks, that allow you to improve performance significantly withvery little effort. For more information, see the chapter “UpgradingDatabases and Applications.”

Compaction of Release 5 databases occurs online and “in place” anddoes not require additional disk space. Users can read and modifythe database while compaction occurs. R5 compaction is significantlyfaster than R4 compaction — up to 10 times faster.

Release 5 databases can be as large as 64GB.

New Domino search features

Release 5 search provides a number of advantages over Release 4 search.These include:

Security — the Domain Catalog server uses the Domain Catalog tofilter search results based on the user’s level of access to the results. Ifa user does not have access to view a document, the server does notreturn that document as a search result.

Note The security filtering in Release 5.0 works only for resultsfrom Domino databases. Results from searches against file systemsdepend on file system security — users get the search result even ifthey are not authorized to view the document. Thus, users may notbe able to access all search results, or may be able to discernconfidential information from the existence of a particular searchresult. Be sure to set file system security properly and index only filesystems where security is not a high priority.

Paged results — when returning search results, R5 search returnsthem one page at a time, allowing the server to send the first page ofresults and then process the next user query. This speeds searches ingeneral and returns results to users much more rapidly than in R4Search Site, where users had to wait until all search results werecompiled and displayed.


File systems — you can set the Domain Catalog server to index filesystems as well as Domino databases, providing the capability forenterprise search. You can index any file system that the searchserver can access as a mounted directory. R5 search indexes multiplefile types, including Adobe Acrobat (PDF) files, Corel WordPerfect(DOC) files, HTML files, Lotus SmartSuite® documents (LWP, PRZ,123), and Microsoft Office documents (DOC, PPT, XLS), both in thefile system and as attachments.

Centralized index — there is no duplication of indexes, saving diskspace and ensuring that users always get the most up-to-date results.You can concentrate resources on a single Domain Catalog server,saving hardware costs.

Customizable search and result forms — application designers cancustomize forms to refine queries or limit user queries to specificdatabases. Search and result forms can include graphics, such asbackground images or corporate logos. The result form can becustomized to display additional information about resultdocuments, such as their author or when they were created.

Fuzzy search — R5 search returns results even if the query ismisspelled; a search on “Montrel” would find results for “Montreal.”See “To use options to refine a search” in Notes 5 Help(HELP5_CLIENT.NSF).

Stemming — R5 search uses linguistic analysis to return documentsthat contain words related to the words in the search query; a searchon “swim” returns results containing “swimming” and “swimmer.”See “To use options to refine a search” in Notes 5 Help(HELP5_CLIENT.NSF).

Note R5 stemming is restricted to English.


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Chapter 2 Upgrading an Internet Mail Server

Previous releases of the Domino server used a Message Transfer Agent(MTA) to route Internet mail. In Release 5, the Domino router routesInternet mail over SMTP. Mail clients can use Internet mail with MIMEor Notes Mail® in Notes format — Domino routes both formats nativelyand converts automatically between them. Upgrades to Release 5 areseamless — features and functions that worked in Release 4 continue towork in Release 5. While you see performance gains and additionalfunctionality by utilizing the new Release 5 features, changes to yourexisting configuration are not required. Domino uses all R4 addressingand routing without change. You can implement Release 5 addressingand routing all at once, gradually, or not at all — the choice is yours.

Upgrading a server that uses the SMTP/MIME Message Transfer Agent(MTA) to Release 5

Consider conducting a pilot project to test your plans for upgrading yourInternet mail servers before you begin moving your organization toRelease 5. A pilot project lets you refine your plans and deal with anyissues that arise on a smaller scale.

For more information, see Chapter 1, “Planning the Move to R5.”

To upgrade a Release 4 MTA to a Release 5 mail server, perform thefollowing steps in order:

1. Back up important files.

2. Disable the SMTP/MIME MTA housekeeping.

3. Shut down the router.

4. Shut down the inbound transport of messages.

5. Clear SMTP.BOX.

6. Clear messages from the outbound MTA queue.

7. Clear messages from the inbound MTA queue.

8. Shut down the MTA server.

9. Update the server’s NOTES.INI file.

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10. Install the Domino Release 5 software.

11. Upgrade the Public Address Book.

12. Set the server configuration for the Internet mail server.

13. Enable the SMTP listener task in the Server document for the Internetmail server.

14. If the upgraded server is the administration server for the domain’sDomino Directory, upgrade its Administration Requests database.

Note Given the time it may take to clear messages from the inboundand outbound queues, Lotus recommends you upgrade an MTA serverat nonpeak times, such as early mornings or on weekends. The MTA isunavailable while you clear the queues and upgrade it, affecting Internetmail delivery, routing, and performance.

Note Domino automatically upgrades MAIL.BOX to the R5 databaseformat and design. Any messages in MAIL.BOX are preserved.

See also information on:

New FeaturesNew Domino mail features

Replacing the SMTP/MIME MTAHow R5 replaces the MTA

Configuration in R4 vs. R5

MTA upgrade scenarios

Replacing R4 MTAs with R5 mail servers

Using a third-party relay host with an R5 mail server

Internet mailInternet mail routing in mixed-release environments

Encrypted messages in mixed environments

Sending mail in Notes format to Internet users

Internet mail addresses in Domino Release 5

Internet mail storage format in Domino Release 5

Upgrade changesUpgrading an MTA server and NOTES.INI parameters

IMAP and POP conversion changes in Release 5

Relay host changes in Domino Release 5

Using dial-up with Domino Release 5


Performance improvementsUpgrading an Internet mail server to use multiple threads

Multiple MAIL.BOX databases on a mail server

Backing up files on an MTA serverBack up important Domino server files in case you encounter errorsduring upgrading. If you have problems during upgrading, you can usethe backed-up copies to restore your files.

1. Back up the data directory on your server (for example,C:\NOTES\DATA). This backs up DESKTOP.DSK, all ID files(including the server ID and certifier IDs), LOG.NSF, NAMES.NSF,MAIL.BOX, and any other Public Address Books located on theserver.

2. Back up the contents of any directories or databases pointed to bylinks (.DIR files) from your data directory.

3. Back up the NOTES.INI file for the server. This file is located in thesystem directory by default (for example, C:\WINNT40).

4. Back up any other Notes databases (.NSF) or Notes templates (.NTF).

Disabling SMTP/MIME MTA housekeepingBefore upgrading an R4 MTA server, disable MTA housekeeping. If youdo not disable housekeeping and you clear the message queues during atime when the Compact task is set to run (2 AM by default), the MTAturns itself off, performs housekeeping tasks, and then turns itself on.This enables inbound and outbound transport, undoing the work ofclearing the queues.

1. Make sure you backed up the MTA server files. See “Backing up fileson an MTA server.”

2. Launch the Lotus Notes client from which you administer the MTAserver.

3. Choose File - Database - Open.

4. In the Server field, type the name of the SMTP/MIME MTA serverand click Open.

5. Select the Public Address Book for the MTA server’s domain andclick Open.

6. In the Public Address Book, open the Server/Servers view byexpanding the views under Server in the left pane and clickingServers or by choosing View - Servers - Other, selectingServer/Servers, and clicking OK.

7. Select the Server document for the MTA server.

Chapter 2: Upgrading an Internet Mail Server 27

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8. Click the Edit Server button on the Action bar.

9. Expand the Internet Message Transfer Agent (SMTP MTA) section.

10. Under Control, click the down arrow next to the field “Enable dailyhousekeeping.”

11. Select Disable and click OK.

12. Click the Save and Close button on the Action bar.

13. Close the Public Address Book.

Shutting down the routerShut down the router to keep other servers from routing outboundmessages to the MTA.

1. Make sure you disabled MTA housekeeping. See “DisablingSMTP/MIME MTA housekeeping.”

2. Change to the Domino server console.

3. Typetell router quit

and press ENTER.

The server shows the router task shutting down.

Shutting down the router prevents it from transferring moremessages to SMTP.BOX and lets the MTA empty the outboundqueue by processing existing messages. Incoming messages are heldin MAIL.BOX and processed by the server after you upgrade it toRelease 5.

Shutting down the inbound transportShutting down the inbound transport prevents the MTA from receivingSMTP messages addressed to recipients in your organization. This allowsyou to clear the Inbound and Outbound Work Queues.

1. Make sure you shut down the router. See “Shutting down therouter.”

2. Typetell smtpmta stop inbound transport

and press ENTER.


The server shows the open Inbound Session Controllers and theInbound Session Controller task (ISESCTL) shutting down:

The inbound transport moves messages into the Inbound WorkQueue (SMTPIBWQ.NSF). Stopping inbound transport prevents theMTA from accepting inbound SMTP connections.

Clearing SMTP.BOXAfter shutting down the router and the inbound transport, wait for theMTA to process all messages in SMTP.BOX before proceeding. If you donot have the database icons for SMTP.BOX, the SMTP Outbound WorkQueue (SMTPOBWQ.NSF), and the SMTP Inbound Work Queue(SMTPIBWQ.NSF) on your workspace, add them.

Adding MTA server system database icons to the workspace1. Switch to the Lotus Notes client.


3. In the Server box, type the name of the MTA server and click Open.

4. In the Filename field, type SMTP.BOX.

5. Click Add Icon.

6. In the Filename field, type SMTPOBWQ.NSF.

7. Click Add Icon.

8. In the Filename field, type SMTPIBWQ.NSF.

9. Click Add Icon.

10. Click Done.

The icons for SMTP.BOX, the Inbound Work Queue, and the OutboundWork Queue are now on your Notes workspace.

Verifying that SMTP.BOX has no active messages1. Make sure you shut down the router and the inbound transport. See

“Shutting down the router” and “Shutting down the inboundtransport.”

2. Double-click the SMTP.BOX icon on your Notes workspace. If this isthe first time you have opened the database, you see the “About ThisDatabase” document. Press ESC.


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3. If there are any messages marked Pending Conversion or PendingTransmission, wait for them to be processed and cleaned up by theDelivery Report Task (DRT).

4. Verify message processing by pressing F9 or choosing View -Refresh; processed messages are removed from the view.

5. Once the view is empty, or contains only documents marked Dead,SMTP.BOX is clear.

6. Press ESC to close SMTP.BOX.

There may be some delay between message processing and the DRTremoving the message from the view due to the cycle time of the DRT.

Clearing the Outbound Work QueueClearing the Outbound Work Queue routes all remaining outboundSMTP messages to their destinations.

1. Make sure SMTP.BOX is clear. See “Clearing SMTP.BOX.”

2. Double-click the SMTP Outbound Work Queue (SMTPOBWQ.NSF)icon on your Notes workspace. If this is the first time you haveopened the database, you see the “About This Database” document.Press ESC.

3. Wait until all messages in the Outbound Work Queue aresuccessfully processed by the MTA. There should be either nomessages in the view or only messages marked Dead.

4. Verify that all messages except those marked Dead are processed bypressing F9 or choosing View - Refresh. Processed messages areremoved from the view by the DRT.

5. Press ESC to close the Outbound Work Queue.

There may be some delay between message processing and the DRTremoving the message from the view due to the cycle time of the DRT.

Clearing the Inbound Work QueueClearing the Inbound Work Queue moves all SMTP messages addressedto recipients in your organization out of the Inbound Work Queue sothey can be delivered. Messages in MAIL.BOX are delivered after theserver is upgraded and restarted.

1. Make sure you cleared the Outbound Work Queue. See “Clearing theOutbound Work Queue.”

2. Change to the Lotus Notes client.


3. Double-click the SMTP Inbound Work Queue (SMTPIBWQ.NSF)icon on your Notes workspace. If this is the first time you haveopened the database, you see the “About This Database” document.Press ESC.

4. Wait until all messages marked Pending Conversion are processed.Verify that all messages except those marked Dead are processed bypressing F9 or choosing View - Refresh. Processed messages areremoved from the view by the DRT.

5. Press ESC to close the Inbound Work Queue.

There may be some delay between message conversion/transmissionand the DRT removing the message from the view due to the cycle timeof the DRT.

Shutting down the SMTP/MIME MTA serverAfter clearing messages from the MTA, shut it down and upgrade theserver.

1. Make sure you cleared the Inbound Work Queue. See “Clearing theInbound Work Queue.”

2. Switch to the Domino server console.

3. Type quit

and press ENTER.

4. Switch to the Lotus Notes client.

5. Choose File - Exit Notes.

Updating the NOTES.INI file for the Internet mail serverAfter you upgrade to Domino Release 5, you no longer need to load orrun the SMTP/MIME MTA, since Release 5 provides native SMTPtransport and MIME handling. Remove memory management, namelookup controls, and debugging parameters from the NOTES.INI file.Since the Reporter task no longer exists in Release 5, remove it from the file.

1. Make sure you backed up important server files. See “Backing upDomino server files.”

2. Open the NOTES.INI file for the server you are upgrading in a texteditor such as Microsoft Notepad.

3. Delete the entries Reporter and SMTPMTA from the ServerTasks=

line of the file.


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4. If the following entries exist in the file, remove them:

NSF_Buffer_PoolSize

NSF_DbCache_Maxentries

Server_Name_Lookup_Noupdate

Any debugging parameters

Note The file statistics tasks performed by the Reporter task in Release 4are handled by the Directory Catalog and the statistical analysis done byReporter is handled by the Domino performance tools. Instead ofReporter, the Event task can monitor databases and generate an eventthat notifies the administrator that unused space in a file has reached athreshold level. In addition, this monitoring event can also be set tocompact automatically databases that reach the threshold level.

Installing Domino Release 5 on an MTA server1. Make sure you backed up all important Domino files. See “Backing

up files on an MTA server.”

2. Make sure you followed the procedures to clear messages from theMTA, beginning with disabling the SMTP/MIME MTAhousekeeping.

3. Install the Domino Release 5 software. If you install Domino in thesame directory as the previous version, you do not need to make anychanges to the server configuration. If you install Domino in a newdirectory, the program prompts you to configure the server.

4. During installation, select the server type for which you purchased alicense. For many organizations, this involves installing a DominoMail Server on your MTA server.

5. After installing R5, launch the Domino server.

See Setting Up a Domino Server for more details. Setting Up a DominoServer is available in print and as an Adobe Acrobat (.PDF) file.

Note Installing a Domino server does not install the DominoAdministrator (Release 5 administration client). You must perform asecond installation using the client setup program to install a DominoAdministrator on the server computer. Lotus recommends youadminister the server from a separate computer.


Upgrading the Public Address Book for an Internet mail serverThe Domino server prompts you to upgrade the design of the PublicAddress Book with the R5 Domino Directory template(PUBNAMES.NTF) after upgrading. The new Domino Directorytemplate works with the Domino Administrator client to streamlinedirectory and server administration. The Domino Directory isbackwards-compatible and is designed for use in mixed-releaseenvironments. Upgrade the design of your address book to the Release 5Domino Directory template after you upgrade your server to Release 5.Then upgrade the database format of the Domino Directory bycompacting the database and rebuilding its views.

Upgrading the Public Address Book to the Domino Directorytemplate1. When Domino asks if you want to upgrade the Public Address Book

design to the Release 5 template, type Y

This replaces the R4 Public Address Book template with the R5Domino Directory template.

2. Once the server launches, verify that there are no errors or problems.Then, quit the server. Typequit

and press ENTER.

Compacting the Domino Directory after upgrading1. From the command line of your operating system, change to the

Domino program directory and compact the Domino Directory to thenew R5 ODS.

On Microsoft Windows NT (Intel platforms), typencompact names.nsf

and press ENTER.

Note If your Domino Directory has a file name other thanNAMES.NSF, substitute the correct file name for NAMES.NSF.

On Microsoft Windows NT (Alpha platforms), typeacompact names.nsf

and press ENTER.



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On IBM OS/2 Warp, typeicompact names.nsf

and press ENTER.


On UNIX platforms, typecompact names.nsf

and press ENTER.

Note If your Domino Directory has a file name other thannames.nsf, substitute the correct file name for names.nsf.

This moves the Domino Directory from the R4 ODS to the R5 ODS.

2. After you compact the Domino Directory to the new R5 databaseformat, rebuild the ($ServerAccess) and the ($Users) views in theDomino Directory.

Rebuilding views in the Domino Directory1. From the command line of your operating system, rebuild the

($ServerAccess) and ($Users) views in the Domino Directory.

On Microsoft Windows NT (Intel platforms), typenupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typenupdall names.nsf -t "($Users)" -r

and press ENTER.

On Microsoft Windows NT (Alpha platforms), typeaupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typeaupdall names.nsf -t "($Users)" -r

and press ENTER.

On IBM OS/2 Warp, typeiupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typeiupdall names.nsf -t "($Users)" -r

and press ENTER.


On UNIX platforms, typeupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typeupdall names.nsf -t "($Users)" -r

and press ENTER.Rebuilding the ($ServerAccess) and ($Users) views in the DominoDirectory allows clients to access the server more quickly.

2. After you rebuild views in the Domino Directory, launch the Dominoserver.

Updating views in databases on the upgraded Domino serverOnce the Domino server is running, type:

load updall

and press ENTER.

This rebuilds database views, allowing users to access the DominoDirectory and other databases on the server more quickly. The amount oftime Updall takes to run depends on the number of databases on theserver, the size of the databases, and the complexity of the views in thosedatabases.

Replicating the Domino Directory design to other serversOnce you upgrade a server to R5, you can and should replicate theDomino Directory design to the Public Address Books on yourorganization’s other servers, including Release 4 and Release 3 servers.The Domino Directory is designed for use in mixed-release environmentsand for administering R4 and earlier servers.

Note After replicating the new template to other servers, you mustrebuild the views in the Domino Directories/Public Address Books onthose servers. The view rebuild for the R5 template on an R4 or R3 serveris time-consuming. Lotus recommends you replicate the template andrebuild the views for pre-R5 servers on a weekend or during other timeswhen server load is low.

Setting server configuration for an Internet mail serverYou must enable native SMTP routing in the Server Configurationdocument to allow the upgraded mail server to route mail using SMTP.Server Configuration documents can apply to a single server, all serversin a domain, or a group of servers. Edit the Server Configurationdocument that applies to the upgraded server, but be aware that thismodification affects any other servers that use this Server Configurationdocument. If necessary, create a new Server Configuration document foryour Release 5 Internet mail servers.


Upgrading to R

5

If you do not have Configuration documents for your Domino servers,create them to reflect your Release 5 configuration. For example, if youhave a mail server, an application server, and a firewall server, and onlythe mail server will use SMTP routing, create two Server Configurationdocuments: one for the mail server with SMTP routing enabled, and onefor the application and firewall servers without SMTP routing enabled.

1. Make sure you upgraded the design of your Public Address Book tothe Domino Directory template.

See “Upgrading the Public Address Book for an Internet mailserver.”

Note The Domino Directory for the domain must use the Release 5template because the settings for native SMTP appear only in theRelease 5 Domino Directory Configuration form.

2. In the Domino Administrator, click the Administration window tab.

3. Click the Configuration tab.

4. Expand the Server Configuration section.

5. Click Configurations.

6. If you have a Server Configuration document that you want to usefor this server, select it and click Edit Configuration. If not, click AddConfiguration.

7. If you are creating a new configuration, do the following:

Enter a server name in the Basics section.

Select which Group or Server this configuration should apply to.Do not select “Use these settings as the default settings for allservers” unless you want every server that this document controlsto use SMTP to send messages to the Internet instead of throughan Internet mail server.

8. Click the Router/SMTP tab.

9. On the Basics tab, click the down arrow next to “SMTP used whensending messages outside of the local Internet domain.”

10. Select Enabled and click OK.

11. If your organization uses a relay host, enter its host name or IPaddress in the field “Relay host for messages leaving the localinternet domain.”


If you created a document, it appears in the view.

Note Relay host servers require additional configuration. SeeAdministering the Domino System.


Editing the Server document for an Internet mail serverEdit the Server document for the upgraded server to enable the SMTPlistener task, which listens for inbound SMTP requests. This change tellsthe server to load the SMTP listener task at startup.

1. Make sure you set the server configuration to enable the server toroute outbound SMTP mail. See “Setting server configuration for anInternet mail server.” Remember that a Server Configurationdocument can apply to more than one server, so you may want tocreate more than one configuration document.

Note The Domino Directory for the domain must use the Release 5template since the settings for native SMTP appear only in theRelease 5 Domino Directory.

2. In the Domino Administrator, click the Configuration tab.

3. Expand the Server Configuration section.

4. Click “All Server Documents.”

5. Double-click the server document for the upgraded Internet mailserver.

6. Click Edit Server.

7. On the Basics tab, click the down arrow next to “SMTP listener task.”



10. Close the Domino Directory.

Note Do not remove SMTP routing information from the Serverdocument. Existing routing information allows you to route Internet mailin a mixed R4/R5 environment, or in a Release 5 environment that usesR4-style routing. Removing this information may affect Internet mailrouting and delivery in these environments.

Upgrading the Administration Requests database on an MTA serverIf the upgraded mail server is also the administration server for thedomain’s Domino Directory, upgrade the design of its AdministrationRequests database (ADMIN4.NSF) to the R5 template (ADMIN4.NTF). If the upgraded server is not the administration server, you do not need to upgrade its template — after upgrading the template for theadministration server, you replicate the new design to all other Dominoservers.

For more information, see “Upgrading the administration server for theDomino Directory” in Chapter 3, “Upgrading a Domino Server.”


Upgrading to R

5

How R5 replaces the MTAWhen you enable an R5 server to send messages over SMTP outside thelocal Internet domain (configured in the Server Configurationdocument), the server no longer needs to use the Foreign SMTP Domainand SMTP Connection documents — the server can connect via TCP androute mail via SMTP. The server can use a relay host as needed and canmake connections using DNS or using a hosts file. The server uses therouter to route mail over SMTP and to perform conversion betweenNotes format messages and MIME format messages. Thus, the R5 serverreplaces the outbound services of the MTA.

When you enable an R5 server to listen for inbound SMTP connections(configured in the Server document), the server performs the samefunctions as the inbound MTA services. Inbound messages are stored inMAIL.BOX and transferred or delivered by the router. MIME messagesare stored in that format and routed over either Notes RPC or SMTP totheir destination. If needed, the router converts between MIME andNotes format messages.

Configuration in R4 versus R5This topic describes configuration information in the R4 MTA and wherethat information exists and is configured in the R5 Internet mail server.

R4 Server document (Public Address Book)Item R5 location

SMTP Mail Routing task, inRouting Tasks field

Server Configuration document: “SMTPused when sending messages outside ofthe local Internet domain.” You mustcontinue to list SMTP Mail Routing in theRouting Tasks field in the Serverdocument if R4 and non-SMTP R5 serversroute Internet mail to this server.

General section - Fully qualifiedInternet host name

Server document

General - Global domain name All R5 servers use all R5 Global domaindocuments and do not need to find onlyone document

Control section — Poll for newmessages every X minutes

Not used in R5

Control - MTA work path Not used in R5

continued


Item R5 location

Control - Log level In server log file (LOG.NSF) — SMTPoutbound logging is router logging; SMTPinbound logging is SMTP task logging;logging is controlled by NOTES.INIvariables. See the NOTES.INI appendix inAdministering the Domino System orDomino Administration Help.

Control - Enable dailyhousekeeping

Not used in R5

Control - Perform dailyhousekeeping at

Not used in R5

Conversion - header handling Not used in R5

Conversion - Attachment encodingmethod

Server Configuration document -MIME-Conversion Options-Outbound tab

Conversion - Message content Server Configuration document -MIME-Conversion Options-Outbound tab

Conversion - Support returnreceipts

Server Configuration document -MIME-Conversion Options-General tab -Return receipts

Conversion - Language parameters Server Configuration document -MIME-Basics tab and MIME-Settings byCharacter Set Groups

Conversion - Use character setdetection routines

Server Configuration doc -MIME-Conversion Options-Inbound tab -Use character set auto-detection ifmessage has no character set information

Conversion - Message Typeface Server Configuration doc - ConversionOptions - MIME - Settings by CharacterSet groups

Conversion - Message Point Size Server Configuration doc - ConversionOptions - MIME - Settings by CharacterSet groups

Conversion - Outbound Macintoshmessage conversion

Server Configuration doc - ConversionOptions-MIME-Advanced-AdvancedOutbound Message Options tab -Macintosh attachment conversion

Inbound Configuration - Numberof Processes

Not used in R5

continued


Upgrading to R

5

Item R5 location

Outbound Configuration - Numberof Processes

Not used in R5

Outbound Configuration -Maximum outbound msg size

Server Configuration doc -Router/SMTP-Restrictions andControls-Restrictions tab - Maximummessage size

Transport Configuration - Hostname mapping

Server Configuration doc -Router/SMTP-Basics tab - Host namelookup

Transport Configuration - Retrylimit

Not used in R5

Transport Configuration - Retryinterval

Not used in R5

Transport Configuration - Transfermode

Not used in R5

R4 Foreign SMTP Domain document (Public Address Book)Item R5 location

Allow mail only from domains Server Configuration document -Restrictions and Controls-Restrictions tab- Allow mail only from Notes domains

Deny mail from domains Server Configuration document -Restrictions and Controls - Restrictions -Deny mail from Notes domains

Messages addressed to [Internetdomain] should be routed to[Domain name] or [Internet host]

Used in R5 to route Internet mail toDomino SMTP servers, unless all mailservers can route outbound SMTP Internetmail. If your organization only uses a fewSMTP servers (R4 “gateway”architecture), continue to use ForeignSMTP Domain and SMTP Connectiondocuments to route outbound Internetmail to the SMTP servers.


R4 Global Domain Document (Public Address Book)Item R5 location

Global Domain document All existing documents are carried forward

primary Internet domain (set infirst Global Domain document inR4)

Global Domain document - Conversions -SMTP Address Conversion - Local primaryInternet domain. R5 pulls primary domainfrom first Global Domain document.

Alternate Internet domain aliases(set in all other Global Domaindocuments in R4)

Global Domain document - Conversions -SMTP Address Conversion - AlternateInternet domain aliases (R5 pulls aliasesfrom all Global Domain documents exceptfirst one)

Internet address lookup Server Configuration document -Router/SMTP-Basics tab - Address lookup.If enabled, R5 looks for the Internetaddress in the Domino Directory; ifdisabled, Domino converts the Internetaddress.

R4 NOTES.INI parameters (server NOTES.INI file)Item R5 location

SMTPMTA_IPPORT (port thatSMTP listens on)

Server document - Ports - Internet Ports -Mail - Mail (SMTP Inbound) and Mail(SMTP Outbound) - TCP/IP port number -set to port 25 on upgrade

SMTPMTA_CONVERT_ORIGINATOR (looks up originator’saddress in Public Address Book)

Not used in R5

SMTP_KEEP1MEANS1=X (ForceMTA to treat local domain in sameway as other domains)

Not used in R5

SMTPMTA_DENIED_DOMAINS=filename, where filename is anASCII file with list of denieddomains (deny mail from Internetdomains)

Server Configuration documents -Restrictions and Controls - SMTP InboundControls and SMTP Outbound Controlssections

SMTPMTA_NO_INLINE_CONTENT_DISP=1 (Disable RFC 1806support to disable contentdisposition headers if dispositiontype is inline)

Not used in R5

SMTPMTA_TRACE_LEVEL=0x00000100 (enhanced tracing in log)

Not used in R5 — logging is normal serverlogging


Upgrading to R

5

R4 SMTP Connection documentItem R5 location

Relay host Server Configuration document,Router/SMTP-Basics tab, “Relay host formessages leaving the local internetdomain.” You must also enable the field“SMTP used when sending messagesoutside of the local Internet domain” for therelay host to function properly.

Note For additional NOTES.INI parameters related to Internet mail, seeAppendix E, “NOTES.INI File,” in Administering the Domino System orDomino 5 Administration Help.

MTA upgrade scenarios

Each organization should consider when to upgrade its R4 MTA serversto R5 mail servers. R5 has three major changes that affect this decision:

The R5 router sends, routes, and delivers MIME messages over bothSMTP and Notes RPC

The R5 database format stores MIME messages natively

Notes R5 clients can create, read, and send MIME messages overboth SMTP and Notes RPC

When considering upgrading the MTAs to R5, you have a number ofoptions:

Leave the R4 MTAs in place until the rest of your system is upgraded

Replace R4 MTAs with R5 mail servers before upgrading the rest ofyour system

Replace R4 MTAs with R5 mail servers while upgrading the rest ofyour system

Rework your messaging infrastructure to eliminate the need forseparate SMTP servers since all R5 servers can route Internet mail

Use a mixed strategy

Leave your R4 MTA servers in placeThis path leaves your R4 MTA servers in place until you have upgradedall other Domino servers and Notes clients to R5. This ensures a knownlevel of functionality for Internet message traffic during the upgradeprocess, but does not allow your organization to use the new Internetmail features of the R5 server. For example, Notes R5 clients cannot sendnative MIME to Internet recipients with this strategy — their R5 mail


server must convert the native MIME to Notes format and then transfer itto the R4 MTA. This increases load on the mail server and could causesome loss of message fidelity.

Replace all R4 MTAs with R5 mail servers firstThe R5 mail servers perform the same tasks as R4 MTAs, with greaterperformance, stability, and message fidelity. Your organization can useR5 features such as restrictions to prevent spamming and controlmaximum message size. Notes R5 and Internet clients can use nativeMIME seamlessly.

If you upgrade your R4 MTA servers to R5 before upgrading the rest ofyour Domino system, the R5 mail servers store MIME messages in MIMEformat, but must convert the messages to Notes format, an attachmentcontaining the MIME message, or both, when transferring the message toan R4 server.

For more information, see “Internet mail routing in mixed-releaseenvironments.”

As you change your infrastructure to R5, the R5 mail servers can routeMIME messages to other R5 mail servers, which can deliver the messagesor perform the conversion for R4 servers.

Replace all R4 MTAs with R5 mail servers during system upgradeThis strategy is similar to upgrading MTAs before upgrading the rest ofyour system, but allows you to select when to begin conversion on hubservers or spoke servers. For example, if you use a Domino POP3 serverto host mail for a large number of POP3 clients, you might wait toupgrade your MTAs until you upgrade the POP3 server to prevent anyneed for conversion by the POP3 server or its hub. In addition, if yourhub servers are near capacity, but your spoke servers have extracapacity, you might wait to upgrade the MTA servers until the spokeservers have been upgraded to prevent placing the conversion load onthe hubs.

Rework the messaging infrastructureIn an R4-style Internet messaging infrastructure, all Internet mailmessages route through one or more dedicated MTA servers. In R5, thisis no longer necessary as all R5 servers can route Internet mail, includingperforming any necessary conversions. You can decide when to movefrom an R4 “gateway” architecture to a more distributed Internet mailrouting scheme.

When you enable a distributed infrastructure, where messages no longerroute through a few SMTP servers but rather use the R5 router to transferInternet mail, consider the possible conversion load from Notes clients. If


Upgrading to R

5

a Notes client sends a message to Internet recipients in Notes messageformat, the R5 mail server converts that message to MIME and routes it.If your mail servers are near capacity, this conversion load may place anunacceptable strain on them. However, spreading conversion across allmail servers, instead of concentrating it on a few MTA servers, is often aperformance improvement for organizations. Depending on your system,you may want to wait until you begin converting Notes clients to R5 torework your messaging architecture — since R5 clients can send andread MIME, the conversion load on their mail servers is less.

Even if you enable SMTP routing on all mail servers in yourorganization, they do not all need direct Internet access — you can use arelay host for mail routing beyond your local Internet domain and forsecurity purposes. The relay host can be an R5 mail server, an R4 MTA,or a third-party product.

If you do enable direct Internet access for all mail servers, make sure theyare correctly configured and properly registered with the InterNIC.Many systems do not accept connections or mail from servers that areimproperly configured or not registered as a safeguard against spam andas a relay security measure.

Use a mixed MTA upgrade strategySome organizations will use a combined strategy depending on theirneeds and infrastructure. For example, a multinational organization mayimmediately upgrade its MTA servers in one part of the world and waituntil the Domino system is at R5 to upgrade in another. Use thesescenarios and the needs of your organization to determine the optimalupgrade strategy.

Replacing R4 MTAs with R5 mail serversTo illustrate replacing R4 MTAs with R5 mail servers, consider aninfrastructure with 3 Domino servers: MTA1, Hub-E, and Hub-W. MTA1is the SMTP server for the organization, and Hub-E and Hub-W are hubservers that route mail to a number of spoke servers. If you upgradeMTA1 to R5 and leave the hubs at R4, MTA1 performs all necessarymessage conversion, as it did when the server was at R4. When youupgrade Hub-E and Hub-W to R5, MTA1 routes Internet messages to thehubs in MIME, and the hubs perform message conversion for R4 spokes.As you upgrade spoke servers to R5, the hub servers perform fewerconversions. However, the spoke servers must convert messages for theirR4 clients. Finally, when you upgrade the Notes clients to R5, MIMEmessages can be routed from MTA1 to the destination client withoutconversion.


This upgrade process spreads the conversion load over more servers asthe process progresses — from 1 server (MTA1) initially to many servers(the spokes) towards the end. It is important to consider the performanceand capabilities of the hubs and spoke servers — for example, the spokesmight not have enough spare performance to handle the conversion load,which might necessitate a different upgrade strategy.

R5 SMTP routing attempts to locate the Internet Address for a Notes usereither within the message (if the message is created by an R5, IMAP, orPOP client) or within the $Users view in the Domino Directory. For bestperformance, populate the Internet Address field in your organization’sPerson documents (if the Short Name field does not already contain anInternet address for each user) with the administration tool for Internetaddresses. Also, register new users with an R5 Domino Administratorclient to ensure that each user has a valid Internet address.

For more information, see “Populating the Internet Address field inPerson documents” in Chapter 6.

Using a third-party relay host with an R5 mail serverIf messages initially reach your system via a third-party product, you canstill use R5 functionality to improve performance. Often, the third-partyserver or gateway routes Internet mail messages to a server or group ofservers running the R4 MTA. You can replace this routing path with onewhere the gateway routes directly to R5 mail servers via SMTP. Unlessthe gateway can query the Domino Directory to determine the correctmail server for a recipient, you use multiple MX records in the DNS withthe same preference to spread the incoming load across the R5 mailservers. While the percentage of messages that initially reach the correctdestination server is small, it increases as the number of R5 mail serversable to receive mail via SMTP increases. In addition, since the R5 serverscan access the Domino Directory to determine the correct mail server foreach recipient, the destination server is generally only one hop away.

This method spreads the load of inbound Internet mail messages acrossall your R5 servers. If one server is down, mail automatically redirects tothe other available servers.

If there are only a few R5 servers and many R4 servers, these R5 servershandle the load of receiving and converting Internet messages for all ofthe R4 servers. However, as the number of R5 servers increases, this loaddecreases.


Upgrading to R

5

If you replace the third-party gateway with an R5 mail server that is ableto access the Domino Directory through either Notes RPC or LDAP, the“gateway” server does not need to spread messages blindly across otherservers, but can instead determine the correct destination server for eachmessage and route it appropriately.

Internet mail routing in mixed-release environmentsDomino R5 routes Internet mail (MIME) over both Notes RPC (RemoteProcedure Calls) and SMTP. R4 servers do not support native MIMEdelivery or SMTP routing; they use the MTA to accomplish these tasks.

You can control how an R5 server transfers a MIME message to an R4server if it cannot access a user’s Person document — the R5 server eitherconverts the MIME message to Notes format and transfers it, reducingstorage space and bandwidth use but with some loss of message fidelity;or it converts the MIME message to Notes format and also creates anattachment containing the original MIME, preserving message fidelitybut increasing storage space and bandwidth use. The decision on whichmethod to use is yours and can be optimized for your system and users’needs. The default setting is to convert MIME messages to Notes formatwithout an attachment.

If you select to convert the message to Notes format and also create anattachment containing the original MIME, Domino preserves fullmessage format — if an Internet mail client accesses the message,Domino sends it the MIME from the attachment. The R4 server depositsboth the Notes format message and the MIME attachment in a user’smail file for this reason. For these messages in a mixed environment withthis conversion setting, mail storage requirements and networkutilization roughly double for each of these messages only.

Internet mail conversion in mixed-release environmentsIn a mixed-release environment, routing native MIME messages andsending Notes format messages to the Internet requires some conversion.Conversion takes place in the following scenarios.

Using the inbound and outbound services of the R4 SMTP/MIMEMTA The MTA converts outbound Notes messages to MIME format androutes them via SMTP. It converts inbound MIME messages to Notesformat (with or without a MIME attachment) and routes them over NotesRPC using the Notes router. The R4 MTA converts and delivers based onthe settings in the recipient’s Person document, if the MTA can access it.


If the setting of the Internet Message Storage field in the R4 Persondocument is:

Notes only, the MTA converts the message to Notes format androutes it.

Internet only, the MTA packages the messages as a MIMEattachment and routes it.

Notes and Internet, the MTA converts the message to Notes format,adds an attachment containing the original MIME, and routes it.

When an R5 router delivers a message to a recipient’s mail fileThe router checks the recipient’s Person document in the R5 DominoDirectory. The field “Format preference for incoming mail” determinesthe recipient’s preference for Internet messages. If the message is inNotes format and

the field is set to Prefers Notes Rich Text, the router delivers themessage.

the field is set to Prefers MIME, the router converts the message toMIME and delivers the MIME message.

the field is set to No Preference, the router delivers the message.

Note If the field is set to No Preference, the router delivers the Notesformat message because the R4 and R5 Notes clients can read themessage and the IMAP and POP server tasks can convert the message toMIME for Internet clients.

If the message is in MIME format and

the field is set to Prefer Notes Rich Text, the router converts themessage to Notes format and delivers the Notes format message.

Note If the NOTES.INI parameter MailDeliverCDorMime is set to 1on the server, the router does not convert the message and insteaddelivers it in MIME.

the field is set to Prefer MIME, the router delivers the message.

the field is set to No Preference, the router delivers the message.

If the message is encrypted (S/MIME format), the router creates anattachment containing the S/MIME and creates a Notes format messageexplaining that the message is encrypted and cannot be converted toNotes format.

Note If the field is set to No Preference, the router delivers the MIMEmessage because R5 and Internet clients can read the message, and theR5 server converts the MIME message to CD for clients that cannot readnative MIME.


Upgrading to R

5

When an R5 server transfers a message to an R4 serverIf the message is in Notes format, the router simply transfers the messageto the R4 server.

If the message is MIME, the router tries to access the recipient’s Persondocument. If it has access to the recipient’s Person document, it checksthe Internet Message Storage field (R4) or Format preference forincoming mail field (R5).

If the field is set to Notes only (R4) or Prefers Notes Rich Text (R5),the router converts the message to Notes format and transfers theNotes format message.

If the field is set to Internet only (R4) or Prefers MIME (R5), therouter converts the MIME message to a MIME attachment andtransfers the MIME attachment as the message.

If the field is set to Notes and Internet (R4) or No Preference (R5), therouter converts the message to Notes format, adds an attachmentcontaining the original MIME, and transfers the Notes formatmessage with the MIME attachment.


Note If the NOTES.INI parameter MailDeliverCDandMime is set to 1on the server, the router converts the message to Notes format and addsan attachment containing the original MIME.

If the router cannot access the recipient’s Person document — forexample, if the recipient is in another domain and the router cannotaccess that domain’s Domino Directory — by default it converts MIMEmessages to Notes format and transfers them. You can control thisconversion by setting the router to either follow the default behavior orto also add an attachment containing the original MIME to the Notesformat message. The default behavior conserves disk space andbandwidth but reduces message fidelity; the optional behavior preservesmessage fidelity but consumes additional disk space and bandwidth.

When an R5 router sends mail over SMTPIf an R5 router needs to send a message in Notes format over SMTP, itconverts the message to MIME.

Note The R4 SMTP/MIME MTA supported encapsulation, whichplaced Notes-specific information in an attachment that could beconverted back into Notes data by another MTA. The R5 router does not


support R4 encapsulation, but maintains Notes data by another method so that another R5 router can convert the information backinto Notes data.

When an R5 server replicates with an R4 serverWhen an R5 server replicates a database with MIME content to an R4server — for example, if a mail file is on both an R5 and an R4 server,with MIME messages in the database on the R5 server — Dominoconverts any MIME to Notes format.

When an R5 Notes client composes a MIME message and sends itthrough an R4 Domino server (the user’s mail server is R4)The R5 client converts the message from MIME to Notes format andtransfers it to the Domino server. If the NOTES.INI parameterMailTransferCDandMIME is set to 1 on the client, the R5 client adds anattachment containing the original MIME to the Notes format message.


The IMAP and POP server tasks can convert from Notes format to MIMEto deliver messages to IMAP and POP clients.

Encrypted messages in mixed environmentsRelease 4 clients and servers cannot read native MIME messages; thus,Domino Release 5 has to convert a native MIME message to a Notesdocument with a MIME attachment to route it to an R4 server. Dominocannot convert an encrypted MIME (S/MIME) message — doing sowould require access to the decryption key, which would be a securityflaw. Thus, when an S/MIME message is transferred to an R4 server,Domino converts the message to an attachment containing the S/MIMEand a Notes format message stating that the message is encrypted MIMEand cannot be read by this version of the software. This conversionallows IMAP, POP, and R5 users to receive encrypted MIME mail and for encrypted MIME mail to be transferred from an R5 server to an R4server to another R5 server without loss of fidelity or breaking theencrypted signature.


Upgrading to R

5

Sending mail in Notes format to Internet usersWhen you send a message in Notes format to an Internet user, Dominoconverts the message to MIME for that user. However, some Notes itemsdo not have MIME equivalents and cannot be converted. The Notes clientwarns you if you send a message containing these items to Internet usersso you can choose whether to edit the message or whether to accept theloss of those features.

Notes items which do not have MIME equivalents include:

Embedded elements

Highlighting

Horizontal rule

Note If you send MIME in HTML format, Notes converts thehorizontal rule unless you set rule properties such as color, height, orwidth.

Notes hotspots such as document links

Objects (OLE)

Note Notes attempts to create an image based on the inactive OLEobject, but not all OLE objects have inactive images.

Page breaks

Sections

Calendar and scheduling features over SMTPDomino routes calendar and scheduling items, such as meetinginvitations, over Notes RPC where possible. If you send a calendar orscheduling item over SMTP — for example, you send a meetinginvitation over the Internet — Domino converts the item to text as it doesin 4.5 and 4.6.

For more information, see “Using calendar and scheduling features withInternet mail” in Chapter 5, “Upgrading Clients.”


Internet mail addresses in Domino Release 5When looking up an address for Internet mail in the Domino Directory inRelease 5, Domino checks the $Users view for an exclusive match of theaddress. If it finds the complete Internet address of the recipient (forexample, [email protected]) in either the Short name or Internet addressfield, Domino delivers the message to the mail file of that person.Domino also delivers based on a match of the local part of the address(for example, jane_doe) with any of the fields in the Person document.For example, if the message is addressed to [email protected], andDomino finds a Person document with the entry “Jane Doe” in the UserName field, Domino delivers the message to Jane Doe’s mail file.

Note Domino converts underscore characters (_) into spaces; in thisexample, jane_doe would become jane doe. Domino converts doubleunderscores (__) into underscores, underscores into spaces, and periodsinto spaces. The lookup is case-insensitive — jane doe matches with theentry Jane Doe in a Person document.

Domino’s exhaustive lookup in $Users ensures that any addressgenerated by the R4 MTA for a user in your directory is located properly.While you can use the Internet Address field in the Release 5 Persondocument and the tool that populates this field to standardize Internetaddresses in your organization and provide a single place for locatingand changing Internet addresses, this step is optional — Domino does not distinguish between R4 and R5 addressing and utilizes bothequally well.

For more information on the tool that populates the Internet Addressfield in Person documents, see “Populating the Internet Address field inPerson documents” in Chapter 6.

For more information on the Internet Address field and Internet mailaddressing in Release 5, see Administering the Domino System or Domino 5Administration Help.


Upgrading to R

5

Internet mail storage format in Domino Release 5You do not need to change how users’ Internet messages are stored whenupgrading to Release 5. If you have users who only access mail via aPOP3 or IMAP client and whose Person documents set their Internetmessage storage to both Notes and Internet in Release 4, change the field“Format preference for incoming mail” on the Mail tab of those users’Person documents in the Domino Directory to Prefers MIME forimproved performance.

In a mixed R4/R5 environment where some clients use native MIMEmessages on R5 servers, Domino will not deliver a native MIME messageto an R4 client, mail file, or server, because native MIME is unreadable inRelease 4.

For more information, see “Internet mail conversion in mixed-releaseenvironments.”

Upgrading an MTA server and NOTES.INI parameters

When you upgrade an MTA server to an R5 mail server, the NOTES.INIfile for the server may contain parameters that are not supported in R5.You do not need to change or remove these parameters — they areignored by the server and do not interfere with its functionality in any way.

The upgrade program sets configuration parameters to the settings mostcommonly used for Internet mail servers. It does not convert R4NOTES.INI settings to their R5 UI equivalents. If you have uniqueconfiguration settings in the NOTES.INI file in R4, you may need tore-enable this configuration using the R5 Server Configuration andServer documents.

IMAP and POP conversion changes in Release 5Conversion from Notes format to MIME in R5 is improved for IMAP andPOP users. The IMAP or POP conversion in R5 is similar to theconversion process of the R4 SMTP/MIME MTA and offers greatermessage fidelity than the R4 IMAP or POP conversion process. The R5conversion process has more complete text and image handling than R4,but is somewhat slower.


Relay host changes in Domino Release 5In Release 5, relay host configuration is easier than in Release 4. You canselect to route all mail with destinations outside the local Internet domainto a relay host, or not to use a relay host at all. There is no need to routemail inside the local Internet domain to a relay host since Domino routesSMTP natively.

After upgrading to R5, you need to enter the host name or IP address ofthe relay host in the Server Configuration document for the upgradedserver. In addition, you must enable “SMTP used when sendingmessages outside of the local Internet domain.”

Note The “smart host,” which lists users not in your Domino Directory,has functionality similar to a relay host, though its role is different. Formore information, see Administering the Domino System or Domino 5Administration Help.

Using dial-up with Domino Release 5

Customers using dial-up access to the Internet may need to takeadditional steps before and during upgrading to Release 5 of Domino.See Administering the Domino System or Domino 5 Administration Helpfor more information before upgrading.

Upgrading an Internet mail server to use multiple threads

After upgrading to R5, a mail server router automatically supportsmultiple transfer threads to the same server. By default, the router allowsmultiple threads based on configuration settings. You can change thesesettings to allow more or fewer multiple transfer threads. You can changethe maximum number of transfer threads and the maximum number ofconcurrent transfer threads in the Server Configuration document inDomino Directory. Click the Restrictions and Controls - Transfer Controlstab and adjust the settings to optimize performance in your system.

For more information, see Administering the Domino System.


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Multiple MAIL.BOX databases on a mail serverDomino Release 5 can route mail using multiple MAIL.BOX databases.Under heavy load, several server threads may try to deposit mail intoMAIL.BOX, along with the router attempting to read and update mail.Any process trying to write to MAIL.BOX — including the server threadsand the router — needs exclusive access to MAIL.BOX. In addition, whenthe router reads new messages from MAIL.BOX, other processes tryingto write to the database must wait. This can lead to long wait times ifthere is a large amount of new mail — for example, on a busy systemwith heavy mail traffic.

With multiple MAIL.BOX databases, Domino can use multipleconcurrent processes, since one process can write to each MAIL.BOXdatabase. When the router is reading one MAIL.BOX, it marks thedatabase “in use” so other server threads trying to deposit mail move tothe next MAIL.BOX. This improves performance.

Disk contention is rarely an issue for MAIL.BOX, so there is usually noneed to put the multiple MAIL.BOX databases on different disks.However, it is useful to spread user mail files across multiple disks toensure that all mail files and MAIL.BOX databases are not on the same disk.

You see large performance improvements even by adding only oneadditional MAIL.BOX database. Marginal benefit decreases withincreasing number of MAIL.BOX databases, though you will continue tosee performance gains.


Chapter 3 Upgrading a Domino Server

This chapter describes the steps for installing Domino Release 5, and the tasks you can perform to upgrade the Public Address Book,administration and mail servers, and the Administration Requestsdatabase.

Upgrading a Domino server

When you upgrade a Domino server to R5, you gain features,functionality, and performance without changing your serverconfiguration, topology, routing, or addressing.

To upgrade a server, perform the following steps:

1. Shut down the Domino server.

2. Back up important server files.

3. Install the Domino Release 5 software.

4. Upgrade the Public Address Book template and replicate thistemplate to all Domino servers.

5. Upgrade the administration server for the Domino Directory.

6. Upgrade the design of the Administration Requests database andreplicate this template to all Domino servers.

New FeaturesUsing new Domino R5 features

Upgrading a mail server to use multiple threads

Using multiple MAIL.BOX databases

Changing Domino server time zone and daylight savings timesettings

Note Domino automatically upgrades MAIL.BOX to the R5 databaseformat and design. Any messages in MAIL.BOX are preserved.

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Shutting down the Domino serverBefore upgrading the server, warn users that it will be offline andunavailable until after the upgrade.

1. Change to the Domino server console.

2. Typequit

and press ENTER.

The server should shut down cleanly.

Backing up Domino server filesBack up important Domino server files in case you encounter errorsduring upgrading. If you have problems during upgrading, you can usethe backed-up copies to restore your files.

1. Back up the data directory on your server (for example,C:\NOTES\DATA). This backs up DESKTOP.DSK, all ID files(including the server ID and certifier IDs), LOG.NSF, NAMES.NSF,MAIL.BOX, and any other Public Address Books located on theserver.

2. Back up the contents of any directories pointed to by links (DIR files)from your data directory.

3. Back up the NOTES.INI file for the server. This file is located in thesystem directory by default (for example, C:\WINNT40).

4. Back up any other Notes databases (NSF), Notes templates (NTF),and any databases pointed to by directory links (DIR).

Updating the NOTES.INI fileRemove memory management, name lookup controls, and debuggingparameters from the NOTES.INI file. Since the Reporter task no longerexists in Release 5, remove it from the file.

1. Make sure you backed up important server files. See “Backing upDomino server files.”

2. Open the NOTES.INI file for the server you are upgrading in a texteditor such as Microsoft Notepad.

3. Delete the entry Reporter from the ServerTasks= line of the file.


4. If the following entries exist in the file, remove them:

NSF_Buffer_PoolSize

NSF_DbCache_Maxentries

Server_Name_Lookup_Noupdate

Any debugging parameters

5. Save the file.

6. Close the text editor.

Note The file statistics tasks performed by the Reporter task in Release 4are handled by the Directory Catalog and the statistical analysis done byReporter is handled by the Domino performance tools. Instead ofReporter, the Event task can monitor databases and generate an eventthat notifies the administrator that unused space in a file has reached athreshold level. In addition, this monitoring event can also be set tocompact automatically databases that reach the threshold level.

Installing Domino Release 51. Make sure you backed up all important Domino files and removed

the Reporter task from the NOTES.INI file. See “Backing up Dominoserver files” and “Updating the NOTES.INI file.”

2. Install the Domino Release 5 software. If you install Domino in thesame directory as the previous version, you do not need to changethe server configuration. If you install Domino in a new directory,the program prompts you to configure the server.

3. During installation, select the server type for which you purchased a license.

4. After installation, launch the Domino Release 5 server.

See Setting Up a Domino Server for more details. Setting Up a DominoServer is available in print and as an Adobe Acrobat (PDF) file.

Note Installing a Domino server does not install the DominoAdministrator (Release 5 administration client). You must perform asecond installation using the client setup program to install a DominoAdministrator on the server computer. Lotus recommends youadminister the server from a separate computer.

Upgrading the Public Address BookThe Domino server prompts you to upgrade the design of the Public Address Book with the R5 Domino Directory template(PUBNAMES.NTF) after upgrading Domino. The new Domino Directory template works with the Domino Administrator client tostreamline directory and Domino server administration. The Domino

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Directory is backwards-compatible and is designed for use inmixed-release environments. Upgrade the design of your address bookto the Release 5 Domino Directory template once you upgrade yourserver to Release 5. Then upgrade the database format of the DominoDirectory by compacting the database and rebuilding its views.

Upgrading the Public Address Book to the Domino Directorytemplate1. When Domino asks if you want to upgrade the Public Address Book

design to the Release 5 template, type Y

This replaces the R4 Public Address Book template with the R5Domino Directory template.

2. Once the server launches, verify that there are no errors or problems.Then, quit the server. Typequit

and press ENTER.

Compacting the Domino Directory after upgrading1. From the command line of your operating system, change to the

Domino program directory and compact the Domino Directory to thenew R5 ODS.

On Microsoft Windows NT (Intel platforms), typencompact names.nsf

and press ENTER.


On Microsoft Windows NT (Alpha platforms), typeacompact names.nsf

and press ENTER.


On IBM OS/2 Warp, typeicompact names.nsf

and press ENTER.



On UNIX platforms, typecompact names.nsf

and press ENTER.

Note If your Domino Directory has a file name other thannames.nsf, substitute the correct file name for names.nsf.

This moves the Domino Directory from the R4 ODS to the R5 ODS.

2. After you compact the Domino Directory to the new R5 databaseformat, rebuild the ($ServerAccess) and the ($Users) views in theDomino Directory.

Rebuilding views in the Domino Directory1. From the command line of your operating system, rebuild the

($ServerAccess) and ($Users) views in the Domino Directory.

On Microsoft Windows NT (Intel platforms), typenupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typenupdall names.nsf -t "($Users)" -r

and press ENTER.

On Microsoft Windows NT (Alpha platforms), typeaupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typeaupdall names.nsf -t "($Users)" -r

and press ENTER.

On IBM OS/2 Warp, typeiupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typeiupdall names.nsf -t "($Users)" -r

and press ENTER.

On UNIX platforms, typeupdall names.nsf -t "($ServerAccess)" -r

and press ENTER. Then typeupdall names.nsf -t "($Users)" -r

and press ENTER.

Rebuilding the ($ServerAccess) and ($Users) views in the DominoDirectory allows clients to access the server more quickly.


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2. After you rebuild views in the Domino Directory, launch the Dominoserver.

Updating views in databases on the upgraded Domino serverOnce the Domino server is running, type

load updall

and press ENTER.

This rebuilds database views, allowing users to access the DominoDirectory and other databases on the server more quickly. The amount oftime Updall takes to run depends on the number of databases on theserver, the size of the databases, and the complexity of the views in thosedatabases.

Replicating the Domino Directory design to other serversOnce you upgrade a server to R5, you can and should replicate theDomino Directory design to the Public Address Books on yourorganization’s other servers, including Release 4 and Release 3 servers.The Domino Directory is designed for use in mixed-release environmentsand for administering R4 and earlier servers.

Note After replicating the new template to other servers, you mustrebuild the views in the Domino Directories / Public Address Books onthose servers. The view rebuild for the R5 template on an R4 or R3 serveris time-consuming. Lotus recommends you replicate the template andrebuild the views for pre-R5 servers on a weekend or during other timeswhen server load is low.

Upgrading the administration server for the Domino DirectoryAfter you upgrade the first Domino server in your domain and replicatethe new Domino Directory template to the other servers, upgrade theserver that acts as the administration server for the Domino Directory.This lets you take advantage of the new R5 Administration Processfeatures. Follow the steps in this chapter to upgrade the administrationserver.

For steps on how to upgrade a Domino server, see “Upgrading a Dominoserver.”

Upgrading the Administration Requests templateAfter upgrading the administration server for the Domino Directory,process all requests in the Administration Requests database, then shutdown the Administration Process and upgrade the design of the


Administration Requests database on that server to the R5 template. The R5 Administration Requests template is designed for backwardscompatibility with the R4 Administration Process and use inmixed-release environments. You can and should replicate the newdesign to the Administration Requests databases on your organization’sother servers.

Note You do not need to process all the requests in the AdministrationRequests database to upgrade the database, but Lotus recommendsprocessing as many as possible for a faster upgrade.

Processing requests in the Administration Requests database1. Change to the Domino server console.

2. Typetell adminp process all

and press ENTER.

Note You may need to issue this command more than once, as someAdministration Requests create others.

3. Once the administration process finishes processing requests, shut itdown.

Shutting down the Administration Process on the server1. Type

tell adminp quit

and press ENTER.

2. Upgrade the design of the Administration Requests database.

Upgrading the design of the Administration Requests database1. Launch the Domino Administrator client.


3. In the Server field, type the name of the upgraded administrationserver.

4. Select the Administration Requests (R4) database (ADMIN4.NSF)and click Open.

5. If this is the first time you have opened the Administration Requestsdatabase, you see the About This Database document. Press ESC toclose the document.

6. Choose File - Database - Replace Design.

7. Click Template Server.

8. In the Server field, enter the name of a Release 5 Domino server andclick OK.


Upgrading to R

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9. Select the Administration Requests (R5.0) template (ADMIN4.NTF)and click Replace.

10. When the Domino Administrator displays a warning about replacingthe design, click Yes.

11. Close the Administration Requests database.

12. Replicate the new design to the other servers in your organization.

Upgrading a mail server to use multiple threads

After upgrading to R5, a mail server router automatically supportsmultiple transfer threads to the same server. By default, the router allowsmultiple threads based on configuration settings. You can change thesesettings to allow more or fewer multiple transfer threads. You can changethe maximum number of transfer threads and the maximum number ofconcurrent transfer threads in the Server Configuration document inDomino Directory. Click the Restrictions and Controls - Transfer Controlstab and adjust the settings to optimize performance in your system.

For more information, see “MailMaxConcurrentXfer” and“MailMaxThreads” in Appendix E, “NOTES.INI File,” in Administeringthe Domino System.

Using multiple MAIL.BOX databases

Domino Release 5 can route mail using multiple MAIL.BOX databases.Under heavy load, several server threads may try to deposit mail intoMAIL.BOX, along with the router attempting to read and update mail.Any process trying to write to MAIL.BOX — including the server threadsand the router — needs exclusive access to MAIL.BOX. In addition, whenthe router reads new messages from MAIL.BOX, other processes tryingto write to the database must wait. This can lead to long wait times ifthere is a large amount of new mail — for example, on a busy systemwith heavy mail traffic.

With multiple MAIL.BOX databases, Domino can use multipleconcurrent processes, since one process can write to each MAIL.BOXdatabase. When the router is reading one MAIL.BOX, it marks thedatabase “in use” so other server threads trying to deposit mail move tothe next MAIL.BOX. This improves performance.


Disk contention is rarely an issue for MAIL.BOX, so there is usually noneed to put the multiple MAIL.BOX databases on different disks.However, it is useful to spread user mail files across multiple disks toensure that all mail files and MAIL.BOX databases are not on the same disk.

You see large performance improvements even by adding only oneadditional MAIL.BOX database. Marginal benefit decreases withincreasing number of MAIL.BOX databases, though you will continue to see performance gains.

Changing Domino server time zone and daylight savings time settingsThe Domino server time zone and daylight savings time settings shouldmatch those of servers with which a server replicates. If the settings donot match, you may experience unexpected behavior from agents thatrun at a scheduled time.

Note Be sure the time zone and daylight savings time are set correctlyfor the server’s operating system.

To change whether the server uses the operating system settings, changethe settings in the Time zone and DST fields in the Server Locationsection of the Server document in the Domino Directory — for example,after upgrading a server to Release 5.

Note Do not change the operating system time zone or daylight savingstime settings between the time you configure the server and the first timeyou run it.

Note If you change the time zone or daylight savings time for theoperating system while the Domino server is running, the new settingsdo not take effect until you restart the server.


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Chapter 4 Upgrading Domino Administration

After you upgrade a server and Domino Directory to R5 and replicate thenew template to your Public Address Books, upgrade your Dominoadministration clients to R5. You gain the new features and benefits ofthe Domino Administrator — including message tracking, topologymaps, and a task-oriented interface. In addition, the Domino Directory iseasier to administer with the Domino Administrator.

Upgrading Domino Administration

To upgrade Domino Administration, do the following:

Upgrade administration clients

Upgrade to the Web Administrator tool

See also information on:

Using message tracking in a mixed-release environment

Upgrading administration clients

Once you upgrade your R4 Public Address Book to the R5 DominoDirectory template, upgrade your administration clients to the R5Domino Administrator. Due to changes in the forms in the DominoDirectory, it is easier and more efficient to administer your servers andNotes domain with the Domino Administrator. In addition, the DominoAdministrator features a greatly enhanced interface which simplifiesserver administration. The Domino Administrator is designed toadminister a mixed-release environment and works smoothly with R4 servers.

Installing the R5 Domino Administrator clientIn R5, you install the Domino Administrator client separately from the server.

For more information, see “Installing the Domino Administrator inRelease 5” in Chapter 1.

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Upgrading to the Web Administrator toolWhen you upgrade a Domino server to R5, the upgrade program deletes your R4 Web Administration database (WEBADMIN.NSF) andcreates a new Web Administrator database based on the R5 template(WEBADMIN.NTF). This is necessary to use the new R5 design. If youcustomized the ACL of your R4 Web Administration database, you mustre-enter this information in the new Web Administrator database ACL.

Using message tracking in a mixed-release environment

Tracking CenterMessage tracking for administrators (using the Tracking Center in theDomino Administrator) can only track messages across R5 servers thathave message tracking enabled. If a message was transferred to a pre-R5or third-party server, you can no longer track that message using theTracking Center.

Note Message tracking information is not added for messages that enter the Domino domain from other sources, such as a third-party mail server.

End user (mail-based) message trackingUsers with an R5 mail file can track messages that are routed throughpre-R5 and third-party servers as long as these servers maintain thefidelity of the Notes fields in the message tracking request. Domino onlyreturns message tracking information from R5 servers that have messagetracking enabled. If the third-party servers do not maintain these fields,messages cannot be tracked beyond these servers.


Chapter 5 Upgrading Clients

This chapter describes the steps for upgrading Notes to Release 5 andgives an overview of new features.

Upgrading a Lotus Notes client to Release 5

To upgrade Notes to Release 5, perform the following steps:

Back up important files

Install Notes Release 5

Upgrade ChangesConverting the workspace to bookmarks

Setting your Personal Address Book preferences

Changes to the Personal Address Book

Portfolio databases in Notes Release 5

Upgrading your mail file to Release 5

Creating account records for Internet mail

Using Notes Release 5Setting default workstation security

Synchronizing time zones and daylight savings time with Notes

Using calendar and scheduling features with Internet mail

Repeating meetings and R5

See also “Sending mail in Notes format to Internet users” in Chapter 2,“Upgrading an Internet Mail Server.”

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Backing up Notes client filesBack up important Notes client files in case an error occurs during theupgrade process. If you experience problems, you can restore these fileswith the backed-up versions. Back up the following files for each Notesclient:

File Default Location

NOTES.INI (Notes Preferences on theMacintosh)

System directory (for example,C:\WIN95)

DESKTOP.DSK Notes data directory (for example,C:\NOTES\DATA)

Personal Address Book (NAMES.NSF by default)

Notes data directory (for example,C:\NOTES\DATA)

User ID files (for example, JSMITH.ID) Notes data directory (for example,C:\NOTES\DATA)

Local databases (.NSF) Notes data directory (for example,C:\NOTES\DATA)

Local database directory links (.DIR) Notes data directory (for example,C:\NOTES\DATA)

Any customized Notes databasetemplates (.NTF)

Notes data directory (for example,C:\NOTES\DATA)

Install the Notes Release 5 software1. Make sure you backed up important Notes client files. See “Backing

up Notes client files.”

2. Run SETUP.EXE. Follow the prompts on the Setup screens toproperly install the software. Select the type of client for which youpurchased a license.

3. Launch Notes.

Notes sets up and upgrades the software automatically if you installRelease 5 in the same directory as the previous release of Notes. If youinstall the Release 5 software in a different directory, Notes prompts youto complete the configuration process. If you install Notes in a differentdirectory, be aware that the Setup program places NOTES.INI in theNotes data directory. In previous releases, the Install program placedNOTES.INI in the system directory by default.

Note Notes automatically upgrades your Personal Address Book to theRelease 5 design. If you have Internet mail set up to work with POP3,Notes creates an Account record for that Internet mail configuration. See“Creating account records for Internet mail.”


Converting the workspace to bookmarksNotes Release 5 automatically converts your workspace into bookmarks.You can still access the workspace if you want, but the new navigationmodel and ease of use of bookmarks make this unnecessary.

Your workspace pages convert to bookmark buttons, which are locatedon the left side of the client screen.

Notes gives you the following bookmark tabs initially:

Bookmark tab Description

Home Displays your home page, where you can performtasks and browse and search the Web

Mail Displays your mail file

Headlines Displays your Headlines, which can include e-mail,Web updates, calendar entries for today, and otherinformation you specify

Calendar Displays your calendar

Address Book Displays your Personal Address Book

To Do Displays your To Do list of tasks

Replicator Displays your Replicator page. This entry appears onlyif you have local replicas with replication enabled.

DominoAdministrator

Displays the Domino Administrator for administeringDomino servers. This bookmark appears only if youinstalled the Domino Administrator.

Domino Designer Displays the Domino Designer for designing Dominoapplications. This bookmark appears only if youinstalled the Domino Designer.

Favorite Bookmarks Displays a bookmark list of the databases you usedmost recently

Databases Displays bookmarks organized as they are on yourworkspace, with a bookmarks folder for eachworkspace page

More Bookmarks Displays bookmarks for searching Notes databasesand the Web

Create Contains bookmarks for creating documents such asmemos, calendar entries, and tasks

Internet ExplorerLinks

Contains bookmarks from your Microsoft InternetExplorer Favorites links

Navigator Links Contains bookmarks from your Netscape NavigatorBookmarks links

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You can add a bookmark to any Bookmark button by dragging it ontothat button.

For more information on using bookmarks, see Notes 5 Help.

Changes to the Personal Address BookThe R5 Personal Address Book has a number of new forms, views,subforms, agents, and script libraries, and has had some design elementsdeleted from the R4 template.

New agents in the R5 Personal Address BookRemove Profile

New forms in the R5 Personal Address BookAccounts

International MIME Settings

($Internet/RAS Dialup Wizard)

($Notes Dialup Wizard)

New script libraries in the R5 Personal Address BookRLAN Routines

StackContainer

Wizard

New subforms in the R5 Personal Address Book$CertifierExtensibleSchema

$GroupExtensibleSchema

$RLANotpp

New views in the R5 Personal Address BookAdvanced\Accounts

Advanced\International MIME Settings

($Accounts)

($International MIME Settings)

($PeopleGroupsByLang)

($PeopleGroupsCorpHier)

Deleted views in the R5 Personal Address Book($NamesFieldLookup)

($ServersLookup)


Portfolio databases in Notes Release 5Portfolio databases are presented as bookmarks in the R5 interface.

Upgrading your mail file to Release 5

Do not upgrade your mail file to the Release 5 template until yourDomino administrator tells you to do so or upgrades it for you.

Creating account records for Internet mailNotes Release 5 introduces Account records, which contain informationfor accessing mail using POP, IMAP, and sending mail with SMTP. Ifyour Release 4 Location record is set up to use POP3, Notes converts thisinformation into an Account record for that setting. If you send mail tothe Internet, Notes creates an SMTP Account record. The accounts are setfor the Location that you set up for Internet mail.

Setting default workstation security

Before upgrading Notes, the domain administrator may want to set theAdministration Execution Control List (ECL) in the Domino Directory.The Administration ECL sets the default security on the Notes clientwhen users start Notes for the first time after upgrading. Workstationsecurity defines which group’s applications can execute on a Notes client.If a group is not specified in the ECL for a client, Notes warns the userwhen an application created by the group attempts to run on that client.

For information on setting the Administration ECL, see Domino 5Administration Help.


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Synchronizing time zones and daylight savings time with NotesIn Release 5, Notes and the client operating system synchronize the timezone and daylight savings time settings. When you start Notes, the clientsynchronizes the operating system settings to match those of the currentNotes location. In previous releases, Notes synchronized only theoperating system time, which could cause the operating system clock tobe out of synch with the operating system time zone setting.

Be sure that the time zone, daylight savings time, and Greenwich MeanTime (GMT) are correctly set on your operating system. For example, ifthe operating system does not have daylight savings time activated andyou manually change your clock to account for it, running Notes turns ondaylight savings time in the operating system, causing the operatingsystem clock to be off by one hour.

Changing settings on Windows computersThe list of time zones and the start and end dates for daylight savingstime in Notes Location documents match those of the Windowsoperating system. If you change to a location with different settings,those settings update the Windows time zone and daylight savings time.If you change the Windows time zone or daylight savings time settingswhile Notes is running, Notes updates those settings for the currentlocation.

When you upgrade to Release 5 on a Windows computer, you may beprompted to choose a time zone if the time zone settings in one of yourlocation documents does not match the Windows system settings.

Using calendar and scheduling features with Internet mail

In an environment which mixes routing mail over Notes RPC and SMTP,the Domino router automatically routes meeting invitations,appointments, and other calendar and scheduling information overNotes RPC when possible. Over SMTP — for example, if you send ameeting invitation to someone over the Internet — calendar andscheduling items are converted to text messages. Notes RPC is requiredto use the interactive (workflow) features in Notes calendar andscheduling items.

Note Conversion of calendar and scheduling items to text when routingover SMTP works the same way in R5 as it did in R4.5 and R4.6.


Repeating meetings and R5Organizations that want to use the repeating meetings feature in the R5mail template should upgrade their R4.5 Notes clients and mailtemplates to R4.5.7 and their R4.6 clients and mail templates to R4.6.3 forrepeating meetings to work properly in a mixed environment. You donot need to upgrade your servers, but you do need to upgrade the mailtemplates for those clients that want to use repeating meetings.

Since releases earlier than 4.5 did not have the calendar and schedulingfeatures introduced in R4.5, there is no need to make changes to serversor mail files using those releases.


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Chapter 6 Working with the Domino Directory

This chapter describes the administration of Domino servers, Notesclients, and Domino applications with the Release 5 Domino Directory.

Working with the Domino Directory

The Domino Directory is backwards-compatible and should be replicatedto your R4 and R3 Domino servers. It supports the LDAPv3 protocol,allowing Internet clients to query and update the directory. The DominoDirectory includes a new field, the Internet Address field, with whichyou can standardize Internet addresses in your organization.

See information on:

Using the Domino Directory template in a mixed-releaseenvironment

Using the Domino Directory Profile

New and deleted views in the Domino Directory

New forms in the Domino Directory

Using the New Internet Address FieldPopulating the Internet Address field in Person documents

Creating an Internet address

Using Custom Format Pattern

Creating an Internet address using Custom Format Pattern

Upgrade Changes and CoexistenceRetrieving LDAP information in a mixed-release environment

Upgrading Directory Assistance

Web authentication and secondary address books

Host names in Server documents

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Using the Domino Directory template in a mixed-release environmentThe R5 Domino Directory template is designed for use in a mixed-releaseenvironment. After upgrading your first server to R5, you can andshould replicate the new design to the other servers in your organization.The new template is designed for backwards compatibility on R4 andeven R3 servers.

Upgrading R4 servers that use the Domino Directory templateYou may decide to upgrade the Release 4 Domino servers in yourenvironment to a later release of R4 before upgrading them to R5. Forexample, in a mixed environment of R4 and R5 servers, you might needto upgrade the R4 servers from release 4.6 to 4.6.2. When you upgrade,Domino asks if you want to replace the design of the Public AddressBook. If your 4.6 servers use the R5 Domino Directory design (asrecommended), and you click Yes to replace the design, Dominooverwrites the R5 Domino Directory template with the R4 PublicAddress Book template. Lotus recommends that you do not replace thedesign of the Public Address Book when upgrading among R4 releasesfor servers that have the R5 Domino Directory template on them.

Using the Domino Directory ProfileThe first time you open the upgraded Domino Directory with a Notes orWeb client, you see the Domino Directory Profile. The profile controlscharacteristics of the directory.

For information on completing the Directory Profile, see Administering theDomino System.

New and deleted views in the Domino Directory

The Domino Directory contains several new views, and omits someviews from Release 4 Public Address Books.

New Server views in the Domino DirectoryExternal Domain Network Information

Holiday

Web Configurations


New People views in the Domino DirectoryAlternate Language Information

New Hidden views in the Domino Directory$ExternalDomainNetworkAddress

$ExternalDomainConfigurations$ExternalDomainServerConfigurations$Holidays$LDAPCN$LDAPG$LDAPHier$LDAPS$PeopleGroupsByLang$PeopleGroupsByCorpHier$PeopleGroupsByPhonetic

$RegisterGroups

Release 4 views that have been deleted from the Domino Directory$ACLMONITOR

$RepMonitors$Thresholds

$NamesFieldLookup (when all clients are 4.5)

New forms in the Domino DirectoryRelease 5 adds a number of forms to the Domino Directory. Theseinclude:

External Domain Network InformationConfiguration Settings (formerly Domain Configuration)Holiday(AlternateLanguageInformation)(ExternalDomainNetworkAddress)(FileProtection)(FileProtectionDialog)(Mapping)(VirtualServer)($MessageSettings)(InternetMail)

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Populating the Internet Address field in Person documentsWhen upgrading to Domino Release 5, you can use the Internet Addresstool to fill in the Internet Address field for all Person documents in whichthe field is blank in a Domino Directory.

1. Launch the Domino Administrator.

2. Click the Users and Directories tab.

3. Select the server and Domino Directory for which you wish to fill inthe Internet Address fields.

4. Click the People tab.

5. Choose People - People - Set Person’s Internet Address.

6. In the Internet Address Construction dialog, choose a format for theInternet addresses.

7. Choose a separator for the Internet addresses. This characterseparates the items in the Format field.

8. Enter the Internet domain for the company.

Note If you select the option “Use valid Internet domain fromexisting short name field,” the tool searches the Short name field ineach Person document for a valid Internet domain (for example,@acme.com). If the tool finds a valid Internet domain, it uses thisdomain to complete the Internet address, instead of using the entryin the Internet domain in the dialog box.

9. (Optional) Click More Options and do any of the following:

Select “Only for people whose Notes Domain is” to set Internetaddresses only for users in a given Notes domain.

Select “Use secondary custom format pattern in case of errorgenerating Internet address” to specify a second Internet addresspattern if Notes generates the same Internet address for two users.Specify the secondary pattern in the box.

This allows you to use the secondary format pattern if the primarypattern results in an address containing non-ASCII characters, anaddress that is not unique, or one which contains an invalidcharacter.

The Internet Address Construction dialog box specifies the server andDomino Directory on which it runs. It also gives an example for eachaddress and separator format.

Note The dialog box does not give examples for all Custom Formatcombinations.


The Internet Address tool checks all Person documents in the DominoDirectory. When it finds a document without an entry in the InternetAddress field, it creates an entry based on the rules above, verifies thatthe entry is a valid RFC 821 address, and checks to ensure that the entryis unique by performing an exhaustive name lookup of the entry on allDomino Directories on the server. If the entry matches an InternetAddress field, the tool leaves the field blank and enters an error in theLog (LOG.NSF).

Note All errors are entered in the Log (LOG.NSF).

Caution The Internet Address tool performs an exhaustive namelookup of every new Internet address and should not be run on adirectory or server that is under heavy load.

Address formats for the Internet Address toolYou can choose from the following address formats:

FirstName LastName

This uses the contents of the First name field and the Last name fieldto form the address.

FirstName MiddleInitial LastName

This uses the contents of the First name field, Middle initial field, andLast name field to form the address.

FirstInitial LastName

This uses the first letter in the user’s First name field and the contentsof the Last name field to form the address.

FirstInitial MiddleInitial LastName

This uses the first letter in the user’s First name field, Middle initialfield, and the contents of the Last name field to form the address.

LastName FirstName

This uses the contents of the Last name field and the First name fieldto form the address.

LastName FirstName MiddleInitial

This uses the contents of the Last name field, First name field, andMiddle initial field to form the address.

LastName FirstInitial

This uses the contents of the Last name field and first letter in theuser’s First name field to form the address.


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LastName FirstInitial MiddleInitial

This uses the Last name field, first letter in the user’s First name field,and Middle initial field to form the address.

FirstName LastInitial

This uses the First Name field and the first character of the Last namefield to form the address.

Use Custom Format Pattern

The Custom Format Pattern lets you specify how to construct anInternet address.

You can choose from the following address separators:

An underscore _A dot or period .An equals sign =A percent sign %None

Note You must specify an Internet domain in the Internet Domainfield of the dialog box.

Creating an Internet addressFor the user Jane R. Jones:

User First name field Last name field Middle initial field Internet domain

Jane R. Jones Jane Jones R acme.com

running the Internet address tool produces the following possibleInternet addresses:

Format Separator Internet Address after running tool

FirstName LastName _ [email protected]

FirstName MiddleInitial LastName _ [email protected]

FirstInitial LastName . [email protected]

FirstInitial MiddleInitial LastName . [email protected]

LastName FirstName = [email protected]

LastName FirstName MiddleInitial = [email protected]

LastName FirstInitial _ [email protected]

LastName FirstInitial MiddleInitial _ [email protected]

FirstName LastInitial . [email protected]

Note You must specify an Internet domain in the Internet Domain fieldof the dialog box.


Using Custom Format PatternIf you select “Use Custom Format Pattern” in the dialog box, you can sethow Domino creates Internet addresses in Person records without anentry in the Internet Address field. Use the following characters in thedialog box to specify how the address should appear:

Abbreviation Meaning

Fn First name, truncate at n characters

Ln Last name, truncate at n characters

M Middle initial

T Title

G Generational qualifier

I Employee ID

C Location

D Department

V Server

O Organizational Unit

S Use the existing Short name field

= Separator

. Separator

_ Separator

% Separator

By combining the characters and separators above, you can set howInternet addresses should appear in your organization.

Creating an Internet address using Custom Format PatternFor the user Jane R. Jones:

Title First Name Middle Initial Last Name Location Organization Server

Ms Jane R Jones Tampa Acme MailT1

you could set Custom Format to produce the following addresses:

Custom Format Address

FL [email protected]

F2L [email protected]

F_L=C [email protected]

T_F_M_L.V [email protected]


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Validating Internet AddressesYou can use the Internet Address tool to verify that entries in the InternetAddress field of all Person documents in one or more Domino Directoriesare unique. This ensures that Internet addresses do not conflict. Tovalidate that the entries in the Internet Address fields are unique, do the following:


2. Click the Users and Directories tab.

3. Select the server and Domino Directory for which you wish tovalidate entries in the Internet Address fields.

4. Click the People tab.

5. Choose People - People - Validate Unique Internet Address.

6. Select to validate Internet addresses only in the current DominoDirectory you selected in step 3 or to validate Internet addresses inall available Domino Directories on the server and click OK.

The validation tool exhaustively checks every Internet address in theDomino Directory or Directories you selected against all DominoDirectories or against all directories specified in the Directory Assistancedatabase (DA50.NSF). If an address is not unique, Domino records theduplicate address in the server log (LOG.NSF).

Note Validating Internet addresses consumes significant serverresources — do not use this tool when the server is under heavy load orwhen response time for users is critical. Lotus recommends running thistool at times when few users access the server — such as on weekends orlate at night.

Retrieving LDAP information in a mixed-release environment

Once you upgrade your Release 4 Public Address Book to the Release 5Domino Directory design, you must upgrade your Domino serversrunning LDAP to at least Release 4.6.3 so they can properly handle LDAPqueries and return correct information. The Domino Directory uses theInternet Address field to answer LDAP queries. R4 releases earlier than4.6.3 do not handle this change.


Upgrading Directory AssistanceAfter upgrading your Domino server and Domino Directory, upgradeyour Directory Assistance database to Release 5.

1. Launch the Notes client.


3. In the Server box, select the server that contains your DirectoryAssistance database.

4. Navigate to and select the Directory Assistance database.

5. Click Open.

6. Choose File - Database - Replace Design.

7. Click the Template Server button.

8. Select a Domino Release 5 server which has the new DirectoryAssistance template (DA50.NTF).

9. Click OK.

10. Select the Directory Assistance template (DA50.NTF).

11. Click OK.

12. When Notes asks if you wish to replace the template, click Yes.

13. Close the Directory Assistance database.

The Directory Assistance template is backwards-compatible; you can andshould replicate the new design to your R4 servers running DirectoryAssistance.

Note Cascaded directories continue to work, though you will seebenefits from upgrading to Directory Assistance.

Web authentication and secondary address booksIn R5, as well as R4 releases after R4.6.2, Web clients cannot authenticatefrom cascaded Public Address Books or Domino Directories (the NAMES=

line in the NOTES.INI file). To authenticate Web clients using secondaryaddress books or directories, set up Directory Assistance.

For more information on configuring Directory Assistance, seeAdministering the Domino System.


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Host names in Server documentsLotus recommends that you use fully qualified host names in Serverdocuments in the Domino Directory instead of IP addresses. While IPaddresses continue to work and are fully supported, they tend to changemore frequently than host names, which can cause issues in the Dominoenvironment if the Server documents are not updated. For example, asubnet change or reorganization may require a change in serveraddressing. In this case, if the Server document used host names,updating the document would not be necessary, but it would benecessary if the document contained an IP address. In addition, somethird-party tools recognize only host names, not IP addresses.


Chapter 7 Upgrading Clusters

This chapter describes the process for upgrading clustered servers andusing mail files in a mixed-release environment.

Upgrading clusters

Upgrading clustered servers is exactly the same as upgrading other R4servers to R5.

For information on upgrading servers that use the R4 Message TransferAgent (MTA) to route Internet mail, see Chapter 2, “Upgrading anInternet Mail Server.”

For information on upgrading all other servers, see Chapter 3,“Upgrading a Domino Server.”

Mail files in a mixed-release cluster

In a mixed R4/R5 cluster, users cannot have an R5 mail file on both R4servers and R5 servers — the R5 mail template does not work properlyon an R4 server. If you have a mixed cluster with mail files, use the R4design for mail files or place users’ mail files only on R4 servers (with R4design) or only on R5 servers (with R5 design) — do not mix releases.This is necessary because cluster replication ignores selective replicationformulas — you cannot prevent the mail file design from replicating toother clustered servers.

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Chapter 8 Upgrading Databases and Applications

After upgrading your Domino servers and Notes clients, upgrade yourdatabases and applications to Release 5. R5 applications benefit fromincreased performance, greater reliability, and a host of new features.

Upgrading databases and applications

R4 applications run without modification on an R5 server and with thenew R5 On-Disk Structure (ODS). Any known incompatibility issues aredocumented in this guide and in the Release 5 Release Notes. Test yourapplications on an R5 server before deploying them in a productionenvironment. Should you encounter a problem or incompatibility that is not documented, you can check the Lotus KnowledgeBase athttp://orionweb.lotus.com/basic.html.

When you upgrade to use R5 templates and features, be aware that R4clients cannot use these features. Using R5 templates and features in amixed-release environment can cause complications by preventing someclients (those running earlier releases of Notes) from using the fullfunctionality of the application.

Lotus internal testing, and testing done in conjunction with ISV partners,demonstrates that upgrade concerns and issues for applications aregenerally minor or nonexistent. However, each application is different,and Lotus strongly recommends testing mission-critical, revenue-generating, or complex applications on R5 before deploying them.

There are three possibilities for databases and applications in the R5environment:

1. Upgrade an application server to R5, but leave databases in R4format (ODS) and using R4 design and features

All clients can access this database without issues, and there shouldbe no problems with the upgrade.

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2. Upgrade the server and database format to R5, but leave thedatabase design and features at R4

All clients can access the database without issue, but R4 clientscannot make local replicas of the database without specifying that itshould be an .NS4 replica. There should be no problems with theupgrade — compact the database to the new ODS.

3. Upgrade the server, database format, database design, and databasefeatures to R5

R4 clients cannot use R5 features and cannot make a local replica ofthe database without specifying that it should be an .NS4 replica.You may need to make changes to the application to use newfeatures. Compact the database to the new ODS, replace the R4design with the R5 design, and add new R5 features as wanted.

This chapter provides information on:

Upgrading DatabasesUpgrading databases to R5

Upgrading database format

Upgrading users’ mail files

Upgrading templates

Upgrading Web applications

Using default Web templates with older browsers

Upgrading document libraries

Issues with upgrading applications and databases

Preventing Database UpgradeKeeping a new database in Release 4 format

Compacting databases in a mixed-release environment

Rolling back applications to previous releases

Using Databases with Release 5Upgrading applications and Release 5 requirements

Improving database performance

Changes in case- and accent-sensitive sorting of characters

Storing image files in native format


Upgrading databases to R5After upgrading a server to Domino R5, you can upgrade the databaseson that server to R5 database format (On-Disk Structure, or ODS) anddesign (template). These two steps — upgrading database format andupgrading database design — are independent of each other. Since ODSdoes not replicate, you can leave the design of a database based on an R4template and upgrade the database format on that server to R5 ODS. Ifyou decide to upgrade the database design to use R5 templates andfeatures, be aware that pre-R5 clients cannot use R5 features. Some R5features and templates require that a database use R5 database format.

Before upgrading database format to R5Upgrade the application server to Domino R5 (necessary to allow theserver to host R5 databases and use R5-style compaction)

Run Fixup on databases — this prevents most errors that interferewith compaction to the new database format

After upgrading database format to R5Consider running Updall -r on the database — this rebuilds views inthe database, preventing delay when users first try to access it. Thisis especially important for databases that are used frequently, aremission-critical, or have large views.

Upgrading database formatOnce you install Domino R5 on a server, you can upgrade the format ofdatabases on that server. Compacting a database using Domino R5upgrades the database format (On-Disk Structure, or ODS) to Release 5.You can use the -R option with the Compact command to keep adatabase in R4 format or to roll its format back to R4 ODS. To preventDomino R5 from upgrading the format of a database to R5, rename itsextension to .NS4.

The Database Properties box under R5 lists the ODS version.

Compacting a database to Release 5 format1. Upgrade the application server to Domino Release 5.

2. Launch the upgraded server.

3. Typeload compact databaseName.nsf

and press ENTER, where databaseName.nsf is the file name of thedatabase you wish to compact to R5 format.

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Compacting databases from a Notes clientIf a user compacts a database using a Notes client (for example, from theInfo tab of the Database Properties box), the server compacts thedatabase for the client. Thus, a Release 5 Domino server compacts thedatabase using R5 compaction and an R4 Domino server compacts thedatabase using R4 compaction. It is possible for Notes users to compactan R4 database on an R5 server to the new R5 database format (ODS). Away to prevent this is to rename R4 databases using the .NS4 extension.

For more information, see “Keeping a new database in Release 4 format.”

Upgrading users’ mail filesWhen you upgrade users’ mail files to the Release 5 template, you can doso one file at a time or use the mail conversion utility to automateupgrading the design. Be sure that you have already upgraded theDomino server hosting the mail files and the Notes clients accessing themto Release 5, or users will not be able to use R5 features in the newdesign. Upgrade mail files at a time when users won’t be accessing them — for example, early mornings or over a weekend. Notify usersthat their mail files will be unavailable while they are being upgraded.

1. If users have customized their mail files, instruct them to back upthese customizations. For example, users can make a new copy oftheir mail file that includes only the database design. This allowsusers to reapply changes they made to their R4 mail file to the newR5 mail template. In many cases, these changes are unnecessarybecause R5 features perform the same function as the modifications.Have users try the new R5 mail template without changing it todetermine what changes, if any, they need or want to make.

2. Launch the Domino server on which you want to customize mailfiles.

3. Shut down the router. Typetell router quit

and press ENTER. This prevents Domino from routing mail to themail files while they are being upgraded. Mail is stored inMAIL.BOX while you upgrade the mail files. Once you haveupgraded the mail files and load the router task again, the routerprocesses and delivers the mail in MAIL.BOX.


4. Load the mail conversion utility. Typeload convert [arguments]

and press ENTER. See below for the arguments you can use with themail conversion utility.

5. Once you have finished upgrading mail files to the R5 template onthis server, load the router. Typeload router

and press ENTER.

6. Notify users that you upgraded their mail files to the R5 design. Theymay have questions on new functionality and features in the R5 mailfile. If they customized their R4 mail files, have them use the R5 mailfile to see if customizing the design remains necessary. If it does,have them reapply changes to the R5 mail file design, but do nothave them copy views from their R4 design to the R5 mail file.Instead, users or designers should implement changes directly to theR5 design elements.

The mail conversion utility command uses arguments to specify options.It has the form:

load convert [-r | -l | -f | -m] mailfilepathexistingtemplatename newtemplatefilename

where -r converts mail files in subdirectories of the specified directory, -lcreates a text list of mail files, -f uses a text list of mail databases todetermine which mail files to upgrade, -m converts the file or files forIMAP use, mailfilepath specifies which mail file or files to upgrade,existingtemplatename specifies a certain mail file design (for example, onlymail files using R4.6 designs) to upgrade, and newtemplatefilenamespecifies the template with which to upgrade the mail files.

Using the mail conversion utilityYou can use the mail conversion utility to:

Upgrade a single mail database

Upgrade all mail databases in a directory

Upgrade all mail databases in a directory and its subdirectories

Upgrade all mail databases listed in a text file

Create a text file that lists all the mail databases in a directory

Convert a mail file for use with IMAP


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Upgrading a single mail databaseThis example finds the mail database USER.NSF in the \MAILsubdirectory of the Notes data directory. The mail conversion utilityreplaces the current mail template — regardless of which template themail file uses — with MAIL50.NTF, the R5 mail template.

load convert mail\user.nsf * mail50.ntf

Upgrading all mail databases in a directoryThis example finds all databases located in the \MAIL subdirectory ofthe Notes data directory that use StdR45Mail, the R4.5x mail template,and replaces their design template with StdR50Mail (MAIL50.NTF), theR5 mail template.

load convert mail\*.nsf stdr45mail mail50.ntf

Upgrading all mail databases in a directory and its subdirectoriesThis example finds all databases located in the \MAIL subdirectory of the Notes data directory and all subdirectories of the \MAIL directory (for example, C:\NOTES\DATA\MAIL\GROUP1,C:\NOTES\DATA\MAIL\GROUP2, and C:\NOTES\DATA\MAIL\GROUP3) and upgrades them to the R5 mail template, MAIL50.NTF.

load convert -r mail\*.nsf * mail50.ntf

Upgrading all mail databases listed in a text fileYou can create a text file listing databases you want to upgrade and use itwith the mail conversion utility to upgrade only those databases. Forexample, you create the text file MAILLIST.TXT listing all the maildatabases you want to upgrade and save it in the directory C:\TEMP.This example finds all databases listed in MAILLIST.TXT, determineswhether the databases use a design template name that matches STD*(StdR4Mail, for example), and replaces the designs of the matchingdatabases with StdR50Mail (MAIL50.NTF), the R5 mail template.

load convert -f c:\temp\maillist.txt std* mail50.ntf

Creating a text file that lists all mail databases in a directoryYou can use the mail conversion utility to create a text file that lists allprimary mail databases on the server (it does not list replica maildatabases). This example creates a text file, MAILLIST.TXT, in theC:\TEMP directory. MAILLIST.TXT contains a list of primary maildatabases on the server but excludes replica mail databases. After youcreate the text file using this option, you can use the file to upgrade themail databases listed in it. See “Upgrading all mail databases listed in atext file.”

load convert -l c:\temp\maillist.txt


Converting mail files for use with IMAPWhen you decide to use a Notes mail file with IMAP, run the mailconversion utility to enable IMAP-specific features in the mail file. Thisexample readies the mail database USER.NSF in the \MAIL subdirectoryof the Notes data directory for use with IMAP.

load convert -m mail\user.nsf

Note When you use a wildcard, such as *, to specify which files toupgrade to the R5 mail template, be sure that all databases in thedirectory (and, if specified, subdirectories) are mail files. When you use a* wildcard, Domino replaces the design of all databases specified by *,such as all databases in the directory, with the specified template, such asthe R5 mail template. If you do replace the design of a non-mail databasewith the R5 mail template, replace the design of the database with theappropriate template to restore it. You can do this with the conversionutility by specifying the database for which you want to restore theoriginal design and by specifying the correct template.

Upgrading templatesR5 does not automatically upgrade databases to the R5 design; forexample, when the Design task runs, it does not upgrade mail files fromthe R4 mail template to the R5 mail template. This allows you to choosewhen to upgrade database design. For information on upgrading maildatabase designs, see “Upgrading users’ mail files.”

R5 mail templates on an R4 serverDo not put an R5 mail template on an R4 server. The R5 templatecontains features which require an R5 server to work properly.

Preventing template replication between R5 and R4 serversIf you have a mail file on an R5 server with an R5 template and a replicaof that file on an R4 server with an R4 template, you must ensure that thedesigns of the mail files do not replicate. A mail file with an R5 design onan R4 server does not work properly, and you want to ensure that theolder R4 design does not overwrite the R5 design on the R5 server. Toprevent the mail templates of the two replicas from replicating, do thefollowing for each mail file:

1. Open the replica mail database.

2. Choose File - Replication - Settings.

3. Click the Advanced tab.


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4. Under “Replicate incoming,” deselect “Forms, views, etc.” and“Agents.”

5. Click OK.

Make sure you do this for each replica.

Note This procedure does not work for clustered servers and databases — cluster replication ignores selective replication.

Upgrading Web applicationsElements with unsupported formulas that Domino hid automatically inRelease 4.5 may now display if you select the “Use JavaScript” property.With the property selected, Domino doesn’t check any hotspot or buttonformulas before using JavaScript to generate the page. Web users see allbuttons, actions, and hotspots — even those that contain @commandsand @functions that aren’t supported for Web applications.

Revise any formulas that relied on hotspot formulas being evaluatedat display time. Make sure these formulas evaluate correctly afterthe user clicks the hotspot, not before. Replace Release 4.5 attachment fields with Web Element - File Upload Controls if you set the “Use JavaScript” property. The “Use JavaScript” setting disables@Command([EditInsertFileAttachment]) hotspots used to createattachment fields in Release 4.5, because the hotspot is not evaluatedwhen the page is displayed.

The “Use JavaScript” property can cause unexpected results because theURL generation in Release 5.0 is different from what it was in Release 4.5.Check any formulas that rely on accessing a Query_String or Path_InfoURL fragment. The URLs will frequently be different. For example, POSTURLs that included ?CreateDocument and ?SaveDocument are no longergenerated in Release 5. The new POST URL is a variation of ?OpenFormor ?EditDocument.

Using default Web templates with older browsersThe default Web templates that ship with Release 5 are not supported onbrowsers that do not conform to the JavaScript 1.1 standard. If a browserthat does not conform to JavaScript 1.1 attempts to access one of thedefault Release 5 Web templates, the template displays an error message.Release 5 includes special Web templates designed to work withnoncompliant browsers.

Applications designed for Web use function as expected when accessedwith browsers that do not comply with the JavaScript 1.1 standard aslong as the application does not use JavaScript features not supported by


these browsers. This is a limitation with the browsers and not with thetemplates or applications. Domino and Domino applications support allbrowsers, but some of the tools that you can use with Domino (forexample, JavaScript) are not supported by all browsers.

The Release 5 Web templates work with JavaScript 1.1-compliantbrowsers, including the following:

Microsoft Internet Explorer 4.x

Netscape Communicator 4.x

Netscape Navigator 3.x

If you are designing applications to be accessed by browsers that are notcompliant with the JavaScript 1.1 standard and want to use the Release 5Web templates, be sure to use the special Web templates designed fornoncompliant browsers.

Upgrading document librariesWhen you replace a Release 4.x document library design with either theRelease 4.6 or Release 5.0 template (Doc Library - Notes and Web), runthe “Upgrade Doclib R4 Documents to New Design” agent in thedatabase before opening any of the converted documents.

1. Open the upgraded database.

2. Choose Actions - Upgrade Doclib R4 Documents to New Design.

If you do not run this agent, you receive an error message when youattempt to open a document and views do not correctly displaydocument status.

Issues with upgrading applications and databasesIn R5.0, users may experience an initial delay when accessing upgradeddatabases for the first time. This occurs because all database viewsrebuild on initial access due to the updated View version in this release.To prevent this, run Updall -r on the database to rebuild the views.


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Keeping a new database in Release 4 formatAny Notes client can access a database hosted on a Domino server,regardless of the release the client or server is running or the releaseformat the database uses. However, Notes clients cannot access or usedatabase features from later releases; for example, a Release 4 Notesclient can access a Release 5 database on a Domino server, but it cannotaccess or use R5 features in that database.

If a database is stored on the local drive of a client, only clients of thesame release and later can access it. For example, a database in Release 4format can be accessed locally by a Release 4 or Release 5 Notes client,but not by a Release 3 client.

Domino servers can only host applications in their release format andearlier formats. For example, an R4 server can host an R4 or R3 database,but not an R5 database.

To create a Release 5 application that can be accessed locally by R4 clientsand stored on R4 servers, give it the extension .NS4 in the File Name fieldwhen creating the database. To keep a database in Release 4 format so it can be accessed locally by R4 clients or stored on an R4 server, changethe database’s extension to .NS4 via the operating system beforecompacting to R5 ODS or make a new replica of the database using the extension .NS4.

Note If a Release 5 client compacts a local replica of a Release 4database, the database moves to R5 database format and cannot beaccessed locally by R4 clients.

Creating a replica of a database in Release 4 format1. Choose File - Database - Open.

2. Select the database for which you want an R4 replica.

3. Click Open.

4. Choose File - Replication - New Replica.

5. In the File Name field, give the new replica the extension .NS4.

6. Click OK.


Compacting databases in a mixed-release environmentWhen you compact a database on a Release 5 Domino server, the serverupgrades the database to the Release 5 ODS unless you use the -R optionwith the Compact command or the database has an .NS4 extension(instead of .NSF). Once a database is upgraded to Release 5 format, youcan roll back to Release 4 format by using the -R option or by creating anew replica or copy of the database in R4 format. You can continue toreplicate between an R5 replica and an R4 replica — ODS does notreplicate.

For more information, see Managing Domino Databases.

Rolling back applications to previous releases

Once you upgrade an application or database to Release 5 format (ODS),you can roll back to an earlier ODS version by using Compact -R or bycreating a new replica or copy of the database in R4 format. Notes clientsfrom Release 4 can access Release 5 databases on Release 5 servers, butyou cannot use a Release 5 database on a Domino server running anearlier version of the software.

The Release 5 database format does not replicate, and Release 4 serversignore unsupported Release 5 features, so you can safely replicate adatabase replica that has been upgraded to Release 5 database formatwith a replica that has not.

Rolling back an R5 application to R4 format by using Compact1. Change to the Domino server console.

2. Typeload compact databaseName.nsf -R

and press ENTER, where databaseName.nsf is the file name of thedatabase you want to roll back to R4 format.

Domino compacts the database back to R4 ODS.

Rolling back an R5 application to R4 format by creating a newreplica1. Launch the Lotus Notes R5 client.


3. Type the name of the server that hosts the database you want to rollback in the Server field and click Open.


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4. Navigate to and select the database you want to roll back and click Open.

5. Choose File - Replication - New Replica.

6. In the File name field, change the database extension from .NSF to .NS4.

7. Click OK.

The new replica will be in Release 4 format and can be placed on anyserver running R4 or later and accessed locally by any R4 or later client.

Upgrading applications and Release 5 requirements

When you upgrade an application server and its applications to Release 5and decide to use features such as transaction logging, be sure to do thefollowing:

Specify a drive with sufficient disk space for view rebuilds by settingthe View_Rebuild_Dir variable in the NOTES.INI file to that drive.By default, this variable is set to the temp directory on the system.This drive holds the temporary files used to rebuild views; a largerdisk allows faster rebuilds and greater optimization. View rebuildscan be as much as five times faster in R5 than R4. The size of thedrive needed for view rebuilds depends on the size of the views youare rebuilding.


Use a separate, single-purpose disk to hold the log files fortransaction logging. The default location for these files is theLOGDIR directory in the server’s data directory. A separate diskallows faster writes to the log. The log requires at least 200MB diskspace and can be set as large as 4GB; Lotus recommends a separatedisk of at least 1GB. Using a dedicated mirrored drive is even betterthan a single disk for data recovery if the log disk fails.

Use a third-party backup utility that supports Release 5 andtransaction logging to provide maximum data recovery in case oferrors or data corruption. With the backup utility, you can performdaily incremental backups and archives of the transaction log.

For more information on transaction logging, see Administering theDomino System.


Improving database performanceThe new database format used in Release 5 databases offers ways toimprove database performance. These include:

Turning off unread marks

Speeding up view rebuilds via bitmap optimization

Turning off overwriting free space

Deselecting the “Maintain LastAccessed property”

Removing specialized response hierarchies from views that don’t usethem

Limiting the number of entries in the $UpdatedBy fields

Limiting the number of entries in the $Revisions fields

Turning off headlines monitoring

To access these properties, open the database and choose File - Database -Properties. Click the Advanced tab.

These options are available only for databases in the Release 5 databaseformat.


Turning off unread marksMaintaining unread marks in a database slows performance. For somedatabases, such as the Domino Directory or the Domino log file, unreadmarks are not useful. If a database does not require tracking read andunread documents, consider disabling unread marks to improveperformance. To disable unread marks, do the following:

1. Open the database in which you want to disable unread marks.

2. Choose File - Database - Properties.


4. Select “Don’t maintain unread marks.”

Speeding up view rebuilds with bitmap optimizationDomino refers to tables of document information to determine whichdocuments appear in an updated view. Selecting the “Document tablebitmap optimization” property associates tables with the forms used bydocuments in each table. During a view update, Domino searches only


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tables whose views contain forms used by documents in that view. Whilethere is a slight performance cost to maintaining this association, thissetting speeds updates of small views in large databases significantly.

When you change this setting, compact the database to enable it. Makesure your system has sufficient disk space as this compact makes atemporary copy of the database. You can also use the load compactcommand with the -F or -f switch to enable or disable bitmapoptimization.

To enable optimization using the table-form association, do thefollowing:

1. Open the database in which you want to speed up view rebuilds.



4. Select “Document table bitmap optimization.”

5. Compact the database from a Notes client or from the server.

Note This setting works only for views which use “Form =” as part ofthe selection criteria.


Turning off overwriting free spaceTo prevent unauthorized users from accessing data, Domino overwritesdeleted data in databases, which can reduce database performance. Insome situations, this security feature is not necessary, such as when:

The database is physically secure — for example, on apassword-protected server in a locked room

Space in the database is quickly reallocated — for example, in systemdatabases such as MAIL.BOX

Security is not an issue — for example, in an employee discussiondatabase

To keep Domino from overwriting the free space created by deletingdocuments in a database, do the following:

1. Open the database in which you don’t want to overwrite free space.



4. Select “Don’t overwrite free space.”


Deselecting the “Maintain LastAccessed property”Domino databases store the date when a document was last modified orread. By default, the database records only changes to documents — notreads. If you select the database option “Maintain LastAccessedproperty,” the database records reads of a document as well as changesto it. If you set the database to delete documents based on intervalswithout activity, such as 10 days without being read or modified, select“Maintain LastAccessed property” and be aware this may negativelyaffect database performance. Leave the option deselected for bestperformance.

To select the “Maintain LastAccessed property,” do the following:

1. Open the database in which you want to record reads of documentsas well as changes.



4. Select “Maintain LastAccessed property.”

Removing specialized response hierarchies from views that don’tuse them

Documents store information about their parent or response document, which is used only by the @functions @AllChildren and@AllDescendants. In databases that don’t use these @functions in views,select the database property “Don’t support specialized responsehierarchy” to improve database performance.

When you change this setting, compact the database to enable it. Makesure your system has sufficient disk space as this compact makes atemporary copy of the database. You can also use the load compactcommand with the -H or -h switch to enable or disable bitmapoptimization.

To keep the database from storing response hierarchy information, dothe following:

1. Open the database in which you want to remove specializedresponse hierarchies.



4. Select “Don’t support specialized response hierarchy.”

Note This setting has no effect on formulas that do not include@AllChildren or @AllDescendants.


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Limiting the number of entries in the $UpdatedBy fieldsA document stores the name of the user or server that made each changeto it in the $UpdatedBy field. This edit history requires disk space andslows both view updates and replication. If you do not need to maintaina complete edit history, specify the number of changes that the$UpdatedBy field tracks with the database setting “Limit entries in$Updated fields.” Once the $UpdatedBy field reaches this limit, the nextedit causes the oldest entry to be removed from the $UpdatedBy list.Limiting the number of entries in the $UpdatedBy field in documentsimproves database performance. To limit the number of entries in the$UpdatedBy fields in a database, do the following:

1. Open the database in which you want to limit the number of entriesin the $UpdatedBy fields.



4. Enter a number in the “Limit entries in $Updated fields” field.

Limiting the number of entries in the $Revisions fieldsA document stores the date and time of each change saved to it in the$Revisions field. Domino servers use this field to resolve replication orsave conflicts. The $Revisions field stores up to 500 entries by default. Ifyou do not need to track changes this closely, specify the number ofchanges that $Revisions field tracks with the database setting “Limitentries in $Revisions field.” Once the $Revisions field reaches this limit,the next edit causes the oldest entry to be removed from the $Revisionslist. Limiting the number of entries in the $Revisions field in documentsimproves database performance.

Consider limiting the entries in $Revisions fields in databases that:

Contain many documents

Replicate often or have no replicas

Contain documents that are rarely edited

To limit the number of entries in the $UpdatedBy fields in a database, dothe following:

1. Open the database in which you want to limit the number of entriesin the $Revisions fields.



4. Enter a number in the “Limit entries in $Revisions fields” field.


Note Lotus recommends that you set the number of entries in the$Revisions field to at least 10. If you enter a number less than 10 in the“Limit entries in $Revisions fields” field, you risk increased replication orsave conflicts in the database.

Turning off headline monitoringUsers can set up their headlines to search databases automatically foritems of interest. If many users do this, database performance can beslow. To prevent a database from being monitored, do the following:

1. Open the database in which you want to turn off Headlinemonitoring.



4. Select “Don’t allow headline monitoring.”

Changes in case- and accent-sensitive sorting of charactersRelease 5 includes an improvement in how Domino databases sortinternational characters. In Release 4, when creating a column in a view,you can select to have the column use case-sensitive sorting, accent-sensitive sorting, or both. Those options remain in Release 5, but theycontrol different functionality. Setting a view to use case-sensitive,accent-sensitive, or case- and accent-sensitive sorting in Release 5 has norelation to the same settings in Release 4.

If you view the same application from an R4 client and from an R5 client, the two property selections may appear different. For example, if you have selected both sensitivity settings in R4, upgrade the database to R5, and inspect the settings from an R5 client, the settings are off or deselected. This is because the R5 settings controldifferent functionality — the R4 settings are still selected and aredisplayed if you check the properties in R4. However, the R5 propertiesare off until you enable them.

Since views do not replicate between R4 and R5, there are no issues whenreplicating between an R4 replica and an R5 replica that have theproperties set differently. However, view notes do replicate, so viewnotes for this view may contain four settings: case-sensitive for R4,case-sensitive for R5, accent-sensitive for R4, and accent-sensitive for R5.

In R4, case- and accent-sensitive settings were not used unless the twoentries in the column were composed of the same string (except for caseor accent). Then, the view compared the case and accents of the two


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entries to determine sort order. For example, in R4 with accent-sensitivesorting, “äa” sorts before “ab.” In R5, “ab” sorts before “äa.” In R4 withcase-sensitive sorting, “Aa” sorts before “ab.” In R5, “ab” sorts before“Aa.” In Release 5 case-sensitive sorting, Domino checks the first letterand sorts lower case before upper case.

If you have a view that uses case- or accent-sensitive sorting in R4,upgrade it to R5, and turn on the same settings in R5, the view may sortdifferently.

If the view is (before andafter upgrading)

R5 case- andaccent-insensitive

R5 case- and accent-sensitive

R4 case- andaccent-insensitive

Views appear exactly thesame

Views are different

R4 case- andaccent-sensitive

Views are nearly thesame, differing onlywhere two strings match

Views are very different —see preceding details onsorting

In R4, case- and accent-sensitive sorting are on by default. In R5, case-and accent-sensitive sorting are off by default. Having R5 sorting off bydefault provides the least disruption to applications and databases whenupgrading.

Storing image files in native formatRelease 5 stores GIF and JPEG files in native format. This feature is notsupported by previous releases of Notes.


Chapter 9 Upgrading Search

This chapter describes Domain Search, which lets you index and searchan entire domain of Domino databases, including attachments todocuments, and files in a file system. Domain Search filters results so that users who do not have access to read a document do not receive thatdocument in the search results.

Upgrading Search

Domino and Notes R5 use a new search engine. R5 includes DomainSearch, a new feature that lets you index and search an entire domain ofDomino databases, including attachments to documents, and files in afile system. Domain Search filters results based on a user’s access to adocument that matches the search query — if the user does not haveaccess to read a document, Domino does not include that document inthe search results.

All R4 search functions and methods are preserved in R5. Existing Notesapplications that use search through the Notes Search API (ApplicationProgramming Interface) work without modification in R5 — the R5search engine is abstracted through the Notes Search API.

Overview of Domain SearchDomain Search is a new feature that allows users to search an entireNotes domain for documents, files, and attachments that match a searchquery. Domain Search is centralized on a Domain Catalog server, uses aDomain Catalog to administer which databases and file systems tosearch, and filters results based on a user’s access to each document. Theindexer builds a central Domain Index on the Domain Catalog server thatall Domain Search queries run against. While the Domain Catalog canreplicate to other servers, the index files cannot. If your organization hasmore than eight Domino servers, Lotus strongly recommends youdedicate a server as the Domain Catalog Server — this computer shouldhave no other purpose than to act as the indexing and search engine forthe domain.

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Domain Catalog ServerWhen you decide to implement Domain Search, be certain that theDomain Catalog server is capable of handling the load of creatingindexes and handling user queries. The Domain Catalog server should befast, powerful, and have a large amount of disk space — multipleprocessors, lots of RAM, and multiple high-volume drives will increasethe efficiency and capabilities of your searches.

Consider clustering Domain Catalog servers for greater reliability,fault-tolerance, and to balance the load from user queries. If you useclustered Domain Catalog servers, replicate the Domain Catalog to eachof those clustered servers.

For Domain Catalog servers running HP-UX, Lotus recommends thefollowing minimum configuration:

A D380 Enterprise server with a single processor

128MB RAM

5 9GB SCSI-2 internal drives

100BaseT single-port LAN adapter

For Domain Catalog servers running IBM AIX, Lotus recommends thefollowing minimum configuration:

An RS/60000™ Model F50 server with a single 332 MHz processor

512MB RAM

50GB free disk space (this requirement increases with increasingdomain size)

For Domain Catalog servers running IBM OS/2 Warp, MicrosoftWindows NT, or Sun Solaris Intel Edition, Lotus recommends thefollowing minimum configuration:

An Intel Pentium II 266 MHz processor

256MB RAM


For Domain Catalog servers running Sun SPARC Solaris, Lotusrecommends the following minimum configuration:

An Ultra Enterprise 250 server with a single processor

512MB RAM



Domain CatalogThe Domain Catalog is a database that uses the CATALOG.NTF design.The Catalog stores records indicating which databases and file systemsthe server should index and the forms used to search the index. TheDomain Catalog resides on the same server as the Domain Index.Database designers and managers set whether the database should beindexed or not by selecting or deselecting “Include in multi databaseindexing” on the Design tab of the Database Properties box.Administrators can override these settings using the DominoAdministrator. Using the Domain Catalog, administrators specify which file systems to index.

Search from the WebWeb clients have access to the full range of Domain Search functionality,including search queries and result sets. In addition, applicationdesigners have greater control over the appearance of the Web searchinterface than of the Notes interface, allowing greater customization.

Changes and end usersSearch changes should be transparent to users — R4 functionality ispreserved in R5 search. Users can execute domain-wide searches,including indexed file systems, by clicking the Discovery icon in R5 andcreating a Domain Search query.

Users with local replicas or databases indexed with R4 get an errorindicating that the database needs to be reindexed after they upgrade toR5 until they upgrade the index or the background indexing agentupgrades it. See “Search interoperability” in this chapter.

Domain Search and R4 Database CatalogsThe Domain Catalog task collects information about databases on allDomino servers in the domain and creates a document for each databasein the Domain Catalog. When collecting information from another R5server that has an R5 catalog, the Domain Catalog task uses pullreplication to collect the documents that already exist in the catalog onthe server. If the server is either an R4 server (with or without an R4catalog) or an R5 server that does not have a catalog, the Domain Catalogtask collects the needed information directly from each individualdatabase on that server and creates a corresponding document for eachdatabase in the Domain Catalog.

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Upgrade information on Domain SearchFor more information on upgrading search to R5, see the following:

Advantages of Release 5 search

Changes in search

Enabling Domain Search

Updating server indexes

Setting which databases to search

Setting up domain search for Notes clients

Security and domain search

Search interoperability

Search Site and Release 5

Changes in searchIn Release 5, search has undergone the following changes:

Release 4 features no longer availableThesaurus

Stop words

Changes from R4 to R5R5 indexes are larger than R4 indexes. Depending on the database,the R5 index may be as much as 50 percent larger than the R4 index.

R5 search is fully double-byte character enabled; you can use it withmultiple languages and in multinational organizations.

Enabling Domain SearchTo enable Domain Search, upgrade your Domain Catalog server to R5and enable the field “Domain Indexer” on the Server Tasks - DomainIndexer tab in the Server document. This sets the server as a Domain Catalog server and tells it to run the Domain Indexer at the times you specify. The Domain Catalog task creates the groupLocalDomainCatalogServers in the Domino Directory and adds theDomain Catalog Server to that group. It also creates the Domain Catalog database based on the CATALOG.NTF design and addsdatabase records to the Domain Catalog. The server begins indexing the


domain the next time the Domain Indexer runs, which is controlled bythe schedule set in the Server record on the Server Tasks - DomainIndexer tab. By default, the indexer runs once an hour.

After upgrading the Domain Catalog server, you can run the Catalogtask (as described in the next section) to begin cataloging the domain orwait until the Catalog task runs on the server (at 1 am by default). WhenUpdall runs, the task launches the Catalog task, which launches theDomain Indexer.

Setting up Domain Search1. Upgrade your search server to R5.

For more information, see “Upgrading a Domino server” in Chapter 3, “Upgrading a Domino Server.”


3. Click the Configuration tab.

4. Expand the Server section in the view pane.

5. Click All Server Documents.

6. Select the Server document for the Domain Catalog server and clickEdit Server.

7. Click the Server Tasks - Domain Indexer tab.

8. Click the arrow next to the field “Domain wide indexer” under theBasics heading.


10. Set the indexing schedule to meet the needs of your system.

11. Click Save and Close.

12. Launch the Domain Catalog Server.

13. Typeload catalog

and press ENTER to start the Domain Catalog process and begincataloguing the domain. The Domain Catalog task launches theDomain Indexer task.

Searching file systemsYou can create a file system document in the Domain Catalog to specifywhich file systems should be included in the Domain Index. Thedocument allows you to set which systems to index, whether to indexsubdirectories in that system, and which files to exclude. You can indexany file system as long as the file system services of the operating system


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on which the Domino server runs can access that file system (theoperating system of the server requires at least Read access).

Note If you want to index file systems, the Domain Catalog server musthave the HTTP services installed and enabled on the Domino server. Thisallows the server to return links to documents in the file system and toreturn those documents in response to queries from Notes and Webclients.

Note The security filtering in Release 5 works only for results fromDomino databases. Results from searches against file systems depend onfile system security — users get the search result even if they are notauthorized to view the document. Thus, users may not be able to accessall search results, or may be able to discern confidential information fromthe existence of a particular search result. Be sure to set file systemsecurity properly and index only file systems where security is not a highpriority.

Tuning indexing performanceYou can tune the number of indexing threads used by Domain Search toenhance search performance. With a greater number of indexing threads,changes to documents are indexed more quickly but CPU utilizationincreases and search slows. With fewer indexing threads, search speedsup due to greater CPU availability but changes are not reflected in theindex as quickly. You can also adjust how frequently the indexer runs.Greater frequency results in a more up-to-date index, but consumesgreater CPU resources.

By default, Domain Search uses two indexing threads per processor. Youcan increase or decrease this number, but do not exceed eight totalindexing threads per server, regardless of the number of processors.Using more than eight indexing threads may cause decreased indexingperformance. You can specify the number of threads by adding

FT_DOMAIN_IDXTHDS=x

where x is the number of indexing threads.


Updating server indexesMany databases have indexes allowing users to search their views. Afterupgrading to R5, the Domino server indexer automatically detects R4indexes and replaces them with an R5 index. When the indexerperiodically runs in the background to update database indexes, itupgrades the index to R5.

Note If users attempt to search a database that is being updated fromR4 to R5 search, they get an error. They can search the database onceDomino rebuilds the index.

Setting which databases to search

Domain Search indexes databases that have the option “Include in multidatabase indexing” selected on the Design tab of the Database Propertiesbox. You can use the Domino Administrator to set this option on multipledatabases at once. In addition, any databases included in Site Searchalready have this option selected. By default, Domino does not includethe following databases in Domain Search:

Administration Requests databases (ADMIN4.NSF)

Database Catalogs (CATALOG.NSF)

Database Libraries (DBLIB4.NSF)

Event message databases (EVENTS4.NSF)

Log databases (LOG.NSF)

Mail databases (Notes mail and POP3/IMAP)

Portfolio databases

Server Statistics databases (STATRP45.NSF)

Search Site databases (SRCHSITE.NSF)

Lotus recommends you exclude these databases from your DomainIndex. For example, a mail file is generally accessible only to one person,so including it in the Domain Index increases index size for very littlebenefit.

Single-database indexes on a server are upgraded automatically to R5.When the indexer runs periodically to update indexes, it deletes any R4index it encounters and creates an R5 index to replace it. These indexespertain only to that database; the change is transparent to the user.Single-database indexes on a client are upgraded by a background agentin Notes R5; if a user tries to search before the background agent runs,they receive an error. In this case, the user can rebuild the indexmanually.


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For more information, see “To update manually a database index” in thetopic “Search Interoperability.”

Note Administrators can override individual database settings toinclude or exclude databases from the Domain Index through theDomino Administrator by setting the “Include in multi databaseindexing” option.

Setting up Domain Search for Notes clientsWhen a Notes R5 client uses Domain Search, Notes checks the Searchserver field on the Servers tab of the current Location document to decideto which Domain Catalog server to connect. Once you set up a DomainCatalog server for your Notes domain, Domino records this informationin the default user setup profile in the Domino Directory for the domain,automating the process of setting up Domain Search for Notes clients inthe domain. When R5 Notes users authenticate with their home server,Notes checks this profile and updates the current Location documentwith the name of the Domain Catalog server. Use the following steps forother Locations or to set up Domain Search before the Notes clientauthenticates with the home server.

1. Launch the R5 Notes client.


3. Select the Personal Address Book and click Open.

4. In the left pane, expand the Advanced section and click Locations.

5. Do the following for each Location for which you want to useDomain Search:

Select the Location and click the Edit Location button.

Click the Servers tab.

Enter the name of the Domain Catalog server in the Search serverfield. If you do not know what the Domain Catalog server for thedomain is, ask your Domino administrator.

Click Save and Close.

6. Close the Personal Address Book.

Note Domino administrators can set this information for new usersduring user registration.

If users enter the name of the search server incorrectly, or specify a serverthat is not a Domain Catalog server, Notes returns an error.


Security and Domain SearchWhen a user searches Domino databases with Domain Search, theDomain Search engine checks each result against the Access Control Listof the database in which the result was found to verify that the user hasaccess to read the document. To perform this check, the Domain Catalogcontains a listing for each indexed database that includes the database’sACL. The security check works as follows:

Domino checks the -Default- entry in the database Access ControlList.

If the -Default- entry has Reader access or greater, the user can readthe document and Domino returns the result in the result set.

If the -Default- entry has less than Reader access, Domino checkswhether the user has Reader access or greater in the ACL. If not,Domino does not include the result in the result set since the user isnot authorized to read that document.

If the user has Reader access or greater, Domino checks whether theresult document has a Readers field.

If the result document does not have a Readers field, the user canread the document and Domino returns the result in the result set.

If the result document has a Readers field, Domino checks whetherthe user is included in the Readers field. If not, Domino does notinclude the result in the result set since the user is not authorized toread that document.

If the user is included in the Readers field, the user can read thedocument and Domino returns the result in the result set.

For Domino to include a link to a result document in a user’s result set,the user must be able to read the document, which includes having atleast Reader access to the database that includes the document and beingincluded in the Readers field if the document has one.

Search security and server access listsIf you are using server access lists within a domain for limiting access to information, be aware that you may need to check the ACLs ofdatabases on those servers to ensure that results are filtered. Otherwise, asearch may return a result to a user who does not have access to the result document. In some cases, users might be able to deriveinformation from the existence of a search result that could compromise confidential information.


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For example, the Acme corporation has two application servers,App-E/East/Acme and App-W/West/Acme. Acme users are certifiedwith one of two organizational unit certifiers: /East/Acme and/West/Acme. App-E/East/Acme does not allow access to any user witha /West/Acme certificate. Databases on the server, which should not beaccessible to /West/Acme users, have the -Default- setting in their ACLsset to Reader, since the server access list ensures that /West/Acme userscannot access those databases.

When Acme implements Domain Search, /West/Acme users who queryDomain Search may have search results that include links to documentsin databases on App-E/East/Acme, since based on the Access Control Listsof those databases, /West/Acme users are not prohibited from seeing thoseresults. The server access lists continue to maintain database security inthis environment, since /West/Acme users cannot access documentsfrom those links, but the mere existence of links could potentially revealconfidential information to the /West/Acme users.

To avoid this issue, check the Access Control Lists for databases that areprotected by server access lists to ensure that they are set so filteringtakes place correctly. To do this, assume that the server access list did notexist. Change the ACL so that, in the absence of a server access list, thedatabase would be secured appropriately. This ensures that whenDomain Search checks the database ACL, it filters out results that userscannot access.

Note This example assumes that the Domain Catalog server has acertificate that allows access to both App-E/East/Acme andApp-W/West/Acme.

Search interoperabilityIn the process of upgrading to R5 search, you may have an environmentwhich uses both the R4 and R5 search engines. R5 clients can access R4indexes through an R4 server. R4 clients cannot access an R5 DomainIndex, but can use a Web browser or the Microsoft Internet Explorercomponent embedded in the Notes Web Navigator to run R5 DomainSearches. R4 clients can search database views that have R5 indexes. Webclients run Domain Searches through a link to the correct search form inthe Domain Catalog. Application designers can set multiple search formsin the catalog and provide multiple links.

If an R5 client tries to access an R4 index locally or on an R5 server, Notesdisplays an error message indicating that you need to rebuild the index.You can manually update the index or wait for the background indexingagent to update it. Notes clients have an indexing agent that runs in the


background to refresh and update indexes. When an R5 Notes client runsthis agent, it detects R4 indexes and upgrades them to R5.

Domino servers have a background task that updates indexes. When itencounters an R4 index on an R5 server, the task upgrades the index toR5. See “Updating server indexes” in this chapter for more information.

To update manually a database index1. Choose File - Database - Open.

2. Select the database for which you wish to update the index and clickOpen.

3. Click the Discovery button at the top right of the screen.

4. In the Search bar, click More.

5. Click Update Index.

Note You can select to index all file attachments in a database using filefilters, or index only the text in files for faster indexing.

Search Site and Release 5Search Site is supported under Release 5; however, most of its featuresare included in Domain Search.

If you use Search Site, consider the following:

A query returns a newsletter of links, with no security filtering of theresults. While a user can’t open a link to which they don’t haveaccess, they do know that their search generated a result on thequery entry.

The result set from a search cannot be viewed until all results arecompletely formatted in the newsletter, which lengthens responsetime, especially if there are many results from a search.

Search Site is useful when you want to index a subset of databases thatare not highly confidential. You can also categorize these databases anduse Domain Search to index them, though there is some overhead to thisapproach.

Domain Search incorporates Search Site features and adds the filteringsecurity based on the Domain Catalog. See “Security and domainsearch.”


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Chapter 10 Upgrading Security

This chapter describes new security features in Release 5, andauthentication and interoperability considerations between Release 5 and earlier releases of Notes.

Upgrading Security

Security in Release 5 operates in the same way as in Release 4, but offersadditional security features for Internet users, servers, and clients.

See information on:

Using Release 5 ID files

Creating flat ID files

Password checking and interoperability with earlier releases

X.509 certificates and interoperability

Protect Directives in HTTPD.CNF and R5

Using Release 5 ID files

ID files created with Release 5 cannot be used with Release 3. If yourorganization needs to use ID files with Release 3, retain at least oneRelease 4 client to generate new ID files that can be used with R3.

Release 3 files upgrade seamlessly to Release 5, and Release 3 users cancontinue to use them without any change in functionality.

Alternate names and interoperabilityIf you use alternate names with an ID file in R5, you cannot use that IDfile with previous releases of the Notes client. However, R5 clients usingan ID file with alternate names can authenticate and interact with R4clients and servers.

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Creating flat ID filesRelease 5 servers and clients cannot create new flat ID files. If yourorganization continues to use flat ID files with Release 5, you must retainat least one Release 4 client to create new flat ID files. However, Release 5fully supports flat ID file maintenance. You can renew certificates forexisting flat ID files and issue new flat certificates to new hierarchicalusers who need access to servers with flat IDs. If your organization usesflat ID files, consider upgrading to hierarchical ID files for increasedsecurity and flexibility of access control, ID generation and certification,and maintenance.

Password checking and interoperability with earlier releases

Password checking during authentication requires that both workstationsand servers run Release 4.5 or later. If you enable password checking ona server running a release prior to 4.5, authentication occurs withoutpassword checking. If you enable password checking on a workstationrunning a previous release, authentication fails when the workstationattempts to connect to a server that requires password checking.

The first time a user for whom password checking is requiredauthenticates with a server, the user ID is altered and it cannot be used with a previous release.

X.509 certificates and interoperabilityIf you add an X.509 certificate to your Notes ID file, you cannot use thatNotes ID file with an R3 Notes client. ID files with X.509 certificatescontinue to operate with Notes R4 and Notes R5 clients.


Protect Directives in HTTPD.CNF and R5Protect Directives in HTTPD.CNF are replaced by File Protectiondocuments in Domino R5. R5 ignores Protect Directives. Consider settingup File Protection documents for each directory Web users are able toaccess. There is no file protection for an upgraded or new R5 server untilyou create File Protection documents.

For more information on controlling Web browser access to server files,see Administering the Domino System.

Web server authentication in a mixed-release environment

Release 5 gives you greater control over how Domino authenticates Webusers. On the Security tab of the Server document, the setting “Webserver authentication” gives you two choices: “More name variationswith lower security” or “Fewer name variations with higher security.”Selecting “More name variations” authenticates users the way R4.6x did — users can enter any of the following as a user name whenprompted by the browser:

Last name only

First name only

Shortname

Common name

Full hierarchical name

Any alias in the User name field

This setting authenticates using the ($Users) view in the DominoDirectory/Public Address Book. This is the default setting.

If you select “Fewer name variations,” users can enter any of thefollowing as a user name when prompted by the browser:

Full hierarchical name

Common name

Any alias in the User name field

This setting authenticates users using the ($LDAPCN) view in theDomino Directory.

Note Select this option only if all Domino Directories searched for HTTPauthentication use the R5 design.

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Making root certificates available to clients using SSL and S/MIMENotes clients using SSL or S/MIME need the trusted root certificatesfrom third-party certifying authorities (CA) in their Personal AddressBook to authenticate servers using certificates from these CAs. The R5Domino Directory contains root certificates needed to authenticate thesignatures created with these third-party CAs. Copy these certificatesfrom the R5 Domino Directory to any R4 Public Address Book that needsto authenticate clients over SSL or S/MIME.

1. Open the Domino Directory.

2. Go to the Server-Certifiers view.

3. Copy any trusted root certificates from third-party CAs.

4. Open the Public Address Book to which you want to add the rootcertificates.

5. Paste the certificates into any view in the Public Address Book.

Users can copy these certificates to their Personal Address Books.

For more information on setting up clients for S/MIME and SSL, seeAdministering the Domino System.


Chapter 11 Certifying Users and Servers in Flat Organizations

This chapter describes how to convert flat user and server names tohierarchical names. Converting to hierarchical names has manyadvantages, including increased security in the system.

Converting flat names to hierarchical names

You use the Administration Process to convert flat user and server namesto hierarchical names. The benefits of converting to hierarchical namesinclude:

Ensuring name uniqueness

Enabling you to distribute responsibility for creating IDs andrecertifying users and servers

Allowing your organization to use cross-certification, whichsimplifies access between your organization and others

For more information on the Administration Process, see Administeringthe Domino System.

How the Administration Process converts flat namesYou initiate the conversion of flat user or server names to hierarchicalnames by choosing specific actions in the Domino Directory. TheAdministration Process then completes the following steps to carry outyour request:

Note You can also use the Administration Process to renamehierarchical users (not servers). You can change users’ common names ormove their names to a different hierarchical name scheme. The steps theAdministration Process follows to change common names of users arethe same ones it follows to convert flat names to hierarchical. The stepsthe Administration Process follows to move names to a differenthierarchical name scheme are also the same except that an administratormust first approve the request.

1. Domino creates an Initiate Rename in Address Book request in theAdministration Requests database (ADMIN4.NSF). This request

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starts the process of adding the converted or changed name to theperson or Server document in the Domino Directory.

2. The Administration Process completes this request by making one ofthe following changes in the Domino Directory:

If you are converting or changing a user name, the AdministrationProcess adds the new name to the User name field while keepingthe old name so mail can still be sent using the original name;adds the hierarchical certificate to the Certified Public Key field;and adds a change request to the Change Request field of thePerson document.

If you are converting a server name, the Administration Processadds the hierarchical certificate to the Certified Public Key fieldand adds a change request to the Change Request field of theServer document.

3. Next, one of the following occurs:

If you are converting or changing a user name, the next time theuser accesses a server, the server looks at the Change request fieldin the Person document in the Domino Directory and comparesthe name in the field to the name stored in the user ID.

If the names do not match — because the user name wasconverted or changed — the user sees a message asking if the newname is correct. If the user selects Yes, Domino updates the userID with the hierarchical name and certificate and creates aRename Person in Address Book document in the server’sAdministration Requests database; this document is a request toupdate all remaining occurrences of the user’s original name in theDomino Directory. The Administration Process converts orchanges the name in the ACLs of the user’s local databases if theuser is designated as the administration server for thosedatabases. It also updates the name in Readers and Authors fieldsof local databases if the ACL option Modify all Reader and Authorfields is selected. The Administration Process also converts orchanges the flat name where it occurs in the user’s PersonalAddress Book if the user has Manager access to the PersonalAddress Book or is designated as the administration server for it.

If the user selects No, the user ID is not converted or changed.

If you are converting a server name, the server periodically checksits own Server document in the Domino Directory to see if itsname has changed. The server compares the name listed in theChange request field of the Server document to the name stored inits own server ID.


If the names do not match — because the server name wasconverted — Domino automatically updates the server ID withthe hierarchical name and certificate and creates a Rename Serverin Address Book document in the server’s AdministrationRequests database. This document is a request to update allremaining occurrences of the server’s flat name in the DominoDirectory.

Note The information in the Change request field in the Person andServer documents expires after 21 days by default. The expirationperiod begins once you initiate the request from the DominoDirectory. You can change the default expiration by changing theName_Change_Expiration_Days setting in the NOTES.INI file. If auser has multiple IDs and switches to an ID not yet converted,Domino converts that ID if the information in the Change requestfield has not yet expired.

4. After the Administration Process has executed the Rename Person inAddress Book or Rename Server in Address Book request it creates aRename in Access Control List request in the AdministrationRequests database to update the name in the ACLs for databases.After the Rename in Access Control List request replicates to everyAdministration Requests database in the domain, each server’sAdministration Process completes the request by converting orchanging names in the access control list for all databases that listthat server as the administration server.

Users and servers can continue to access databases that have accesscontrol lists containing their original names; they do not have to waituntil the Administration Process converts or changes them.

The Administration Process also creates a Rename in Persondocuments request, a request to change the name where it occurs in Person documents in the Domino Directory.

5. Next the Administration Process creates a Rename in Reader/Authorfields request in the Administration Requests database. After thisrequest replicates to other servers, the administration process on eachserver changes the name from all Readers and Authors fields of eachof its databases for which it is an administration server and that havethe ACL setting “Modify Reader or Author fields” selected. Sincethis can be time consuming, the Administration Process carries outthis request according to the Delayed Request settings in theAdministration Process section of the Server document. Theadministration process does not delete names from Readers orAuthors fields of signed or encrypted documents.

Chapter 11: Certifying Users and Servers in Flat Organizations 123

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Converting when you have multiple Public Address booksIf you create replicas of two or more Public Address books on a server,the Administration Process modifies documents in only the primaryDomino Directory, the first one listed in the NAMES= NOTES.INI settingfile.

The primary Domino Directory must contain the Person or Serverdocument of the user or server you want to convert and the Certifier documents of the hierarchical certifier ID and hierarchicalancestors of the certifier ID. For example, to convert Alan Wilson to AlanWilson/Finance/Boston/Acme, the primary Domino Directory musthave the Person document for Alan Wilson and the Certifier documentsfor /Finance/Boston/Acme, /Boston/Acme and /Acme.

For more information on using multiple Public Address books, seeDomino 5 Administration Help.

Converting in a mixed environmentIf you have a mixed environment with Release 4.x and Release 3.xservers, keep in mind that Domino does not convert user and servernames in ACLs of databases that reside on Release 3.x servers, and doesnot convert names in Readers and Authors fields in ACLs of databaseson Release 3.x or 4.1 servers. If the databases on Release 3.x and 4.1servers are replicas of databases on Release 4.5 servers and the Release4.5 servers are able to replicate access control list changes, the user andserver names in the ACLs and Readers and Authors fields are convertedwhen the databases replicate. Otherwise you must manually change thenames in databases on the Release 3.x and 4.1 servers.

You cannot convert to hierarchical the server name of a Release 3.xserver; the server must run the Administration Process in order toconvert server names and a Release 3.x server cannot run theAdministration Process.

For information on changing names in database access control lists, seeManaging Domino Databases.

Backing up converted IDsBecause Domino does not automatically convert backup IDs or IDsattached to documents in the Domino Directory, tell users andadministrators to make backups of their converted IDs.


Examples: Converting flat names to hierarchical namesA company, Acme Corp., has geographically distant offices located inCambridge and Los Angeles. Each office has two departments: Sales andMarketing in Cambridge, and Development and Human Resources inLos Angeles. Employees of Acme Corp. rarely change departments, soyou can base a naming scheme on both geographical location anddepartments.

The chart for the hierarchical naming scheme at Acme Corp. includes thefollowing organization and organizational units:

Acme (organization) This is the top-level hierarchical name. All serversand users in the company will use this organization name. Use thishierarchical name in conjunction with an organizational unit as describedbelow.

East and West (organizational units) These are first-level organizationalunits of Acme.

Sales and Marketing (organizational units) These are second-levelorganizational units of East.

Dev and HR (organizational units) These are second-level organizationalunits of West.

After you create the hierarchical naming scheme, you create thefollowing certifiers:

/Acme This is the top-level certifier ID.

/East/Acme and /West/Acme Create these certifiers using the /Acmecertifier ID and use the /East/Acme certifier to name servers in theCambridge office and the /West/Acme certifier to name servers in theLos Angeles office.

/Sales/East/Acme and /Marketing/East/Acme Create these certifiersusing the /East/Acme certifier ID and use them to name users in theCambridge office.

/Dev/West/Acme and /HR/West/Acme Create these certifiers using the/West/Acme certifier ID and use them to name users in the Los Angelesoffice.


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The tables below contain examples of server and user names at AcmeCorp. before upgrading to hierarchical and after upgrading tohierarchical names. The certifier ID that you use for the server or username depends on the location of the server or user and the department inwhich the user works.

Location Server name beforeupgrading

Server name after upgrading

Cambridge Hub-E Hub-E/East/Acme

Cambridge Mail-E Mail-E/East/Acme

Cambridge Passthru Passthru/East/Acme

Los Angeles Hub-W Hub-W/West/Acme

Los Angeles Mail-W Mail-W/West/Acme

Location and department User name beforeupgrading

User name after upgrading

Cambridge - Sales department

Alan Jones Alan Jones/Sales/East/Acme

Cambridge - Marketing department

Randi Bowker Randi Bowker/Marketing/East/Acme

Los Angeles - Developmentdepartment

Judy Kaplan Judy Kaplan/Dev/West/Acme

Los Angeles - Human Resourcesdepartment

Mark Richards Mark Richards/HR/West/Acme

Preparing to convert flat names to hierarchical namesBefore you convert a server or user name from flat to hierarchical, youmust do the following:

1. Upgrade all servers to Release 4.x or Release 5.

2. Create a Certification Log database (CERTLOG.NSF), which you useto troubleshoot any problems that occur when you convert names.

3. Develop a hierarchical name scheme for your organization.

4. Create hierarchical certifier IDs.

5. Prepare the system for the Administration Process. This includescreating the Administration Requests database and replicationschedule, giving proper access to administrators and specifying anadministration server for the Domino Directory and databases.


6. Follow a specific set of steps to upgrade the first flat server to ahierarchical name.

7. Before converting a flat server name, manually change the name inthe ACL of MAIL.BOX if the server name is listed explicitly in theACL.

Converting the first flat server name to a hierarchical name1. Make sure you complete the steps in “Preparing to convert flat

names to hierarchical names” before you continue.

2. Start the server and workstation.

3. Choose File - Tools - Server Administration.

4. Click Servers and choose Servers View.

5. Open the Server document of the server to be converted. If theCertified public key field is empty, copy the certified public key tothis field. To do this, choose File - Tools - Server Administration,Administration - ID File, select the server ID file, click More Optionsand then click Copy Public Key. Paste the key into the Certifiedpublic key field in the Administration section of the Server documentand then save the Server document.

6. With the Server document selected, choose Actions - Upgrade Serverto Hierarchical.

7. Choose the hierarchical certifier to use and enter the password. Referto the hierarchical naming chart you created when developing ahierarchical naming scheme.

8. Enter the date when this certificate will expire for the server.

9. Click Upgrade.

10. After Domino processes your request, click OK.

11. Shut down the server and open the Domino Directory locally on theserver machine.

12. Open the Server document of the first server to convert.

13. Delete the contents of the Certified public key field.

14. Open the Administration Requests database.

15. Open the “Initiate Rename in Address Book” request document forthe server being converted.

16. Copy the contents of the Certified public key field to the Certifiedpublic key field of the Server document.

17. Copy the contents of the Change Request field to the Change Requestfield of the Server document.


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18. Save the Server document.

19. Shut down the Notes workstation.

20. Restart the server.

Converting the remaining flat server names to hierarchicalBefore you can convert a user name, you must convert server names. Youmust have Author access with the ServerModifier role or Editor access aswell as the Create Documents permission to the Domino Directory. Youmust also have at least Author access with the Create documentspermission to the Certification Log.

Make sure you completed all the steps in “Converting the first flat servername to a hierarchical name” before you perform this task.

1. Open the Domino Directory on a server rather than choosing“Local.”

2. In the Server view, select the servers you want to convert.

3. Choose Actions - Upgrade Server to Hierarchical.

4. Choose the hierarchical certifier to use, and enter the password. Referto the hierarchical name scheme that you developed.

5. Enter the date when this certificate will expire for the server.

6. Click Upgrade.

7. After Domino processes the requests, click OK.

8. Repeat Steps 3 through 8 for additional servers whose names youwant to convert using a different hierarchical certifier.

Converting flat Notes user names to hierarchicalAfter you convert flat server names to hierarchical server names, you canconvert flat user names.

The user’s flat name combines with the certifier name to create thehierarchical name. For example, if a user’s flat name is Randi Bowker andthe certifier name is Marketing/East/Acme, the user’s hierarchical nameis Randi Bowker/Marketing/East/Acme.

You can convert multiple user names at a time, provided that you use thesame hierarchical certifier to certify all user names. For example, toconvert three users — Randi Bowker, Kara Nguyen, and Bob Murphy —in the Marketing department of the Acme corporation, you use theMarketing/East/Acme hierarchical certifier. The resulting hierarchical


user names are: Randi Bowker/Marketing/East/Acme, KaraNguyen/Marketing/East/Acme, and Bob Murphy/MarketingEast/Acme.

If users have administration servers set in their local databases andPersonal Address books, they must accept their names on their ownworkstations in order to upgrade the names in these databases.

Once user name upgrades occur in a database access control list (ACL)and the name change expiration period (Name_Change_Expiration_ Days setting) elapses, users cannot access the database using their flatuser names. Similarly, if you manually upgrade user names tohierarchical in database ACLs on servers in another domain, users cannotaccess the database using their flat user names.

However, if you upgrade a user name to hierarchical and the databaseACL lists the user with their flat name, the user can continue to access thedatabase, but keep in mind that the security hierarchical namingprovides is not enforced for that database.

Converting flat user names to hierarchical namesFollow these steps to use the Administration Process to convert flat user names to hierarchical. You must have Author access with theUserModifier role or Editor access and the Create Documents permissionaccess to the Domino Directory. You must also have Author access withthe Create Documents permission to the Certification Log.

Make sure you completed the steps in “Converting the first flat servername to a hierarchical name ” and “Converting flat server names tohierarchical names” before you perform this task.

1. Make sure all the requests for converting server IDs have completedsuccessfully. Do not continue with this procedure until the server IDsare converted.

2. Open the Domino Directory on a server rather than by choosing“Local.”

3. In the People view, select the users whose names you want toconvert.

4. Choose Actions - Rename Person.

5. Click Upgrade to Hierarchical.

6. Choose the hierarchical certifier to use and enter the password. Referto the hierarchical name scheme that you developed.

7. Enter the date when this certificate will expire for the users.

8. Click Upgrade.

9. After Domino processes the requests, click OK.


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After you initiate a request in the Domino Directory to convert a flatname to hierarchical, check the Updates Status view of the CertificationLog database (CERTLOG.NSF) for any errors that the AdministrationProcess encountered while processing the request.

After the Administration Process responds to the request, check responsedocuments in the Administration Request database for any errors itencounters.

Converting flat server names to hierarchical server namesBefore converting user names, you must convert server names tohierarchical names. Because the Administration Process must run on aserver that has a hierarchical name, you must complete a specificprocedure to convert the name of the first server in a domain and thenspecify this server as the administration server for the Domino Directory.Then you can let the Administration Process complete the work ofconverting subsequent servers.

When you convert a server name to hierarchical, the server’s flat namecombines with the certifier name to create the hierarchical name. Forexample, if a server’s flat name is Serverwest and the certifier name isMarketing/Acme, the server’s hierarchical name is Serverwest/Marketing/Acme. You must use the server’s flat name as the commonname component of the hierarchical name. In other words, you cannotchange the server name when you convert it to a hierarchical name.

You can convert at the same time all server names that use thesame hierarchical certifier. For example, if you have three servers — Serverwest, Servereast, Servernorth — that you want toconvert to the hierarchical names Serverwest/Marketing/Acme,Servereast/Marketing/Acme, and Servernorth/Marketing/Acme, usethe Marketing/Acme hierarchical certifier to convert all of the names at once.

If hierarchical users and servers access the flat server and they use adifferent organization name than the one planned for the flat server, youmust manually change the names of the hierarchical users and server totheir hierarchical format in the Domino Directory and database ACLs onboth the hierarchical server and the flat server you plan to convert. Issuecross-certificates between the two organizations so users and servers canaccess the server in the other organization.

After you convert flat server names to hierarchical, users with flat namescan continue to access the hierarchical servers without any restrictions.


Flat namesFlat names are available for compatibility with earlier releases.Continuing to use flat names prevents you from using many of the new features in Release 5, including the Administration Process whichsimplifies many administrative tasks.

Using flat names makes it difficult to exchange information securely withusers and servers in a different organization. With flat names, each useror server in one organization must be individually certified by thecertifier ID in the other organization. Organizations that use flat namesoften use several certifier IDs and each user ID and server ID can includea separate certificate generated by each flat certifier ID.

When you create a flat certifier ID, Domino creates a Certifier documentdescribing it in the Server - Certificates view of the Domino Directory onthe registration server. You must have access to the registration serverand have at least Author access to the Domino Directory to create acertifier ID.

Make sure to store one copy of all certifier IDs in a physically securelocation and store a backup copy off-site as insurance against fire, flood,or theft.

Creating a flat certifier IDTo avoid giving one person complete authority for a certifier ID, assignmultiple passwords to it.

1. Choose File - Tools - Server Administration.

2. Click Certifiers and then choose Register Non-Hierarchical.

3. Enter a name in the Certifier name field.

4. Enter a case-sensitive password between 12 and 32 characters. Lotusrecommends using passwords at least 13 characters in length and ofmixed case.

5. Specify a minimum password length of at least 12 characters.

6. Select a license type.

7. Click OK.

8. Specify a file name and location for the certifier ID.

9. Click OK.


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Details: Creating a flat certifier IDYou can use any of these characters in the name: A - Z, 0 - 9, & -. _ ’(ampersand, dash, period, space, underscore, apostrophe). Do notuse any other characters, as this can cause unexpected results. Thename can be up to 64 characters. For easier administration, use ashort name without spaces. Don’t use a name already assigned to agroup in the Domino Directory.

Use a phrase for a password to make the password easier toremember and more difficult for an unauthorized person to guess.

Ways to recertify IDs with a flat certifier IDYou use a flat certifier ID to recertify an ID to:

Add a flat certificate to a flat ID

Recertify a certificate on a flat ID that is about to expire

Add a flat certificate to a hierarchical ID to allow authentication witha flat organization

Recertify a flat certificate on a hierarchical ID

You can recertify an ID in either of the following ways:

Using Notes mail

Without Notes mail

Recertifying flat IDs using Notes mailFollow these steps to manually recertify a flat ID that has a certificate thatis about to expire. The owner of the ID and the certification administratormust be able to communicate through Notes mail; each takes turnsprocessing the request.

To mail the ID, the owner of the ID does the following:1. Choose File - Tools - User ID.

2. Click Certificates.

3. Click Request Certificate.

4. Enter the name of the certification administrator in the To field.

5. Click Send to mail the request to the certification administrator.


To recertify the ID, the certification administrator does thefollowing:1. Open the certification request in your mail file.

2. If the certifier is on a disk, insert the disk in the disk drive.

3. Choose Actions - Certify Attached ID File.

4. Select the certifier to use and click OK.

5. Enter the password for the certifier and click OK.

6. If the certifier is on a disk, remove the disk from the disk drive andclick OK.

7. (Optional) Accept or change the certificate expiration date.

8. Leave “Trust other certificates signed by this certifier” selectedunless this is a certificate from another organization’s certifier.

9. (Optional) Click Server, select a server, then click OK to change theserver in whose Domino Directory Domino updates the Persondocument. If the server isn’t local, you must have at least Authoraccess to its Domino Directory.

10. Click Certify.

11. Click Sign to prove your identity to the recipient.

12. Choose Send to send the recertified safe copy of the ID to the user.

To merge the new certificate, the owner of the ID does the following:1. Open the mail document containing the recertified ID.

2. Choose Actions - Accept Certificate.

3. Enter the password for the ID. You see the new certificate.

4. If this is a certificate received from another organization, turn off“Trust other certificates signed by this certifier.”

For more information, see “About communication with organizationsthat use flat names” later in this chapter.

5. Click Accept.

Recertifying flat IDs without Notes mailFollow these steps to manually recertify a flat ID if its certificate is due toexpire or to manually convert an ID to hierarchical naming if its ownerand the certification administrator cannot communicate through Notesmail. This process requires that the owner of the ID and the certificationadministrator take turns processing the request.


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To deliver a safe copy of the ID, the owner of the ID does thefollowing:1. Choose File - Tools - User ID.

2. Click More Options.

3. Click Create Safe Copy.

4. Specify a name and location for the safe copy and click OK. Thedefault name is SAFE.ID.

5. Enter a path and name for the safe copy then click OK. The defaultname is SAFE.ID.

6. (UNIX users) Do one of the following:

Transfer the file to a floppy disk, for example:tar -cvf filename /dev/fd0

Use a network facility such as ftp to transfer the file.

7. Deliver the disk in person or by postal service to the certificationadministrator.

To recertify the ID, the certification administrator does thefollowing:1. Click File - Tools - Server Administration.

2. Click the Certifiers icon and choose Certify ID File.


4. Enter a password for the certifier and click OK.

5. If the certifier is on a disk, remove the disk and click OK.

6. Select the safe copy of the ID file to be recertified and click OK.

7. (Optional) Accept or change the certificate expiration date.

8. Leave “Trust other certificates signed by this certifier” selectedunless this is a certificate from another organization’s certifier.

9. (Optional) Click Server, select a server, then click OK to change theserver in whose Domino Directory Domino updates the Person orServer document. If the server isn’t local, you must have at leastAuthor access to its Domino Directory.

10. Click Certify.

11. Remove the disk with the recertified safe copy of the ID and deliverthe disk to its owner in person or through the postal service.


To merge the new certificate, the owner of the ID does the following:1. Insert the disk with the recertified safe copy of the ID in the disk

drive. Or, if it’s a diskless workstation, copy the safe copy of therecertified ID file to the program directory on the file server; give thecopy a name different from the original ID file so the original is notoverwritten.

2. Make sure the current ID is the one you want recertified, then chooseFile Tools - User ID.


4. Click Merge A Copy.

5. Select the recertified safe copy of the ID and click OK.

6. Click Merge.

7. If this is a certificate received from another organization, turn off“Trust other certificates signed by this certifier.”

For more information, see “About communication with organizationsthat use flat names” later in this chapter.

Ways to rename flat user IDsYou can rename flat user IDs in the following ways:

Using Notes mail

Without Notes mail

Renaming flat user IDs using Notes mailComplete these steps to manually rename a flat user ID when its ownercan communicate through Notes mail. This process requires that theowner of the ID and the certification administrator take turns processingthe request.

To request a new user name, the owner of the ID does the following:1. Choose File - Tools User ID, enter the password, and click OK.


3. Click Request New Name.

4. Enter the complete new name — for example, Randi Bowker — thenclick OK.

5. Enter the name of the certification administrator in the To field, andthen click Send.


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To certify the newly named ID, the certification administrator doesthe following:1. Open the request received in the mail.

2. Choose Actions - Certify Attached ID file.

3. Select the certifier and click OK.


5. If the certifier is on a disk, remove the disk and store it in a secureplace.

6. (Optional) Change the certificate expiration date.

7. Enter a minimum password length to require password use and aminimum password length on this ID. To maintain the current ID’ssetting, leave the field blank.

8. (Optional) Click Server to change the server in whose DominoDirectory Domino updates the Person or Server document, select aserver, then click OK. If the server isn’t local, you must have at leastEditor access to its Domino Directory.

9. Click Certify.

10. The To field of the Mail Certified ID dialog box displays the oldname.

11. Select Send to send the recertified safe copy of the ID to the user.

To merge the new certificate, the owner of the ID does the following:1. Open the mail message.

2. Make sure the current ID is the one you want changed.

3. Choose Actions - Accept certificate.

4. Verify that the new name is correct in the Name field, then click OK.

Renaming flat user IDs using Notes mailNotes deletes all other flat certificates from the ID when the name ischanged on it. Therefore, the owner must have the ID recertified bythese flat certifiers.

You must manually add the new name in the Domino Directorydocuments in which it appears and to the appropriate databaseaccess control lists, including the access control list for the user’s mailfile. The user can still read any signed or encrypted mail createdusing the original name.


Renaming flat user IDs without Notes mailComplete these steps to manually rename a flat user ID when its ownercannot communicate through Notes mail. Note that this process requiresthat the owner of the ID and the certification administrator take turns processing the request.

To request a new user name, the owner of the ID does the following:1. Make a backup copy of the ID file.

2. Choose File - Tools - Switch ID, and select the new copy.

3. Choose File - Tools - User ID and enter the ID password.


5. Click Change Name, enter the new name, and click OK.

6. Click Yes.This removes all certificates from the ID.

7. Click Create Safe Copy.

8. Enter a path and name for the safe copy and then click OK. Thedefault name is SAFE.ID.

9. (UNIX users) Do one of the following:

Transfer the file to a floppy disk, for example:tar -cvf filename /dev/fd0

Use a network facility such as ftp to transfer the file.

10. Use the postal service to send the safe copy of the newly-named ID tothe certification administrator.

11. Choose File - Tools - Switch ID, and select the original ID to use untilthe certifier recertifies the newly-named ID.

To recertify the newly named ID, the certification administrator doesthe following:1. Click File - Tools - Server Administration.

2. Click the Certifiers icon and choose Certify ID File.



5. Select the safe copy of the newly-named ID to be recertified.

6. (Optional) Change the certificate expiration date.


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7. (Optional) Click Server, select a server, then click OK to change theserver in whose Domino Directory Domino updates the Person orServer document. If the server isn’t local, you must have at leastEditor access to its Domino Directory.

8. Click Certify.

9. Remove the disk containing the recertified ID and deliver the disk tothe ID’s owner in person or through the postal service.

To merge the recertified ID, the owner of the ID does the following:1. Choose File - Tools - User ID.


3. Click Merge A Copy.

4. Select the recertified safe copy of the ID and click OK.

5. Click Merge.

Renaming flat user IDs without Notes mailAll other flat certificates are deleted from the ID when the name ischanged on it. Therefore, the owner must have the ID recertified bythese flat certifiers.

You must manually add the new name to Domino Directorydocuments in which it appears and to the appropriate databaseaccess control lists, including the access control list for the user’s mailfile.

Add the new name before the old one in the Person document in the Domino Directory; retaining the old name ensures that mailaddressed to the old name is sent successfully. The user can still readany signed or encrypted mail created under the original name.

Deleting a flat certificate from an IDTo delete a flat certificate from an ID, follow these steps:

1. Choose - Tools - User ID.

2. Enter the password for the current ID.

3. Click Certificate and select the certificate to delete.

4. Click Delete.

5. Click Done.


Communication with organizations that use flat namesTo establish authentication between servers at separate organizationswhen either organization is flat, the client must have a certificate from acertifier that the server trusts and the server must have a certificate froma certifier that the client trusts. One way to do this is to have eachorganization send a safe copy of its server IDs to the other for flatcertification and upon receiving the newly-certified ID turn off the option“Trust other certificates signed by this certifier.”

For example suppose two organizations, Alpha and Beta, need tocommunicate. Alpha’s server Hub-A obtains a certificate from Beta and turns off the “Trust” option. Hub-A now has a trusted Alphacertificate and an untrusted Beta certificate. Beta’s server Mail-B obtains acertificate from Alpha and turns off the “Trust” option. Mail-B now has atrusted Beta certificate and an untrusted Alpha certificate.

Hub-A presents Beta’s certificate to Mail-B because Mail-B trusts thatcertificate. Mail-B present Alpha’s certificate to Hub-A because Hub-Atrusts that certificate. Authentication proceeds because the servers havecertificates from the same certifiers even though they don’t share atrusted certificate.

Optionally, “trust” could be turned on for Beta’s certificate on Hub-A,and Hub-A would accept any ID containing a Beta certificate. By doingthis, other servers at Alpha do not need to get any new certificates.However, servers at Alpha would be vulnerable to access by fraudulentIDs created by Beta.

Unlike cross-certification used between hierarchical organizations,certifying between flat organizations requires that server IDs be certifiedindividually.

To exchange flat certificates between organizations, each organizationshould follow the steps described in “Recertifying flat IDs using Notesmail” or “Recertifying flat IDs without Notes mail.” Each organizationshould make sure to turn off the “Trust other certificates” option for thecertificate received from the other organization.

Note Hierarchical organizations that want to certify server IDs of flatorganizations must create a flat certifier ID with which to do this.


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Results of recertificationThe results of recertification vary depending on whether the IDsinvolved are hierarchical or flat. The following table shows the outcomefor all possible scenarios.

Flat user/server ID(Contains one or more flatcertificates only)

Hierarchical user/server ID(Contains one hierarchicalcertificate; may also include flatcertificates)

Flat certifier ID Resulting certificate isflat. Other certificatesremain.

Resulting certificate is flat;hierarchical name andcertificate is maintainedalong with any other flatcertificates.

Hierarchical certifierID

Name on the ID becomeshierarchical andresulting certificate ishierarchical. Flatcertificates remain.

Resulting certificate is eithera cross certificate or arecertified hierarchicalcertificate.

How the Administration Process converts flat Notes user names tohierarchical

You can use the Administration Process to convert a flat Notes user nameto hierarchical by initiating a person rename action in the DominoDirectory. The sequence of Administration Process requests that occurwhen you convert a Notes user name to hierarchical is the same thatoccurs when you change the name of a hierarchical Notes user.


How the Administration Process converts a flat server name tohierarchical

This flowchart shows the sequence of Administration Process requeststhat occur when you use the Administration Process to convert a flatserver name to a hierarchical name. More detailed information abouteach request follows the flowchart.

Initiate Rename in Address BookTriggered by: Selecting a Server document in the Domino Directory andchoosing “Actions - Upgrade Server to Hierarchical.”

Posted on: The server where you choose the upgrade action.

Carried out on: The administration server for the Domino Directory.

Carried out: According to the Interval setting for the AdministrationProcess in the Server document.

Result: The Administration Process adds the hierarchical certificate tothe “Certified public key” field in the Server document and a changerequest to the “Change request” field.

No

End

Choose "Actions: Upgrade Server to Hierarchical" in the Domino Directory

Initiate Rename in Address Book

Rename Server in Address Book

1 Hour

1 Hour

Yes

Change Request Expires

Daily

Delete Obsolete Change Requests

Rename in Access Control List

Rename in Person Documents

Server updates its ID before

change request expires?

1 Hour Daily

Rename in Reader/Author

Fields

Weekly


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Rename Server in Address BookTriggered by: The server updating its ID with the new hierarchical nameand certificate when the server detects the name change in the “Changerequest ” field of its Server document.

Posted on: The server whose name has changed.



Result: Updates all remaining occurrences of the server name in theDomino Directory except in Person documents.

Rename in Person DocumentsTriggered by: Completion of the “Rename Server in Address Book”request.

Posted on: The administration server for the Domino Directory.


Carried out: According to the “Execute once a day requests at” settingfor the Administration Process in the Server document.

Result: The Administration Process updates occurrences of the name inDomino Directory Person documents.

Rename in Access Control ListTriggered by: Completion of the “Rename Server in Address Book”request.


Carried out on: Each server in the domain.


Result: Each server in the domain updates the server name in ACLs ofdatabases for which it is an administration server.

Rename in Reader/Author FieldsTriggered by: Completion of the “Rename in Person Documents ”request on the administration server for the Domino Directory.


Carried out on: Each server in the domain.

Carried out: According to the “Delayed Request” settings for theAdministration Process in the Server document.


Result: Each server in the domain updates the name in Reader andAuthor fields of databases for which it is an administration server andthat have the advanced ACL option “Modify all Reader and Authorfields” selected.

Delete Obsolete Change Requests Triggered by: Triggered by: Expiration of the period in which a servercan accept a new name, by default 21 days. You can use the NOTES.INIsetting Name_Change_Expiration_Days to change the expiration period.



Carried out: According to the “Execute once a day requests at” settingfor the Administration Process in the Server document.

Result: The Administration Process deletes the contents of the ChangeRequest field from the Server document.


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Chapter 12 Overview of Migrating Users to Notes and Domino

This chapter provides an overview of the migration process and Dominomigration tools, and discusses terms and concepts you should be familiarwith before migrating users.

Overview of Migrating Users to Notes and Domino

The migration tools in the Lotus Domino Administrator allow you toeasily migrate information from your existing messaging and directorysystem to Lotus Notes and Domino Release 5. With the migration tools,you can import users from a foreign directory, register them as Notesusers, and then, convert mail from supported mail systems to Notes mail.The migration tools let you migrate all users from a foreign directory orselect specific users to migrate.

This section provides an overview of the migration process and Dominomigration tools, and discusses terms and concepts you should be familiarwith before migrating users. This section includes the following topics:

Using this guide

Installing the Domino Administrator and migration tools

Importing users and groups from a foreign directory

Registering users

Creating Notes mail files

Verifying that a migration was successful

Other sections in this guide provide specific information about how tomigrate users from each of the supported mail and directory systems.

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Using this guideThis guide is for information services (IS) managers, Notesadministrators, database managers, application designers, and anyone else responsible for migrating users from external directorysources or messaging systems to Lotus Domino Release 5. Theadministrator performing a migration should be familiar with LotusDomino and Notes, as well as with the directory or messaging systemthat users are moving from.

The migration process differs between organizations, depending on thenetwork configuration, available resources, and desired level ofmigration. This guide provides basic guidelines and procedures that youcan adapt to your organization as you plan and perform the migration toDomino Release 5.

Before performing a migration, read this section, as well as the sectionscontaining information specific to the system you are importing from. Forexample, if you are importing users from Microsoft Exchange, afterreading this section, read the chapter “Migrating Users from MicrosoftExchange.”

The users you migrate may have messaging data stored in locationsoutside their mailboxes. Read the chapter “Migrating Personal MailData” to help prepare users to run the upgrade wizard that migratessuch data.

Migrating users and mail data

The address books, message stores, and archives of a messaging systemcontain a great deal of information. In migrating users from anothersystem to Notes and Domino, it is important not only to maintain reliablemessaging services with minimal disruption, but also to maintain accessto the information on the old system, by converting that information sothat users can access it from a Notes client.

Migration is the process of moving user directory information, mailboxes,mail, and addresses from one system to another. Migration includesimporting data from a legacy messaging system and converting it toNotes mail and Domino Directory format. Importing refers to the task ofmoving data from an external directory, post office, or mailbox andmaking it available for processing into Domino or Notes format.Converting refers to the task of processing imported information andchanging it to Domino or Notes format.


Domino Release 5 provides two sets of tools for migrating users, theDomino migration tools for administrators and the end-user upgradewizards. Depending on your environment, and the type of migration youare performing, you may use one or both of these tools.

The Domino migration tools, which install as part of the DominoAdministrator, let an authorized administrator:

Import users from a server-based foreign directory

Register imported users

Automatically create Notes mail files for registered users

Accurately convert messages from mail boxes in the legacy postoffice into Notes format

The Domino Administrator provides migration tools for the followingmessaging and directory systems:

LDIF (LDAP Data Interchange Format) files

Lotus cc:Mail and Organizer® 2.x for cc:Mail

Microsoft Exchange

Microsoft Mail

Microsoft Windows NT Server

Netscape Messaging Server

Novell GroupWise 4.x

Novell GroupWise 5.x

The Domino migration tools place most of the data from the old systemdirectly into Notes databases on the Domino server. However, in theNotes environment there are some types of data, such as personaladdress book information, that are typically stored on the Notes client.The migration tools use Notes mail messages to send client data tomigrated users. Users can then run the upgrade wizard at theirworkstations to transfer the data stored in the mail message to theappropriate database on the Notes client. The upgrade wizard migrates auser’s private addresses, private distribution lists, and message archivesto local Notes databases. Refer to “Migrating Personal Mail Data” forinformation about how end users can run the upgrade wizard at theirworkstation to migrate additional messaging data.

Note In addition to the Domino migration tools and user upgradewizards discussed in this guide, the Notes Release 5 client also has toolsavailable for migrating locally stored data from the followingcalendaring and messaging programs to Notes: Lotus Organizer 2.x,Lotus Organizer 97, Microsoft Schedule+, Netscape Messaging Server,Novell GroupWise 4.X, Novell GroupWise 5.x, OpenText

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OnTime, and Qualcomm Eudora. These tools, which users run at theirworkstations, can be used independently of the Domino migration tools.For information about these tools refer to the online Help provided witheach tool.

Installing the Domino Administrator and migration tools

The tasks described in this guide require use of the DominoAdministrator and migration tools. By default, the migration tools arenot installed with the Domino Administrator; you must select theMigration Tools component during installation. If you did not installeither the Domino Administrator or the migration tools when you firstinstalled the Notes client, run the installation again.

When installing the client software, do the following to install themigration tools you need:

1. When prompted to select the type of Setup you want, click DominoAdministrator or All Clients, and then click Customize.

2. From the list of components to install, select Migration tools and thenclick Change.

3. From the Select Sub-components dialog box, select the items for thetype of migration you are performing. Clear selections forcomponents you do not need.

If you are migrating users from an e-mail system, such as cc:Mail,Microsoft Mail, or Microsoft Exchange, there are two components toinstall, an Admin tool and a Client tool. Install the Admin tool onyour workstation.

After you migrate users, if you want users to migrate their personalmail data, install the Client migration tool, either on each user’sworkstation when you install the Notes Release 5 client, or on ashared network directory.

4. Continue with the installation as directed.

Tip For best performance, it is recommended that you run the DominoAdministrator on a computer within the same Notes domain as thedestination mail server. Also, if you are using the cc:Mail MTA toprovide coexistence between cc:Mail and Notes, it is recommended thatyou do not run the Domino Administrator on the MTA server.


Importing users from a foreign directoryA post office directory, such as a cc:Mail post office directory or aMicrosoft Exchange Address Book, stores basic information about usersof the system: names, mail addresses, passwords, and so forth. Duringmigration the migration tools extract information from the foreigndirectory and use it in creating Person documents in the DominoDirectory.

The process of importing users consists of the following componenttasks:

Specifying the foreign directory source Selecting users to migrate

Setting migration options

Specifying the foreign directory sourceA source directory or address book contains important information aboutusers of the old mail system. Using the Domino Administrator, you selectthe type of directory and then enter the information needed to connect toit and extract information from it. You can then browse the list ofavailable users and select those to be imported to Notes.

Selecting people and groups to migrateAfter selecting a directory to import, you can select the users and groupsyou want to migrate. If you are migrating from multiple systems, you canselect users and groups from different foreign directories during a singlesession.

For example, from the People and Groups Migration dialog box, you canselect 10 users to migrate from a cc:Mail directory, and then selectadditional users from a Microsoft Exchange directory. If you select thecc:Mail directory again, the 10 users are still selected.

Migrating groupsWith the Domino migration tools you can migrate groups and theirmembers from a foreign directory. The migration tools support migrationof two types of group members:

Local usersNested groups (and their local users)

Local users have entries in the local directory — that is, the samedirectory where the group entry exists. When you select a group tomigrate, the local users in the group are always selected for migration,too.


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Nested groups are groups that are members of another group. Atop-level group may contain a single nested group, or even a hierarchy of nested groups. By default, when you migrate a group you also migratethe groups nested within it, and the local users in those groups. A nestedgroup is migrated only if you migrate its parent group. See “Migratingnested groups” for more information about migrating nested groups.

If you decide that you do not want to add nested groups and theirmembers, you can change the default to prevent them from being added.However, you cannot prevent the migration tools from adding localusers of the main group.

Processing groups with duplicate namesWhen you select one or more groups to migrate, the migration toolsearches the Domino Directory to determine whether the name of anyselected group duplicates the name of an existing Notes group.

If the name of a selected group is the same as that of an existing Notesgroup, the Existing Group Migration Options dialog box appears, so thatyou can specify how to process the duplicate group.

If the name of a migrating group is unique, the Group Migration Optionsdialog box appears, so that you can specify how to create and populate aNotes group from the migrating group.

Migrating groups with duplicate namesIf a group that you add to the “People/Groups to migrate list” has thesame name as an existing Notes group, you are prompted to specify howto process the migrating group. You can choose one of the followingoptions for migrating a duplicate group:

Use the existing Notes group

Create a new group — don’t use the Notes group

Skip this group — do not migrate it for now

Using an existing Notes group to migrate groups with duplicatenamesYou can migrate a duplicate group to the existing Notes group. Selectthis option if an existing Notes group is functionally equivalent to amigrating group with the same name. For example, if both the migratinggroup Sales Managers and the existing Notes group Sales Managers areused to send e-mail to the organization’s regional sales managers, addthe migrating group to the existing Notes group.


After you click OK, the migration tool displays the Group MigrationOptions dialog box, which displays options related to adding members toan existing Notes group, such as whether to add the available membersof the migrating group to the Notes group. Since the Notes group alreadyexists, you cannot change its name, type, or description.

Creating a new group to migrate groups with duplicate namesYou can create a new Notes group and migrate a duplicate group to it.Select this option if an existing Notes group is used differently than amigrating group with the same name. For example, if a migrating groupDirectors is used to send e-mail to the directors of various projects withinan organization, and an existing group with the same name in Notes isused to send mail to the directors of each division in the organization,create a new group with a different name for the migrating group.

After you click OK, the migration tool displays the Group MigrationOptions dialog box, which displays options related to creating a Notesgroup, and adding members to it, such as the group name, type, anddescription.

If you choose to create a new Notes group, then Notes adds the availablemembers of the migrating group to the new group during registration.Creating a new group for a duplicate group is the same as creating a newgroup for a migrating group that has a unique name.

Avoiding the creation of duplicate Group documentsAs a precaution against creating duplicate groups, when migratingmultiple groups at one time you may want to avoid selecting the option“Use above settings for all currently selected or nested groups.” The useof this option prevents you from altering the name of a migrating group.As a result, if a migrating group has the same name as an existing Notesgroup, after registration the Domino Directory contains two Groupdocuments with this name.

Skipping migration for groups with duplicate namesYou can decide not to migrate a duplicate group at all. Select this optionto cancel the migration of this group and return to the People andGroups Migration dialog box. The group is not added to the“People/Groups to migrate list.”

Setting Group Migration OptionsFrom the People and Groups Migration dialog box, you can select groupsto migrate from a foreign directory. After you select a group, the GroupMigration Options dialog box lets you specify how to migrate the groupand its members. The settings that are available depend on whether youare migrating users to a new group or an existing Notes group. The


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following fields are available from the Group Migration Options dialogbox:

Option/field name For migrating toan existing group

For migratingto a new group

Add members of this group to the existingNotes group

Yes —

Create a new Notes group with thefollowing settings

— Yes

Notes group name Read-only Yes

Group type Read-only Yes

Description Read-only Yes

Add nested groups contained in this groupand their members

Yes * Yes *

Add people contained in nested groups asNotes users

Yes ** Yes **

Use above settings for all currently selectedor nested groups (don’t prompt again)

Yes Yes

Cancel Yes Yes

Cancel All Yes Yes

* Available if you select the “Add members of this group to the existing Notesgroup” check box or “Create a new Notes group with the following settings”check box.** Available if you clear the “Add members of this group to the existing Notesgroup” check box or the “Create a new Notes group with the followingsettings” check box.

In addition to the settings in the Group Migration Options dialog box,you can also set an option that lets you migrate empty groups. See“Allowing the addition of empty groups to Notes” later in this chapterfor more information about migrating empty groups.

Note After a migration completes, always review any resulting Groupdocuments to ensure that they contain the expected members.

Add members of this group to the existing Notes groupIf a group you add to the “People/Groups to migrate list” has the samename as an existing Notes group, you must choose whether to use theexisting Notes group during migration or create a new group.

If you use an existing group, the Group Migration Options dialog boxdisplays the “Add members of this group to the existing Notes group”check box, which is selected by default. When the check box is selected,the migration tools add members of the migrating group to the existing


Notes group. After you click OK to close the dialog box, the“People/Groups to migrate list” displays the name of the migratinggroup, as well as the names of local users in the group. Duringregistration, migrated users will be added to the existing Notes group.

Clear the check box if you do not want to add users in the migratinggroup to the existing Notes group. The names of local users in themigrating group will appear in the “People/Groups to migrate list.”During registration, migrated users are not added to the existing Notes group.

Create a new Notes groups with the following settings When the name of a migrating group is unique among the groups in theDomino Directory, the GroupMigration Options dialog box displays theoption “Create a new Notes group with the following settings.”

By default, this option is selected and the migration tool will create a newNotes group that has the name of the migrating group, and includes thelocal users of the original group, as well as any nested groups and theiravailable members. You can edit the default information in the followingfields:

Notes Group Name

Group Type

Description

When you create a new Notes group for a migrating group, you can alsomigrate nested groups that are members of the group. By default, theoption “Add nested groups contained in this group and their members”is selected.

Clear the check box if you want to migrate local users of the group, butnot create a new Notes group based on the group. When the check box iscleared, you cannot migrate nested groups that are members of thisgroup. However, you can migrate users who belong to such nestedgroups by selecting the option “Add people contained in nested groupsas Notes users.”

Specifying a name, group type, and description for migrated groupsWhen creating a new Notes group from a migrated group, you canspecify the name and type of the group, as well as provide an optionaldescription of the group. You cannot modify this information if you areadding the migrating group to an existing Notes group.


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Notes Group NameThis field displays the name that the migration tool will assign to animported group. When creating a new Notes group from an importedgroup, you can retain the original name, or specify a new name. Bydefault, imported groups retain their original names, which appear in theNotes Group Name field. To rename the imported group, enter a newname in this field.

You can edit the group name only if you are creating a new Notes group for a migrating group. By default, imported groups retain theiroriginal names. For example, if you import a cc:Mail group called#admins, a Notes group created from this group would also have thename #admins.

You cannot edit this field if the group is an existing Notes group, or ifyou clear the check box “Create a new Notes group with the followingsettings.”

Group typeIf you create a new Notes group for a migrating group, you can edit theGroup Type. You can create any of the following types of Notes groups:

Mail only

Access Control list

Multi-purpose

Deny list only

By default, the migration tools create Multi-purpose groups. Seeinformation about how Notes uses each of these group types,Administering the Domino System.

You cannot edit this field if the group is an existing Notes group, or ifyou clear the check box “Create a new Notes group with the followingsettings.”

DescriptionThis field displays an optional description of the imported group, whichthe migration tool adds to the Description field of the Notes Groupdocument. By default, if the imported group has description informationavailable, it appears in this field.

You can edit the description only if you are creating a new Notes groupfor a migrating group. You cannot edit this field if the group is anexisting Notes group, or if you clear the check box “Create a new Notesgroup with the following settings.”


Migrating nested groupsA group that is a member of another group, is said to be nested withinthat group, and is considered to be a nested group. Groups may be nested hierarchically, with each nested group containing one or moreadditional nested groups. For example, the groups #IS Managers mayhave as a member the group #admins, which includes the group #poadmins, which includes the member #po backups, and so forth.

You can only migrate a nested group if you are migrating its parentgroup. Regardless of whether you add the main group, you can still addusers in the nested groups.

There are two options related to migrating nested groups:

Add nested groups contained in this group and their members

Add people contained in nested groups as Notes users

Add nested groups contained in this group and their memberscheck boxBy default, when you migrate a group, the check box “Add nestedgroups contained in this group and their members” is selected and the migration tools add all members of a migrating group, includingother nested groups and their local users, to the “People/Groups tomigrate list.”

For example, if you are migrating a group #IS Managers, which includesthe group #admins, which includes the group #po admins, and you select the option “Add nested groups contained in this group and theirmembers,” all three groups (#IS Managers, #admins, and #po admins) andall their members are added to the “People/Groups to migrate list.”

Clear the check box if you do not want to add nested groups or theirusers to the “People/Groups to migrate list.”

This field is not available if you clear the “Add members of this group tothe existing Notes group” check box or the “Create a new Notes groupwith the following settings” check box.

Add people contained in nested groups as Notes users check boxSelect this check box if you want to migrate local users in a group’snested groups, without migrating the parent group. By default, the checkbox is cleared.

After you click OK, the migration tool adds users in all of a group’snested groups to the “People/Groups to migrate list.”


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This field is not available if you select the “Add members of this group tothe existing Notes group” check box or the “Create a new Notes groupwith the following settings” check box.

Migrating groups with common membersIn some situations, a user or group in a migrating group hierarchy maybe a member of more than one group in the hierarchy. When migratingnested groups, the migration tools ignore duplicate occurrences of usersor groups. Items are added to Notes only once.

Use above settings for all currently selected or nested groups (don’tprompt again)

If you have selected multiple groups to import, you may want to use thesame set of options for importing each group. Select this check box if youwant the settings in the Group Migration Options dialog box — create aNotes group, import nested groups, and so forth — to apply to allremaining groups currently selected for import, including any nestedgroups. The settings do not apply to groups that have already beenprocessed, or to groups that you select later.

Caution It is recommended that you not use the same settings whenmigrating groups to a combination of existing groups and new Notesgroups. After you set this option, the migration tool does not display theGroup Migration Options dialog box again as it continues processing anyremaining selected groups, so you cannot specify how to create or addmembers to those groups. As a result, the migration tools will create anynew groups using their original names, which may lead to the creation ofduplicate Notes groups.

Canceling migration of a groupFrom the Group Migration Options dialog box, you can cancel theoperation by clicking either of the following buttons:

Cancel

Cancel All

CancelClick Cancel if you decide not to migrate the group specified in the NotesGroup Name field. The migration tool skips the current group and itschild groups, and proceeds to the next selected group. Neither thecurrent group, nor any of its members are added to the “People/Groupsto migrate list.”


Cancel AllClick Cancel All if you decide not to migrate either the group specified inthe Notes Group Name field, any of its child groups, or any of the othercurrently selected groups. The migration tool closes the Group MigrationOptions dialog box and stops processing groups that remain to beprocessed among those currently selected. No items in the current groupor its child groups are added to the “People/Groups to migrate list.”

Adding users to “migration” groupBefore migrating users, consider creating a Notes group, calledMigratedUsers, and adding everyone you migrate to this group duringregistration. Creating such a group provides you with an easy way ofidentifying migrated users later on, when sending out upgradenotification messages or other information related to the migration.

Setting migration optionsYou can set options on the People and Groups Migration dialog box tospecify how information in the source directory is imported into theDomino Directory and Notes mail file. The options you set apply to allusers imported from the current directory source during this session.

You can select a different set of options for each directory source youimport from in the session.

The items available in the Migration Options list depend on the foreigndirectory source selected. The following import options are available:

Generate random passwords

Add full name provided to the Notes person document

Allow addition of empty groups to Notes

Convert mail

Convert mail only

Generating random passwordsFor user registration to complete successfully, the password specified forthe user must meet the minimum password quality requirements set inthe registration preferences. If a user’s password does not conform to therequirements, you must modify it before you can register the user.

For information about the password quality scale, see Administering theDomino System.


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By default, most of the Domino migration tools automatically set theNotes password to a user’s existing password. The migration tools forWindows NT, Novell GroupWise, and Netscape Messaging Server donot import a user’s existing password.

For users who have no existing password to import, or whose passwordscannot be imported (Windows NT users, for example), the migrationtools provide an option to generate a random password, conforming tothe specified password quality scale. The default setting for this optiondiffers for each of the migration tools. Passwords are only generated forusers if the password field is empty; generated passwords neveroverwrite passwords imported from the legacy system.

Note In Release 5, the Domino migration tool for cc:Mail does notsupport the option “Generate random passwords.” To successfullymigrate a user’s cc:Mail mail box, you must provide a cc:Mail passwordfor the user. Use the cc:Mail administration tool to create passwords forusers before migration.

Users for whom you create new Notes passwords can change theirpassword using the Notes client. The password they create must conformto the quality scale set at registration.

Giving passwords to new usersTo make it easy for you to give migrated users their new passwords thefirst time they log in to Notes, the Domino Administrator maintains arecord of generated passwords. Password information for migrated usersis stored in the database NTSynch45.nsf in the Notes Data directory.

You can also maintain a record of generated user passwords by setting aregistration option to keep successfully registered users in the queue.Keeping users in the registration queue after registration lets youautomatically store password and other registration information formigrated users. After registration, you can select users in the queue andview their password information.

Refer to “Saving pending registrations in the registration queue” later inthis chapter for information about how to keep users in the registrationqueue.

Adding full names provided to the Notes person documentThe User name field of a Person document lists one or more full names — as opposed to name components — by which a user is known in Notes. For a registered user, the first name listed in this field, the primary Notes name, is a hierarchical name based on thecertifier ID used to register the user, and is the name checked whenauthenticating a user’s right to access Domino resources. In addition to


this primary name, the User name field can contain secondary entries,which serve as aliases for the user and can be used in addressing mail.

The migration tools import full names for use as secondary Notes namesfrom the following fields in each source directory:

cc:Mail — User nameMicrosoft Mail — Friendly, or display nameMicrosoft Exchange — Display nameWindows NT — Full nameLDIF — Distinguished name

If you migrate information for a user, but do not register the user, theimported full name may become the primary entry in the User namefield.

Allowing the addition of empty groups to NotesBecause imported groups may contain users who are not available forimport, it is possible that the membership of a migrated group will differfrom the original membership. This can occur, for example, with e-maildistribution lists, which can include entries for users from foreignmessaging systems, such as Internet addresses. Because the migrationtools cannot register users from outside the current directory, by default,these entries are omitted from Notes groups created from migratedgroups.

Groups selected for import are considered empty if they do not containany members who can be registered in Notes. By default, the migrationtools do not import empty groups. A group may be empty because itcontains no members — for example, an obsolete group that was neverremoved from the address book; or the group may not contain any localusers — for example, an e-mail distribution list that lists only the Internetaddresses of users on other mail systems.

Migrating a group whose members are not available — and that wouldtherefore, be empty — results in an entry in the Domino Directory thatserves no useful purpose. Set this option only if you intend to add usersto any empty groups either during registration or after registrationcompletes.

Converting mailThe Domino migration tools for cc:Mail, Microsoft Mail, and MicrosoftExchange provide you with the option to convert existing mail files intoNotes mail files. By default, this option is enabled. If you choose toconvert mail, during the registration process, the migration toolsautomatically convert mail files on the old system to Notes mail files.


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Mail files are created on the server that is specified in your registrationpreferences. If the migration tool cannot create a user’s mail file for anyreason — for example, if the specified mail server lacks sufficient diskspace — the user remains unregistered and an error is logged.

Because mail conversion requires mail files to be created immediately,you cannot choose the option on the Mail pane of the Register Persondialog box to create mail files using a background process (adminp). Anerror message is displayed if you attempt to select this option.

Note The options “Convert mail” and “Convert mail only” are mutuallyexclusive. An error message appears if you select one of these optionsand the other is already selected.

Converting mail onlyThe Domino migration tools for cc:Mail and Microsoft Mail provide youwith the option to convert mail only. This option is not available from themigration tool for Microsoft Exchange. Select this option if you want tomigrate additional mail file contents for users who are already registeredin Notes. By default, this option is not selected.

For the selected users, the migration tools migrate only those messagesthat were not previously migrated. Notes IDs are not created and themigration tools do not modify the users’ Person documents.

Note To migrate mail to an existing mail file requires Manager access tothe file. See “Access rights required to migrate mail to an existing mailfile” for information about obtaining the appropriate access rights.

For example, you have created a Notes account and mail file for MarkRichards, a cc:Mail user. Mark receives additional mail in his cc:Mailmail box, and you need to migrate these messages and folders to hisexisting Notes file, while preserving his Notes messages and folders. Youcan migrate Mark’s new cc:Mail messages using the Convert Mail Onlyoption.

You can use the “Convert Mail Only” option only if the users selected forimport in the Available people/groups already exist in Notes.Furthermore, if you are converting additional mail for migrated cc:Mailusers, the users’ cc:Mail names must exist as secondary entries in theUser name field of their Notes Person documents.

When this option is enabled, the migration tool only processes mailinformation, regardless of the other migration options you have set.

Note The options “Convert mail” and “Convert mail only” are mutuallyexclusive. An error message appears if you select one of these optionsand the other is already selected.


Access rights required to migrate mail to an existing mail fileBy default, when you create mail files for migrated users, theadministrator ID you use during migration is temporarily added to theACL of each mail file created and given Manager access. However, afteryou successfully register migrated users, this administrator name isremoved from the ACL and replaced with the name of the mail fileowner. As a result, after the initial migration, you cannot open the user’smail file and you also cannot migrate additional mail to it.

If you later need to access a mail file to migrate additional mail for a user,you must obtain Manager access to the file again. If, prior to migration,you anticipate needing to migrate additional mail, you retain theappropriate Manager access by doing the following as you prepare usersfor registration:

On the Mail pane of the Register User dialog box, change the Mail fileOwner’s access from the default level of Manager to Designer or Editor.

Since Notes requires that the ACL include at least one user who can editthe ACL, the ACL retains the name of the administrator performing themigration as Manager.

If during the initial migration, you did not take steps to prepare for asecondary migration, use one of the following methods to obtainManager access to the mail file:

Instruct users to log in to Notes and add your name to the ACL fortheir mail files, assigning it Manager access

Use the Server ID instead of the your administrator ID to migrate themail, since, by default, the ACL provides the Server with Manageraccess

After you can log in to the Domino Administrator with an ID that is onthe ACL for the mail files to migrate, migrate the users, using theMigration option to Convert Mail File Only.


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Registering users and migrating messaging dataAfter you import users from the old system into the registration queue,they are available for registration. After users are registered in Domino,they can log in and access resources on the Domino server, includingmail files. You can register users on a single Domino server or distributethem among multiple servers.

For each user selected for registration, Domino automatically creates aNotes ID using the certifier ID specified and if applicable, migrates themail data from the legacy messaging server to Notes mail files.Messaging data stored in locations other than the old messaging server isnot migrated.

The migration tools import some registration information, such as usernames and passwords, from the old system. You can specify additionalregistration information as necessary.

For more information about setting up users in Notes, see Administeringthe Domino System.

Specifying where to register imported usersWhen registering imported users, you are not required to place them ona single server or within a single organizational unit. You can specify theregistration server, mail server, and certifier ID to use in registering eachuser in the queue. For more information about specifying registrationinformation for new users, see Administering the Domino System.

Determining the reason for failed registrationsIf you attempt to register a user and the registration fails for any reason,the entry remains in the queue, and the status indicates the reason for thefailure. You can modify the registration information as necessary andattempt to register the user again later.

Importing passwordsWhen importing a user for registration, the migration tools compare thelength and complexity of the user’s existing password against thespecified password quality scale. If the quality of the existing passworddoes not meet or exceed the standards for the given password qualityscale, after you add the user to the registration queue, the registrationstatus will indicate that the user’s password needs to be modified beforesuccessful registration can occur.

The migration tool for Windows NT does not import passwords from aWindows NT domain list.


For more information about the password quality scale, see Administeringthe Domino System.

You can modify the passwords of users in the registration queue asnecessary. Select the user in the Registration status box, edit thepassword in the Basics pane, and click Apply to update the status.

Specifying advanced person registration optionsAfter importing users and groups, you can specify options thatdetermine how Notes processes information when registering users.

You can select the following registration options:

Do not continue on registration errors

Keep successfully registered people in the queue

Try to register queued people with error status

Allow registration of previously registered people

In addition, you can configure the registration process to proceed asfollows if the user being registered has the same user name or mail filename as an existing person:

Skip registration when the name of a new Notes user or mail filematches those of an existing user

Update an existing person with the information for the migrated user

Replace an existing mail file with the migrated mail file

Generate a unique mail file name

Note For migrations that do not involve converting mail, if youchoose to create a user’s mail file in the background, using adminp,the option to replace an existing mail file is ignored.

By default, none of these options is enabled. The options you select applyto all users selected for registration in this session.

For more information about setting registration options, refer toAdministering the Domino System.

Setting registration defaultsWhen registering migrating users, there are a considerable number ofregistration settings you must specify. Although some of these settings,such as mail file name or Internet address, are specific to an individualuser, there are also a number of public settings, such as mail server orpassword quality scale, that can be applied to multiple users.

Rather than having to specify the same registration information for eachnew user, you can easily specify default settings for public registration


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information. After you set registration defaults, the migration toolsautomatically apply these defaults to each user they add to theregistration queue.

Pay particular attention to the default settings for registration server andmail server. If the computer on which you are running the DominoAdministrator is not the Domino server, you will need to change thedefault setting of Local for these servers. Depending on your securityneeds, you may also want to apply a new default setting for thepassword quality scale required for the users you migrate.

You can create default registration settings using either of the followingmethods:

Setting Administrative preferences

Defining settings through user registration

Setting Administrative preferencesRegistration settings that you define through the administrativepreferences are used as the defaults at the start of each registrationsession. You can override them by setting new defaults for a session, butthey go into effect again the next time you start a new session. SeeAdministering the Domino System for additional information about settingdefault registration preferences.

Defining default settings through user registrationDuring a given session, if you have already registered users, the publicsettings used in registering the last user become the defaults for the nextuser. You can also set registration defaults before you register any usersfrom within the Register Person dialog box, using the followingprocedure:

1. From the Domino Administrator, click People - Register, and enterthe password for certifier ID to open the Register Person dialog box.When you first open the Register Person dialog box it is set to acceptnew entries, as indicated by the words “Register Person - NewEntry” on the title bar.

2. Click the Advanced check box at the top of the dialog box to displayall of the available selection panes.

3. Select each pane in turn, changing the registration settings on eachpane to the desired default values. Leave the name information (Firstname, MI, and Last name fields) on the Basics pane blank.

4. Click “Migrate people” to open the “People and Groups Migration”dialog box and begin migrating users.The public registration settings define during the preceding stepsapply to all users you migrate to the registration queue during this


session. After you exit the “People and Groups Migration” dialogbox, the registration settings revert to those defined in the currentadministrative preferences.

Saving pending registrations in the registration queueThe Domino migration tools automatically place users imported forregistration in a special database known as the registration queue. Theregistration queue stores the registration information set for each userand reports the status of each pending registration.

The names of users currently in the registration queue appear in theRegistration status box on the Register Person dialog box. Groupsselected for migration do not appear in the registration queue.

Users remain in the queue until registered or specifically removed. If youhave users in the registration queue and an interruption forces you toleave your work before you complete the registration, when you exit theRegister Person dialog box, you are prompted to save the users for laterregistration. After the interruption, the user data remains intact so youcan continue the process where it left off.

Note If the users in the queue at the time you exit registration arepending registration with different organization certifiers, when youre-open the Register Person dialog box, you must supply each certifier IDand password.

You can set a registration option to keep users in the queue afterregistration.

See Administering the Domino System for information about settingregistration options.


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Applying registration settings to multiple usersYou can apply some registration settings to multiple users at one time.The following table shows the settings for each pane of the RegisterPerson dialog box that you can modify when multiple users are selectedin the registration queue.

Basics pane Registration Server

Password quality scale

Set Internet password

Internet domain

Internet address name format and separator

Mail pane Mail system

Mail server*

Mail file owner access

Create file now/Create in background

Mail file template*

Set mail database quota

Set warning threshold

Create full text index

ID Info pane Certifier ID

Security type

Certificate expiration date

ID file location

Groups pane Assign person to groups

Other pane Setup profile

Location

Local administrator

Comment

Alternate name language

Add this person to Windows NT

* The mail server and mail template settings are interdependent. If multipleusers are selected and you change one of these settings, the current value of theother setting is applied to all of the selected users.

For more information about these settings, see Administering the DominoSystem.


Creating Notes mail filesThe mail pane of the Register Person dialog box lets you specify the typeof mail file to create for a user, and whether to create the file now, or letthe administration process (adminp) create it later. If you are migratingusers’ mail files, their Notes mail files must be created during theregistration process; you cannot choose to create them in the background.

Setting mail database quotasWhen migrating a user’s mail file, the migration tools ignore the sizerestrictions specified in the mail database quota field. Imported mail filesare created and continue to receive mail after registration, regardless ofthe specified size restrictions. To enforce size restrictions on a mail file,you must set a limit after the initial user registration, and enableenforcement of database limits in the server document for the mailrouter. If size checking is enabled, the user cannot receive mail if it wouldresult in the quota being exceeded.

Migrating duplicate messagesMailboxes in the old mail system may contain duplicate copies of amessage, one in each of several folders. After migration, duplicatemessages may display in multiple Notes views, corresponding to thefolders on the legacy system, but only a single copy of the message ismigrated.

Users migrating from other systems should understand how messagestorage works in Notes. On mail systems that use true folders to storemessages, copying a message from the Sent folder to another foldercreates a duplicate copy of the message.

A Notes mail file, by contrast, stores messages in a single database thathas multiple folder views. Each view of the database displays messagesbased on a set of selection criteria, such as sent messages. However,although a message may display in several views, Notes maintains only asingle copy it.

In particular, users should be careful about deleting messages from theNotes Sent view. Although a message in the Sent view can be displayedin other secondary views, it cannot be moved out of the Sent view.Deleting it from the Sent view removes it from all other views.

Migrating folders and subfoldersFolders in a Notes mail file behave differently from folders in themailboxes on other systems. In some cases, folder names may betruncated during migration and nested folders are not migrated to thesame location in the folder hierarchy as in the source mail file.


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Subfolders in the Inbox and Sent foldersThe Notes Inbox and Sent mail views cannot contain subfolders. As aresult, subfolders in the Inbox or Sent folders of a legacy mailbox areconverted to top-level folders in the Notes mail file during migration.

Maximum length for folder namesA Notes folder name cannot exceed 64 characters. During migration,folder names longer than 64 characters are truncated.

Maximum length for subfolder namesNotes mail files support the use of hierarchical, or nested, folders. In thefolder hierarchy, the subfolder name includes the name of its parentfolders. For example, in the following folder hierarchy:

Projects/1998/Q3/July/Letters

Notes considers the full name of the Letters subfolder to be 25 characterslong, because it includes the names of the Projects, 1998, Q3, and Julyfolders.

If the complete path for a subfolder (that is, the name of the subfolderand all of its parent folders) contains 64 characters or less, the folderhierarchy is migrated intact. However, subfolder paths that contain morethan 64 characters are shortened during migration. The migration toolsreplicate the path up to 64 characters, truncating the name of the lastsubfolder created, if necessary. The remaining subfolders are notmigrated, but the messages in them are migrated to the last subfolderthat was migrated.

So, for example, if a subfolder in the source mail file is nested sevenlevels deep and the path name for a subfolder nested four levels deepexceeds 64 characters, then the migration tool creates folders 1 through 3,preserving the existing folder hierarchy. Folder 4 is also created in itsoriginal place in the hierarchy (nested within folder 3), but its name istruncated. All of the messages contained in the folders nested withinfolder 4 (folders 5 through 7) are migrated to folder 4.


Verifying that a migration was successfulAfter a migration completes, perform the following tasks to verify thatthe migration was successful:

Check the Pending Registrations box to see if users in the queue wereregistered successfully

Search the Miscellaneous Events view of the Notes Log forindications that users could not be registered

Check the contents of users’ Notes mail files

Test access to mail and mail transfer for migrated users

Review membership of migrated groups to ensure they contain validentries

After you determine that the migration was successful, you can prepareend users to migrate locally-stored messaging data with the upgradewizard.

For more information, see the chapter “Migrating Personal Mail Data.”


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Chapter 13 Migrating Users from cc:Mail

This chapter discusses issues involved in migrating users from cc:Mail to Notes Release 5, and provides instructions on using the DominoAdministrator to complete the migration.

Migrating cc:Mail users Using the cc:Mail to Notes migration tool in the Domino Administrator,you can import cc:Mail users and groups from a selected post office andregister them as Notes users. The migration process:

Imports local users and groups from the post office (users in thedirectory whose locations are designated as L or R) and createsentries for them in the Domino Directory Lets you create a Notes ID and mail file for imported users Migrates the contents of mail boxes from the cc:Mail post officeserverConverts Organizer 2.x for cc:Mail Group Scheduling files (.OR2files) into Notes group scheduling format (.NSF)

The cc:Mail to Notes migration tool supports migrating users of thecc:Mail Release 6.3x client. After the migration completes, the cc:Mail6.3x client accesses a mail file on the Domino server, rather than amailbox in the cc:Mail post office.

If you want to migrate mail boxes for a cc:Mail mobile post office, youmust first archive the messages and then migrate them using a separateuser upgrade wizard.

For more information about using the upgrade wizard, see the chapter“Migrating Personal Mail Data.”

This section of the migration guide discusses the following topics relatedto moving users from cc:Mail to Notes:

Supported cc:Mail versions Preparing to migrate cc:Mail users Migrating cc:Mail data to Notes Migrating cc:Mail Organizer information Migrating users in a coexistence environment

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Supported cc:Mail versionsThere are two versions of the cc:Mail LAN post office database in use.They are commonly referred to as DB6 and DB8. The cc:Mail to Notesmigration tool lets you migrate data from either database version.Upgrading from either version of the cc:Mail post office extractsinformation from the following:

cc:Mail post office directory — The directory contains public post officeinformation, including the post office name and directory entries, publicmailing lists, and bulletin boards. This file contains a list of all user filenumbers and pointers to all messages in the message file.

Message file — The message file stores one copy of each message for allusers in the post office. To save disk space, messages addressed tomultiple users are stored just once in this file.

Post office user files — The user files contain all private mail boxinformation, such as lists and folders. These files contain no messages,just pointers to the mail directory and message files.

Organizer 2.x group scheduling files (.OR2 files) — For cc:Mail userswho use Lotus Organizer 2.x, the OR2 files contain calendaring andscheduling information.

Notes equivalents for migrated cc:Mail information

The cc:Mail to Notes migration tool converts information in a cc:Mailpost office to Notes, including mail boxes, messages, bulletin boards, andprivate and public directories, as shown in the following table. Inaddition, you can optionally migrate users’ Organizer 2.x groupscheduling files (OR2 files).

These items in the cc:Mail mail box . . . Are migrated to these items in the Notesmail file . . .

Archives Not migrated*

Bulletin boards Discussion databases

Bulletin board messages on mobilepost offices

Not migrated

Clipboard folder Not migrated

Folders and subfolders Folders and subfolders**

Message date Message date

continued


These items in the cc:Mail mail box . . . Are migrated to these items in the Notesmail file . . .

Message priority Message priority ***

Messages and attachments inmigrated folders

Messages and attachments ****

Mobile sessions log Not migrated

Organizer data (.OR2 files) Entries in mail file, Personal Journal,and Personal Address Book

Password Password

Post office directory Domino Directory

Private mailing lists Group documents in Personal AddressBook +

Public mailing list Group document in Domino Directory

Read and unread marks Not migrated ++

Return receipts Return receipts

Rules Not migrated

Sender and recipient information Sender and recipient information

Trash folder Not migrated

Undeliverable mail reports Not migrated

* Archives are not migrated by the migration tool in the Domino Administrator,but after you migrate users, they can run an upgrade wizard at theirworkstations to migrate their message archives.

** For cc:Mail Release 8 clients, the migration converts nested folders and themessages they contain.

*** The migration tool preserves message status in cc:Mail messages markedUrgent (an exclamation mark appears beside the message in the Notes Inbox orfolder). However, Notes does not assign a special status to migrated cc:Mailmessages that were marked Low priority.

**** During migration rich text attributes such as color, font style, font size,underlining, boldface, bullets, embedded objects, and, doclinks are notpreserved.

+ Private mailing lists are automatically sent to users in a Notes messageattachment. Users then run an upgrade wizard at their workstations to migratethese lists to their Notes Personal Address Books. The upgrade wizard alsomigrates private addresses that cc:Mail Release 2.x and 6.x clients maintainlocally in the file PRIVDIR.INI. The upgrade wizard does not supportmigrating private addresses for cc:Mail Release 8.x clients.

++ All migrated messages are marked unread.

See the chapter “Migrating Personal Mail Data” for information aboutthe user upgrade wizards.

Chapter 13: Migrating Users from cc:Mail 175

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Notes equivalents for migrated Organizer informationThe following table shows the Notes equivalents for migrated Organizerinformation.

Organizer record type Equivalent Notes entry Comments

Address Business card in PersonalAddress Book

Mailed to user

Alarm Alarm*

Anniversary Calendar anniversary

Calendar appointment Calendar appointment

Call To Do task

Categories Category Migrates first categorylisted only

Cost Code — Not migrated

Group Schedulingmeeting

Calendar appointment

Included section — Not migrated

Link — Not migrated

Notepad page Personal Journal Mailed to user

Preference options — Not migrated

Planner event Calendar event

Repeating entry Repeating entry**

Rooms and resources — Not migrated

Pending meetingnotices***

— Not migrated

To Do tasks To Do tasks

User preferences andpasswords

— Not migrated

* An alarm is migrated only if the resulting Notes record type also supportsalarms.

** Repeating items migrated to the Notes Calendar use the Notes 4.5 repeatstructure, not the 5.0 repeat structure. Repeating entries migrated to the NotesTo Do view appear as individual entries and no longer are designated asRepeating or include the repeating entry symbol.

*** Meeting invitations are migrated only if a user has responded to them.Users need to process any pending meeting notices they want migrated.


Preparing to migrate cc:Mail usersYou need to complete a number of tasks to prepare for a successfulmigration:

General administrative tasks

Notes and Domino preparation tasks

cc:Mail preparation tasks

General administrative tasksDetermine the order in which to migrate post offices. This should beyour migration schedule.

Decide which types of cc:Mail and Organizer data to migrate.Migrating certain types of data, such as bulletin boards andOrganizer information may require additional planning andpreparation. See “Specifying cc:Mail conversion settings” forinformation about the types of messaging data you can migrate.

Verify that you have purchased the appropriate Notes client licensefor each cc:Mail user you are migrating.

Estimate the amount of disk space required to migrate cc:Mail mailboxes.

Decide how your cc:Mail gateways will map to Notes domains forrouting mail to external mail systems.

Notes and Domino preparation tasksOn your administrative workstation, install the Notes Release 5Domino Administrator client, and optional cc:Mail Administrativemigration tool. You must perform a custom installation to install themigration tools component.

From the administrative workstation, map a drive to the location ofthe cc:Mail post office you are migrating users from.

Back up Domino information.

From the administrative workstation, log in to Notes with a Notes IDthat has “Create database access” on the Mail server.

Verify that you have access the certifier IDs and passwords for theDomino organizations and organizational units where you areregistering users.

Verify that you have Editor, Designer, or Manager access rights tothe Domino Directory on the Registration Server.


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If you anticipate migrating additional mail for users afterregistration, during registration, change the access rights that mailfile owners have to their mail files from the default level of Managerto Designer or Editor.

See the chapter “Overview of Migrating Users to Notes and Domino”for instructions on how to change the default access level.

(Optional) Set registration preferences.

(Optional) Create a Notes group that you can add migrated users to.

On the administrative workstation, close all applications, except forNotes, and close any Notes databases.

cc:Mail preparation tasksClean up the cc:Mail message store. Instruct users to archive ordelete mail that they no longer need. Consider limiting the amount ofmail that users can migrate.

Clean up the post office directory.

Familiarize yourself with how the migration tool parses cc:Mailnames formats. Certain name formats and characters may not beconverted correctly during migration. To ensure that all migratedusers are created with appropriate Notes names, it may be necessaryto edit certain names either before or after migration.

Make sure all users being migrated have assigned passwords. If thecc:Mail password is blank, null, or zero-length, the migration of theuser will fail. If you have a cc:Mail user with this type of password,change it to a non-blank password in cc:Mail.

Note The cc:Mail migration tool does not support the selection inthe Migration Options box to “Generate Random Passwords” forusers who do not have assigned passwords.

Take the post office offline to make it inaccessible to users.

Send any in-transit cc:Mail messages. Post office mail queues are notmigrated. Clear all Post Office Message Queues and Router Expresscalls with Send Only. Run Link products and run the Organizerscheduling agent.

Back up the cc:Mail post office being migrated. This backup thatpreserves the state the post office was in before you run themaintenance utilities.

Verify the integrity of your post office by running regularmaintenance. See the Lotus cc:Mail Administrator’s Guide for moreinformation about using the cc:Mail maintenance tools.


(Optional) Delete unnecessary messages in the cc:Mail Message Log,Trash, and so forth, using the CHKSTAT command for DB6 orMSGMGR for DB8. After deleting messages, run RECLAIM torecover disk space from these deleted messages.

Create a second backup of the post office, that preserves the state thepost office was in after you ran the maintenance utilities.

If you are also migrating Organizer information for users, see“Preparing to upgrade Organizer information.”

Estimating the size of a converted mail boxThere is no formula for calculating exactly how much disk space a mailbox will require after it is converted to a Notes mail file. However, you can estimate the size of a converted mail box, by running a testmigration, and comparing the size of a cc:Mail mail box with the size ofthe resulting Notes mail file. cc:Mail provides the following commandsfor measuring the size of mail boxes in a post office:

For a DB6 office

chkstat /N po_name /P po_password /D po_path /msgs/all>output.txt

where po_name is the name of the post office; po_password is the postoffice password; po_path is the network path to the directory where thepost office is located; and output.txt is the name of the file where youwant the report saved.

The report indicates the total number of bytes for each mail box in thepost office.

For a DB8 post office

msgmgr /N po_name /P po_password /D po_path /U “username”

where po_name is the name of the post office; po_password is the postoffice password; po_path is the network path to the directory where thepost office is located; and username is the name of the user whose mailbox you are measuring.

The command reports the total size in kilobytes for the specified mailbox.


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Backing up Domino informationBefore you migrate cc:Mail users, it is recommended that you back upthe following Domino information:

NAMES.NSF

DESKTOP.DSK

NOTES.INI

*.ID files

Taking the post office offlineTo ensure that the post office remains inactive while you perform thecc:Mail migration, take the post office offline by changing the directoryname and revoking users’ rights to the directory.

Do not shut down the post office. The migration tool uses the MailEngine API (MEAPI) to communicate with the post office. If the postoffice is shut down, MEAPI cannot access it and the migration will fail.

If a post office is shut down, the file CCPODOWN is created within thedirectory containing the post office data. Delete the CCPODOWN file, ifit exists.

Backing up the cc:Mail post officeDuring migration, the cc:Mail to Notes migration tool may modify postoffice data when:

Migrating Organizer information

Using the cc:Mail MTA to provide coexistence between cc:Mail andNotes

In either of these situations, it is recommended that you back up the postoffice before you begin the migration. Having a backup lets you safelyrestore the post office to its original state if you encounter errors duringthe migration.

It is recommended that you back up the entire post office directory.

Preparing the directory for migrationThe cc:Mail to Notes migration tool converts user names in the cc:Maildirectory to Person Documents in the Domino Directory. Beforemigration, prepare for directory conversion as follows to help minimize processing time and errors:

Remove inactive accounts from the post office directory

Understand how the migration tool processes cc:Mail names


Removing inactive accounts from the post office directoryFor each cc:Mail post office being migrated to Notes, review the contentsof the cc:Mail directory and verify each account. Identify and make a listof inactive accounts, for example, local accounts that were created, butnever used, or accounts for employees who have left the company. Later,when you select users to import to Notes, refer to this list to avoidprocessing invalid accounts.

Generate a report of cc:Mail account usage as follows:


CHKSTAT po_name po_pass po_path STATUSERS/N >output.txt


DIRSTAT po_name po_pass po_path /DL /LU /LOG output.txt

where po_name is the name of the post office; po_pass is the post officepassword; po_path is the network path to the directory where the postoffice is located; and output.txt is the name of the file where you want thereport saved.

Understanding how the migration tool processes cc:Mail namesWhen preparing to import names from the post office directory, keep inmind how the migration tool processes cc:Mail directory entries to createNotes names and Person documents. You should be familiar with thefollowing naming issues:

Differences between the characters allowed in cc:Mail and Notesnames

How the migration tool parses cc:Mail names to create Notes names

Updating existing Person documents

Checking names for invalid charactersThe only characters supported by Notes for registered user names are:letters (including those with accents and other diacritical marks from theISO Latin1 character set), numbers, ampersand, apostrophe, hyphen,period, space, and underscore. A cc:Mail name may contain charactersthat are not valid for use in a Notes name. If you try to register a cc:Mailuser whose name contains other characters, the registration processgenerates an error.

Note These character restrictions apply only to the primary names forregistered Notes users. Notes permits the use of invalid characters in thenames in unregistered Person documents, such as those that the cc:MailMTA adds to the Domino Directory, as well as in secondary user names.


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Although you can remove invalid characters by editing names in theregistration queue after you import the cc:Mail directory, you may wantto edit names before migration, using the administrative tool for yourcc:Mail post office.

Understanding how the migration tool parses cc:Mail name formatsUnlike Notes names, which are made up of First name, Last name, andMiddle initial components, the cc:Mail directory stores names as a singlecharacter string, including commas and spaces. The name format useddepends on the conventions established within the organization. Forexample, the same user could be listed in the cc:Mail directory as eitherSusan Salani or Salani, Susan.

In generating a Notes names from an imported cc:Mail name, themigration tool first determines the format of the name, and then parsesthe name into Notes name components. The Middle initial field in thePerson document accommodates a maximum of two characters; longernames are truncated.

The following table shows how the migration tool generates Notes namesfrom common cc:Mail name formats:

Format of cc:Mail name Resulting Notes namecomponents

Description Example Components Example

Single name ssalani Last nameFirst nameMiddle initial

ssalani<blank><blank>

First Last Susan Salani Last nameFirst nameMiddle initial

SalaniSusan<blank>

First Last1 Last2 Craig Van Horn Last nameFirst nameMiddle initial

Van HornCraig<blank>

First1 First2 Last Jo Anne Lordan Last nameFirst nameMiddle initial

Anne LordanJo<blank>

First Middle Last Cheryl LynnLordan

Last nameFirst nameMiddle initial

Lynn LordanCheryl<blank>

First Middle initial Last Judy J. Kaplan Last nameFirst nameMiddle initial

KaplanJudyJ.

continued


Format of cc:Mail name Resulting Notes namecomponents

First1 First2 Middle initial Last

Jo Anne B. Lordan Last nameFirst nameMiddle initial

LordanJo AnneB .

First Middle initial Last1 Last2

Craig R. Van Horn Last nameFirst nameMiddle initial

Van HornCraigR.

Last, First Salani, Susan Last nameFirst nameMiddle initial

SalaniSusan<blank>

Last1 Last2, First Van Horn, Craig Last nameFirst nameMiddle initial


Last, First Middle Malone, DerekKevin


MaloneDerekKe

Last, First Middle initial Rutherford, RobinR.


RutherfordRobinR.

Last1 Last2, First1 First2 Middle initial

Van Horn, Jo AnnB.


Van HornJo AnnB.

Updating existing Person documentsIn some cases, for instance, in environments where the cc:Mail MTApasses mail between cc:Mail and Notes, users being migrated fromcc:Mail may already have Person documents in the Domino Directory.The directory synchronization component of the MTA adds anunregistered Person document to the Domino Directory for each user inthe cc:Mail directory.

When migrating users, it is recommended that you update existingPerson documents, rather than create new ones. Creating multiple Persondocuments for a user can result in confusion and security problems. Ifyou inadvertently create a second Person document for a user, delete oneof the documents.

When you attempt to register a user, the registration process searches theDomino Directory to find a Person document that matches the one themigration tool created for the migrating user. Matches are based onentries in the user name field of the Person document. The registrationprocess does not look for matching names in the short name field or thename component fields.


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For a registered Notes user, the primary entry in the User name field isthe Notes hierarchical name, which specifies the organization andorganizational unit (OU) that a user belongs to. For an unregisteredperson, such as the directory listings created by the cc:Mail MTA, thePerson document does not contain a hierarchical name.

Whenever you migrate cc:Mail users, the migration tool automaticallyadds a hierarchical name to the Person document. The registrationprocess generates this hierarchical name by parsing the cc:Mail name intoNotes name components and appending OU information from thecertifier ID used during registration. If you edit the Notes namecomponents in the Register Person dialog box, Notes uses the modifiedname components to create the hierarchical name.

Adding the cc:Mail name to the Notes Person documentWhen migrating users from a cc:Mail MTA environment, you must selectthe following option in the Migration Options list of the People andGroups Migration dialog box:

Add cc:Mail name to Notes person document (required for cc:MTA)

This option, which is selected by default, add a user’s cc:Mail name as asecondary entry in the user name field of the Notes Person document. Asa result, the migration tool can find existing Person documents createdby the MTA that use this name. If the cc:Mail name of the migrating usermatches the user name in a single document in the Domino Directory, themigration tool prompts you to update that document.

If more than one matching document is found, the registration fails, andthe user remains in the registration queue. Review the matchingdocuments in the Domino Directory and modify names for the existingusers or the new user to eliminate duplication. For example, you mayneed to add middle initials to the names to aid in distinguishing betweenusers.

Suppressing prompts to update matching Person documentsBy default, if the registration process finds a Person document in theDomino Directory that matches one generated for a migrating user, itprompts you to update or skip the registration. Follow this procedure tosuppress these prompts and automatically update or skip matchingdocuments:

1. When you are ready to register users, click Options on the RegisterPerson dialog box.


2. In the Advanced Person Registration Options dialog box, select“Don’t prompt for a duplicate person.”

3. From the drop-down box, select “Update the existing address bookentry.”

Migrating Organizer information

When migrating mailboxes for cc:Mail users, you have the option to alsoconvert their Lotus Organizer 2.x Group Scheduling information (OR2files) into Notes data. By default, this option is enabled, and Organizerinformation will be migrated, if it exists and your workstation isconnected to the appropriate Organizer data directories.

If you select the option to migrate Organizer information, the migrationtool converts information from the available OR2 files of all selectedcc:Mail users. If you want to migrate Organizer information for only asubset of users in the post office, you must migrate users in multiplesessions, migrating users whose Organizer data you want to migrate inone session, and users whose Organizer data you do not want to migrateduring a later session.

Organizer information is migrated to locations in the Notes mail file,Personal Journal database, and Personal Name and Address Book. SomeOrganizer data is not migrated; the migration tool only reproduces theOrganizer views and documents that have appropriate equivalents inNotes.

Note The cc:Mail to Notes migration tool migrates data from Organizer2.x for cc:Mail for Windows only; it does not migrate data for standaloneOR2 files, Notes Calendaring and Scheduling versions of OR2 files, or theOrganizer PIM version (all other .ORx files). Also, the migration tooldoes not support the migration of Organizer information from aJapanese-language post office. An end-user migration tool for movingOrganizer OR2 standalone and Organizer PIM data to Notes is availableas an optional installation component of the Notes Release 5 client.

During the migration, Organizer creates temporary Views and internalnotes in the Notes mail file, and Organizer group scheduling informationfrom cc:Mail is temporarily propagated to the Comments field of theNotes user’s Person document. After the migration completes, theseitems are deleted.

Errors encountered during the migration are recorded in the Notes Log(LOG.NSF) of the computer running the Domino Administrator.


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After you migrate a user’s OR2 file, the user can no longer open the filein Organizer 2.x. Also, after a successful migration, other users can nolonger view the Organizer free-time schedules for migrated users or sendscheduling messages to the user’s Organizer Agent. However, migratedusers can use e-mail to schedule and respond to invitations if youconfigure automatic forwarding from their old cc:Mail accounts to theirnew Notes mail accounts.

Determining the character set (code page) for migrating Organizer data

When migrating Organizer data, the cc:Mail to Notes migration tool usesthe character set (code page) that you specify for migrating data from thecc:Mail post office. You select the code page when specifying conversionsettings in the cc:Mail Upgrade Advanced Settings dialog box.

See “Specifying the code page to use for converting cc:Mail data” later inthis chapter for more information about setting the code page whenmigrating cc:Mail data.

Migrating multiple sections of one typeThe cc:Mail to Notes migration tool merges multiple Organizer sectionsof a given type into a single Notes equivalent. For example, if the userhas more than one To Do section in Organizer, the migration toolcombines them into a single Notes To Do list. Similarly, multipleinstances of Address, Anniversary, Calendar, Calls, Notepad, andPlanner sections are merged into a single Notes equivalent.

Supplying a password when migrating Organizer dataNotes requires you to authenticate a process before it runs. Because theOrganizer migration is a separate process, before you can complete anOrganizer migration and register users, you must supply a Notespassword. The migration tool prompts you for the password when it isready to register the first cc:Mail user for whom you selected the option“Convert Organizer .OR2 scheduling files to Notes.” You are promptedfor the password only once during the session.

Since users are registered in the order in which you added them to theregistration queue, if there is Organizer data to migrate for those userswho are at the head of the registration queue, the migration tool promptsyou for the password immediately after you click the Registration button.However, if the first block of users being registered does not include anOrganizer migration, the password prompt appears later. If you are notavailable to enter the password, the migration process stops until youenter the password.


When migrating Organizer data, it is recommended that you add theOrganizer users to the registration queue before any other users.

Migrating Organizer Address and Notepad sectionsOrganizer Address and Notepad sections are migrated to the PersonalAddress Book (PAB) and Personal Journal databases, respectively, on auser’s Notes workstation. Multiple Address sections are migrated to asingle PAB. Similarly, multiple Notepad sections are migrated to a singlePersonal Journal.

Pages in an Organizer Notepad section can contain graphics as well astext. Graphics are migrated as file attachments embedded within thePersonal Journal database mailed to the user. The ASCII text in theNotepad section is written to the body of the Personal Journal as rich text.

As with other information in a Notepad page, graphics are migrated onlyif the user created them from the OR2 file. Information linked fromexternal files, such as included sections and shared DDE (Dynamic DataExchange) information, is not migrated. Graphics created using copy andpaste are not migrated, since their content is not stored within the file.

The administrative workstation running the migration tool cannot writedirectly to a user’s Notes client. To provide users with the informationmigrated from Organizer, the migration tool places a message in theNotes Inbox, to which the Personal Address Book and Personal Journalcontaining the migrated Organizer information are attached. Themessage explains that the migrated Organizer information is attachedand provides instructions for detaching the files, and adding theinformation to the existing Personal Address Book and Personal Journal databases.

Users who have information to migrate from one of the sections, but notthe other, receive two messages: one for the section that was migrated,and another for the other section, explaining that there was noinformation to migrate. Users who do not have Address or Notepadsections to migrate do not receive either message.

You can open the files containing the text of these messages in any texteditor and modify them to provide users with information that is


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specific to your environment. The files for each message reside in theNotes Data directory, and are as follows:

Address section migrated message — OR2ADDR.TXT

Notepad section migrated message — ORGNPN.TXT

No Address section migrated — OR2NOADD.TXT

No Notepad section migrated — ORGNOPN.TXT.

Migrating Organizer Calls sectionsEntries in the Organizer Calls sections are migrated to tasks in the NotesPersonal To Do view. The cc:Mail to Notes migration tool preserves themajor data items of a Call, placing them in equivalent fields of the taskentry, or in the Details field. Call fields that do not have appropriateequivalents in Notes may not be migrated.

The following table shows the mapping between fields in an OrganizerCalls section and a Notes To Do entry.

Information in these fields inthe Organizer Calls section

Is migrated to these fields ina Notes To Do entry

First name, last name Title, Details

Company Details

Phone number (Country code, area code, andnumber)

Details

Extension Details

Status Details

Notes Details

Date Start/Due*

Categories Categories**

Completed Status: Completed***

* For calls that are marked as completed, the date of the call is also migrated tothe Due value in the Notes To Do task.

** In Organizer, a user may assign multiple categories to a call. For example,the Categories field of a call can contain the values “Follow up” and thecategory “Clients.” When you migrate the call, the Categories field of the NotesTo Do task displays only the first of these values.

*** Completed Calls are migrated to Notes To Do tasks with the statusCompleted. Although the Notes Personal To Do task document does notdisplay the completion time of the call, this information is available in the fieldCOMPLETEDDATETIME in the Document Properties for the task. Otherinformation about a call is not migrated.


Migrating Organizer category informationIn Organizer, a user can assign multiple categories to entries in theAddress, Calendar, Calls, Notepad, or To Do sections. However, Notesonly supports single categories. As a result, the migration tool assignsonly the first category listed for an Organizer entry to the resulting Notesentry.

Notes Journal entries do not have a field for displaying categoryinformation. Users can view migrated category information by openingthe document properties for the journal entry.

Migrating Organizer meeting informationScheduled meetings in a user’s Calendar section are converted topersonal appointments in a the user’s Notes Calendar. Statusinformation, and information about the meeting Chair and Attendees are migrated to the Detailed description field of the Appointmentdocument. The information migrated to this field depends on whetherthe user is the meeting Chair or a meeting Attendee. For a meeting Chair,the complete list of attendees is migrated. For an Attendee, thedescription contains the name of the Chair only; the list of otherattendees is not migrated. Other meeting information is not migrated.

Preparing to migrate Organizer informationIf you are migrating Organizer data for the cc:Mail users being moved toNotes, perform the following additional tasks:

Map network drives to directories where users’ Organizer (.OR2files) are stored.

Disconnect Organizer users from the directory where the Organizerdata files (*.OR2) reside.

Verify that you have full access rights to the file server directoriescontaining the OR2 files and at least Read access to Organizer OR2files to be migrated.

Verify that you have Editor or higher access to the Notes mail filesthat will contain the migrated Organizer information.

Turn off all Organizer scheduling agents.

Verify that you have at sufficient disk space to migrate the Organizerinformation. There must be 2MB of free disk space on the targetDomino server for each 1MB of OR2 file you migrate.

Instruct Organizer users to perform preparation tasks that will assistin a faster migration.


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Compact Organizer data files to be migrated, using version 2.11 orgreater of the Organizer administration program.

Refer to the Organizer 2.11 Administrator’s Guide for informationabout how to compact files.

Connecting to the Organizer data directoriesOrganizer OR2 files are typically stored separately from a user’s cc:Mailmail box. To enable the migration tool to correctly locate the OR2 filesand migrate Organizer information, you need to map drives on theadministrative workstation to the Organizer data directories.

Note Although the migration tool can only migrate OR2 files forWindows versions of Organizer for cc:Mail, OR2 files can be migratedfrom any location that the administrative workstation is connected to,regardless of the operating system.

Changes made to a user’s cc:Mail directory entry when migratingOrganizer informationAfter you migrate a cc:Mail user’s Organizer information, the cc:Mail toNotes migration tool modifies Organizer information in the Commentsfield of the user’s cc:Mail directory entry as follows:

Changes the 02 keyword, which identifies the Organizer CalendarPath, to 92

Changes the 04 keyword, which identifies the Organizer AgentName, to 94

These changes enable you to perform subsequent migrations to convert auser’s remaining Organizer information, while preventing otherOrganizer users from viewing migrated users’ free-time schedules orsending scheduling messages to these users’ Organizer Agents. Themigration tool interprets the modified Comments information andcorrectly migrates additional Organizer data.

Preparing Organizer users for migrationIn addition to the administrative tasks you perform before migratingfrom Organizer, end-users must complete the following tasks:

Record the names of any included sections

Process pending meeting notices

Delete data that does not need to be migrated

Archive data to be migrated


Recording information about included sectionsThe cc:Mail to Notes migration tool does not migrate included sections.By recording the names of any included sections, users can create linksbetween the migrated documents in Notes.

Processing meeting noticesThe cc:Mail to Notes migration tool does not migrate meeting invitationsthat have not been acted upon. Users need to process any pendingmeeting notices they want migrated.

Removing data that does not need to be migratedEncourage users to minimize the amount of data that needs to bemigrated by having them clear entries or remove sections they do notneed migrated.

Archiving data to be migratedMigrating Organizer data requires a considerable amount of time. Youcan improve migration performance by having users prepare formigration by archiving and compacting their Organizer sections toreduce the size of their OR2 files. Smaller Organizer files migrate fasterand result in smaller Notes mail, Personal Journal, and Personal AddressBook databases.

Importing the cc:Mail post office directoryThe cc:Mail post office directory contains information for all cc:Mail userswho have mailboxes in that post office. Notes uses the informationextracted from the post office directory to configure migrated users forregistration.

To import the cc:Mail post office directory, you must:

Connect to the cc:Mail post office

Import users and groups

After completing these tasks, you will be ready to register the importedusers in Notes.

Connecting to the cc:Mail post officeTo import users to migrate, you first need to locate the post office whereusers have their mail boxes, and log in to it.

1. From the Domino Administrator, click the People and Groups tab.

2. From the Tools pane, click People - Register.

3. When prompted, enter your certifier ID password and click OK.


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4. From the Basics pane of the Register Person — New Entry dialogbox, specify a registration server if necessary, by clicking RegistrationServer and selecting the server that registers new users. Click OK.

5. Click Migrate People.

6. From the People and Groups Migration dialog box, select cc:MailUsers from the Foreign directory source list.

7. Complete the following information in the cc:Mail Post OfficeInformation dialog box:

Post office name — name of the cc:Mail post office being migrated

Post office path — the drive letter and directory path that point tothe post office

Post office password

Note You must have a drive mapped to the post office location.

8. Click OK. The post office name, path, and password are verified. Ifany of the values is incorrect, an error message is displayed.

The Available people/groups box displays the contents of the postoffice directory. You are now ready to import users from the postoffice into the Notes registration queue.

Importing cc:Mail users and groups into the Notes registrationqueue

After the Available people/groups box displays the contents of thecc:Mail post office directory, select users to import and migration optionsthat determine the cc:Mail data to migrate.

1. From the People and Groups Migration dialog box, enable options byselecting items in the Migration Options box. The options you selectapply to all cc:Mail users imported during this session.

2. Click Advanced to open a dialog box that lets you specify advancedupgrade settings for migrating people from cc:Mail.

3. Click Done when you finish specifying these settings.

4. From the Available people/groups box, select users and groups tomigrate and click Add.

For more information about importing groups, refer to the chapter“Overview of Migrating Users to Notes and Domino.”

5. Click Migrate to place the selected users in the registration queue,and click OK to close the message indicating the status and numberof users queued for registration.


If you are migrating Organizer information, you are prompted toconfirm that you have established the necessary network connectionsto directories where users’ Organizer (OR2 files) are stored.

6. Click Done. The people queued for registration now appear in theRegistration status box. You are now ready to register users.

Importing cc:Mail Mobile usersThe cc:Mail post office directory includes the names of cc:Mail Mobileusers (users designated by an uppercase “R”) for whom the post officeserves as the home post office. Mobile users can also be imported to theNotes registration queue, but the migration tool does not support directmigration of cc:Mail Mobile post offices and user mailboxes. Afterregistration, mobile users can migrate the contents of their ownmailboxes by archiving their messages and then running the cc:Mail toNotes upgrade wizard to migrate archives.

Refer to the chapter “Migrating Personal Mail Data” for informationabout using the cc:Mail to Notes upgrade wizard to migrate personalmail data.

Customizing cc:Mail migration settingsWhen you are ready to import users, you can set options to specify howthe migration tool uses information from the cc:Mail post office to createNotes users. You can specify two types of migration settings:

Migration options — determine how the migration tool creates a userin Notes from information imported from cc:Mail. The migrationoptions available are similar for each of the migration tools.

Advanced upgrade settings — let you specify additional settingsaffecting conversion and coexistence between cc:Mail and Notes.

Setting migration options for cc:MailYou can set options to determine what information the migration toolimports from the cc:Mail post office. The options you specify apply to allusers and groups imported from cc:Mail during this session.

Note In Release 5, the Domino migration tool for cc:Mail does notsupport the option “Generate random passwords.” To successfullymigrate a user’s cc:Mail mail box, you must provide a cc:Mail passwordfor the user. Use the cc:Mail administration tool to create passwords forusers before migration.


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Refer to the chapter “Overview of Migrating Users to Notes andDomino” for more information about the available migration options.

1. From the People and Groups Migration dialog box, import thedirectory of a cc:Mail post office so that its contents appear in theAvailable people/groups list.

2. In the Migration Options box, accept the defaults or select newoptions. To clear a selection, click the selected option a second time.

The following table lists the available import options and theirdefault status:

Migration option Default status

Generate random passwords Off - Not supported forcc:Mail

Add cc:Mail name to Notes persondocument (required for cc:MTA)

On

Allow addition of empty groups to Notes Off

Convert mail On

Convert mail ONLY (person document mustalready exist)

Off

3. Continue with the import procedure by specifying Advancedupgrade settings

You set migration options independently for each migration tool, so thatif you are migrating users from multiple mail systems, you can apply adifferent set of options for each system. The options you select apply toall users imported from a given directory during the session.

Specifying advanced settings for migrating cc:Mail users

In addition to the migration options set on the People and GroupsMigration dialog box, the migration tools provides other options you canset to control the process of migrating cc:Mail users. The settings youselect apply to all users you import from the cc:Mail post office duringthis session. You can specify the following types of cc:Mail upgradesettings:

Conversion settings

Gateway settings

Other settings


Specifying cc:Mail conversion settings The Conversion Settings pane of the cc:Mail Upgrade Advanced Settingsdialog box lets you specify which information to migrate from the cc:Mailpost office. By default, all of the options, except “Convert Bulletin Boardsto Notes discussion database” are enabled.

1. Import a cc:Mail directory so that its contents appear in the Availablepeople/groups box.

2. From the People and Groups Migration dialog box, click Advanced.

3. From the cc:Mail Upgrade Advanced Settings dialog box, clickConversion Settings.

4. Specify the options to use and, if necessary, for a DB6 post office, setthe code page to use when migrating the post office.

The following options are available. By default, the first three optionsare enabled (check boxes selected):

Mail private mailing lists as attachments

Convert Organizer .OR2 scheduling files to Notes

Convert alias entries

Convert bulletin boards to Notes discussion database

The code page defaults to the current language version of the postoffice.

Caution Do not select the option “Mail private mailing lists asattachments” if you are migrating cc:Mail Release 6.3 users. The cc:Mail6.3 client for Domino cannot correctly process migrated private mailinglists and users will be unable to access the mail file on the Domino server.

Mailing cc:Mail private mailing lists as attachmentsSelect this check box on the Conversion Settings pane of the cc:MailUpgrade Advanced Settings dialog box to migrate private mailing listscontained in users’ cc:Mail mail boxes. During the migration, each user’sprivate mailing list is converted to a Notes Personal Group and placedwithin a temporary Personal Address Book (PAB). The cc:Mail to Notesmigration tool automatically mails this PAB to the user. Users can run thecc:Mail to Notes upgrade wizard at their workstation to copy informationfrom the temporary PAB to the PAB on their workstation.

If you select this option when migrating users, the migration tool places awarning message in the Notes log for each migrating user for whom itcannot locate any private mailing lists.


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Caution Do not select this option if you are migrating cc:Mail Release6.3 users. The cc:Mail 6.3 client for Domino cannot correctly processmigrated private mailing lists and users will be unable to access the mailfile on the Domino server.

Converting Organizer .OR2 scheduling files to NotesSelect this check box on the Conversion Settings pane of the cc:MailUpgrade Advanced Settings dialog box to convert Organizer data (OR2files) for the selected cc:Mail users to Notes Calendaring and Schedulinginformation.

For more information about converting Organizer information to Notes,see “Migrating Organizer Information,” earlier in this chapter.

Note Converting Organizer data requires you to connect network drivesto the directories where the selected cc:Mail users store their Organizerdata.

Converting cc:Mail alias entriesSelect this check box on the Conversion Settings pane of the cc:MailUpgrade Advanced Settings dialog box to retain cc:Mail aliases formigrated users. Aliases for entries in the cc:Mail directory are added asentries in the User name field of the migrated user’s Notes Persondocument.

Do not migrate the alias entries for cc:Mail users if you are using the NthFullName Propagation field in the cc:Mail Post Office Server documentfor a post office. If you migrate alias names and use the Nth FullNamePropagation field, subsequent MTA synchronization procedures candelete existing alias names and create new aliases in the cc:Mail postoffice directory.

To avoid inadvertently deleting and creating alias names in a post officedirectory, when you use the migration tool with the MTA, clear theConvert Alias Entries check box in the Conversion Settings pane of thecc:Mail Upgrade Options Advanced Settings dialog box.

Converting bulletin boards to a Notes discussion databaseSelect this check box on the Conversion Settings pane of the cc:MailUpgrade Advanced Settings dialog box to convert bulletin boards in thespecified cc:Mail post office to a Notes discussion databases. All of thebulletin boards in a given post office are migrated to a single Notesdiscussion database on the Mail server, called cc:Mail Migrated BulletinBoards (CCNOTBB.NSF). Each migrated bulletin board becomes a


category within the database. After migration, users can open thisdatabase and sort by category to see the names of the migrated cc:MailBulletin Boards.

Duplicate messages are migrated only once, so that messages sent tomultiple Bulletin Boards appear in only one Notes Category.

Converting bulletin boards requires a considerable amount of time andslows the progress of the migration. Fortunately, you only need toconvert bulletin boards once for each post office. To enhanceperformance when migrating bulletin boards, Lotus recommends thatyou enable the option when migrating a single user, and then register thatuser. If you enable bulletin board conversion for multiple users, theconversion process is repeated for each of the selected users.

You cannot migrate bulletin boards for Mobile cc:Mail users. Mobileusers can either archive the bulletin board messages they want to keep orcreate a local replica of the Notes discussion database after migration.

For networks that employ the cc:Mail MTA to provide coexistencebetween cc:Mail and Domino, the MTA automatically synchronizesbulletin boards. If you are using the cc:Mail MTA version 2.0 or higher,and want to keep information synchronized between cc:Mail bulletinboards and a Notes Discussion database, select this option the first timeyou migrate users from a post office, so that the discussion databases arecreated. Make the database a mail-in database.

If you later migrate additional users from the same post office, turn offthe option to convert bulletin boards, and use the Bulletin BoardConversion component of the cc:Mail MTA.

See “Synchronizing cc:Mail bulletin boards and Notes discussiondatabases,” later in this chapter for more information aboutadministering cc:Mail bulletin boards and Notes discussion databases when using the cc:Mail MTA.

Migrating subscription bulletin boardscc:Mail Release 8 supports subscription bulletin boards. Subscriptionbulletin boards differ from regular community bulletin boards in thatonly users on a restricted member list have access to the bulletin board.

By default, the migration tools do not convert subscription bulletinboards to Notes databases. Before you can migrate a subscription bulletinboard, you must first add the cc:Mail post office to the member list forthe bulletin board as follows:

1. Using WinAdmin, select the Bulletin Boards tab.

2. Select the name of the subscription bulletin board to migrate.


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3. Add the cc:Mail post office to the member list for the bulletin board.

You can now migrate the bulletin board.

Note Completing this procedure gives all users on the specified postoffice access to the bulletin board.

Specifying the code page to use for converting cc:Mail datacc:Mail post offices store mail messages using a language code page, justas Notes does. When migrating users from DB6 post offices, you need tospecify the language code page to use. The migration tool needs to knowthe post office code page so it can correctly convert characters to bedisplayed in Notes. By default, the cc:Mail to Notes migration tool usesthe current code page of the post office. If necessary, specify theappropriate code page for the language version used by the post officebeing migrated.

If the code page of the cc:Mail post office is different from the Notes codepage, you need to change the default code page. For instance, if the codepage of the cc:Mail post office is 851- Greek, and the code page for Notesis 850 - International, you do not want to migrate data from cc:Mail usingthe default Greek code page, you want to translate the characters to 850 -International. So, you specify the code page that will translate charactersappropriately.

The following table shows the code pages available for a cc:Mail postoffice.

Post office language version Code page number

Canadian French 863

Greek 851

Hebrew 862

Icelandic 861

Multilingual 850

Nordic 865

Portuguese 860

Slavic 852

Turkish 857

United States 437


Mapping cc:Mail gateways to Notes domainsMessages that a cc:Mail user receives from an external mail system mustbe routed through a gateway post office. After you migrate a user’s mailbox, the cc:Mail gateway referenced in a message’s header is no longervalid for routing replies to the message. You can enable migrated cc:Mailusers to reply to messages that they received from external gateways,such as the Internet, by mapping the names of cc:Mail gateway postoffices to Notes domains.

During migration the cc:Mail to Notes migration tool automaticallyoverwrites the names of cc:Mail gateways in the sender’s address of amessage, replacing it with the name of a corresponding Notes domain.Later, when a new Notes user replies to a message migrated fromcc:Mail, the message is routed to the external mail system by way of thenamed Notes gateway.

1. Import a cc:Mail directory so that its contents appear in the Availablepeople/groups box. Refer to “Connecting to the cc:Mail post office”for information on how to import a cc:Mail directory.

2. From the Foreign Directory Import dialog box, click Advanced.

3. From the cc:Mail Upgrade Advanced Settings dialog box, clickGateway Settings.

4. In the cc:Mail gateway post office field, enter the name of a cc:Mailpost office that routes messages from cc:Mail to an external mailsystem.

5. In the Notes mail domain name field, enter the name of the Notesmail domain to be used for routing messages to the same externalmail system.

6. Click Add pair to establish the mapping between the cc:Mailgateway and the Notes domain.

About message gatewaysTo connect to external mail systems across the Internet or other WANs,cc:Mail post offices use special gateway post offices. A cc:Mail gatewaypost office is a special post office that routes messages from the local postoffice to foreign mail systems. Gateways translate the format ofmessages, addresses, headers, attachments, and other messaging databetween a native mail format and the format used by the external system.Each mail gateway has an entry in the cc:Mail post office Directory.


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When a cc:Mail user receives a message from an external mail system,the name of the cc:Mail gateway that routed the message is included aspart of the sender’s address. If the user replies to the message, the replyis automatically routed back through the gateway and to the externalmail system.

By default, when you migrate a message from cc:Mail to Notes, thegateway information in the sender’s address remains unchanged; itcontains the name of the cc:Mail gateway. Because Notes cannot sendmessages back out to an external mail system through this cc:Mailgateway, a user is not able to send a direct reply to the migratedmessage.

To enable Notes users to reply to messages received from external mailsystems after you move their mailboxes to Notes, you can map eachcc:Mail gateway to a Notes gateway. During migration, the cc:Mail toNotes migration tool then automatically replaces the names of cc:Mailgateways in the sender’s address with the names of equivalent Notesgateway domains.

The user upgrade wizard that migrates a user’s archived messages andpersonal addresses to Notes also uses gateway mapping information, butyou configure this independently, when you send users an upgradenotification message.

Mapping a cc:Mail gateway to a Notes gatewayAt the Acme corporation, they use a cc:Mail gateway post office calledINTERNET to route cc:Mail messages to Internet addresses and a Notesgateway domain called INET to route Notes messages to Internetaddresses. When configuring gateway mapping for migration, the systemadministrator at Acme maps the cc:Mail gateway INTERNET to theNotes gateway INET.

Cheryl Lordan, in the IS division at Acme has had her mail migratedfrom cc:Mail to Notes. In her cc:Mail mail box, Cheryl Lordan had amessage from [email protected], which was received through the cc:MailINTERNET gateway. If no gateway mapping were used, and Cherylreplied to the cc:Mail message after migration, she would get an errorstating that INTERNET is not a valid address, because in Notes theInternet gateway is called INET. However, with gateway mappingenabled during migration, the cc:Mail gateway name INTERNET wouldbe rewritten as INET in all addresses, making them valid Notesaddresses. So when Cheryl replies to the message, it is correctly routed tothe sender.


Specifying other cc:Mail upgrade settingsThe Other Settings pane lets you specify special mail box upgradesettings and establish an error threshold to use during the migration.

1. Import a cc:Mail directory so that its contents appear in the Availableusers/groups box.

2. From the Foreign Directory Import dialog box, click Advanced.

3. From the cc:Mail Upgrade Settings dialog box, click Other Settings.

4. The following settings are available:

Upgrading to cc:Mail R6.3 Client for Domino

Post office for routing mail to Notes

Error threshold

Caution When migrating cc:Mail Release 6.3 users, do not select theoption “Mail private mailing lists as attachments” on the ConversionSettings pane. The cc:Mail 6.3 client for Domino cannot correctly processmigrated private mailing lists and will be unable to log in to the mail file.

Upgrading to the cc:Mail Release 6.3 client for DominoSelect this option to automatically configure internal cc:Mail informationthat lets users access mail files on a Domino server with the cc:MailRelease 6.3 client. Do not select this option when importing users who arecurrently running a version of cc:Mail other than Release 6.3, or who willuse the Notes mail client after migration.

If you need to import users who are running other releases of the cc:Mailclient, or who will use the Notes mail client after migration, import theRelease 6.3 users in one session and the remaining users in a secondsession.

To migrate users to the cc:Mail Release 6.3 client, the mail templateR63MAIL.NTF must be available in the Data directory of the users’ Mailservers. This template is available on the Domino Release 5 server. Whenpreparing to register Release 6.3 users, select R63MAIL.NTF as the mailtemplate. If you do not provide the correct mail template for Release 6.3users, they cannot access their mail files.

Caution When migrating cc:Mail Release 6.3 users, do not select theoption “Mail private mailing lists as attachments” on the ConversionSettings pane. The cc:Mail 6.3 client for Domino cannot correctly processmigrated private mailing lists and will be unable to log in to the mail file.


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Specifying the post office for routing mail to NotesIn networks where the cc:Mail MTA connects cc:Mail and Notes, you canconfigure the migration tool to enable automatic forwarding from acc:Mail post office to Notes. Having messages automatically forwardedeliminates the need to migrate additional messages later.

In a cc:Mail post office directory, each user is assigned a location codethat describes where their mail box is in relation to the post office. When the post office receives a message, it checks the location code todetermine whether to look for the recipient’s mail box at the current postoffice, or on another post office. Before migration, a cc:Mail user whosemail file is located on the local post office is assigned the location codeuppercase “L”.

By default, after migration, this location code is unchanged. As a result,mail sent to a user’s old cc:Mail mail box, continues to be accepted. If youare not using the cc:Mail MTA, you may want to let users continue toreceive mail at their old mail boxes for a limited amount of time. Later,you can run the migration tool again to move these messages to theuser’s Notes mail file. For more information about performing asecondary migration, see “Migrating additional cc:Mail messages afterregistration.”

To configure mail forwarding, on the Other Settings pane of the cc:MailUpgrade Advanced Settings dialog box, select the name of the Notesdomain where the user’s mail file is located from the list of availableremote post offices. The domain must be connected to the cc:Mail postoffice and MTA, and must already be included as a remote post officeentry in the cc:Mail directory. Generally, the Notes domain that serves asthe gateway between cc:Mail and Notes will be the same as the name ofthe cc:Mail MTA server.

When you specify the post office for routing mail to Notes, the cc:Mailpost office directory retains an entry for each migrated user. However,the migration tool updates information in a user’s cc:Mail directorylisting, as follows:

Changes the location code to lowercase “r” to indicate that the user isnow remote to this post office

Adds the name of the Notes mail domain where mail will beforwarded to the address field

The setting applies to all users imported during this session.

Note After the migration tool changes users’ location information, theycan no longer use a cc:Mail client to retrieve messages from their cc:Mailmail box.


About cc:Mail user files and messages left after migrationAfter migration, if the migration tool changes the address and locationtype for a user’s entry in the cc:Mail directory, that user can no longeraccess their cc:Mail mail box. However, the cc:Mail user file and mail boxmessages remain in the cc:Mail post office. You can restore the cc:Mailclient’s ability to access the mail box and other related mail data (privatemailing lists, archives, and so forth) by resetting the user’s originallocation information back to a uppercase “L” (local), using the cc:MailADMIN or WinAdmin. Resetting the location type also lets you migratethe user again, if necessary.

See “Removing the user files and messages of migrated users from thecc:Mail post office” for the recommended method for removing user datafrom the cc:Mail post office.

Specifying an error thresholdYou can specify the number of errors to tolerate when migratingmessages from mailboxes in the cc:Mail post office to Notes mail files. Bydefault, the migration tolerates an unlimited number of errors, andcompletes the migration regardless of the error count. If you specify anerror threshold, the migration process terminates when it reaches thenumber of errors specified.

Users who are successfully processed before the error threshold isreached are registered in Notes. If the migration terminates, you shouldanalyze and resolve the error conditions reported for the users whoremain in the queue, and attempt to register them again.

Registering users and completing the cc:Mail migrationAfter you successfully import users into the registration queue, you areready to register them and complete the migration. Depending on theoptions you select, the registration process:

Creates a Notes Person document and Notes ID for each migrateduser

Creates a Notes mail file

Migrates messages and other data from the cc:Mail mail box

You can specify additional Notes registration information for users,including mail server name, license type, group membership,organizational unit, and so forth. For more information about theavailable registration settings, see Administering the Domino System.


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Note After the registration process has started, you cannot use theworkstation for any other task until the process completes. If necessary,you can stop the registration process by pressing CTRL-BREAK.

1. From the Basics view of the Register Person dialog box, view theregistration information for each name that appears in theRegistration status box to ensure that it is correct.

2. (Optional) Specify registration settings for users. You can applyregistration settings to individual or multiple users, or by settingregistration defaults.

If you created a “migration” group, open the Groups pane andassign users to this group now.

3. (Optional) Click the Options button, select the registration options toapply during this session, and click OK.

4. From the Registration status box, select users to register and clickRegister. The Domino Administrator attempts to register the selectedusers in the order in which they were added to the queue, andmigrates data from their mailboxes to Notes. Users whom you do notselect remain in the queue for later registration.

If you chose to migrate Organizer information for users, you areprompted to enter your Notes password. See “Supplying a passwordwhen migrating Organizer data” for more information.

The registration process may require a considerable amount of time,depending on the number of users and number and size of themailboxes being upgraded.

After the registration completes, a message informs you of theregistration status. Failed registrations continue to be listed in theRegistration status box with a status message indicating the reasonfor the failure. Correct registration settings as needed and attempt toregister the user again.

5. Verify that the migration was successful.

See the chapter “Overview of Migrating Users to Notes and Domino”for information on how to verify that the migration was successful.

After the migration is complete, users can run an upgrade wizard toconvert local mail archives and other cc:Mail data that the Dominomigration tool did not process.

See the chapter “Migrating Personal Mail Data” for information abouthow to install and run the upgrade wizard for cc:Mail on the Notesclient.


Creating the Notes mail fileIf you retained the default setting for the migration option “ConvertMail” (that is, the option remains selected), when you register migratedusers, the Domino Administrator automatically converts their cc:Mailmail boxes to Notes mail files as part of the registration process. On theMail pane of the Register Person dialog box, the option “Create mail filenow” is selected. An error message is displayed if you attempt to changethis option to create mail files using the background administrativeprocess (adminp).

Ensuring compatibility with the cc:Mail MTAOn networks where the cc:Mail MTA provides interim support forcc:Mail users during the migration period, you need to follow specificguidelines when configuring the migration to maintain connectivitybetween your cc:Mail post office and Notes mail servers.

During the migration, the cc:Mail MTA must be running if you wantcc:Mail and Notes to exchange directory entries and messages

Do not run the migration tool and the cc:Mail MTA on the samecomputer; use dedicated resources for each of these

The computer running the Domino Administrator and the cc:MailMTA should be located as close as possible on the network to thecc:Mail post offices and Notes servers involved in the conversion

The following topics contain additional information about using thecc:Mail to Notes migration tool with the cc:Mail MTA:

Synchronizing the cc:Mail directory and Domino Directory whenusing the cc:Mail MTA

Synchronizing directories when migrating from a downstream postoffice

Synchronizing cc:Mail bulletin boards and Notes discussiondatabases

Specifying the post office for routing mail to Notes

Migrating cc:Mail alias names

Updating existing Person documents

Cleaning up error messages after migration


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Synchronizing the cc:Mail directory and Domino Directory whenusing the cc:Mail MTA

If you use the cc:Mail MTA and plan to migrate users to Notes with thecc:Mail migration tool, make sure that you synchronize the cc:Mail postoffice directory and the primary Domino Directory both before and afterthe migration.

Synchronization commands update the cc:MTA work file with the Notesaddresses of migrated users and ensure that messages sent to theircc:Mail mail boxes are properly routed to their new Notes mail files.Perform the following steps to synchronize directories:

1. At the console, enter the commandTell Ccmta Request post_office_name

where post_office_name is the name of the post office whose entirecontents you want to send to the target Domino Directory.

2. After the cc:Mail MTA Directory Conversion displays a messageindicating it has finished processing the Tell command, call thecc:Mail post office to send the request for cc:Mail user names byentering the following command at the console:Tell Ccmta Call Poname= post_office_name

where post_office_name is the name of the post office you specified instep 1.

3. Process the message you received from cc:Mail in step 2 by enteringthe following command:Tell Ccmta Applyade

4. After Directory Conversion displays a message indicating it hasfinished processing the information it received from cc:Mail, enterthe commandTell Ccmta Synch post_office_name

where post_office_name is the name of the post office you specified instep 1. This command generates a message that includes the namesof all the Notes users in the source Domino Directory, the names ofall the post offices and domains in the primary Domino Directory,and the names of all the cc:Mail users from other post offices (if any)in the source Domino Directory.


5. Call the cc:Mail post office to send the Notes information by enteringthe following command at the console:Tell Ccmta Call Poname= post_office_name

where post_office_name is the name of the post office you specified inStep 2.

For additional information about installing and configuring the cc:MailMTA, refer to the Lotus Notes cc:Mail MTA Administrator’s Guide.

Synchronizing directories when migrating from a downstream post office

A post office that receives its directory updates from a hub post office isconsidered to be downstream from the hub post office. In some cc:MailAutomatic Directory Exchange (ADE) topologies, migrating users from adownstream post office can result in discrepancies between the directoryon this post office and the directory on the hub post office.

For example, if the cc:Mail MTA and the cc:Mail hub post office have abroadcaster-to-broadcaster relationship, and the hub post office is in asuperior relationship with subordinate downstream post offices, thesubordinate downstream post office would not be allowed to propagatethe users’ address changes up to the Superior hub post office. As a result,although the users’ records in both the Domino Directory and theSubordinate post office are updated to reflect the fact that users havebeen migrated, records in the hub post office still indicate that the usersmail boxes are in the cc:Mail post office.

In this type of topology, if you migrate users from the downstream postoffice, you also need to update the cc:Mail addresses for migrated usersat the hub post office. Although the migration tool automatically changesthe address of a migrated user to a Notes domain name, this addresschange is not necessarily propagated to either the hub post office or to itsother downstream post offices.

When migrating users from a downstream post office, you can updateaddresses at the hub post office on an individual basis, using the cc:MailAdministration program.

Alternately, when using the cc:Mail MTA to connect the two mailsystems during migration, you can synchronize the Notes and cc:Maildirectories as follows:

1. Before you run a migration, use the cc:Mail EXPORT program toexport a Local user list from the downstream post office.

2. View this list with a text editor and delete names of users you do notwant to migrate.


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3. Using the Find and Replace feature of the text editor, replace thecc:Mail post office name with the name of the Notes domain.

4. After you migrate all users at the post office, use the cc:Mail IMPORTprogram to import these names into the hub post office. The changedaddress entries are propagated throughout the cc:Mail post officenetwork.

The following table shows a user entry in the directory of a cc:Mail postoffice before and after migration:

Directory field Entry for cc:Mail user Entry for same user after migration

Name John Doe John Doe

Addr AcmeNotes

Locn L r

Cmts CEO CEO

Synchronizing cc:Mail bulletin boards and Notes discussiondatabases

If you are using the cc:Mail MTA version 2.0 or higher, and want to keepinformation synchronized between cc:Mail Bulletin Boards and a NotesDiscussion database, use the Bulletin Board Conversion component ofthe cc:Mail MTA, and clear the option in the migration tool to convertbulletin boards.

See “Converting bulletin boards to Notes discussion databases” forinformation about how to change the option to convert bulletin boards.

When you synchronize bulletin boards between cc:Mail and Notesthrough the cc:Mail MTA, you ensure that all cc:Mail bulletin boardmessages propagated to Notes are present in the cc:Mail MTA BulletinBoard Exchange database and vice versa.

Perform the following steps to synchronize cc:Mail bulletin boards withNotes discussion databases:

1. Make sure that the propagation lists for the bulletin boards you aresynchronizing with the cc:Mail MTA Bulletin Board Exchangediscussion database include entries for the domain post office.

2. Make sure that you have configured the propagation type for thebulletin boards in cc:Mail to allow sending and receiving between thecc:Mail connected post office and the cc:Mail MTA server.

3. Make sure that all the bulletin board titles exist as categories in thecc:Mail Bulletin Board Exchange database. On the cc:Mail MTADomino server, run a directory synchronization (SYNCH command)


between cc:Mail and Notes and apply the ADE update (APPLYADEcommand) to create the bulletin board categories in the cc:MailBulletin Board Exchange database, if they are not already present.

4. From the cc:Mail Router responsible for the directly connected postoffice, run a bulletin board synchronization request, EXCH/BS.

After completing these steps, any bulletin board messages that wereposted before you enabled bulletin board exchange through the cc:MailMTA will be present in the cc:Mail Bulletin Board Exchange database.

For detailed information about the procedures and commands discussedin this topic, refer to your cc:Mail MTA documentation.

Removing the user files and messages of migrated users from thecc:Mail post office

After the migration process completes, user files and messages remain inthe cc:Mail post office. Neither the migration tools nor cc:Mail deletethese objects or mark them for deletion.

After you verify that the migration was successful, you can clean upmigrated users’ user files and messages that remain in a DB6 or DB8 postoffice using one of the following methods:

Delete messages only, using the cc:Mail CHKSTAT (DB6) orMSGMGR (DB8) utilities. Deleting users’ mail messages does notremove the user file, but restores disk space by reducing the size ofthe message store and removing message pointers in the user file.Refer to your cc:Mail Administrator’s Guide for information onrunning these utilities.

Delete user files using the cc:Mail ADMIN (DB6) or WinAdmin (andDB8) programs. Deleting user files also deletes the messages in thosefiles. This is the recommended method for removing message datafor migrated users from the post office.

Caution Do not manually delete the user files in the cc:Mail post officedirectory.


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Deleting cc:Mail user files using cc:Mail Admin or WinAdminUsing the administrative tool for your post office database (ADMIN orWinAdmin), you can delete user files by editing the location informationin the post office directory entries for migrated users. Refer to the cc:MailAdministrator’s Guide for details about running the administrative utilityfor your post office.

For post office entries where lowercase “l” or “r” designate the user’s location1. Using ADMIN or WinAdmin, edit the user’s entry in the post office

directory to remove the name of a remote post office in the addressfield.

Removing the name of the remote post office assigns the user to thelocal post office and their location is automatically changed touppercase “L”.

2. Add the name of a remote post office — generally the cc:Mail MTApost office that serves as the gateway between cc:Mail and Notes —and save the entry.

Adding the name of a remote post office assigns the user to that postoffice, and their location designation in the local post office isautomatically changed to lowercase “l” or “r”.

3. Select Yes when prompted to delete the user file.

For post office entries where uppercase “L” or “R” designate the user’slocation1. Using ADMIN or WinAdmin, edit the user’s entry in the post office

directory to add the name of a remote post office — generally thecc:Mail MTA post office that serves as the gateway between cc:Mailand Notes — and save the entry.

Adding the name of a remote post office assigns the user to that postoffice, and their location designation in the local post office isautomatically changed to lowercase “l” or “r”.

2. Select Yes when prompted to delete the user file.


Migrating additional cc:Mail messages after registrationIf necessary, after you migrate users, you can run the migration toolagain to migrate additional messages from cc:Mail. You must haveManager access to a user’s Notes mail file before you can migrateadditional messages to it. If you did not give yourself Manager access tothe mail file during the initial migration, you may need to ask users toedit the ACL to provide you with the appropriate access rights.

Note If you are running the cc:Mail MTA, you can eliminate the need tomigrate cc:Mail messages after migration if you enable automaticforwarding of messages received at a user’s cc:Mail mail box to theirNotes mail file.

1. Connect to the cc:Mail post office.

2. Import previously migrated cc:Mail users into the Notes registrationqueue.

3. Set the migration option Convert Mail Only. The migration toolignores any other options that are set.

4. In the Registration status box, select the user’s whose messages youwant to migrate and click Register.

The registration process automatically locates the users’ mail files andconverts messages in the cc:Mail mail box to messages in the appropriatefolders of the Notes mail file. Messages that already exist in the Notesmail file are not converted again.

For more information about the Convert Mail Only option, see thechapter “Overview of Migrating Users to Notes and Domino.”


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Chapter 14 Migrating Microsoft Mail Users to Notes

This chapter discusses issues involved in migrating users from MicrosoftMail to Notes Release 5, and provides instructions on using the DominoAdministrator to complete the migration.

Migrating Microsoft Mail usersUsing the Microsoft Mail to Lotus Notes migration tool in the DominoAdministrator, you can import users and groups from a selectedMicrosoft Mail postoffice and add them to Notes.

Note You must run the Domino migration tool for Microsoft Mail froma Windows NT workstation; it is not available from a Windows 95workstation.The migration process:

Imports users and groups from the postoffice and creates entries forthem in the Domino DirectoryLets you create a Notes ID and mail file for imported usersMigrates the contents of mailboxes (MMF files) from a centrallocation, such as the Microsoft Mail Postoffice server

You must be able to map a drive to the location of the MS Mail mailboxesfrom the workstation running the Domino Administrator.

You can migrate mailbox information from Microsoft Mail versions 3.2,3.5, and 3.6.

You can also migrate messages from an off-line Microsoft Mail mailboxby means of a separate user upgrade wizard.

Refer to the chapter “Migrating Personal Mail Data” for informationabout the user upgrade wizard.

This section includes the following topics:

Notes equivalents for migrated Microsoft Mail data information Preparing to migrate Microsoft Mail users Importing the Microsoft Mail postoffice address list Customizing Microsoft Mail migration settings Registering users and completing the migration from Microsoft Mail

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Notes equivalents for migrated Microsoft Mail dataThe Microsoft Mail to Notes migration tool converts information in aMicrosoft Mail postoffice to Notes, including messages, and private andpublic address books, as shown in the following table:

These items in Microsoft Mail . . . Become these Notes items . . .

Custom message types, includingScheduler messages

Not migrated

Delivery failure messages Not migrated

Public groups Group document in Domino Directory

Interpersonal mail messages (IPM) Not migrated

Message date and priority Message date and priority

Messages and attachments Messages and attachments

Outbox folder Not migrated

Password Password

Personal Address Book Personal Address book*

Postoffice address list Domino Directory

Read and unread status Read and unread status


Shared and group folder Not migrated

Wastebasket or Deleted mail folder Not migrated

* Personal Address Books are automatically sent to users in a Notes mailmessage attachment. Users then run an upgrade wizard at their workstationsto migrate address book information to their Notes Personal Address Books.

See the chapter “Migrating Personal Mail Data” for information aboutthe user upgrade wizards.

Understanding how the migration tool parses Microsoft Mail nameformats

Unlike Notes names, which are made up of First name, Last name, andMiddle initial components, the Microsoft Mail Address Book storesnames as a single character string, including commas and spaces. Thename format used depends on the conventions established within theorganization. For example, the same user could be listed in the addressbook as either Susan Salani or Salani, Susan.

In generating a Notes names from an imported Microsoft Mail name, themigration tool first determines the format of the name, and then parsesthe name into Notes name components. The Middle initial field in the


Person document accommodates a maximum of two characters; longernames are truncated. In some cases, one or more of the resulting Notesname components may be empty.

Notes supports converting Microsoft Mail names that have the followingcharacters: letters, numbers, ampersands (&), apostrophes (’), hyphens(-), periods (.), spaces ( ), and underscores (_). Microsoft Mail names thathave special characters, such as dollar sign ($), tilde (~), percentage (%),or caret (^), generate name errors when added to the registration queue.

The migration tool validates and creates Notes name components fromthe Microsoft Mail full name, not the mailbox name.

Note After adding users to the registration queue, always review thenames that the migration tool generates to ensure that they areappropriate. Edit names as necessary.

Generating Notes name components from Microsoft Mail namesThe following table shows how the migration tool generates Notes namesfrom common Microsoft Mail name formats:

Format of Microsoft Mail full name Resulting Notes namecomponents

Description Example Components Example

Single name ssalani Last nameFirst nameMiddle initial

ssalani<blank><blank>

First name Last name Susan Salani Last nameFirst nameMiddle initial

SalaniSusan<blank>

First name Compoundlast name

Maria de la Garza Last nameFirst nameMiddle initial

la GarzaMariade

First name Middle InitialLast name

Judy J. Kaplan Last nameFirst nameMiddle initial

KaplanJudyJ.

First name Middle name Last name

Cheryl LynnLordan


LynnCherylLy

continued

Chapter 14: Migrating Microsoft Mail Users to Notes 215

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Format of Microsoft Mail full name Resulting Notes namecomponents

Compound first name Middle initial Last name

Jo Anne B. Lordan Last nameFirst nameMiddle initial

B. LordanJoAn

Last name, First name Salani, Susan Last nameFirst nameMiddle initial

SalaniSusan<blank>

Compound last name, First name

Van Horn, Craig Last nameFirst nameMiddle initial


Compound last name,Compound first name Middle initial

Van Horn, Jo AnneB.


Van HornJoAn

Last name, First name Middle Initial

Rutherford, RobinR.


RutherfordRobinR.

Last name, First name Middle Name

Malone, DerekKevin


MaloneDerekKe

Parsing names that have no blank spaces or commasThe migration tool places the entire name in the Last name field of theNotes Person document. For example, for the Microsoft Mail name ssalanithe migration tool generates a Notes Last name of ssalani, and leaves theFirst name and Middle initial fields blank.

Parsing names that include a commaThe migration tool places all of the characters preceding the comma inthe Notes Last name field and all of the characters after the comma, butbefore a space, in the First name field. The first two remaining charactersare placed in the Middle initial field.

Parsing names with three components that have spaces and no commasExample: Cheryl Lynn Lordan

The migration tool places all of the characters after the last blank space inthe Last name field. All of the characters from the beginning of the namestring and before the first space are placed in the First name field. Thefirst two characters after the first space, and before the second space, areplaced in the Middle initial field.


Parsing names of four or more components that have spaces and no commasExample: Craig G. Van Horn

The migration tool places the first component in the First name field; thefirst two characters of the second component in the Middle initial field;and all remaining components in the Last name field.

Parsing errorsIn some cases, the migration tool does not correctly parse Microsoft Mailnames:

Names in the form Last name, First name Middle initial that includecompound first names.

Example: Horn, Jo Anne B.

The migration tool generates the following Notes name components:

First name: Jo; Middle initial: An; Last name: Horn

Names in the form First name Middle initial Last name that includecompound last names and no middle initial.

Example: Maria de la Garza


First name: Maria; Middle initial: de; Last name: la Garza

Names in the form First name Middle initial Last name that includecompound first names and a middle initial.

Example: Jo Anne B. Horn


First name: Jo; Middle initial: An; Last name: B. Horn

Names in the format First name Middle name Last name in which themiddle name exceeds 2 characters.

Example: Cheryl Lynn Lordan


First name: Cheryl; Middle initial: Ly; Last name: Lordan


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Preparing to migrate Microsoft Mail usersBefore migrating users from Microsoft Mail to Notes, complete thefollowing tasks:

Determine the order in which you want to convert your postoffices.This should be your migration schedule.


Verify that you have purchased the appropriate Notes client licensefor each Microsoft Mail user you are migrating.

On your administrative workstation, install the Notes Release 5Domino Administrator client, and optional MS Mail Administrativemigration tools. You must perform a custom installation to install themigration tools component.




From the administrative workstation, map a drive to the location ofthe Microsoft Mail postoffice you are migrating users from.

If you anticipate migrating additional mail for users afterregistration, during registration, change the access rights that mail file owners have to their mail files from the default level ofManager to Designer or Editor.

See Chapter 12 for instructions on how to change the default accesslevel.



Send any pending Microsoft Mail messages.

Back up the mailbox files stored at the postoffice. If you do not havean MS Mail administrator who backs up mailbox files on a regularbasis, refer to the Microsoft Mail Administrator’s Guide for instructionson backing up data.



Backing up Domino InformationBefore you migrate users, it is recommended that you back up thefollowing Domino information:

NAMES.NSF

DESKTOP.DSK

NOTES.INI

*.ID files

Importing the Microsoft Mail postoffice address listThe Microsoft Mail postoffice address list contains information for theMicrosoft Mail users who have mailboxes in that post office. Notes usesthe information extracted from the postoffice address list to configuremigrated users for registration.

To import the Microsoft Mail Postoffice Address List, you must:

Connect to the Microsoft Mail Postoffice

Import users


Connecting to the Microsoft Mail postofficeTo import users to migrate, you first need to locate the postoffice whereusers have their mailboxes, and log in to it.

1. At the administrative workstation where you installed the DominoAdministrator, insert a diskette containing the appropriate certifierIDs for the organizations and organizational units where you areregistering users.



4. When prompted, enter the certifier ID password and click OK.

5. Remove the diskette containing the certifier ID and click OK.

6. (Optional) From the Basics pane of the Register Person — New Entrydialog box, specify a registration server if necessary, by clickingRegistration Server and selecting the server that registers new users.Click OK.



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8. From the People and Group Migration dialog box, select MS MailUsers from the Foreign directory source list.

9. Complete the following information in the MS Mail Initializationdialog box:

Postoffice path

Administrator’s name

Administrator’s password

10. Click OK. The migration tool verifies the post office name, path, and password. An error message appears if any of the values isincorrect.

The Available people/groups list displays the users and groups inthe postoffice address list. You are now ready to import users fromthe postoffice into the Notes registration queue.

Importing Microsoft Mail users into the registration queueAfter the Available people/groups box displays the contents of theMicrosoft Mail postoffice address list, select the users to import and themigration options that determine the data to migrate.

1. From the People and Groups Migration dialog box, enable options byselecting items in the Migration Options box. The options you selectapply to all Microsoft Mail users imported during this session.

2. Click Advanced to open a dialog box that lets you specify advancedupgrade settings for migrating people from Microsoft Mail.

3. Click OK when you finish specifying these settings.


For more information about importing groups, refer to the chapter“Overview of Migrating Users to Notes and Domino.”.

5. Click Migrate to place the selected users in the registration queue,and click OK to close the message that indicates the status andnumber of users queued for registration.

6. Click Done. The people queued for registration now appear in theRegistration status box. You are now ready to register users.


Customizing Microsoft Mail migration settingsWhen you are ready to import users, you can set options to specify howthe migration tool uses information from the Microsoft Mail postoffice tocreate Notes users. You can specify two types of migration settings:

Migration options — determine how the migration tool creates a userin Notes from information imported from Microsoft Mail. Themigration options available are similar for each of the migrationtools.

Advanced options — let you specify additional settings affectingconversion from Microsoft Mail and Notes.

Setting migration options for Microsoft Mail usersYou can set options to determine what information the migration toolimports from the Microsoft Mail postoffice. The options you specifyapply to all users and groups imported from Microsoft Mail during thissession.


1. From the People and Groups Migration dialog box, import thedirectory of a Microsoft Mail postoffice so that its contents appear inthe Available people/groups list.

2. In the Migration Options box, accept the defaults or select newoptions. To clear a selection, click the selected option a second time.The following table lists the available import options:


Generate random passwords Off

Add full name provided to the Notes person document Off


Convert mail On

Convert mail ONLY (Notes user and mail file mustalready exist)

Off

3. Continue with the import procedure by specifying Advancedoptions.

Within a given session, you set migration options for each foreigndirectory independently, so that if you are migrating users from severalsystems, you can apply a different set of options for each system. Theoptions you select apply to all users imported from a given directoryduring the session.


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Specifying advanced options for migrating Microsoft Mail usersIn addition to the migration options set on the People and GroupsMigration dialog box, the migration tool provides other options forcontrolling the process of migrating Microsoft Mail users. The settingsyou select apply to all users you import from the Microsoft Mail postoffice during this session.

1. From the Foreign Directory Import dialog box, select MS Mail Usersas the foreign directory source, and click Advanced.

2. From the MS Mail Advanced Options dialog box, choose settings forthe following, then click OK:

Converting Personal Address Books

Setting an error threshold

Specifying the post office language (code page)

Migrating Microsoft Mail Personal Address Books to NotesBy default, when you migrate a user from Microsoft Mail, the PersonalAddress Book information stored with the mailbox is also migrated.After the migration completes, the Domino Administrator automaticallyplaces a message in the Inbox of the user’s mail file to which it attaches atemporary Notes Personal Address Book, which contains the migratedinformation. Users run the upgrade wizard for Microsoft Mail at theNotes client to copy the information from this temporary Notesdocument to the Personal Address Book on the Notes desktop.

To prevent migration of Personal Address Book information, clear theConvert Personal Address Book checkbox and click OK.

Specifying an error thresholdYou can specify the number of errors to tolerate when migratingmessages from mailboxes in the Microsoft Mail Postoffice to Notes mailfiles. By default, the migration tolerates an unlimited number of errors,and completes the migration regardless of the error count. If you specifyan error threshold, the migration process terminates when it reaches thenumber of errors specified.

1. Select the Maximum Errors radio button.

2. In the text box, enter the number of errors to tolerate.

Users who are successfully processed before the error threshold isreached are registered in Notes. If the migration terminates, you shouldanalyze and resolve the error conditions reported for the users whoremain in the queue and attempt to register them again.


Specifying the code page to use for converting the Microsoft Mailpost office

When migrating users from Microsoft Mail, you need to specify thelanguage code page to use. The migration tool needs to know thepostoffice code page so it can correctly convert characters to be displayedin Notes. By default, the Microsoft Mail to Notes migration tool uses thecurrent code page of the post office. If necessary, specify the appropriatecode page for the language version used by the post office beingmigrated. The following table shows the code pages available for aMicrosoft Mail postoffice:

Postoffice language version Code page number

Arabic 1256

Canadian French 863

Chinese (Traditional) 950

Chinese (Simplified) 936

Czech 1250

Danish 1252

Dutch 1252

English 1252

Finnish 1252

French 1252

German 1252

Greek 851

Hebrew 862

Hungarian 1250

Icelandic 1252

Indonesian 1252

Italian 1252

Japanese 932

Korean 949

Mutilingual 1252

Nordic 865

Norwegian 1252

Polish 1250

Portuguese 1252

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Postoffice language version Code page number

Romanian 1250

Russian 1251

Serbian 1250

Slovak 1250

Spanish 1252

Swedish 1252

Thai 874

Turkish 857

Ukrainian 1251

Registering users and completing the migration from Microsoft Mail

After you successfully import users into the Registration Queue, you areready to register them and complete the migration. Depending on theoptions you select, the registration process:

Creates a Notes Person document and Notes ID


Migrates messages and other data from the Microsoft Mail mailbox

You can specify additional Notes registration information for users,including mail server name, license type, group membership,organizational unit, and so forth. For more information about theavailable registration settings, refer to Administering the Domino System.

Note After the registration process has started, you cannot use theworkstation for any other task until the process completes. If necessary,you can stop the registration process by pressing CTRL+BREAK.


2. (Optional) Click the Options button, and select the registrationoptions to apply during this session and click OK.

3. (Optional) Specify additional registration information for users asnecessary. If you created a “migration” group, open the Groups paneand assign users to this group now.







After the migration is complete, users can run an upgrade wizard toconvert local mail archives and other Microsoft Mail data that theDomino migration tool did not process.

See the chapter “Migrating Personal Mail Data” for information abouthow to install and run the upgrade wizard for Microsoft Mail on theNotes client.

Creating the Notes mail fileIf you retained the default setting for the migration option “ConvertMail” (that is, the option remains selected), when you register migratedusers, the Domino Administrator automatically converts their MicrosoftMail mailboxes to Notes mail files as part of the registration process. Onthe Mail pane of the Register Person dialog box, the option “Create mailfile now” is selected. An error message is displayed if you attempt tochange this option to create mail files using the backgroundadministrative process (adminp).


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Migrating additional Microsoft Mail messages after registrationIf necessary, after you migrate users, you can run the migration toolagain to migrate additional messages from Microsoft Mail. You musthave Manager access to a user’s Notes mail file before you can migrateadditional messages to it. If you did not give yourself Manager access tothe mail file during the initial migration, you may need to ask users toedit the ACL to provide you with the appropriate access rights.

1. Connect to the Microsoft Mail postoffice.

2. Import previously migrated Microsoft Mail users into the Notesregistration queue.

3. Set the migration option Convert Mail Only. The migration toolignores any other options that are set.

4. In the Registration status box, select the users whose messages youwant to migrate and click Register.

The registration process automatically locates the users’ mail files andconverts messages in the Microsoft Mail mailbox to messages in theappropriate folders of the Notes mail file. Messages that already exist inthe Notes mail file are not converted again.

For more information about the Convert Mail Only option, see thechapter “Overview of Migrating Users to Notes and Domino.”


Chapter 15 Migrating Users from Microsoft Exchange

This chapter discusses issues involved in migrating users from MicrosoftExchange to Notes Release 5, and provides instructions on using theDomino Administrator to complete the migration.

Migrating Microsoft Exchange users

Using the Microsoft Exchange to Notes migration tools in the DominoAdministrator, you can import Microsoft Exchange users anddistribution lists from a selected server and add them to the Dominodirectory as Notes users and groups. The migration process:

Imports users and distribution lists from the Exchange server andcreates entries for them in the Domino Directory

Lets you create a Notes ID and mail file for imported users

Migrates the contents of mailboxes (PST files) that are located in acentral location, such as on the Microsoft Exchange server.

This section of the migration guide discusses the following topics relatedto moving users from Microsoft Exchange to Notes:

Notes equivalents for migrated Microsoft Exchange data

Preparing to migrate users from Microsoft Exchange

Importing users and groups from the Microsoft Exchange directory

Registering migrated users

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Notes equivalents for migrated Microsoft Exchange dataThe Microsoft Exchange migration tool converts information from theMicrosoft Exchange server to Notes, including messages, and private andpublic address books.

Microsoft Exchange data Equivalent Notes data

Calendaring and schedulinginformation

Not migrated

Contacts Personal Address Book entries *

Custom message types, includingScheduler messages

Not migrated

Deleted items Trash folder**

Delivery failure messages Not migrated

Digital signatures Not migrated

Distribution lists Group document in Domino Directory

Encrypted messages Not migrated

Document links Not migrated

Journals Not migrated

Message date and priority Message date and priority

Messages and attachments Messages and attachments

Microsoft Office documents Messages with attached Microsoft Officedocument

Notes To Do tasks

Outbox folder Drafts folder

Exchange directory Person documents in Domino Directory

Private Address Book Not migrated

Public folders Not migrated

Read and unread status Not migrated ***

Roles and Permissions onMailboxes and Folders

Not migrated


Tasks To Do tasks

* Contacts, which are stored on the Exchange server, are available for Outlookclients only. During migration Contacts information is placed in a NotesPersonal Address Book database, which is automatically mailed to the user.Users run the upgrade wizard for Microsoft Exchange to copy informationfrom this temporary database to the Personal Address Book on the Notes client.


** Depending on the user preferences set at the Notes client, messages migratedto the Trash folder may be deleted when users close their mail files.

*** This release of the Domino migration tool for Microsoft Exchange marks allmessages migrated from Microsoft Exchange as unread in the Notes mail file.

Modifying gateway names in migrated messages When migrating messages and directory information from Exchange, themigration tool for Microsoft Exchange does not automatically convert thenames of Exchange gateways in the sender’s address to Notes gatewayaddresses. After they begin using Notes mail, users who reply tomessages that were received from an external messaging system andmigrated from Exchange may need to manually edit the gateway addressof the recipient.

Locating the Microsoft Exchange mail fileThe Microsoft Exchange client stores mail messages in a PST file, which isroughly equivalent to the MMF that Microsoft Mail clients use. However,unlike Microsoft Mail, which stores both the user’s Personal AddressBook and mail messages in a single MMF file, Microsoft Exchange usesdifferent files to store these two items.

Exchange clients store a user’s Personal Address Book in a PAB file,which is usually located on the user’s workstation. Users can run theMicrosoft Exchange to Notes upgrade wizard to migrate informationfrom a locally-stored PAB file to the Notes Personal Address Book(NAMES.NSF) on the workstation.

Outlook clients can store personal addresses in a PAB file, or in aContacts list on the Exchange server. The Domino migration tool forMicrosoft Exchange automatically places Contacts information in atemporary Notes Personal Address Book, which it attaches to a mailmessage and places in the Inbox of the migrated user. The migration toolgenerates a warning message in the Notes log for each migrating user forwhom Contacts information is not found. Users can run the MicrosoftExchange to Notes upgrade wizard to migrate address information froma temporary Personal Address Book to the Personal Address Book on theworkstation.

The Microsoft Exchange mail box is stored in a PST file, which can bestored either locally, or on the Exchange server. The Domino migrationtool for Microsoft Exchange can migrate information only from PST filesthat are located on the Exchange server. Users can run the MicrosoftExchange to Notes upgrade wizard at their workstation to migratemessages from locally-stored PST files.

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Migrating messages from the Outbox and Sent Items foldersAll Exchange mailboxes contain the folders Outbox and Sent Items.When you migrate mail for Exchange users, these folders are not addedto the Notes mail file. However, in general, the messages in these foldersare migrated. Messages in the Sent Items folder are migrated to the NotesSent folder, and messages in the Outbox folder are migrated to the Draftsfolder.

If a user manually copied received messages to the Outbox, or savedunsent, draft messages to the Sent Items folders (for example, by using adrag-and-drop operation), the migration tool migrates the messages, butdoes not place them in the equivalent Notes Drafts and Sent folders.After migration, users must select the All documents view to see themessages.

Migrating an Exchange folder that has the same name as an existingNotes folderIf a folder in a migrating Exchange mailbox has the same name as afolder view that already exists in the Notes mail file (for example,Discussion Threads), the migration tool appends the numeral 1 to thename of the folder name to make it unique (for example, DiscussionThreads1). Additional duplicates are numbered sequentially to ensureuniqueness (for example, Discussion Threads2, Discussion Threads3, andso forth).

Preparing to migrate Exchange usersBefore migrating users from Microsoft Exchange to Notes, complete thefollowing tasks:

Determine the order in which you want to convert your Exchangeservers to Notes. This should be your migration schedule.

Verify that you have purchased the appropriate Notes client licensefor each Microsoft Exchange user you are migrating.

On your administrative workstation, install the Notes Release 5Domino Administrator client and the optional ExchangeAdministrative migration tools. You must perform a custominstallation to install the migration tools component.






On the administrative workstation, close all applications except forNotes, and close any Notes databases.



Send any pending Microsoft Exchange messages by making sureSynchronization has been performed on each client.

Perform an Exchange Directory Synchronization to ensure that theExchange directory being migrated is complete.

Make sure the workstation running the Domino Administrator hasan Outlook or Exchange client installed and an Administrator mailprofile that points to the Exchange server.

Importing the Microsoft Exchange directory

The Microsoft Exchange directory contains information for the MicrosoftExchange users who will be migrated to Notes. Notes uses theinformation extracted from the directory to configure migrated users forregistration.

Importing the Microsoft Exchange directory involves the following:

Connecting to the Exchange server

Importing Microsoft Exchange users into the registration queue


Connecting to the Exchange serverTo import users to migrate, you first need to locate the Exchange serverwhere users have their mailboxes, and log in to it.






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8. From the People and Group Migration dialog box, select MicrosoftExchange Users from the Foreign directory source list.

9. From the Choose Profile dialog box, select the administrator mailprofile that connects to the Exchange server and click OK.

The Exchange to Notes migration tool fails to load if you do notspecify an appropriate mail profile.

Note If you are not logged in to the Windows NT Domain wherethe Exchange server is located, you are prompted to supply a username and password for the Domain.

The Available people/groups list displays the names of contents ofthe postoffice address list. You are now ready to import users fromthe postoffice into the Notes registration queue.

Specifying an administrator mail profileTo migrate users from Exchange, you must connect to the Exchangeserver that has the mailboxes you want to migrate. You connect to anExchange server by selecting the Administrator mail profile for theExchange server that you want to migrate. The Administrator account,which must have the Service Account Administrator role for theExchange site and server, gives you full access to all accounts andmailboxes in the Exchange server directory.

The profile you use should connect with Microsoft Exchange serverservice only; do not use a profile that connects to multiple messagingservices. If necessary, create a new profile for use during migration. Theprofile must be available locally or on a network drive accessible fromthe workstation where you are running the Domino Administrator.

Importing Microsoft Exchange users into the registration queueAfter the Available people/groups box displays the contents of theMicrosoft Exchange server directory, select the users to import and themigration options that determine the data to migrate.

1. From the People and Groups Migration dialog box, enable options byselecting items in the Migration Options box. The options you selectapply to all Microsoft Exchange users imported during this session.



For more information about importing groups, refer to Chapter 12.


4. Click Done.

The people queued for registration now appear in the Registrationstatus box. You are now ready to register users.

Setting migration options for Microsoft Exchange usersYou can set options to determine what information the migration toolimports from the Microsoft Exchange server. The options you specifyapply to all users and groups imported from Microsoft Exchange duringthis session.

Refer to “Setting migration options” for more information about theavailable migration options.


1. From the People and Groups Migration dialog box, import thedirectory of a Microsoft Exchange server so that its contents appearin the Available people/groups list.

2. In the Migration Options box, select the options you want. To clear aselection, click the selected option a second time. The following tablelists the options available for migrating users from an Exchangeserver:


Generate random passwords On

Add full name provided to the Notes persondocument

Off


Convert mail On

You set migration options independently for each migration tool, so thatif you are migrating users from multiple mail systems, you can apply adifferent set of options for each system. The options you select apply toall users imported from a given directory during the session.


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Registering users and completing the migration from ExchangeAfter you successfully import users into the registration queue, you areready to register them and complete the migration. Depending on theoptions you select, the registration process:



Migrates messages from the Microsoft Exchange mailbox

You can specify additional Notes registration information for users,including mail server name, license type, group membership,organizational unit, and so forth. For more information about theavailable registration settings, refer to Administering the Domino System.



2. (Optional) Click the Options button, and select the registrationoptions to apply during this session and click OK.








After the migration is complete, users can run an upgrade wizard toconvert local mail archives and other Microsoft Exchange data that theDomino migration tool did not process.

See the chapter “Migrating Personal Mail Data” for information abouthow to install and run the upgrade wizard for Microsoft Exchange on theNotes client.

Creating the Notes mail fileIf you retained the default setting for the migration option “ConvertMail” (that is, the option remains selected), when you register migratedusers, the Domino Administrator automatically converts their MicrosoftExchange mail files to Notes mail files as part of the registration process.On the Mail pane of the Register Person dialog box, the option “Createmail file now” is selected. An error message is displayed if you attemptto change this option to create mail files using the backgroundadministrative process (adminp).


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Chapter 16 Migrating Users from a Windows NT Domain List

This chapter discusses issues specific to importing users from a WindowsNT domain list.

Migrating Windows NT users

Using the Microsoft Windows NT to Notes migration tools in the DominoAdministrator, you can import users and groups from a selectedWindows NT domain and register them as Notes users. The migrationprocess:

Imports users and groups from the Windows NT domain list andcreates entries for them in the Domino Directory


This section of the migration guide discusses the following topics relatedto moving users from Windows NT to Notes:

Preparing to import users from Windows NT

Importing users and groups

Registering users and completing the migration

Preparing to import users from Windows NT

You need to complete a number of tasks to prepare for a successfulmigration:

Determine the order in which you want to move users fromWindows NT domains to Notes. This should be your migrationschedule.


Verify that you have purchased the appropriate Notes client licensefor each user.

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Log into Windows NT as an Administrator or Account Operator ofthe domains you want to import users from. To migrate WindowsNT users to Notes, the computer where you run the DominoAdministrator must be running Windows NT.

If you are creating Notes mail files for imported users, log in to Notesfrom the administrative workstation using a Notes ID that has“Create database access” on the Mail server.

On an administrative workstation running Windows NT, install theNotes Release 5 Domino Administrator client, and optional WindowsNT Administrative migration tools. You must perform a custominstallation to install the migration tools component.


Verify that you have Read/Write/Update access to the DominoDirectory on the server used for migration.

On the administrative workstation, close all applications except forNotes, and close any Notes databases.



Specifying the Windows NT domain to import from

The following procedure explains how to connect to a Windows NTdomain and retrieve the domain list. After you retrieve the domain list,you can import users and groups from it to the registration queue. Youmust be an Administrator or Account Operator in the domain tocomplete this procedure.

Note In order to migrate Windows NT users to Notes, the computerwhere you run the Domino Administrator must be running WindowsNT. On computers running Windows 95, Windows NT Users/Groupsdoes not appear among the list of available directory sources.







6. (Optional) From the Basics pane of the Register Person - New Entrydialog box, specify a registration server if necessary, by clickingRegistration Server and selecting the server that registers new users.Click OK.


8. From the People and Group Migration dialog box, select WindowsNT Users/Groups from the Foreign directory source list.

9. From the Choose Windows NT Domain dialog box, specify theWindows NT domain to import from and click OK.

You can select a domain from the list, or enter the name of a differentdomain.

Note If a domain controller for the selected Windows NT domain isnot available, an error message appears and the Available Users boxdisplays the default list of local user accounts.

The users in the selected domain appear in the Availableusers/groups list. You are now ready to import users and groupsfrom the domain into the Notes registration queue.

Importing Windows NT users into the Notes registration queueAfter the Available people/groups box displays the contents of theWindows NT domain list, select users to import and the migrationoptions that determine the data to migrate.

1. From the People and Groups Migration dialog box, enable options byselecting items in the Migration Options box. The options you selectapply to all Windows NT users imported during this session.

2. Click Advanced to open a dialog box that lets you specify advancedupgrade settings for migrating people from Windows NT.

3. Click OK when you finish specifying these settings.


For more information about importing groups, refer to the chapter"Overview of Migrating Users to Notes and Domino.".


6. Click Done.

7. The people queued for registration now appear in the Registrationstatus box. You are now ready to register users.

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Setting migration options for Windows NT usersYou can set options to determine what information the migration toolimports from the Windows NT domain list. The options you specifyapply to all users and groups imported from Windows NT during thissession.

Refer to the chapter "Overview of Migrating Users to Notes and Domino"for more information about the available migration options.

1. From the People and Groups Migration dialog box, import thedirectory of a Windows NT domain so that its contents appear in theAvailable people/groups list.

2. In the Migration Options box, select the options you want. To clear aselection, click the selected option a second time. The following tablelists the options available for migrating users from a Windows NTdomain:




Off


Note Existing Windows NT passwords are not imported by themigration tool. If you disable the option to generate passwords, youmust supply passwords for each user imported to the registrationqueue before you can register them.

3. Continue with the import procedure by specifying Advancedsettings.

You set migration options independently for each migration tool, so thatif you are migrating users from multiple systems, you can apply adifferent set of options for each system. The options you select apply toall users imported from a given directory during the session.

Specifying advanced options for importing Windows NT users

In addition to the basic import options set on the People and GroupsMigration dialog box, you can set options that determine how themigration tool processes names imported from Windows NT. Thesettings you select apply to all users that you import from the WindowsNT domain during this session.


1. From the Foreign Directory Import dialog box, select Windows NTUsers/Groups as the foreign directory source, and click Advanced.

2. From the Windows NT User Upgrade Options dialog box, choosesettings for the following, then click OK:

Name format for full name parsing

Retain unique Windows NT username as Notes short name

Specifying how to convert Windows NT full names into Notes namecomponents

You can specify how the full names of Windows NT users are parsed intoNotes name components during migration. Specifying a parsing formatallows intelligent parsing of the full name into Notes name components,instead of assuming that imported Windows NT full names are alwaysformatted using a “first name last name” convention. You specify aparsing format as follows:

From the Windows NT User Upgrade Options dialog box, select theformat from the “Name format for full name parsing” box. The migrationtool automatically parses imported Windows NT full names into Notesfirst name and last name components according to the specified parsingformat. The following formats are available:

Notes name format Example

Firstname Lastname Susan Salani

Title Firstname Lastname Dr. Susan Salani

Firstname Middle Initial Lastname Susan R. Salani

Title Firstname Middle Initial Lastname Dr. Susan R. Salani

Firstname Lastname1 Lastname2 Susan Miranda Salani

Title Firstname Lastname1 Lastname2 Dr. Susan Miranda Salani

Title Lastname Dr. Salani

Lastname Firstname Salani Susan

Title Lastname Firstname Dr. Salani Susan

Lastname, Firstname Salani, Susan

Lastname, Title Firstname Salani, Dr. Susan

Lastname, Title Firstname Middle Initial Salani, Dr. Susan R.

Lastname1 Lastname2, Firstname Miranda Salani, Susan

Lastname1 Lastname2, Title Firstname Miranda Salani, Dr. Susan


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Understanding differences between Windows NT names and Notesname componentsIn Windows NT, there are two types of names associated with a useraccount, a unique user name and a full name. The Windows NT username consists of a string of up to 20 characters, and has no requiredformat. The full name is optional, and generally represents the user’scomplete name, formatted according to the conventions of theorganization, such as last name followed by first name. For example, in the Windows NT domain list, the user Susan Salani might have theuser name ssalani, and the full name Salani Susan.

In Notes, name information is stored as separate first name, middleinitial, and last name components. For example, the name Susan Salani isstored not as a single full name, but as separate first name (Susan) andlast name (Salani) components. When you import names from aWindows NT domain list, you need to specify how users’ full names willbe converted into Notes name components.

Selecting a parsing formatWhen you import users from a Windows NT domain list, you have theoption of selecting the parsing format to use in converting Windows NTfull names into the components of a Notes name (First name, Middleinitial, and Last name). The default parsing format assumes that the fullnames in the Windows NT domain list are entered in First name Last nameformat (for example, Susan Salani). If the domain list you import uses adifferent format, select the most compatible parsing format.

If the migration tool cannot parse a name correctly — for example, if the number of name components in the Windows NT full name does not equal the number of name components in the specified parsingformat — the Adjust Windows NT User Name Components dialog boxappears. The dialog box specifies whether the Windows NT full namehas too few or too many components to accommodate the parsing formatselected. For example, if you specify the format Title Firstname Lastnameand the full name is Susan Salani, the dialog indicates that too fewcomponents have been specified. “Susan” is placed in the Title field and“Salani” in the First name field.

On the other hand, if you select the parsing format Lastname, Firstname,and the full name is Susan R. Salani, the dialog box indicates that thereare too many components to accommodate the parsing format selected.Rather than discarding the extra components, and placing just the middleinitial in the Firstname field, the migration tool places “Susan” in the Lastname field, and “R. Salani” in the First name field.

An incompatible parsing format may require considerable editing tocreate suitable Notes names. If you do not adjust names in the dialog box,


the names added to the registration queue may not be suitable forregistering users. Always be sure that each imported name has a lastname component; Notes requires a valid last name component to registerusers.

Note The migration tool only checks whether a parsed name is missingcomponents for the format specified; it does not verify that componentsappear in the correct field, or check for invalid characters. For example,the migration tool does not check whether the first name componentcontains title information.

Importing users who do not have full namesIf there is no full name to import from Windows NT, the migration tooldoes not prompt you to make any adjustments. Instead, the migrationtool automatically adds the Windows NT user name to the Notes Lastname field, regardless of the specified parsing format. For example, ifyou import the user name ssalani from the Windows NT domain list, theuser added to the registration queue has a last name of ssalani and nofirst name. You can edit the name in the registration queue as needed,adding S or Susan to the First name field and changing the Last namefield to Salani.

Creating Notes short names from Windows NT user namesYou have the option to generate Notes short names for imported usersbased on their Windows NT user names.

On the Windows NT User Upgrade Options dialog box, select the“Retain unique NT user name as Notes short name” check box. TheWindows NT user name is added as the primary entry in the short namefield of the Person document.

The short name is the default for the mail file name and the user ID filename. If you do not select the short name option, Notes generates a shortname from the first character of the user’s first name, followed by thefirst seven characters of the last name, for example ssalani, for the userSusan Salani.


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Registering users and completing the migration from Windows NTAfter you successfully import users into the registration queue, you areready to register them and complete the migration. Depending on theoptions you select, the registration process:



You can specify additional Notes registration information for users,including mail server name, license type, group membership,organizational unit, and so forth. For more information about theavailable registration settings, see Administering the Domino System.



2. (Optional) Click the Options button and select the registrationoptions to apply during this session and click OK.


4. From the Registration status box, select users to register and clickRegister. The Domino Administrator attempts to register the selectedusers in the order in which they were added to the queue. Userswhom you do not select remain in the queue for later registration.

The registration process may require a considerable amount of time,depending on the number of users imported.



See the chapter "Overview of Migrating Users to Notes and Domino"for information on how to verify that the migration was successful.


Chapter 17 Migrating Users from an LDIF File

This chapter discusses issues specific to migrating people from an LDAPData Interchange Format (LDIF) file.

Migrating users from an LDIF file

Using an LDIF export tool in combination with the Domino migrationtool for LDIF, you can migrate users from any LDAP-compliant externaldirectory and add them to the Domino Directory.

The migration tool for LDIF creates Person documents in the DominoDirectory from the person entries in an LDIF file. Optionally, you cancreate Notes IDs and mail files for migrated users, and register them asNotes users. Unregistered users, can be added to Domino as directoryentries only and cannot log in to Notes and access Domino resources.

Note This version of the migration tool does not process LDIF groupentries.

This section of the migration guide discusses the following topics relatedto adding users to Notes from LDIF files:

What is LDIF?

Understanding how Notes uses information in the LDIF file

Preparing to import an LDIF file

Migrating users from an LDIF file

Registering users migrated from an LDIF file

Adding users as directory entries only

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What is LDIF?LDIF is a data format standard for conveying information from adirectory that complies with the Lightweight Directory Access Protocol(LDAP). You can use LDIF files to import users from any LDAP directoryto Notes.

Each entry in the LDIF file contains a sequence of lines describing adirectory object and its attributes. LDAP attribute values in the file mayexist as simple text or may be encoded in base 64 or in UniversalMultiple-Octet Coded Character Set Transformation Format 8 (UTF-8).UTF-8 is a superset of ASCII that breaks Unicode values into 8-bitsequences.

Sample LDIF file entrydn: cn=Susan Salani, ou=Human Resources, o=Acme Corporation,c=US

objectclass: top

objectclass: person

objectclass: organizationalPerson

objectclass: inetOrgPerson

cn: Susan Salani

cn: Susan R Salani

cn: Sue Salani

sn: Salani

uid: ssalani

telephonenumber: +1 888 555 1212

facsimiletelephonenumber: +1 888 555 1999

mail: [email protected]

roomnumber: 1111

userpassword: password


Understanding how Notes uses information in the LDIF fileThe migration tool validates entries before importing the user describedin the entry. Valid entries must include the following attributes:

Distinguished name (DN)

Surname (SN, S, or SurName)

Object classes

The object class definition top is required for all entries, as is an objectclass specifying the type of the entry (for example, person). Other objectclasses are optional. Entries in the file must be separated by a blank line.When the migration tool encounters an entry that does not contain all ofthe mandatory information, it skips it and logs the error in the Notes log.

The migration tool attempts to import entries based on a standardsupported LDAP schema. Some schema may use LDAP attributes that donot have equivalent fields in the Notes Person document. If the migrationtool cannot map an attribute to a Notes equivalent, it skips it and logs theerror in the Notes log.

Adding the distinguished name to the Person documentThe LDAP distinguished name (DN) represents not only a user’s name,but also the user’s location in the organizational hierarchy, as defined byattributes which specify the organizational unit, organization, andcountry. For example, the following distinguished name tells you that theuser named Susan Salani is in the Human Resources division of theAcme Corporation, located in the United States:

dn: cn=Susan Salani, ou=Human Resources, o=Acme Corporation,c=US

This hierarchical structure is similar to the one that Notes uses in formingthe primary names of registered users, except that, in Notes, informationabout a user’s organization and organizational unit come from thecertifier ID used during registration.

When you are registering users imported from an LDIF file, because thehierarchical information in imported distinguished names may conflictwith Notes hierarchical information, by default the migration tool does not add the distinguished names to the User name field of thePerson document. The LDAP attributes O (Organization) and OU(Organizational Unit) are not mapped to fields in the Person document.Each mapping failure is noted in the Notes log.

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However, if you are not registering imported users (that is, not creatingNotes IDs and mail files for them), but adding them to Notes as directoryentries only, you may want their Person documents to include thehierarchical information from their LDAP distinguished names.

When importing users as directory entries only, select the migrationoption “Add full name provided to the Notes Person document” on thePeople and Groups Migration dialog box. Selecting this option instructsthe migration tool to add the complete distinguished name, including allhierarchical information (CN, OU, O, and C attributes) as the primaryentry in the user name field of the Person document.

If you select the option “Add full name to the Notes Person document”when registering a user, the migration tool adds the distinguished namefor each entry in the LDIF file to the Person document as a secondaryuser name.

Processing object classesWhen importing an LDIF file, the migration tool ignores special objectclass definitions. For Release 5, the Domino migration tool for LDIFsupports the importing of Persons only. It does not import groups orschema.

The migration tool searches each entry for the following object classdefinitions:

Person

OrganizationalPerson

InetOrgPerson

InternetPerson

ResidentialPerson

If it does not find a match, then the entry is skipped, since it does notmeet the criteria for being migrated as a person.

Generating Notes name components from LDAP attributesThe Domino migration tool for LDIF generates Notes name componentsfrom values in the following attributes in a user entry:

LDAP attribute Name component generated during migration

GN or GivenName First name

MiddleName Middle initial

SN, S, or SurName Last name


The migration tools can place a maximum of two characters in the NotesMiddle initial field. If a value in the LDAP MiddleName attributeexceeds two characters, the migration tools truncates it. Migrated usersare successfully added to the registration queue regardless of whethertheir entries include GivenName (or GN) or MiddleName attributes.However, if an entry does not include a SurName, SN, or S attribute, youmust provide last name information for the user before the user is readyfor registration.

Other name information in an entry (for example, CN) may be added tothe Person document as secondary names in the User name field.

Processing attributes that have multiple valuesThe current release does not support the migration of multiple values forthe following attributes:

First name

Last name

Middle initial

Internet address

Short name

If an LDIF entry contains multiple values for any of these attributes, onlythe first value is added to the Person document. In addition, themigration tool places a message in the Notes log indicating that theattribute already exists.

Adding common names as secondary user name values in thePerson documentThe migration tool adds values from the common name (CN) and UIDattributes of an LDIF entry as secondary values in the User name field ofthe Person document.

Importing passwords from an LDIF entryBy default, if a record for a user has an associated password, thatpassword becomes the user’s Notes password during import.

The migration tool provides an option that lets you automaticallygenerate random passwords during import for entries that do not haveassociated passwords. By default, this option is enabled.


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Preparing to import an LDIF fileThe tasks you perform to prepare an LDIF file for import into Notesdepends on how you plan on integrating the users listed in the file intoNotes. You can use an LDIF file to register users listed in the file as Notesusers.

Before importing people from an LDIF file to Notes, complete thefollowing tasks:

Obtain or generate the LDIF file containing the users to be imported.See Using the lsearch utility to search directories for informationabout using the lsearch utility included with Domino Release 5 togenerate LDIF files.

The lsearch utility is documented in Administering the Domino System.

Decide whether to use the imported entries to create registered Notesusers or directory entries only.

The migration tool will take considerable time to process large LDIFfiles. Divide large files into multiple smaller files to give you greatercontrol over the migration process.

If you are registering users, and plan to place them in multiple Notesorganizational units, create separate LDIF files for eachorganizational unit.

If you are registering users, verify that you have access to the certifierIDs and passwords for the Domino organizations and organizationalunits where you are registering users.

If you are registering users, verify that you have purchased theappropriate Notes client license for each user.

Verify that you have Editor, Designer, or Manager access rights tothe Domino Directory on the Registration Server

If you are creating mail files for users, log in to Notes with a Notes IDthat has “Create database access” on the Mail server.

On your administrative workstation, install the Notes Release 5Domino Administrator client, and optional LDIF Administrativemigration tool. You must perform a custom installation to install themigration tools component.




From the administrative workstation, map a drive to the location ofthe LDIF file you are migrating users from.



Preparing LDIF files for import into multiple Notes organizationalunits

Notes security requires you to demonstrate your authorization to createusers by supplying a certifier ID and password for each organizationalunit (OU) into which you register users.

Although the distinguished name for an entry in the LDIF file maycontain information about a user’s OU, this OU is not necessarily thesame as the Notes OU, and the migration tool cannot imported OUinformation in creating Notes hierarchical names. The OU portion of auser’s Notes hierarchical name depends on the certifier ID used toregister the user. When you launch the migration tool, you are promptedto supply a certifier ID. Users whom you import during the session arequeued for registration into the organizational unit for the specifiedcertifier ID.

If you need to migrate users from an LDIF file into different OUs in theNotes hierarchy, you must create a separate file for each OU where youwant to register users. If you exported all of the users from an LDAPdirectory into a single file, you must extract the entries in the original fileinto different files for each OU. Then, import each file independently,using the certifier ID for the corresponding organizational unit.

For example, if the Notes hierarchy in the Acme company has a Salesunit and a Finance unit, and the LDIF file you are importing containsentries for users in each of these units, create separate LDIF files namedSALES and FINANCE and place the appropriate entries in each. Thenimport the SALES file using the Sales/Acme certifier ID, and theFINANCE file using the Finance/Acme certifier ID.


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Specifying the LDIF file to migrate fromTo migrate users from an LDIF file, you need to specify the location ofthe file. Make sure that the format of the entries in the file followsapproved LDIF conventions.

Note It is recommended that the LDIF files you import be generated bya standard LDAP export utility, such as the lsearch utility supplied withthe Release 5 Domino server. For more information about the lsearchutility, see Administering the Domino System.








8. From the People and Group Migration dialog box, select LDIFEntries from the Foreign directory source list.

9. In the Select LDIF File dialog box, specify the LDIF file to import andclick OK.

Click Browse to open a dialog box that lets you search the file systemfor an LDIF file, beginning in the Notes Data directory.

10. Enable migration options by selecting items in the Migration Optionsbox. The options you select apply to all users imported from the fileduring this session.

Note If you are not registering the users migrated from the file (notcreating Notes IDs or mail files for them), you must add their LDAPdistinguished names to the Person document as their primary usernames. Select the option “Add full name provided to the Notesperson document” to add the distinguished names.


11. Click Migrate and click OK to close the message that indicates thenumber and status of the users queued for registration.

12. Click Done.

The people queued for registration now appear in the Registrationstatus box. You can now register the available users or add users toDomino as directory entries only.

Setting options for importing users from an LDIF fileYou can set options to determine what information the migration toolimports from the LDIF file. The options you specify apply to all usersimported from the file during this session.


1. From the People and Groups Migration dialog box, import an LDIFfile.

2. After the message In the Migration Options box, select the optionsyou want. To clear a selection, click the selected option a second time.The following table lists the options for importing users from anLDIF file:




Off *

* If the users you migrate from the LDIF file will become entries in theDomino Directory, but will not be registered as Notes users (no mail file,no Notes ID), you must select this option. See “Adding the distinguishedname to the Person document” earlier in this chapter for moreinformation.


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Registering users migrated from an LDIF fileAfter you successfully import users into the registration queue, you areready to register them and complete the migration. Depending on theoptions you select, the registration process:



In addition to the information imported from the attributes for eachentry, you can specify other Notes registration information for users,including mail server name, license type, group membership, and soforth. For more information about the available registration settings, referto Administering the Domino System.

If you want to add imported names to the Domino Directory, but notregister the imported people as Notes users, refer to “Importing users asdirectory entries only,” which follows.


1. From the Basics view of the Register Person dialog box, view theregistration information for each name that appears in theRegistration status box to ensure that it is correct. Modifyinformation as needed.

Note The Register Person dialog box displays a subset of theattributes imported from the LDIF file. The migration tool importsother attributes, such as phone number, manager, and so forth, eventhough they do not appear here.

2. (Optional) Click the Options button and select the registrationoptions to apply during this session and click OK.


4. From the Registration status box, select users to register and clickRegister.

The Domino Administrator attempts to register the selected users inthe order in which they were added to the queue. Users whom youdo not select remain in the queue for later registration.

The registration process may require a considerable amount of time,depending on the size of the LDIF file being imported.




See the chapter “Overview of Migrating Users to Notes and Domino” forinformation on how to verify that the migration was successful.

Adding imported users as directory entries only

You can use the entries in the imported LDIF file to create entries in theDomino Directory only, without creating new Notes users. The migrationtool then creates new Person documents for each imported name, butdoes not generate Notes IDs or mail files. The people represented by theresulting Person documents appear in the Domino Directory, but cannotaccess Domino resources from a Notes client.

Using entries imported from an LDIF file strictly as directory entries letsyou:

Add user information from external directories to the DominoDirectory so it can serve as a master directory. Using Domino’sweb-server capabilities, you can then make the contents of thismaster directory available to HTTP search engines.

Create subscription accounts for a Web site.

Use the following procedure to import users as directory entries only:

Note After the import process has started, you cannot use theworkstation for any other task until the process completes. If necessary,you can stop the process by pressing CTRL+BREAK.

1. Import users from an LDIF file into the registration queue asexplained in “Importing users from an LDIF file.”

2. From the Basics view of the Register Person dialog box, view theregistration information for each name that appears in theRegistration status box, to ensure that it is correct. Modifyinformation as needed.

3. (Optional) Click the Options button, select registration options toapply during this session, and click OK.

4. From the Registration status box, select all of the users to be added asdirectory entries only.

5. Select the Advanced check box, and then select the Mail pane.


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6. From the Mail pane, select None in the Mail system box, and clickApply.

7. Select the ID Info pane, clear the check boxes in the Store user IDsection, and click Apply.

8. In the Registration status box, make sure the users you selected instep 4 are still selected, and click Register.

The Domino Administrator attempts to add the selected users to theDomino Directory in the order in which they were added to thequeue. Users whom you do not select remain in the queue for laterprocessing.

The import process may require considerable time, depending on thenumber of users being imported.

After the process completes, a message appears, informing you of theregistration status. Users who could not be imported continue to belisted in the Registration status box with a status message indicatingthe reason for the failure. Correct the information in the registrationprofile and attempt to import the user again.

9. Verify that the users were successfully added to the DominoDirectory.

Using imported users in subscription accountsYou can use the entries from an imported LDIF file to create subscriptionaccounts that let you manage access to the resources Domino publishes toa company Web site. Subscription accounts let you protect certaininformation on the Web site, making it available only to specified users.To gain access to protected information, users must provide a passwordto authenticate themselves.

When creating subscription accounts, you can either import existingpasswords (from the userpassword attribute in the LDIF file) or instructthe migration tool to generate passwords by selecting the optionprovided in the LDIF migration dialog box.


Chapter 18 Migrating Users from Novell GroupWise 4

This chapter discusses issues related to migrating users from NovellGroupWise 4 to Notes and Domino Release 5, and provides instructionsfor using the Domino Administrator to complete the migration.

Migrating Novell GroupWise 4 users

Use the Domino Upgrade Service for Novell GroupWise 4 in the DominoAdministrator to import GroupWise 4 users from a selected post officeand register them as Notes users. The migration process:

Imports users and groups from the post office and creates entries forthem in the Domino Directory


Migrates the contents of mailboxes from the GroupWise 4 post office

Preparing to migrate GroupWise 4 users

Before migrating users from Novell GroupWise 4 to Notes, complete thefollowing tasks:

Apply the latest patches for GroupWise 4 client and post office.GroupWise client must be at version 4.1a for migration to besuccessful. Patch 5 or later is required if you are running themigration on Windows NT 4.0. Check the message store forinconsistencies using the ofcheck utility. (The latest patches andversions of ofcheck.exe are available from the Novell Web site,www.novell.com.)

GroupWise 4 client must be installed on the workstation from whichthe migration is performed.

Obtain a user list file.

Log in to the Novell NetWare network using a “super-user” account.

A “super-user” is any GroupWise 4 user who has proxy rights toview mail and calendar information for all users in the selected PostOffice that will be migrated. To grant proxy rights in GroupWise 4

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client, select File - Preferences - Access List, click the “Add Users”button, select a “super-user” userID, and grant this user rights toread your Mail, Appointments, Tasks, and Notes.

Back up the mailbox files stored on the server.

Close all applications, except for Notes, and run the GroupWise 4client.

Obtain copies of the certifier IDs for the organizations andorganizational units where you are registering users.

Exporting a GroupWise 4 user list1. From the GroupWise administration program (AD.EXE), select

File - Export - ASCII Text file - Users.

2. Select your server or any post office (do not select Entire system).

3. Select all fields that are available, but do not select any additionalfields (user defined 1-10).

4. Type the file name and click OK.

5. Close the administration program.

Importing people and groups into the registration queue1. From the Domino Administrator, click the People and Groups tab.





6. From the People and Groups Migration dialog box, select GroupWise4 from the Foreign directory source list.

7. In the GroupWise 4 dialog box, specify the name of the user list fileyou exported with the GroupWise 4 Administration utility. TheAvailable people/groups box displays the contents of the GroupWise4 post office address list.

8. Click Advanced to open a dialog box that lets you specify additionalsettings for migrating people from Novell GroupWise 4. Select fromthe options to migrate mail, calendar, and To Do items. Click Donewhen you finish specifying these settings.


9. In the Migration Options box, select the options that determinewhich Novell GroupWise 4 data to migrate to Notes.

10. From the Available people/groups box, select users to migrate andclick Add.

11. Click Migrate to place the selected users in the registration queue,and click OK to close the message indicating the status and numberof the users queued for registration.

12. Click Done. The people queued for registration now appear in theRegistration status box.

Registering users and completing the migration

After you successfully import users into the registration queue, you canregister them and complete the migration. Depending on the options youselect, the registration process:



Migrates messages and other data from the GroupWise 4 mailbox

You can specify additional Notes registration information for users,including mail server name, license type, group membership,organizational unit, and so forth.


Note The GroupWise 4 client must be running during migration.

1. From the Basics view of the Register Person dialog box, view theregistration information for each name that appears in theRegistration status box, to ensure that it is correct.

2. Click Options beneath the Pending Registrations box.

3. Select the registration options to apply during this session and clickOK.


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5. From the Registration status box, select users to register and clickRegister. The Domino Administrator attempts to register the selectedusers in the order in which they were added to the queue, andmigrates data from their mailboxes to Notes. Users not selectedremain in the queue for later registration.



6. Verify that the migration was successful by looking at the DominoDirectory and users’ mail files.


Chapter 19 Migrating Users from Novell GroupWise 5

This chapter discusses issues related to migrating users from NovellGroupWise 5 to Notes and Domino Release 5, and provides instructionsfor using the Domino Administrator to complete the migration.

Migrating Novell GroupWise 5 users

Use the Domino Upgrade Service for Novell GroupWise 5 in the DominoAdministrator to import GroupWise 5 users and groups from a selectedpost office and register them as Notes users. The migration process:

Imports users and groups from the post office and creates entries forthem in the Domino Directory


Migrates the contents of mailboxes from the GroupWise 5 post office

Preparing to migrate GroupWise 5 users

Before migrating users from Novell GroupWise 5 to Notes, complete thefollowing tasks:

Log in to the Novell NetWare network using a “super-user” account.A “super-user” is any GroupWise 5 user who has proxy rights toview mail and calendar information for all users to be migrated.

From the Windows Control panel, click the Mail or Mail and Faxicon. Click “Show Profiles.” Make sure that the GroupWise mailprofile is the default profile.

Back up the mailbox files stored on the server.

Close all applications except Notes.


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To migrate the GroupWise 5 message store, you must have a GroupWise5 Windows client installed and running. You also must have proxy rightsto view mail and calendar information for all users that will be migrated.The following procedure explains how to grant a user proxy rights.

Granting proxy rights in the GroupWise 5 client1. From the GroupWise 5 client menu, select Tools - Options - Security.

2. From the “Proxy Access” tab, select “Super-User.” After you havegranted the “super-user” rights, make sure the user has full readaccess in the options section.






6. From the People and Groups Migration dialog box, select GroupWise 5 from the Foreign directory source list. The Availablepeople/groups box displays the contents of the GroupWise 5 postoffice address list.

7. Click Advanced to open a dialog box that lets you specify additionalsettings for migrating people from Novell GroupWise 5. Select fromthe options to migrate mail, calendar, and To Do items. Click Donewhen you finish specifying these settings.

8. In the Migration Options box, select the options that determinewhich Novell GroupWise 5 data to migrate to Notes.





Registering users and completing the migrationAfter you successfully import users into the registration queue, you canregister them and complete the migration. Depending on the options youselect, the registration process:








3. Select the registration options to apply during this session and click OK.






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Chapter 20 Migrating Users from the Netscape Messaging Server

This chapter discusses issues related to migrating users from NetscapeMessaging Server to Notes and Domino Release 5, and providesinstructions for using the Domino Administrator to complete themigration.

Migrating Netscape Messaging Server usersUse the Domino migration tool for Netscape Messaging Server in theDomino Administrator to import Netscape users from a selectedDirectory (LDAP) server and register them as Notes users. The migration process:

Imports users and groups from the Directory server and createsentries for them in the Domino Directory


Migrates the contents of IMAP4 mailboxes from the NetscapeMessaging Server

Preparing to migrate Netscape Messaging Server usersBefore migrating users from Netscape Messaging Server to Notes,complete the following tasks:

Make sure you have Netscape Mail Server 3.5, which uses NetscapeDirectory (LDAP) Server for storing user information. The migrationtool only migrates mail that is stored in the IMAP mailboxes, not themail in POP3 mailboxes nor local mail.

Make sure the workstation where migration has a TCP/IPconnection with the Netscape Messaging server and DirectoryServer.

Back up the mailbox files stored on the server, and back up user listsin an LDIF file.

Close all applications, except Notes.


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6. From the People and Groups Migration dialog box, select NetscapeMail Server from the Foreign directory source list.

7. From the Netscape Mail Server dialog box, enter the following data:

Directory Server URL — Domain name or TCP/IP address of yourDirectory (LDAP) server.

LDAP port — 389 is the default.

Base DN for search — Distinguished name of the organization orthe organizational unit. All users and groups created under thisname will be listed in the “available for migration” list.

Directory Manager DN and password — Credentials of thedirectory manager for this LDAP server.

Messaging server URL — Domain name or TCP/IP address ofyour messaging (IMAP4) server.

Change passwords to — If selected, all passwords for peopleselected for migration will be changed to the password specified.If not selected, you must supply a password for each usermigrated.

8. Click OK to search the LDAP server and retrieve a list of users andgroups. The Available people/groups box displays the contents ofthe Directory Server address list.





Registering users and completing the migrationAfter you successfully import users into the registration queue, you canregister them and complete the migration. Depending on the options youselect, the registration process:





Note After the registration process has started, you cannot stop it, oruse the workstation for any other task until the process completes.



3. Select the registration options to apply during this session andclick OK.




After the registration completes, a message informs you of theregistration status. Failed registrations continue to be listed in theRegistration status box with a status message indicating the reasonfor the failure. Correct the information in the registration profile andattempt to register the user again. In some cases, a failed registrationcreates a Person document for the user. Later attempts to register theuser prompt you to overwrite the existing document.

6. Verify that the migration was successful by looking at the DominoDirectory and user’s mail files.

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Chapter 21 Migrating Personal Mail Data

This chapter contains information about the user upgrade wizards formigrating personal messaging data from cc:Mail, Microsoft Mail, andMicrosoft Exchange clients to Notes.

Migrating personal mail data

During the first phase of a migration, you used the migration tools in theDomino Administrator to migrate the users listed in the public directoryof the old mail system, and to move the contents of their mail boxes fromthe old messaging server. Users can now complete the migration byconverting their personal mail data, such as private addresses, mailinglists, and message archives, to Notes.

Users migrate personal mail data by running an upgrade wizard, whichguides them through the process of converting their personal mail datato Notes data. Users launch the upgrade wizard from an upgrademessage in the Inbox of their Notes mail file. You, the administrator,send the upgrade message from the Domino Administrator. Informationin the upgrade message specifies the location of the wizard program files.You can install the upgrade wizard as part of each user’s Notes client orin a shared network directory.

Domino Release 5 provides user upgrade wizards for migrating personalmail data from:

cc:Mail

Microsoft Mail

Microsoft Exchange

Note In addition to these upgrade wizards, the Notes client alsoprovides a set of end-user tools for migrating information from thefollowing calendaring and messaging programs to Notes: LotusOrganizer 2.1 and Organizer 97, Microsoft Schedule+, OpenTextOnTime, Netscape SuiteSpot, Novell GroupWise 4.x, Novell GroupWise5.x, and Qualcomm Eudora. Each tool is a Notes database, which may beinstalled as an optional component of the Notes client. The use of these

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tools is not described in this guide. For information about these toolsrefer to the online Help provided with each tool.

This section includes the following topics:

Data migrated by the user upgrade wizards

Before running the upgrade wizard

Platform requirements for running the user upgrade wizards

Installing the upgrade wizard

Sending users an upgrade notification message

Running the upgrade wizard

Converting message archives

Migrating personal address book information

After the upgrade wizard finishes processing

Messaging data migrated by the user upgrade wizards

The upgrade wizards let users migrate their personal mail data from anylocal or mapped drive location. The upgrade wizards convert archivedmessages from the old mail system into messages in a Notes mail filearchive. Private addresses and private mailing lists are migrated into aNotes Personal Address Book (NAMES.NSF) on the user’s workstation.The following table shows how information in each mail system isconverted to Notes information.

Mail data from cc:Mail

Mail data fromMicrosoft Mail

Mail data fromMicrosoftExchange/Outlook

Converts to theseNotes equivalents

Archives (.CCAfiles)

Archives/backups(.MMF files)

Personal Folders(.PST files)

Folder in mail filearchive database

Attachments Attachments Attachments Attachments

Message priorities Message priorities Messagepriorities

Messages Messages Messages Messages*

— Folder hierarchy Folder hierarchy Hierarchicalfolder views

Mobile postoffices**

Mobile postoffices

Mobile post offices Not migrated

continued


Mail data from cc:Mail

Mail data fromMicrosoft Mail

Mail data fromMicrosoftExchange/Outlook

Converts to theseNotes equivalents

Private mailinglists

Personal groups Group documentin PAB

Private addresses Personal AddressBook entry

Contacts (Outlookonly)/PersonalAddress Books(.PAB file)

Contact in PAB

Read/unreadmarks****

Read/unreadmarks

Read/unreadmarks

Read/unreadstatus

Return receipts Return receipts Return receipts Return receipts

Trash folder Wastebasketfolder

Wastebasket folder Not migrated

— Custom mailmessages

— Not migrated

— Delivery failurereports

— Not migrated

— Interpersonal mail(IPM) messages

— Not migrated

— — Sensitivity levels Mood stamps

* Rich text formatting is not preserved in messages migrated from cc:Mail.International characters in the message body are successfully converted duringmigration.

** The upgrade wizard can only migrate the archived messages of a cc:MailMobile user. Users cannot migrate the contents of an entire mailbox from amobile post office on their workstation. Mobile users who want to migratemessages, must archive the messages in the old mail program before runningthe upgrade wizard.

*** The upgrade wizard migrates Exchange personal distribution listsmaintained in the PAB file on the client.

**** cc:Mail archives can contain only messages that have been read, andtherefore the upgrade wizard assigns the status read to all migrated archivedmessages. In this release of the upgrade wizard for Microsoft Exchange, allmessages migrated from Exchange are assigned the status unread.

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Before running the upgrade wizardBefore a user runs the upgrade wizard, you, as the system administratorneed to:

Migrate users and their mail boxes to Notes, using the upgrade toolsin the Domino Administrator

Decide whether users will run the upgrade wizard locally or over thenetwork

Install the Notes Release 5 client on the user’s workstation

Send an Upgrade Notification message to the user

Platform requirements for running the user upgrade wizardsFor an upgrade wizard to function properly, you must have certainsoftware installed on the computer where it is run. The following tableshows the software required to run each version of the upgrade wizard:

Requirements Client migratedfrom cc:Mail

Client migratedfrom MicrosoftMail

Client migratedfrom MicrosoftExchange/MicrosoftOutlook

Supportedversions

R2.x, R6.x, R8.x* 3.2, 3.5, 3.6 All

Notes client** R5 R5 R5

Workstationoperating system

Windows 95,Windows NT 4.0

Windows NT 4.0 Windows 95,Windows NT 4.0

* You cannot migrate private addresses for Release 8.x cc:Mail clients.

** The upgrade wizard may fail to work properly on computers where theNotes Release 5 client is installed along with an earlier version of Notes. Toerrors when running the upgrade wizard on computers with multiple versionsof Notes installed, edit the user’s PATH statement to include the Release 5Notes Program and Data directories and exclude the Program and Datadirectories for other Notes versions. Even after you change the PATHstatement, the Release 5 client still attempts to locate and use earlier versions ofthe NOTES.INI file (in the Windows directory, for example). To prevent errorswhen running the upgrade wizard, rename earlier versions of NOTES.INI onthe user’s workstation.


Installing the upgrade wizard Users run the upgrade wizard by clicking a button in the body of theupgrade message you send from the Domino Administrator. When youcomplete the upgrade message form, you specify the location of theupgrade wizard. Users must run the upgrade wizard from a Notes clientthat is either installed on the same computer as the mail data they wantto migrate, or at least has access to this data.

You can install the wizard program files in either of the followinglocations:

In a shared network location

Locally, as part of the Notes client

Installing the upgrade wizard on a network driveIf users will run the upgrade wizard from a network drive, you need toperform the following tasks:

Install the upgrade wizard on a network drive

Map drives on user’s workstations to the directory containing theupgrade wizard program files. Use a login script to automaticallymap workstation drives to the directory.

Send users an upgrade notification message that specifies the path tothe directory where the upgrade wizard resides.

If you decide to have users run the upgrade wizard from a networklocation, rather than locally, you need to load the necessary software in adirectory that is accessible to all migrated users. To ensure that all of therequired files are placed in the directory, run a special installation of theNotes client, as shown in the following procedure. It is not recommendedthat you attempt to manually copy the wizard’s program files from onelocation to another.

1. When prompted to select the type of client to install, click any of theavailable selections and then click Customize.

2. From the Components list, select Migration tools and then clickChange.

3. From the Select Sub-components dialog box, select the checkbox forthe client migration tools you want to install and clear all of the othercheckboxes. For example, to install the cc:Mail to Notes upgradewizard, select the cc:Mail Client Migration Tools checkbox and clearall of the other checkboxes.

4. Click Continue.


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5. From the Components list, clear the checkboxes for the otherinstallation components.

6. Click Next, and then proceed with the rest of the installation asdirected.

7. After the installation completes, provide all migrated users withaccess to this directory, and send an upgrade notification messagethat specifies the path to the directory. Configure users’ workstationsto run a client login script that automatically connects a workstationdrive to the directory.

Installing the upgrade wizard with a user’s Notes clientWhen you install the Notes client software, the files required to run theupgrade wizard locally are not installed by default. If users will run theupgrade wizard locally, you need to customize the Notes clientinstallation to load the appropriate program files on the workstation.

1. When prompted to select the type of client to install, click theappropriate client type and then click Customize.

2. From the Components list, select Migration tools and then clickChange.

3. From the Select Sub-components dialog box, select the checkbox forthe client migration tools you want to install and clear all of the othercheckboxes. For example, to install the cc:Mail to Notes upgradewizard, select the cc:Mail Client Migration Tools checkbox and clearall of the other checkboxes.

4. Click Continue.

5. Click Next, and then proceed with the rest of the installation asdirected.

Sending users an upgrade notification messageMigrated users run an upgrade wizard at the Notes client to migratepersonal mail information to Notes mail archives and Personal AddressBooks. Users run the wizard by clicking a button in the body of a Notesmail message you send from the Domino Administrator. The upgradenotification message you send contains information about:

The type of mail system users are migrating from

The location of the wizard program files

Other information needed to migrate personal mail data


Before sending the upgrade notification, install the upgrade wizardlocally on each migrated user’s workstation as part of the Notes client, oron a network directory that the users all have access to.

1. From Server pane of the Domino Administrator, select the serverwhere you registered the migrated users.

2. In the Task pane, click the People and Groups tab, right-click thename of the server’s Domino Directory, and select Open Directory.

3. From the Notes menu, select File - Database - Access Control.

4. From the Basics pane of the Access Control List dialog box, select theAdministrator ID you are using, and from the Roles box, selectUserModifier or NetModifier.

If you are using a local copy of the Domino Directory, also select theAdvanced pane and click the following checkbox: “Enforce aconsistent Access Control List across all replicas of this database.”

5. Click OK.

6. From the People and Groups tab, click the Servers view for theDomino Directory, and then click Mail Users.

7. At the top of the Results pane, click Send Upgrade Notifications toopen the Upgrade Message form.

8. Click Address on the action bar, and specify the users to send theupgrade message to.

If you added users to a “Migration” group when you registeredthem, address the message to the group name.

9. In the Administrator Setup section, select “Send out cc:Mail/MSMail/MS Exchange convert local information notices.”

10. If users will run a network copy of the upgrade wizard, in the MailConversion Utility Path section, enter the path that will connect theirworkstations to the network directory where the program is located.

If you installed the upgrade wizard locally on each user’sworkstation, leave this field blank.

11. In the Mail Conversion Options section, select the mail system usersare migrating from.


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12. For a cc:Mail migration, complete gateway mapping information asfollows:

Enter the names of cc:Mail gateway post offices in the field“Convert the following cc:Mail POs.”

Enter the names of the equivalent Notes domains in the field “Tothe following Notes Domains.”

The upgrade wizard will replace occurrences of cc:Mail gatewaynames in the addresses of migrated messages and in migratedpersonal addresses with the specified Notes domain names.

13. The Additional Information section displays the text that willincluded in the upgrade notification that users receive. Edit this textas necessary to provide users with additional information about themigration.

14. When you have completed the form, click Send on the action bar todeliver the upgrade message to each user you specified.

Specifying the path to a network copy of the upgrade wizardBefore you complete and send the Upgrade Message form, you mustinstall the appropriate upgrade wizard on a shared network drive, andensure that all migrated users map a specific drive letter to this location.Provide users with a login script to map the drive, so that all users mapthe same drive letter to the location.

In the “Mail Conversion Utility Path” field of the Upgrade Message form,enter a DOS path to the network directory where you installed theappropriate upgrade wizard. End the path with a backslash (’ \ ‘)character.

The path you specify must be identical to the path users have mapped tothis directory from their workstations. For example, if users map drive Jto the directory that contains the upgrade wizard, you would enter thefollowing in this field: J:\

Specifying gateway mapping for migrating cc:Mail usersGateway mapping information enables the cc:Mail to Notes upgradewizard to translate gateway addresses in migrated cc:Mail archives andprivate addresses to their appropriate Notes counterparts.

For more information on how the upgrade wizard maps gatewayaddresses in migrated documents, refer to “Converting messagearchives” and “Migrating private directory entries,” later in this chapter.


Running the upgrade wizardUsers launch the upgrade wizard by opening the Upgrade Notificationmessage received after migration and clicking a button in the messagebody. You must have previously installed the upgrade wizard eitherlocally, as part of the user’s Notes client, or on a shared networkdirectory. You send Upgrade Notification messages to users’ Notes mailfiles after migrating their mail boxes with the upgrade tools in theDomino Administrator.

After a user launches the upgrade wizard, it automatically checks for aNotes installation on the user’s workstation. If a Notes program directoryis not found, the wizard fails to load.

The upgrade wizard obtains information about the Notes environmentfrom the active NOTES.INI file in the Notes Data directory and from theUpgrade Notification message. For users migrating from cc:Mail Release2.x and Release 6.x, the upgrade wizard also obtains information fromPRIVDIR.INI on the user’s workstation.

Note Users must run the upgrade wizard from a Notes client that iseither installed on the same computer as the mail data they want tomigrate, or at least has access to this data.

Running the upgrade wizard from a desktop shortcutAlternately, you can create a desktop shortcut from which users can runthe upgrade wizard. The shortcut must point to the location where youinstalled the upgrade wizard and must specify a target application asfollows:

cc:Mail — NUPGRADE.EXE 1

Microsoft Mail — NUPGRADE.EXE 2

Microsoft Exchange — NUPGRADE.EXE 3

The “Start in” field on the Shortcut property page specifies the directoryused as the starting point for selecting archive files to migrate. By default,this is set to the directory where the application resides.


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Information the upgrade wizard obtains from the upgradenotification message

The Upgrade Notification message provides information that theupgrade wizard uses to migrate personal mail data. The wizard obtainsthe following information from the upgrade message:

The type of mail system being migrated (cc:Mail, Microsoft Mail, orMicrosoft Exchange)

The name of the user’s Notes mail server

Mapping between cc:Mail post office gateways and Domino domains(cc:Mail users only)

A message ID

The upgrade wizards for Microsoft Mail and Microsoft Exchange do notuse the message ID. For the cc:Mail to Notes upgrade wizard, themessage ID is used to find the message in the user’s mail file, so that itcan read gateway mapping information for processing archives andprivate addresses.

Information the upgrade wizard obtains from NOTES.INIThe upgrade wizard obtains additional information from the activeNOTES.INI file found in the Notes Data directory on the user’sworkstation. If NOTES.INI is not found in the Notes Data directory, thewizard searches for it in the Program directory, and then along thesystem path. The upgrade wizard obtains information from the followingvalues in the NOTES.INI file:

Information NOTES.INI setting

Personal Address Book (PAB) First entry in “NAMES=”

Location of the Notes Data directory Value of “Directory=”

Notes mail file name Value of “MailFile=”

User credentials (password, etc.) Value of “KeyFileName=”

Generally, the Personal Address Book file is called NAMES.NSF and isstored in the local Notes Data directory. The value of the “MailFile” fieldindicates the name of the active mail as specified in a user’s currentLocation document.


Selecting an upgrade methodEach of the upgrade wizards lets a user migrate two or three types ofpersonal data, as shown in the following table:

Upgrade wizard Mail data migrated

cc:Mail Private Mailing Lists, Private Addresses, Archives

Microsoft Mail Personal Address Books, Archives

Microsoft Exchange Personal Address Books/Contacts, Personal Folders

When a user runs the upgrade wizard using the default Express method,it processes all the available messaging data using the default settings.When a Custom upgrade is selected, users can independently migrateeach of the available data types.

For example, during a Custom upgrade, a user migrating from cc:Mailcan independently select private addresses, private mailing lists, andarchives. The upgrade wizards report an error if they cannot locate orconvert any of the data types.

Converting message archivesUsers may have considerable amounts of data stored in messagearchives. The upgrade wizard can convert users’ archived messages intoa Notes archive database. For each user, the selected message archivesare consolidated into a single Notes database. Within this database, thename of the original archive files appear as folder names. By default, theNotes archive database is created in the Mail subdirectory of the NotesData directory.

Note If users will create the archive database on the network, they willneed read/write access to that drive.

The upgrade wizard can be run more than once to migrate additionalsets of message archives. The additional archives can be added to theNotes archive database already created or become part of a newdatabase.

Microsoft Mail and Microsoft Exchange do not specifically allow users toarchive mail. Instead, users can back up their mailboxes, creating off-linecopies of their mailboxes, which are stored in the same file format (MMFand PST, respectively) as their active mailboxes. The upgrade wizard forthese mail systems can migrate data from any MMF or PST file.


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The cc:Mail to Notes upgrade wizard cannot migrate messages from acc:Mail Mobile post office. Users who want to migrate messages from aMobile post office must first archive the messages. Afterwards, they canrun the upgrade wizard to migrate the archived messages.

Migrating archives during an Express upgradeWhen running the upgrade wizard, users are prompted to select eitheran Express or a Custom upgrade. For most users, an Express upgrade isrecommended.

During an Express upgrade, each upgrade wizard uses a differentmethod to determine which archive files to migrate, as shown in thefollowing table:

Mail system How upgrade wizard selects archives to migrate

cc:Mail * Migrates all .CCA files in location specified in[cc:Archives] section of WMAIL.INI

Microsoft Mail Users specifies files to migrate

Exchange Migrates all .PST files in location specified in MAPIprofile

* The cc:Mail Release 8.x client does not store information in the fileWMAIL.INI. As a result, when users of the Release 8.x client perform anExpress upgrade, the upgrade wizard does not migrate any archive files. Tomigrate archives, cc:Mail Release 8.x clients must use the Custom migrationoption and specify the location of archive files to migrate.

Migrating archives during a Custom upgrade After selecting a Custom migration, users migrating from cc:Mail orMicrosoft Mail can specify the following options for migrating archives:

The archive files to migrate

The Notes mail file template to use in creating the Notes archivedatabase

The directory in which to create the resulting Notes mail archive

For users migrating from Microsoft Exchange, the upgrade wizardmigrates the personal folders indicated in the user’s MAPI profile.

Migrating a mailbox folder hierarchyMicrosoft Mail and Microsoft Exchange let users create backup copies oftheir mailboxes. These off-line replicas are stored in the same file formatas active mailboxes (MMF and PST files, respectively) and can contain


multiple folders and subfolders. When migrating these files to a Notesarchive mail file, the upgrade wizard maintains an existing folderhierarchy.

For example, a Microsoft Mail user might have a back up of a mailboxfolder called Projects in which there are four subfolders named Q1, Q2,Q3, and Q4. When the user migrates this file, Projects.MMF, the upgradewizard creates a folder called Projects within the Notes archive, and thenreplicates the existing folder hierarchy within this folder, creatingsubfolders called Q1, Q2, Q3, and Q4.

When migrating cc:Mail archives, the upgrade wizard also converts eacharchive into a folder within the Notes archive database, migrating themessages within each cc:Mail archive into the appropriate folder.However, since cc:Mail archives contain individual messages only, andnot subfolders, migrated cc:Mail archives contain top-level folders only.

Translating cc:Mail gateway names in archived messagesFor cc:Mail, gateway names in the sender’s address of archived messagesare translated according to the gateway mapping specified in theupgrade message sent by the upgrade tool in the Domino Administrator.

Gateway mapping is not supported for migrated Microsoft Mail orMicrosoft Exchange message archives. Messages migrated fromMicrosoft Mail or Microsoft Exchange are not automatically updatedwith the names of Notes gateways. Users may need to edit addresses tomake sure they refer to the correct Notes gateway.

For information about how to specify gateway mapping between cc:Mailand Notes, see “Specifying gateway mapping for migrating cc:Mailusers.”

Space requirements for migrating archivesThe Notes mail file template is approximately 2MB in size. The size ofeach migrated archive is approximately equal to the sum of the templatesize and 130% of the original archive size.

For example, if the original archive is 3MB, the migrated archive will beapproximately equal to (1.3 * 3MB) + 2MB, or 5.9MB. Instruct users toestimate the amount of disk space required before migrating theirarchives.


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Selecting archive files to migrateThe upgrade wizards for cc:Mail and Microsoft Mail let users specify thearchive files to migrate. When specifying files to migrate, users canbrowse the file system and select archive files from any availablenetwork or local drive.

Users migrating from cc:Mail can only specify archive files if they run thewizard using the Custom upgrade method. The upgrade wizards forMicrosoft Mail requires users to select archive files regardless of theupgrade method selected.

By default, when you choose to specify archive files to migrate, theupgrade wizards look for the files in the current working directory. Ifusers will run the upgrade wizard from a Windows desktop shortcut,you can set the current working directory by editing the “Start in” fieldin the shortcut properties for the application. If users will run theupgrade wizard from the upgrade notification message, or if you do notedit the “Start in” location, the current working directory is set to thedirectory from which the application was started. To specify a differentarchive source, users can browse the file system to locate the archives to migrate.

Users must have read/write access to the directory containing thearchive files to migrate, as well as to the directory that stores temporaryfiles used during the migration process. The upgrade wizard placestemporary files in the directory specified by the Windows environmentvariable “TEMP=”. Typically, the TEMP variable specifies a localdirectory, such as C:\WINDOWS\TEMP.

When migrating Microsoft Mail or Microsoft Exchange archives that areprotected with a password, a user must supply the appropriate username and password. cc:Mail archive are not password-protected, andcan be opened and migrated by any user who has the appropriate fileaccess.

Specifying the template for migrated archivesThe upgrade wizard uses the specified mail template to convert thearchives into a Notes archive database. By default, the upgrade wizarduses the template defined by the variable “DefaultMailTemplate” in theuser’s NOTES.INI file, or, if this variable is undefined, the templateMAIL50.NTF. In most instances, users should not change the defaultsetting.

To modify the template setting, users migrating from cc:Mail must selecta Custom upgrade and edit the Template name field on the Archive


Conversion Options dialog box. Users migrating from Microsoft Mail orMicrosoft Exchange have the option to specify a mail template regardlessof whether they perform an Express or Custom upgrade.

Specifying where to migrate archivesWhen migrating archives, users can specify where the upgrade wizardwill store the resulting Notes archive database. By default, the upgradewizard migrates all archives into a single Notes mail file database. Thatis, if a user were to migrate cc:Mail archives and Microsoft Mail archives,all of the archives would be placed in a single Notes archive database.Unless otherwise specified, the database is created in the MAILsubdirectory of the user’s Notes Data directory, as specified inNOTES.INI. Users are prompted to provide a Notes password when they attempt to create the archive database.

The resulting Notes archive automatically derives an eight-charactername from the Notes name of the migrated user, to which it adds theprefix A_. For example, if the Notes name of the user migrating anarchive is Robin Rutherford, the resulting notes archive database wouldhave the name A_RRUTHE.NSF.

For Microsoft Mail and Microsoft Exchange, if an archive file containsmultiple files, these files become folder views in the resulting Notesarchive database. To distinguish among duplicate archive filenames(from multiple source directories) the wizard appends a numeral to thearchive name. For example, if the upgrade wizard moves the two filesarchive\1996\meetings and archive\1997\meetings they appear asfolders with the names meetings1 and meetings2 within a single Notesdatabase.

The default settings are maintained when users select Express as theupgrade method. To specify a different destination, cc:Mail users mustselect Custom as the upgrade method and edit the Folder field on theArchive Conversion Options dialog box. Users converting from MicrosoftMail or Microsoft Exchange can change the destination regardless of theupgrade method selected.

Running the wizard again to migrate additional archivesUsers can run the upgrade wizard more than once to migrate archives.By default, archives migrated after the initial session are added to theexisting Notes archive database. User can place archives that theymigrate later in a different archive database as follows:

Before migrating additional archives, rename the original database.Then, run the upgrade wizard and migrate the archives to the defaultlocation.


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Run the upgrade wizard and select Custom as the upgrade type.Then, on the Folder field of the Archive Conversion Options dialogbox, specify a directory location for the Notes archive database that isdifferent from the location of the original database.

Overview of migrating personal address book information

Users whom you have migrated to Notes may want to retain personaladdress book information from their old mail system after they switch toNotes. The upgrade wizards let users migrate personal address bookinformation to a Notes Personal Address Book (PAB).

There are two types of personal address book entries users can migrate:

Personal addresses for users not listed in the public address book; forexample, Internet e-mail addresses

Personal mailing lists for distributing e-mail to multiple addresses atone time

When migrating personal address book information, the upgrade wizardconverts private addresses to Contact entries in the PAB. Users migratingfrom the cc:Mail Release 8.x client cannot migrate private addresses.

Personal mailing lists are converted to Multi-purpose groups in the PAB.Multi-purpose groups can be used as access control lists and deny accesslists in a Server document, as well as for mailing lists.

How the upgrade wizard obtains personal address book informationThe user upgrade wizard reads migrated address book information fromeither or both of two sources, depending on the mail system the user ismigrating from:

Attachments to messages sent by the Domino migration tools

Personal address book files located on a workstation local or mappeddrive

The upgrade wizard copies information from message attachments anddata files to the PAB on the user’s Notes client.

Migrating cc:Mail personal address book informationFor users migrating from cc:Mail, the upgrade wizard extracts somepersonal address book information from a message attachment and somefrom a data file on the user’s workstation. The upgrade wizard obtains auser’s private mailing lists, which are stored with the user’s cc:Mail mailbox, from a PAB attachment in the user’s Notes mail file. Migrated usersautomatically receive this message if you select the option to “Mail


private mailing lists as attachments” from the Conversion Settings paneof the “cc:Mail Upgrade Advanced Settings” dialog box of the Dominomigration tool.

For cc:Mail 2.x and 6.x clients, the upgrade wizard obtains privateaddresses, directly from the file PRIVDIR.INI on the user’s workstation.The cc:Mail to Notes upgrade wizard does not support migrating privateaddresses for R8.x users.

Migrating Microsoft Mail personal address book informationFor users migrating from Microsoft Mail, the upgrade wizard extractsinformation from a temporary Notes PAB attached to a Notes mailmessage. This temporary PAB contains personal addresses and personalmailing lists migrated from their mailbox (.MMF) file. Migrated usersautomatically receive a message with the attached PAB if you select theoption to “Convert Personal Address Books” from the “MS MailAdvanced Options” dialog box of the Domino migration tool.

Migrating Microsoft Exchange personal address book informationFor users migrating from Microsoft Exchange, the upgrade wizardextracts personal address book information from two possible sources,depending on the client mail application used. The Outlook mail clientcan store address book information in a Contacts list on the Exchangeserver, and in a Personal Address Book (.PAB) file on the user’sworkstation. The Exchange mail client stores all personal address bookinformation in a .PAB file on the user’s workstation. The upgrade wizardobtains the Outlook Contacts list from a temporary PAB attached to aNotes mail message. Migrated users automatically receive this message ifthey had Contacts information defined.

Understanding personal addresses and mailing listsMail systems use different terminology to refer to personal addresses and mailing lists. In this document, the term personal addresses refers tocc:Mail private addresses, and to entries for individual users in aMicrosoft Mail or Microsoft Exchange Personal Address Book. Personalmailing lists refers to cc:Mail private lists, and to a user’s Personal Groupsor distribution lists in Microsoft Mail or Microsoft Exchange.

In cc:Mail R2.x and R6.x, private addresses are stored in the filePRIVDIR.INI on the user’s workstation, and private lists are stored withthe user’s mailbox on the server. The cc:Mail R8.x client does not usePRIVDIR.INI, so the upgrade wizard cannot migrate personal addressesfor R8.x users.


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In Microsoft Mail, both types of directory items are stored in the user’smailbox file on the post office server. In Microsoft Exchange, the Contactslist maintained on the Exchange server by some Outlook clients containspersonal addresses only. Outlook clients and Exchange clients canmaintain both personal addresses and personal mailing lists in the PABfiles on their workstation.

Migrating personal address book information from the old mailserver

The Notes mail client stores personal address book information locally,on the client workstation. However, the cc:Mail, Microsoft Mail, andMicrosoft Outlook clients each store some portion of a user’s personaladdress book information on the mail server. Migrating personal addressbook information from the old mail server requires coordination betweenthe Domino migration tools work and the user upgrade wizards.

The Domino migration tools for cc:Mail and Microsoft Mail each include options for migrating users’ personal address book information(the Domino migration tool for Microsoft Exchange does not provide an option for migrating personal address book information, butautomatically migrates such information when it is present). When you migrate users’ personal address book information from the server,the Domino Administrator automatically places an upgrade message intheir Notes Inboxes. Attached to each upgrade message is a temporaryNotes Personal Address Book (PAB), which contains the informationmigrated from the old mail system.

Users who do not have personal information to migrate from the serverdo not receive an upgrade message.

Personal address book information sent in the upgrade messageThe following table shows the personal address book information thatthe Domino migration tools copy from the server into the temporary PABattached to the upgrade message:

Mail system Personal address book information attached to upgrademessage

cc:Mail Private mailing lists

Microsoft Mail Personal Address Book

Microsoft Outlook Contacts

For information about how to migrate private mailing lists for cc:Mailusers, refer to the chapter “Migrating Users from ccMail.”


For information about how to migrate Personal Address Books forMicrosoft Mail users, refer to the chapter “Migrating Microsoft MailUsers to Notes.”

Copying personal address book information to the Notes PersonalAddress Book

To update a user’s Notes Personal Address Book with informationmigrated from the old mail system, the upgrade wizards copy personaladdress book information stored on the old mail client or in temporaryPublic Address Books sent to users in an upgrade message. Thefollowing table shows the sources the upgrade wizards use to obtainaddress book information:

Source of migratedinformation

cc:Mail MicrosoftMail

MicrosoftExchangeOutlookclient

MicrosoftExchangeclient

Server (temporaryPAB sent inupgrade message

Private mailinglists

PersonalAddressBook

Contacts —

Client workstation Privateaddresses(PRIVDIR.INI)

— PersonalAddressBook

PersonalAddressBook

Migrating personal address books during Express vs. CustomupgradesDuring an Express upgrade, the upgrade wizards migrate all of thepersonal address book information that is available for a user (that is,information from both the Server and Client rows of the preceding table).

During a Custom upgrade, users can choose whether they want tomigrate personal address book information. The upgrade wizard forcc:Mail provides the flexibility of allowing users of cc:Mail Releases 2.xor 6.x to independently migrate their private addresses and privatemailing lists. cc:Mail Release 8.x users, can only migrate private mailinglists.

The upgrade wizards for Microsoft Mail provides the option to migratetheir Personal Address Books. The upgrade wizard for MicrosoftExchange provides a single option for migrating Contacts and PersonalAddress Books together. Although Outlook client users may maintainseparate Contacts and Personal Address Books files, users cannotmigrate these items independently.


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Migrating information obtained from the mail serverWhen migrating information obtained from the old mail server (refer tothe preceding table) the upgrade wizards search the user’s Notes Inboxfor an upgrade message. After locating a message, the wizards detach thetemporary PAB from it, and copy the information in the temporary PABto the PAB on the user’s workstation (NAMES.NSF). The originalupgrade message remains in the Inbox, and may be deleted after the userverifies that the information has been migrated successfully.

Migrating information directly from the workstationTo migrate information from cc:Mail client workstation, the upgradewizard searches the cc:Mail user directory on the workstation to locatethe PRIVDIR.INI file. Similarly, the upgrade wizard for MicrosoftExchange searches the workstation for the Exchange Personal AddressBook (.PAB file) specified in the user’s MAPI profile. After locating thefiles, the wizards copy the address book information in them to the Notes PAB.

The e-mail addresses listed in Contact documents in the Notes PAB mayconform to any of several mail system types. Notes assigns the mailsystem type “Internet Mail” to the addresses that the upgrade wizardmigrates from other mail systems. In converting e-mail addressesmigrated from cc:Mail, the migration tool applies the gateway mappinginformation contained in the upgrade notification message.

Translating gateway names in cc:Mail private addressesMessages sent to addresses outside your company’s cc:Mail system passthrough a gateway post office, which directs the messages to theirdestinations. When users create a private address entry for a user on anexternal mail system, the gateway that routes the message becomes partof the address. For example, the following cc:Mail address includes thename of a gateway post office called INTERNET, which is used to routemessages to their destination: [email protected] AT INTERNET.

After you move users to Notes, cc:Mail gateways referred to in addressbook entries are no longer available for routing messages. The cc:Mail toNotes upgrade wizard automatically updates the gateway name in eachaddress according to the gateway mapping specified in the upgrademessage sent by the upgrade tool in the Domino Administrator.

For more information about how to specify gateway mapping betweencc:Mail and Notes, refer to “Specifying gateway mapping for migratingcc:Mail users.”


Personal Address Books migrated from Microsoft Mail or MicrosoftExchange are not automatically updated with the names of Notesgateways. Users may need to edit addresses to make sure they refer tothe correct Notes gateway.

After the upgrade wizard finishes processingAs the upgrade wizard processes archive files or directory information, ifit encounters errors, it skips to the next record and continues. Failures arelogged, and after the wizard finishes processing all of the information, itdisplays a status messages reporting the number of messages processed.

Users may find that the message count of the migrated archive is lowerthan the message count in the original archive. If there were multiplecopies of one message in the original archive, or in different archives,only one copy of the message is migrated.

After the upgrade wizard finishes converting data from the old systeminto Notes data, users should complete the following tasks:

Check the Miscellaneous Events in the Notes Log (LOG.NSF) to findout whether there were any problems that might require furtherattention.

Verify that all messages in the source archives migrated successfullyto the Notes mail archive.

Remove the obsolete cc:Mail, Microsoft Mail, or Microsoft Exchangefiles from the user’s workstation. Refer to the appropriatedocumentation for the old mail system for more information. Before users delete any data, it is recommended that they back uptheir old mail files.

Microsoft Mail or Microsoft Exchange users may need to manuallyedit gateway information before they can use migrated addresses tosend mail. External addresses in PABs and archives migrated fromMicrosoft Mail or Microsoft Exchange are not automatically updatedwith the names of Notes gateways.


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AAccent-sensitive sorting, 103Access rights

migrating mail, 162, 178Account records

and upgrading to Release 5, 71Internet mail and, 71

ACLsmigrating mail files, 162

Address booksmigrating personal, 284Web authentication and, 83

Addressesand upgrading an Internet mail

server, 51creating for Internet mail, 78in a mixed R4/R5

environment, 51validating for Internet mail, 82

Addressing mailto Internet mail users, 51

ADMIN4.NSFupgrading, 37, 60

Administering R5 servers, 65Administration clients

installing in R5, 18upgrading, 7, 65

Administration Execution Control List

default security and, 71Administration Process

Change request field and, 123converting flat names with, 121converting user to hierarchical

with, 140renaming flat server names, 141renaming users with, 121upgrading, 5, 37, 60

Administration Requests databaseupgrading, 37, 60

Administration serverupdating for Domino

Directory, 60upgrading to Release 5, 37, 60

Administrative preferencessetting, 166

adminpcreating mail files with, 169

Agentstesting, 13

Aliasesmigrating cc:Mail, 196user names and, 161

Application serversupgrading, 8

Applicationsand using R5 features, 98character sorting, 103column sorting, 103documenting, 14documenting for upgrading, 14R5 features, 21reverting to previous

releases, 97rolling back to R4, 97testing, 13upgrading, 8, 12, 21, 87upgrading and R5

requirements, 98upgrading and transaction

logging, 98upgrading requirements, 98using Web templates and

JavaScript, 94Archive conversion options

selecting a mail template, 282selecting archive files to

migrate, 282selecting the folder for migrated

archives, 283

Archivesmigrating, 279naming migrated, 283preserving folder hierarchies

in, 280selecting files to migrate, 282space required to migrate, 281specifying the destination for

migrating, 283Archiving

Organizer data beforemigration, 191

Attachmentssending Notes Personal Address

Book, 286Authenticating

passwords, 118Authentication

flat organizations and, 139HTTP and, 119third-party certificates and, 120Web clients and, 83

BBacking up

files on Domino server beforeupgrading, 56

files on MTA server beforeupgrading, 27

files on Notes client beforeupgrading, 68

Backup utilitiesand upgrading databases

to R5, 98Bitmap optimization

view rebuilds and, 99Bookmarks

described, 69workspace conversion to, 69

Browsersusing with default Web

templates, 94Bulletin boards

cc:Mail, 208

291

Index

Moving to Notes and Domino R5

Please note that the page numbers listed in the Index refer to the page numbers that appear in the footers of the printed documentation. To navigate to a specific page, select the chapter and use the scroll buttons in the tool bar to go to the page.

CCalendar and scheduling

Internet mail and, 72meetings, 73

Calendar and scheduling featuresusing repeating meetings in a

mixed R4/R5 environment, 73

Cascaded directoriesand Web authentication, 83

Case-sensitive sorting, 103Catalog

upgrading for Domain Search, 108

CATALOG.NSFand domain search security, 113

CATALOG.NTFand Domain Search, 105

Catalog serverand upgrading, 108requirements, 105

cc:Mail 6.3mail template for, 201migrating private mailing lists,

196, 201cc:Mail Admin

deleting files with, 209cc:Mail CHKSTAT

account reporting with, 181deleting messages with, 209

cc:Mail migration, 186access rights, 178adding names to Person

documents, 184adding users to Notes, 173adding users to registration

queue, 192aliases, 196backing up Domino files, 180bulletin board conversion,

196, 208connecting to post office, 191Convert Mail Only, 211deleting user files, 209directory conversion, 206, 207disk space required, 179error threshold, 201, 203files, 174forwarding mail, 211forwarding mail to Notes, 202language code page, 186,

195, 198location codes, 202, 210

mapping gateways to Notesdomains, 199

mobile users, 193, 197MTA requirements, 150, 180,

183, 205name conventions, 181, 182name formats, 181Notes equivalents for migrated

data, 174, 176, 182, 208options, 193, 194, 195order, 186Organizer data, 185, 187, 188Organizer files, 174, 176passwords, 160, 178, 193Person documents, 183post office, 180, 191private mailing lists, 175, 195registering users, 203removing inactive accounts, 181tasks, 177, 178upgrade settings, 201upgrade wizard, 200versions supported, 174, 201

cc:Mail MSGMGRdeleting messages with, 209

cc:Mail MTAbulletin board conversion, 197forwarding mail with, 211migration requirements for, 150,

180, 183, 196, 205, 206, 208CCNOTBB.NSF

migrating cc:Mail bulletinboards to, 196

CCPODOWN filedeleting before cc:Mail

migration, 180Certificates

exchanging, 139flat, 131S/MIME and SSL, 120trusted, 139

Certificationflat, 139non-hierarchical organizations

and, 139Certification Log

troubleshooting with, 126Certifier IDs

recertifying, 140Certifiers

flat names and, 131Certifiers, flat

creating, 131

Character setsLDIF file, 246Microsoft Mail, 223

Characterschanges in case and

accent-sensitive sorting, 103Checking passwords, 118Clearing SMTP.BOX

before upgrading, 29Client upgrade

overview, 67steps, 67

Clustersmail files in, 85mixed R4/R5, 85upgrading, 85upgrading to R5, 85

Column sortingchanges in case and

accent-sensitive sorting, 103changes in R5, 103

Compact -Rand keeping a database in R4

format, 89and rolling back database

format, 97Compacting

databases, 89, 97Organizer data before

migration, 190, 191Compacting databases

in a mixed R4/R5 environment, 97

to R5 format, 89Completing

migration with the upgradewizards, 289

Configuration documentchanging for upgraded MTA

server to enable nativeSMTP, 35

Configuring a relay hostafter upgrading, 53

Conversionand upgrading, 52of Internet mail in a mixed

R4/R5 environment, 46Conversion options

for migrating archives, 282Convert Mail Only

migration option, 162Convert task

and upgrading mail files to R5, 90


Convertingdefined, 148

Converting flat server names, 127,128

Converting hierarchical namesmanually, 133

Converting mail messagesin a mixed environment, 52

Converting message archivesduring a later session, 283with the upgrade wizards, 279

Custom Format Patternusing to create Internet

addresses, 81Custom upgrade

selecting archive files during a, 282

DDA50.NTF

using to upgrade DirectoryAssistance, 83

Database designupgrading, 89

Database formatinteroperability and, 97keeping a database in R4, 96rolling back, 97upgrading, 89

Database interoperability, 96Database performance

optimizing, 99, 101, 102Databases

accessing locally, 96advantages of upgrading

to R5, 21automatically excluded from

domain search, 111character sorting

changes, 103column sorting

changes, 103compacting, 89, 97compacting in a mixed R4/R5

environment, 97compacting to R5 format, 89file extensions, 96improving performance when

upgrading, 99including in domain search, 111including in domain search with

Domino Administrator, 111keeping in R4 format, 96

Release 4 format, 96, 97reverting to previous

releases, 97rolling back format of, 97rolling back ODS of, 97searching, 111upgrading, 8, 12, 87, 89upgrading and R5

requirements, 98upgrading and transaction

logging, 98using R5 features, 98

Daylight savings timechanging for Domino server, 63synchronizing Domino and

operating system, 63synchronizing Notes and

operating system, 72DefaultMailTemplate

use in migrating archives, 282Deleted data

overwriting, 100Deletions

in a mixed R4/R5 cluster, 85Delivering mail

in a mixed R4/R5 environment, 52

Design taskand upgrading templates, 93

Dial-upand upgrading, 53

Directorypopulating Internet Address

field, 78validating Internet Address

field, 82Directory Assistance

upgrading to R5, 83Web authentication and, 83

Directory Assistance databaseupgrading, 83

Directory Profile, 76Disk space

transaction logging and, 98view rebuilding and, 98

Distinguished namesadding to the Person

document, 247Document libraries

upgrading, 95Documenting applications, 14Documents

File Protection and Web files, 119

Domain Catalogand upgrading, 108described, 107server requirements for, 106

Domain Catalog serverand upgrading, 108requirements, 105specifying for a Notes client, 112

Domain Indexand search interoperability, 114specifying files for, 109

Domain Indexerand upgrading, 108

Domain Searchdatabases automatically

excluded from, 111described, 105enabling, 108enabling after upgrading, 108features, 22interoperability with R4, 114Notes 4.x and, 114Notes clients and, 112performance, 108, 110Search Site and, 115security and, 113security and server access

lists, 113setting up for Notes clients, 112setting which databases to

search, 111specifying databases to

search, 111upgrading to, 105upgrading to include file

systems, 108Domino

R5 mail features, 18Domino administration

upgrading, 65Domino Administrator

creating mail files for migratedusers, 225

installing, 18, 57, 150Domino Directory

adding LDIF file person entries, 255

and LDAP queries in a mixedR4/R5 environment, 82

and upgrading administrationclients, 65

changes in R5, 76checking Internet addresses for

uniqueness, 82

Index 293

compacting, 58compacting to Release 5

On-Disk Structure, 33forms, 77Internet addresses in, 75new and deleted forms, 77new and deleted views, 76populating Internet Address

field, 78rebuilding views, 59replicating, 60, 75template, 76updating administration server

for, 60upgrading from Public Address

Book, 33, 57upgrading to, 57using host names in Server

documents, 84using in a mixed R4/R5

environment, 76validating Internet Address

field, 82views, 76

Domino Directory Profile, 76using, 76

Domino Directory templateusing in a mixed R4/R5

environment, 76Domino migration tools

cc:Mail, 173described, 149installing, 150LDIF file, 245Microsoft Exchange, 227passwords, 249tasks, 149versions, 149Windows NT, 237

Domino serverand editing NOTES.INI during

upgrade, 56backing up files, 56backing up files before

upgrading, 56configuring, 35installing, 32, 57installing Domino

Administrator, 18mail routing, 38R5 features, 15shutting down, 56shutting down to upgrade, 56steps to upgrade, 55

upgrade overview, 55upgrading, 55upgrading the Administration

Requests database, 60upgrading to use multiple

transfer threads, 62upgrading Public Address

Book, 57Domino system

upgrading, 6Duplicate groups

avoiding creation of, 153, 158Duplicate messages

migrating, 169Duplicate names

migrating groups with, 152Duplicate Person documents

updating, 183

EECL

workstation security and, 71Empty groups

migrating, 161Encrypted messages

in mixed R4/R5 environments, 49

Encryptionand mail messages in a mixed

R4/R5 environment, 49Examples

hierarchical names, 125LDIF file, 246mapping gateways, 200

ExchangeSee Microsoft Exchange

Existing groupsadding migrated users to, 154migrating users to, 152options for migrating, 152

Express upgradedefault archives migrated

by an, 280

FFailover

in a mixed R4/R5 cluster, 85File extensions

for Release 4 databases, 96File names

on OS/2 Warp, 3

File Protection documentsupgrading, 119Web users and, 119

File systemsintegrating with Domain

Search, 108searching, 109security for, 108, 110

Filesbacking up on Domino server

before upgrading, 56backing up on MTA server

before upgrading, 27backing up on Notes client

before upgrading, 68protecting for Web, 119

Filtering domain search results, 113Flat certificates

deleting from IDs, 138Flat ID files

creating, 118Flat IDs

certificates and, 139creating, 118, 131deleting certificates, 138described, 131naming conventions for, 132recertifying, 132renaming, 135, 137

Flat namescertification and, 139converting, 126, 128, 129, 130described, 131server, 130user, 128, 135

Flat organizationscertification and, 139communication with, 139

Flat server namesconverting to hierarchical, 121renaming, 141

Folder hierarchiespreserving during an archive

migration, 280Folder names

maximum length, 170Folders

migrating, 169, 170, 280Foreign directory source

defined, 151importing users from, 151

Foreign SMTP Domain documentand Internet mail configuration

in R4 and R5, 38


Formstesting, 13

Free spacepreventing overwriting of, 100

GGateway

and relay hosts in R5, 45Gateway addresses

replacing in migrated cc:Mailmessages, 281

Gateway mappingbetween cc:Mail and Notes, 281setting for the cc:Mail upgrade

wizard, 276Gateways

mapping, 199, 200GIF files

storing, 104storing in native format, 104

Global Domain documentand Internet mail configuration

in R4 and R5, 38Group migration options

setting, 153Group names

specifying, 156Group types

specifying during migration, 156Groups

adding users during migration, 159

canceling migration of, 158creating during migration, 155migrating, 151migrating duplicate, 152migrating nested, 157migrating users to, 154migration options, 153, 158nested, 152renaming during migration, 156

Groups, emptymigrating, 161

GroupWiseSee Novell GroupWise

HHardware

upgrading requirements, 3, 6Headline monitoring

disabling, 103

Hierarchical IDsrecertifying, 140

Hierarchical namesconverting, 133converting flat names to,

121, 128converting manually, 132examples, 125in Person documents, 161

Hostrelay, and changes due to

upgrading, 45Host names

using instead of IP addresses inServer documents, 84

Hotspotsloss of when converting to

MIME, 50Housekeeping

disabling for the SMTP/MIMEMTA, 27

HPFSand long file names on OS/2

Warp, 3HTTP service

and protecting files, 119authentication and, 119

HTTPD.CNFand Protect directives in R5, 119

Hub serversupgrading, 7

IIBM OS/2 Warp

and long file names, 3ID files

interoperability and, 117password checking and, 118X.509 certificates and, 118creating flat IDs, 118creating for R3, 117previous Notes releases and, 117X.509 certificates and, 118

IDscreating flat, 118password checking and, 118recertifying, 132

Image filesstoring in native format, 104

IMAPand message storage format, 52converting mail files to use, 90

IMAP serviceand conversion in R5, 52

Importingdefined, 148groups, 151

Inbound servicesreplacing with R5 mail

server, 38Inbound Session Controller task

shutting down beforeupgrading MTA, 28

Inbound transportshutting down before

upgrading MTA, 28Inbound Work Queue

clearing before upgrading MTA, 30

Inbox foldermigrating, 170

Include in multi database indexingand including a database in

domain search, 111Indexer

and upgrading, 108Indexes

search interoperability, 114size in R5 versus R4, 108updating manually for Notes

clients, 114upgrading, 111, 114

Indexingsearch performance and, 110

Installingand upgrading Public Address

Book, 33, 57Release 5 on a Domino

server, 57Release 5 on a Notes client, 68Release 5 on an SMTP/MIME

MTA server, 32International characters

changes in sorting, 103sorting, 103

International organizationsupgrading in, 5

Internet Address Construction, 80dialog box, 78

Internet Address field, 80LDAP queries and, 82checking for uniqueness, 82populating in Person

documents, 7upgrading, 51, 818

Index 295

Internet Address toolexamples of addresses created

with, 80using in Domino Directory, 78

Internet addressesassigning to users, 78checking for uniqueness, 82creating, 80, 81formats for, 79in Person documents, 78name formats in, 81separators in, 80using custom format pattern

for, 81validating, 82validating for users, 82

Internet mailAccount records, 71calendar and scheduling, 72configuration for in R4

and R5, 38loss of Notes features when

converting to, 50R4 MTA versus R5 mail

server, 44R5 features, 18routing in a mixed R4/R5

environment, 46storage format and

upgrading, 52third-party relay hosts and, 45tracking in an R4/R5

environment, 66upgrade scenarios, 42

Internet mail addressesand upgrading, 51, 80in a mixed R4/R5

environment, 51Internet mail servers

configuring, 35editing Server document for, 37enabling native SMTP routing

for, 35upgrading, 25upgrading an MTA server to, 25

Internet messagesloss of Notes features when

converting to, 50Interoperability

databases, 96ID files, 117search, 114X.509 certificates, 118

IP addressesin Server documents, 84replacing with host names in

Server documents, 84ISESCTL

shutting down beforeupgrading MTA, 28

JJavaScript

and upgrading Webapplications, 94

and using default Webtemplates, 94

Web browsers and, 94JPEG files

storing, 104

LLanguage code page

cc:Mail migration and, 195, 198Microsoft Mail migration

and, 223Organizer migration and, 186

LDAP Data Interchange FormatSee LDIF

LDAP queriesin a mixed R4/R5

environment, 82upgrading servers for, 82

LDFIdefined, 246

LDIF filename formats, 246

LDIF file migrationadding names to Person

documents, 248, 255distinguished names, 247duplicate names, 249name formats, 248Notes equivalents for migrated

data, 248object classes, 248options, 253overview, 245passwords, 249registering users, 254selecting files, 252subscription accounts, 256tasks, 250to multiple Notes organizational

units, 251unregistered Notes users, 248,

253, 255

Librariesand upgrading to R5, 95

Listener taskand upgraded MTA server, 37

Local usersmigrating, 151

Location codescc:Mail, 202, 210

Location documentand selecting a Domain Catalog

server, 112Location documents

and synchronizing time zonesand daylight savings time, 72

Logging transactionsand upgrading to R5, 98

MMail

addressing to Internet mailusers, 51

configuration for Internet in R4and R5, 38

encrypted in mixed R4/R5environments, 49

Internet and R4 MTA versus R5server, 44

loss of Notes items whenconverting to MIME, 50

MIME format, 38performance and multiple

MAIL.BOX, 54, 62R5 features, 18routing in a mixed R4/R5

environment, 46tracking in an R4/R5

environment, 66upgrading files to R5, 90using in a mixed R4/R5

cluster, 85MAIL.BOX databases

using multiple, 54, 62Mail addresses

and upgrading, 51, 80in a mixed R4/R5

environment, 51Mail conversion utility

options, 91, 92wildcards and, 93

Mail deliveryin a mixed R4/R5

environment, 52


Mail Engine APImigration and, 180

Mail filesclusters and, 85creating for migrated users, 169creating with Domino

Administrator, 225migrating, 162preventing replication of, 93quotas, 169upgrading, 71, 90upgrading to Release 5, 71, 90

Mail foldersmaximum name length, 170

Mail profilesMicrosoft Exchange migration

and, 231, 232Mail routers

shutting down, 28Mail routing

Domino server and, 38in a mixed R4/R5

environment, 46SMTP/MIME MTA, 25

Mail rulesin a mixed R4/R5 cluster, 85

Mail serversupgrading, 7, 62

Mail storageupgrading, 52

Mail templatespecifying for archive

migration, 282MAIL50.NTF

as default template for archivemigration, 282

upgrading mail files to, 90Mailing lists

migrating private, 284Maintain LastAccessed property

database performance and, 101MAPI profile

Microsoft Exchange migrationand, 232

Mappinggateways between cc:Mail and

Notes, 281Master Address Book

upgrading to R5 DirectoryAssistance, 83

MEAPISee Mail Engine API

Meetings, repeatingupgrading mail templates

for, 73Message conversion

and upgrading, 52Message counts

discrepancies between Notesand migration source, 289

Message gatewayscc:Mail migration and, 199

Message queuesclearing, 27

Message trackingin an R4/R5 environment, 66

Message Transfer Agent serverupgrading, 25

Messagesencrypted in mixed R4/R5

environments, 49Messages, duplicate

migrating, 169Messaging data

migrated by the user upgradewizards, 270

Microsoft Exchange migrationadding users to the registration

queue, 232creating Notes mail files, 235directory, 231folders, 230mail files, 229mail profiles, 231, 232Notes equivalents for migrated

data, 228options, 233overview, 227PST files, 229registering users, 234tasks, 230, 231

Microsoft Mail migrationadding users to Notes, 213address books, 214, 222backing up Domino files, 219connecting to postoffice, 219Convert Mail Only option, 226creating Notes mail files, 225error threshold, 222language code page and, 223name conversion errors, 217naming conventions, 214Notes equivalents for migrated

data, 214options, 221, 222

registering users, 220, 224tasks, 218upgrade wizard, 225user address list, 219versions supported, 213

Migratingadditional archives, 283archives, 279duplicate messages, 169duplicate group names, 152group members to an existing

group, 154groups to new Notes

groups, 155mail only, 162message archives, 279nested groups, 157personal address books, 284personal mail data, 269

Migrationdefined, 148described, 147passwords and, 159selecting people and groups

for, 151user names to Person

documents, 161verifying, 171

Migration, secondaryperforming, 162

Migration optionsgroup, 153setting, 159user, 165

Migration toolsavailable versions, 149described, 149installing, 150tasks, 149

MIMEconversion in a mixed R4/R5

environment, 46conversion of Notes messages

to, 50encrypting messages in a mixed

R4/R5 environment, 49in a mixed R4/R5 cluster, 85

MIME formatconverting, 38

MIME messagesdelivering to Release 4

servers, 52

Index 297

MMF filemigrating messages from a, 279

Mobile usersmigrating from cc:Mail, 193, 197

MTAreplacing with R5, 44replacing with R5 mail

server, 38upgrade scenarios, 42

MTA serversbacking up files, 27clearing SMTP.BOX, 29clearing the inbound work

queue, 30clearing the outbound work

queue, 30configuring, 38disabling housekeeping on, 27enabling native SMTP once

upgraded, 35enabling SMTP listener task

after upgrading, 37installing Release 5 on, 32preventing from loading after

upgrading, 31shutting down router before

upgrading, 28shutting down to upgrade, 31upgrade overview, 25upgrading, 25upgrading NOTES.INI

settings, 52upgrading Public Address

Book, 33upgrading the Administration

Requests database, 37upgrading to use multiple

transfer threads, 53shutting down, 31shutting down inbound

transport, 28upgrading, 25

Multiple transfer threadsand server upgrade, 53, 62

MX recordsand using a third-party relay

host, 45

NNames

converting, 127, 128, 130flat, 127, 128Internet address, 79

Web authentication and, 119NAMES=

and Web authentication, 83Names, flat

See Flat namesNAMES.NSF

compacting to Release 5On-Disk Structure, 33, 57

upgrading to Release 5 DominoDirectory, 33, 57

Naming conventionsfor migrated cc:Mail names, 182for flat certifier IDs, 132for folders, 170for imported groups, 156for Internet addresses, 81for migrated cc:Mail names, 181for migrated LDIF names, 248for migrated Microsoft Mail

names, 214for migrated Windows NT

names, 241Nested groups

defined, 152migrating, 157

Netscape Messaging Servermigration

adding users to the registrationqueue, 266

overview, 265registering users, 267tasks, 265

NOTES.EXEinstalling Domino

Administrator and, 18NOTES.INI file

and Internet mail configurationin R4 and R5, 38

and upgrading, 52, 56information the upgrade

wizards obtain from, 278names, 130updating, 56

NOTES.INI settingsand upgrading an MTA

server, 31Notes client

Account records and, 71backing up files before

upgrading, 68compacting databases, 89installing, 68portfolio databases and, 71

R5 features, 19updating local indexes

to R5, 114upgrading, 8, 67upgrading workspace to

bookmarks, 69using Release 5 features, 19X.509 certificates and ID

interoperability, 118Notes groups

creating, 155specifying during migration, 156

Notes logchecking to verify successful

migration, 289Notes mail

recertification and, 132renaming user IDs, 135

Notes namesconverting cc:Mail names

to, 182converting LDIF names to, 248converting Microsoft Mail

names to, 214converting Windows NT names

to, 241, 242, 243hierarchical, 161valid characters, 181

Notes organizational unitsmigrating LDIF file users to, 251

Notes Release 3ID files and, 117upgrading to R5, 4

Notes short namesgenerating, 243

Novell GroupWise 4 migrationadding users to the registration

queue, 258overview, 257registering users, 259tasks, 257

Novell GroupWise 5 migrationadding users to the registration

queue, 262overview, 261registering users, 263tasks, 261

NS4 extensionand keeping a database in R4

format, 89and rolling back database

format, 97


NTF filesupgrading to R5, 93

NUPGRADE.EXEand upgrade wizards, 277

OODS

interoperability and, 97keeping a database in R4, 96rolling back, 97upgrading, 89

Operating systemschanges in R5, 3

OR2 filesmigrating, 174

Organizational unitsmigrating LDIF file users to, 251

OrganizerNotes equivalents for migrated

data, 176Organizer data

converting to Notes, 196Organizer group scheduling files

migrating, 174Organizer migration

addresses, 187archiving data, 191Calls sections, 188category information, 189data directories, 190error logging, 185forwarding mail, 186graphics, 187language code page, 186meeting information, 189Notepad sections, 187Notes equivalents for migrated

data, 185, 188, 190passwords, 186tasks, 189, 190

OS/2 Warpand long file names, 3

Outbound servicesreplacing with R5 mail

server, 38Outbound Work Queue


Outlook clientmigrating Contacts information

for, 286

PPasswords

authenticating, 118checking during

authentication, 118generating automatically, 159importing, 164information about, 160migrating, 159migrating cc:Mail users and, 178supplying during archive

migration, 282Pending registrations

saving information for, 167People

migrating, 151People/Groups to migrate list

adding groups, 151People and Groups Migration

dialog boxoptions, 159

Performanceand database improvements

when upgrading, 99and multiple MAIL.BOX

databases, 54, 62tuning for Domain Search, 108

PERNAMES.NSFchanges in R5, 70

Person documentsadding LDIF names, 248and Internet mail storage

format, 52Internet Address field, 78migrating user names to, 161populating Internet Address

field, 78updating during migration, 183using custom format pattern for

Internet address, 81validating entries in Internet

Address field, 82Personal Address Book

and Release 5 changes, 70features, 70mailing temporary, 286migrating information from, 284migrating MS Mail to Notes, 286

Personal addressesdefined, 285

Personal mail datamigrated by user upgrade

wizards, 270overview of migrating, 269

Personal mailing listsdefined, 285migrating, 284

Pilot projectsfor upgrading, 9

POP3Account records, 71message storage format, 52upgrading to Notes

Release 5, 71POP3 service

and conversion in R5, 52Portfolios

and bookmarks, 71and Notes Release 5, 71

Private addressesmigrating cc:Mail, 284

Private mailing listsmigrating, 284migrating for cc:Mail 6.3

users, 196migrating to Notes Personal

Address Book, 286PRIVDIR.INI

and private addresses, 285use in migrating cc:Mail private

addresses, 284Protect directives

in HTTPD.CNF and R5, 119PST files

migrating messages from, 229Public Address Book

compacting to Release 5On-Disk Structure, 33, 57

upgrading, 33upgrading to Domino

Directory, 57using Domino Directory design

with, 76PUBNAMES.NTF

upgrading to Release 5 design,33, 57

QQMR

upgrading and, 3Quotas

mail file, 169

Index 299

RR63MAIL.NTF

mail template for cc:Mail 6.3users, 201

Re-migratingarchives, 283

Rebuilding viewsand delays on initial database

access, 95and the temporary view rebuild

directory, 98Recertification

results, 140Registering users

migration and, 164, 165Registration

failure, 164stopping, 224

Registration informationmigrating, 164

Registration queueadding cc:Mail users, 192adding LDIF file users, 252, 254adding Microsoft Exchange

users, 232, 234adding Microsoft Mail users,

220, 224adding Netscape Messaging

Server users, 266adding Novell GroupWise 5

users, 262adding Novell GroupWise

users, 258adding Windows NT

users, 239, 244editing user names, 243maintaining passwords in, 160migrating Organizer users, 186migration and, 167migration order, 186

Registration settingsfor migration, 165, 168

Registrationspending, 167

Relay hostand changes due to

upgrading, 45Release 3

ID files and, 117Release 4

testing applications created for, 13

Release 5installing on a Domino

server, 57installing on a Notes client, 68installing on an MTA server, 32

Release Notesupgrade information, 3

Rename in Access Control Listsrequests

and converting to hierarchicalnames, 121

Rename Server in Address Bookrequests, 121

Renaminguser IDs, 136, 138

Renaming groupsduring migration, 156

Repeating meetingsin a mixed R4/R5

environment, 73Repeating meetings feature

upgrading mail templates for, 73

Replacing MTAwith R5 mail server, 44

Replicationpreventing, 93previous releases and, 97

Replication or save conflicts$Revisions fields and, 102

Reporter taskand upgrading, 31, 56deleting, 56

Response hierarchiesdatabase performance and, 101

Reviewing applications, 14$Revisions fields

database performance and, 102Rolling back

database format, 97Router

shutting down beforeupgrading, 28

Routing mail in a mixed R4/R5environment, 46

Rulesand mail in a mixed R4/R5

cluster, 85

SS/MIME

third-party certificates and, 120

Scheduling informationmeetings, 73

Searchchanges moving to R5, 105databases automatically

excluded from, 111enabling after upgrading, 108features, 22interoperability with R4, 114Notes clients and, 112performance, 108R5 advantages over R4, 22R5 features, 22Search Site and, 115security and, 113security and server access

lists, 113setting up for Notes clients, 112setting which databases to

search, 111upgrading, 105upgrading server

indexes, 111upgrading to include file

systems, 108Search Site

and Domain Search, 115security, 115

Sectionsloss of when converting to

MIME, 50Security

authenticating Web clients, 83, 119

Domain Search and, 113file systems, 110ID file interoperability and, 117overwriting free space and, 100server access lists and domain

search, 113upgrading, 117

Security, workstation, 71Sending an upgrade notification

procedure for, 274Sent folder

migrating, 170Server access lists

and Domain Search security, 113

Server Configuration documentchanging to enable native SMTP

for upgraded MTA, 35


Server documentsand Internet mail configuration

in R4 and R5, 38changing to enable SMTP

listener task for upgradedMTA, 37

host names in, 84using host names instead of IP

addresses, 84Web authentication and, 119

Server filesbacking up before upgrading,

27, 56Server upgrade

and editing NOTES.INI, 52, 56and enabling SMTP listener task

for Internet mail server, 37and installing Release 5, 32, 57and multiple transfer

threads, 62and the Administration

Requests database, 60backing up files for Domino, 56backing up files for MTA, 27clearing inbound work queue

for MTA, 30clearing outbound work queue

for MTA, 30clearing SMTP.BOX for MTA, 29disabling housekeeping for

MTA, 27enabling native SMTP for

upgraded MTA, 35overview, 25, 55preventing MTA from loading

after, 31shutting down Domino to

upgrade, 56shutting down MTA to

upgrade, 31shutting down router for MTA,

28steps for Domino server, 55steps for MTA server, 25upgrading Public Address

Book, 33, 57Servers

configuring for Internet mail inR4 and R5, 38

converting flat names, 121, 127,128

flat certificates and, 139recertifying IDs, 132

ServerTasks=and upgrading, 56

Set Internet Addresstool in Domino Directory, 78

Shortcutsrunning upgrade wizards

from, 278Shutting down

Domino to upgrade, 56Site Search

and including databases indomain search, 111

Sizemail file, 169

SMTPand Account records with

Release 5, 71and upgrading to Notes

Release 5, 71setting an upgraded MTA to

listen for connections, 37setting an upgraded MTA to use

natively, 35SMTP.BOX

clearing, 29SMTP/MIME MTA

backing up files beforeupgrading, 27

clearing inbound work queuebefore upgrading, 30

clearing outbound work queuebefore upgrading, 30

clearing SMTP.BOX beforeupgrading, 29

disabling housekeeping beforeupgrading, 27

enabling native SMTP onceupgraded, 35

enabling SMTP listener taskafter upgrading, 37

installing Release 5 on, 32mail routing with, 25preventing from loading after

upgrading, 31removing from ServerTasks, 31shutting down inbound

transport before upgrading, 28

shutting down router beforeupgrading, 28

shutting down to upgrade, 31steps for upgrading, 25

upgrade overview, 25upgrading and NOTES.INI

settings, 52upgrading Public Address

Book, 33upgrading the Administration

Requests database, 37SMTP Connection document

and Internet mail configurationin R4 and R5, 38

SMTP listener taskenabling for upgraded MTA

server, 37SMTPIBWQ.NSF


SMTPMTAremoving from NOTES.INI, 31

SMTPOBWQ.NSFclearing before upgrading

MTA, 30Soft deletions

in a mixed R4/R5 cluster, 85Software

upgrading requirements, 3, 6, 98Sort order

special characters, 103Sorting columns

changes in case andaccent-sensitivity, 103

Special characterssorting, 103

SSLthird-party certificates and, 120

StatisticsReporter task, 57

Storing mailin a mixed R4/R5

environment, 52Subfolders

migrating, 170, 280Subscription accounts

creating for imported LDIFusers, 256

Subscription bulletin boardsmigrating from cc:Mail, 197

System timechanging for Domino server, 63setting, 72

Index 301

TTable bitmap optimization

view rebuilds and, 99Templates

specifying for archive migration, 282

upgrading, 93using on Web and JavaScript 1.1

compliance, 94Temporary Personal Address Books

mailing to users, 286Test environment

for upgrading applications, 12Testing applications, 13Time

changing for Domino server, 63synchronizing with operating

system, 72Tracking messages

in an R4/R5 environment, 66Training

R5 and, 6Transaction logging

and upgrading databases, 98disk space and, 98

Transfer threadsupgrading a server to use

multiple, 53, 62Translating

gateway addresses in migratedmessages, 288

UUnread marks

disabling, 99$UpdatedBy fields

database performance and, 102Upgrade methods

Express vs. Custom, 279Upgrade notification message

information the upgradewizards obtain from the, 278

sending, 274Upgrade planning

for MTA, 42Upgrade procedures, 5Upgrade steps

for clustered servers, 85for databases and

applications, 87for Domino server, 55for MTA server, 25

for Notes client, 67for Public Address Book, 33, 57for search, 105

Upgrade strategy, 5Upgrade team

creating, 4Upgrade wizards

custom upgrades and, 280data migrated by the, 270described, 149for Microsoft Mail data, 225gateway mapping, 200installing, 150, 273installing on a network

drive, 273installing on Notes client, 274migrating personal address

book information with the, 287

overview of running, 269platform requirements for, 272preparing to run the, 272running, 277running from desktop

shortcuts, 277running with multiple versions

of Notes, 272specifying the path to network

copies of the, 276tasks, 149verifying successful

migrations, 289versions available in Domino

Release 5, 269Upgrading

administration clients, 65advantages for search, 22and Internet mail addresses, 51databases and applications, 87directory, 75Directory Assistance, 83Domino Directory, 57from previous releases, 76hardware requirements for, 3, 6ID files, 117in international organizations, 5mail files to R5, 90MTA and scenarios, 42Notes Release 3 and, 4overview, 1pilot projects and, 9planning, 5, 6preparation for, 3Public Address Book, 57, 75

Public Address Books andDomino Directory template, 76

Quarterly Maintenance Releasesand, 3

reading Release Notes before, 3scheduling, 11security, 117server indexes, 111software requirements for, 3, 6tasks, 4Web administration tool, 66Web applications, 94Web file security, 119

Upgrading databasesand rebuilding views, 95

Upgrading searchand enabling Domain

Search, 108and selecting which databases

to search, 111URLs

generating in R5, 94Use Custom Format Pattern

in Internet Address tool, 81Use JavaScript property

and upgrading Webapplications, 94

User IDsrenaming, 135

User namesin Person documents, 161invalid characters, 181LDIF file, 246Microsoft Mail, 214, 217migrated cc:Mail, 181migrated Windows NT, 243

User setupand specifying a Domain

Catalog server, 112Users

converting flat names, 121migrating, 151recertifying IDs, 132registering for migration, 164

UTF-8 character setin LDIF files, 246

VValidate Internet Address Unique

dialog box, 82Validating Internet addresses

tool in Domino Directory, 82


View_Rebuild_Dirand upgrading databases, 98

Viewsrebuilding, 95, 98, 99sorting special characters in, 103testing, 13

WWarp

OS/2 and long file names, 3Web

authentication, 83File Protection documents

and, 119JavaScript formulas, 94JavaScript versions and, 94templates, 94

Web administration tooland ACL entries, 66upgrading, 66

Web Administratorupgrading, 66

Web applicationsupgrading, 94upgrading and file

protection, 119Web browsers

using with default Webtemplates, 94

Web clientsauthentication and, 83

Web filesprotecting, 119

Web serversauthentication and, 119

Web sitessubscription accounts, 256

Web templatesusing with older browsers, 94

WEBADMIN.NSFupgrading, 66

Wildcardsmail conversion utility and, 93

WinAdmindeleting cc:Mail files after

migration, 209Windows NT

user name format, 242Windows NT migration

adding users to registrationqueue, 239

domain list, 238name conversion errors, 243

name formats, 241, 242Notes equivalents for migrated

data, 241, 243options, 240registering users, 244requirements, 238tasks, 237

Workspaceconverting to bookmarks, 69

WorkstationsECL, 71

XX.509 certificates

interoperability and, 118ID files and, 118

Index 303