To set up mail file archiving, you use both Archiving Policy
Settings documents and Archive Criteria Settings documents. The Archiving
Policy Settings document allows you to specify archiving policy parameters
-- or not specify parameters -- as well as to specify whether IBM® Notes® users can
archive mail databases, and whether they can set or modify archive
settings. The Archiving Policy Settings document can make use of one
or more archive criteria settings documents.
Before you begin
Make sure that you have at least
Editor access to the Domino® Directory
and one of these roles:
- PolicyCreator role to create a settings document
- PolicyModifier role to modify a settings document
About this task
Tip: You can prohibit all archiving by selecting
the Prohibit Archiving setting and applying
the policy to a set of users. If you choose to prevent private archiving,
users cannot change these settings or create private archive settings.
If
you allow archiving, use the archiving policy settings document to
define whether archiving is performed by a server or by a user's client,
and to specify source and destination archive systems. If archiving
is client-based, you can also set the archive schedule. If you choose
to, you can change the name and location of the default archive log
file. You can also set a policy designating that archiving is done
by the user's client, and allow the user to define the schedule and
archiving criteria.
The information provided here applies to
Notes clients. For information on setting up archiving using policies
for IBM iNotes®,
see the IBM iNotes Administration
product documentation in the related information.
Procedure
- From the IBM Domino Administrator,
click the People & Groups tab, and then
open the Settings view.
- Click Add Settings and then select Archiving.
- On the Basics tab, complete these
fields:
- Name -- Enter a name that identifies
the users or the settings themselves.
- Description -- Enter a description
of the settings.
- Optional: Under Archiving Options,
choose one of the following if you want to prohibit archiving. The
default is to allow both.
- Prohibit archiving -- to prohibit all
archiving. The Allow Calendar Cleanup check
box displays. It is selected by default but you can deselect if you
choose to prevent users from performing calendar cleanup functions.
Save the document.
- Prohibit private archiving criteria --
to prohibit Notes users from
creating private archive settings or modifying the archive settings
defined in this settings document.
- Under Archiving will be performed on,
choose one:
- User's local workstation -- to use
the Notes client workstation
to perform the archive process (the default).
- Server -- to use a server to perform the
archive process. If you choose this option, you must create a program
document to run the compact task.
- Under Archiving source database is on,
specify the server on which the mail file that will be archived is
located. Choose one:
- Local -- Any scheduled archive functions
are performed against a local replica of the mail file on the user's
workstation.
- Specific server -- Choose this option if
the mail file is on a server other than the user's designated mail
server. Specify the name of the server. Any scheduled archive function
will be performed against the a mail file replica on the specified
server.
- Mail server -- Choose this option if the
mail file is on the mail server specified in the user's Location document
(default). Any scheduled archive functions will be performed against
a mail file replica on the user's mail server specified in the Location
document.
Note: This setting applies only to scheduled replication. If
a user has multiple replicas of their mail file, any scheduled replication
functions occur only in the replica specified here. This setting does
not impact the user's ability to initiate archiving when archiving
is configured to be performed by the client.
- Under Destination database is on,
specify the server or workstation on which the archive database and
archive log will reside. If the user is able to initiate archive functions,
that is, archiving is configured to be performed on the Notes client, you must give the user Create access
on the destination server to create an archive database. Choose one:
- Local -- to create the mail archive
database on the user's workstation (available for client-based archiving
only).
- Specific server -- to create the mail
archive database on a server other than the mail server. Then specify
the name of the server.
- Mail server -- to create the mail archive
database on the user's designated mail server.
- On the Selection Criteria tab, do
one or more of the following:
- Click New Criteria to create a new
Archive Criteria Settings document. Then, click Add Criteria and
select your newly-defined criteria document. See the related topics
for instructions on specifying details of the criteria in the new
document.
- Click Add Criteria, and then choose
one or more Archive Criteria Settings documents to add to your archiving
settings.
- Click Remove Criteria, and then choose
one or more Archive Criteria Settings document to remove from your
archiving settings.
- Click the Logging tab. Under Archive
Logging, enable the field Log all archiving
activity into a log database to log archiving activity
to a log database (the default).
- Optional: Change any of these fields if you
want to change the location of the log directory and log file name.
Table 1. Fields used to specify the log directory and
file name
Field |
Action |
Log Directory |
The default is archive.
Enter a new name if you want to change it. |
Log Prefix |
The default is the letter l, followed by an
underscore (_). Enter a new prefix if you want to change it. |
Log Suffix |
The default is .NSF. Enter any other suffix
that you would like to use. |
Number of characters from original filename |
The default is 50. To change this, enter the
number of characters you want to use from the user's mail file name
to create the archive log name. |
- In the field Include document links to archived
documents, do one:
- Enable this field to include links to archived documents in
the log (default). If you include links, users can open archived documents
from within the log database.
- Disable the field to exclude links to archived documents in
the log. If you exclude links, users must open the archive database
to view archived documents.
- On the Schedule tab, for the field Specify
a client-based scheduled archive, choose one:
- Enable this field to set up a schedule for client-based archiving,
and then specify the schedule by completing Step 13.
- Disable this field and continue to Step 14. No archiving schedule
is set for the users; however, users can still set their own archiving
schedule.
- Optional: If you enabled Specify
a client-based scheduled archive, complete one or more
of these fields.
Table 2. Fields used to define an
archive schedule for an end user
Field |
Action |
Allow users to modify schedule |
Users modify the default schedule to set their
own schedule. |
Frequency |
Choose one:
- Daily – and then select the days of the
week on which to archive.
- Weekly – (default) and then choose the
day of the week on which to archive.
|
Run at |
Specify the time. The default is 12:00 PM. Note: The Notes client must be running for
scheduled archiving to occur. |
Every week on |
When Weekly is set, specify
the day. The default is Tuesday. |
- Also on the Schedule tab, under Location,
specify the locations from which to archive. For example, if you are
using client-based archiving, you may want to archive only from a
user's office workstation, not from an island or if the user has dialed
in. Choose one:
- Any Location -- to archive from any
location.
- Specific Location -- and then specify
one or more locations.
- On the Advanced tab, complete these
fields:
Table 3. Advanced tab fields
Field |
Action |
Delete a document only when the criteria can
delete all responses as well |
Do one of these:
- Enable (default) to ensure that a document is deleted only when
the document's response documents meet archiving criteria and can
also be deleted. Use this option to prevent orphaned documents in
hierarchical views.
- Disable the field to delete documents without prior checking of
response documents.
Note: This setting does not apply to Calendaring and Scheduling
documents which are always enabled to prevent accidental "orphaning." |
Maximum document retention selection is: |
Specify for all users to whom the policy applies,
the number of days, months, or years that comprise the maximum retention
period for deleting and archiving documents. If private archiving
is enabled, and a maximum retention setting is in effect, users cannot
define criteria with a scope that is larger than the maximum retention
setting. For example, assume the maximum retention is set
to two years. Users can define criteria that selects documents created,
modified, accessed, or expired up to 24 months. An error is generated
if users try to save criteria whose scope is greater than 24 months
(two years). |
Use customer-generated expiration field: |
Click to enable administrators to define their
own field name for an archive document expiration date. |
Customer generated expiration field name: |
Specify a field name for the expiration date
of archived documents. Any archive criteria that selects documents
based on expiration date now uses the field name specified here. |
- Save the document.