Integration for Notes 20.12.01 - User Guide - BTCal

Prerequisites & Settings

Decryption Option 1 (Recommended)

Create the BTIDCache Database in the Integration for Notes Domino Data Directory using the installed template:

1. Configure the database; see the Configuration of the Domino Database section below for more information; use the IBM IDVault database as the preferred configuration

2. Configure the following Notes.ini values on all Domino Coexistence servers:

If using any options other than DominoIDV2 in the INI setting BTIDFileLocation, user information will need to be gathered for each user. The following section explains how this will be accomplished with the database defined in the BTIDVaultDB INI setting.

Decryption Option 2

The mail file template for all Domino users must be modified so that any time a message is marked for encryption, the Domino user account used for On the Fly Decryption and Encryption is added to the BCC field. This account should be an administrative account with a valid ID, password and certificate.

The Domino user account used for On the Fly Decryption and Encryption must have a valid Notes Certificate in their Person Document in the Domino Directory, but it does not need a mail file associated with it.

The Domino user account ID file used for On the Fly Decryption and Encryption must be on all Domino Coexistence servers. The password for this ID may be stored in the Notes.ini or in a text file the Domino Coexistence server(s).

All Exchange Recipients must also have a valid Notes Certificate in their Person Document in the Domino Directory.

The following Notes.ini values must be configured on all Domino Coexistence servers:

Encryption Options

It is strongly recommended to investigate how these setting will impact the messaging environment before making any changes.

Customizable NDRs

Customizable NDRs

As with other Integration for Notes NDR messages, there is a single customizable message, and 4 customizable encrypt NDR’s reasons. The default text is listed below. These are customized in the same manner as any BTNDR text:

Configuration of the Domino Database

With the recommended option 1 of not using a customized mail template, the configuration will require the corresponding BTIDVaultDB to be deployed to all Integration for Notes servers in a replicated model with the exception that the customer is using IBM Domino IDVault Database and it has been configured to allow applications to have access to the ID files. The following will cover how to deploy the database for all other scenarios:

Installing the BTIDVaultDB is a simple process of adding the template and creating a new BTIDVaultDB.nsf in the Domino Data directory.

Creating the ID Vault Database

1. After the installation of Integration for Notes, the BTIDCache.ntf template will appear in the Domino Data Directory

2. If the template is not displaying in the data directory, reinstall Integration for Notes

3. The Coexistence server may need a restart to use the new databases created from the copied template files

4. Create the BTIDVault.nsf from this template and note the file name as it will need to be added in the INI parameter BTIDVaultDB, then proceed with the configuration

Setting up Security for the BTIDVaultDB Database

Integration for Notes uses a mail-in storage database to store all mail-enabled application messages in a single store repository that provides document level security and allows Exchange/Outlook users to access any applications during the coexistence period.

1. From the Coexistence server, open Domino Administration Client

2. From the Domino Administrator, open the server, and then navigate to the Files tab as shown below, select Databases only from the Show Me: drop-down box:

   

3. Right-click BTIDVault.nsf

4. Select Access Control > Manage to set up the ACL as shown below:

   

5. Because the database is new and not signed or secured, if you receive a prompt to cross-certify the signature as seen below, select Yes:

   

6. The ACL displays. Add the Domino Administrators for the domain or LocalDomainAdmin as shown below and click Add; from the Add User dialog box, select LocalDomainAdmin, and then click OK:

   

   

   

7. Change the user types to Person group for LocalDomainAdmins as shown below. Additionally, grant your LocalDomainAdmins [Admin] role to view additional configuration options in the BTStore database:

   

8. Demote the Default group by giving it only Author without delete access; this database has document security and its own set of purging options to prevent users from deleting documents even by mistake

Configuring the Settings in the BTIDVault Database

Confirm the INI setting defined in the section Prerequisites & Settings/Decryption Option 1 (Recommended) and proceed with this database for all options in the INI parameter BTIDFileLocation except “DominoIDV2”.

Once in the database is opened expand in the left navigator the section Configuration and select Settings. Configure the database as follows:

On the General Setting tab set the following values:

1. Coex Server Name – This is the Domino server that the users will be populated from

2. Domino Directory File Name – Domino Directory that the user record will be created from

3. Server Mailbox – Populate this with the Router mailbox tnat will be used to send messages from

4. Domino INI Setting Option - This should be set to the option set on the Domino COEXT server for the INI value BTIDFileLocation

5. Default Network Path - Enter the network path where the backup copy of the ID files are stored; this can only be a single value entry is used if the INI settting is set to “File System”

6. Default Password - Value set to Domino ID file on creation

7. Delete Process Messages - Since the database has the ability to send request for users to collect ID and Password this option allow the cleanup of the responses if environment policy do not dictate that all electronic communication be saved

8. Web Host Name - The database has the ability to collect user information via email or a website; the website can also be used to maintain the account information for the users; this is the URL for the database

9. Success Message - Message that will display when the user Successful perform an action via the website

Mail-enabling BTIDVault Database

A Mail-in Database Document is required for mail to be delivered to the newly created BTIDVault database. The procedure copies the database to the server and creates a Mail-In database document for the Notes Migrator database.

1. Create a mail-in database for BTIDVault database; click on the Server Db Copy and Mail-In Db Doc button to create a copy of the BTIDVault database on the Domino server and configure the Mail in Database document:

   

2. The Does BT IDVault already exist? dialog box opens; click Yes (and skip to step 5):

   

3. If working with a local copy of the BTIDVault database, then click No. The Create a db copy? dialog box opens

4. Click Yes to create a copy of the local BTIDVault database on the server

5. If Yes was clicked in the Does IDVaultDB already exist? dialog box, the Choose Application dialog box opens. Locate the Notes Migrator database in the CMT folder on the server, and then click Open

6. The Fullname for the mail-in db doc dialog box confirms that the mail-in database for the selected server-based BTIDVault database does not exist and prompts to specify a name for the mail-in database; after specifying the name, click OK

7. In the Open the new mail-in doc? dialog box, click Yes to open the mail-in database

   1. The mail-in database document for BTIDVaultDB opens

8. To verify the creation of the mail-in database, launch Domino Administrator, open the Domino server, and access the Mail-In Databases and Resources folder under the People & Groups tab

9. Double-click the document to open and review

10. Once the mail-in database is successfully created, the Open Mail-In Db Doc button replaces the Server Db Copy and Mail-In Db Doc button; clicking it opens the database document for a review; clicking the button with the X sign on it will remove all pointers to the location of the mail-in database

11. It is recommended that after copying the database to the server, you delete the database from the local client folder; to remove it, right-click on BTIDVaultDB on Local; select Database, and then Delete; the Notes client prompts that the database and related documents will be permanently deleted; click Yes to delete the local database

Modifying the Inbound Processing Agent

Once the database has been mail-enabled, modify the Inbound Processing agent to view the updates. Perform the following steps to run the agent.

1. With Domino Designer open the BTIDVault database in Domino Designer

2. Expand Shared Code and select Agents

3. Select the InboundProcessing agent as shown below

4. Double-click InboundProcessing to open the InboundProcessing Agent Properties

5. Click the Security tab

6. The Administrator should be listed in the Run on behalf of section

7. In the Set Runtime security level: field, select Allow Restricted Operations with full administration rights

8. Once you've edited the agent, close the Properties box

9. Close the Inbound Processing – Agent tab

10. Save the changes

11. Click Sign

Message Templates

Message Templates can be used for communication with the end users via Notes mail messages. These messages can be used for informational purposes only or they may contain action buttons with associated code designed to perform specific tasks. These messages are created using the Message Templates.

1. Click Message Templates in the Navigation Pane; the Data Pane displays a list of predefined message templates

2. Select a predefined template and click the New Template button in the Data Pane

3. A new tab opens and displays a form where the details of the new Message Template can be specified; notice that the tab clearly specifies that the new template is based on the predefined template; when saving this template with a new name, however, the tab will reflect its new name

4. Customize the new template; refer to the table below for details on settings

5. Once all the details have been specified, click Spell Check to ensure there are no spelling errors in the message

6. A message box appears to confirm that no misspellings were found; click OK to close the message box

7. Next, save the new template; click Save & Close

   The following table describes the values for each setting:

The new template is saved and it appears in the list of existing templates

Types of Predefined Message Templates

The database comes with predefined Message Templates which are designed to perform specific migration tasks. The information contained within these predefined templates can be modified to tailor them to a client’s needs. Predefined Message Templates can be of the following types depending on the actions they perform:

• Gather ID and Password Info

• Notification Only Email

Gather ID and Password Info

This message is used to gather User ID and password information

Notification Email Only

As the name implies, Notification Email Only is designed for informational purposes only and does not include any action buttons. Notification Email Only templates can be used to keep the end users informed.

Importing Users

Users from the Domino Directory must be imported into the database.

With the database open, expand in the left navigator the section Configuration and select Import Users. Import users as follows:

1. Click on the Import Users button and select either All Users or Select Users to Import (to select specific users)

2. If Select Users to Import is selected, choose users to import in the People view in the Address Book and click OK

3. On the confirmation screen, click OK

Sending User Notifications

Notification will be sent to the end users. These may be for relaying information, delivering end user driven action buttons for actions such as gathering ID and password information or both.

Send End User Notifications

To send a notification:

1. Expand User Notifications and click Send in the Navigation Pane

2. Select all the user documents in the Data Pane to whom the notification will be sent

3. Click the Send Notifications button in the Data Pane

4. In the Message Templates dialog box, a list of available predefined templates is displayed; if custom templates have been created, these will also be listed; select the desired template to send and click OK

5. The progression message box displays; after a few seconds of processing, another message box displays confirming that notifications have been sent to selected users; click OK

6. After sending the first notification to the users, the users remain in the Notify step under the Pending Responses view so that all desired notifications can be sent to the user

Pending Responses

Notifications where users are required to click an embedded button in the email are processed differently. If users don’t click the buttons, their response is considered pending and is listed in the Pending Responses view. To check if there are any pending responses from the sent notifications, click Pending Responses.

For example, if John Smith has not performed the required action. The Data Pane will show that two notifications have been sent, one requires user action, and no response has been received. In a situation like this, another notification can be sent prompting users to respond to migration notifications.

Responses Received

Responses can also be seen in the Responses view; click Responses Received in the Navigation Pane

Errors

If needed, check to see if there were any errors during the sending of the notifications; click Errors

Incoming Email Responses

The Incoming Email Responses view shows user responses sent in via email

How it Works

How it Works

Encrypting from Exchange to Domino

• Exchange-generated email sent to Domino users that is marked private or has the property ICCategory=4 will be encrypted; before submitting an item for encryption, Integration for Notes will validate that all users in the recipient list have a Public Key in the Domino Directory; if any recipients do not have a Public Key, an NDR will be sent to the originator

• These items will be marked as Private in the recipients’ inbox

• If BTScanSubjectForEncryptFlag=1 and the subject contains the text value in BTScanSubjectFlag the messages sent from Exchange to Domino users will be encrypted; this is to allow mobile users to encrypt messages sent from smart phone

• For Domino users to reply with history and respond to calendar items, “Prevent Copy” (Notes feature) is NOT set on encrypted items from Exchange

• When Calendar invitations are encrypted, they will appear as a memo with a meeting.ics attachment in the Domino user’s inbox; when the item is opened it will be converted to a typical invitation

Notes:

• Exchange generated email with external recipients should not be routed through the Domino Integration for Notes servers, therefore not encrypted

• Encrypted calendar invitations from Exchange to Domino will initially arrive as an email with a meeting.ics attached, not an invitation:

Once the email is opened, it is properly displayed as an invitation:

• There will also be an additional email version of the item in the inbox; if the Notes preferences are set to not to remove items from the inbox after processing them, two items will show for each invitation: