Guide to the Notes/Domino Out of Office. Part 3: Configuration of the Out of Office

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Abstract

For the Out of Office feature to work properly, certain settings in the Server document and Notes databases must be configured. This document, the third in a series of four, describes in detail all the settings necessary to configure the Lotus Notes/Domino Out of Office, relative to each ACL access level.

This document, intended for Domino administrators, is a checklist of all these necessary configuration settings.

Content

==

Guide to the Notes/Domino Out of Office Functionality
Part 1 - Out of Office Design and Features
Part 2 - ACL Access Level and its impact on the Out of Office behavior
Part 3 - this document
Part 4 - Out of Office in Domino Web Access (iNotes)
==

The Setup of the Domino Server Document:

The proper configuration of the Server document is, most likely, completed upon registration and setup of the Domino server. However, if you experience some issues with the Out of Office functionality for one or multiple users on a Domino server, it may be necessary to review or reconfigure certain fields of the Server document. Note that if you make changes to the Domino Server document, you might need to reboot the Domino server in order for those changes to take effect.

A common reason for the Out of Office and all other background mail send agents to fail for all users is because of certain errors in the Server document configuration. The most common possible issues and their solutions are defined in a technote entitled "Notes/Domino Background Agent Fails to Send Mail; Errors Occur in Logs" (#1099632 ).

Notes/Domino Out of Office Configuration Essentials for all Access levels:

These are the configuration settings necessary for the Out of Office feature to work properly for users with Manager, Designer, or Editor access to their mail files.

In the Mail file:
1. The User must have at least Editor access to the mail file (6.x, 7.x, 8.x)); at least Designer access in R5.
2. The ID file in use in the Notes client must match the "Mail File Owner" field of the Calendar Profile document.

For 6.x releases, if you are not the mail file owner, by design you will not see the Out of Office button in

    Action -> Tools-> Out of Office menu
    Tools -> Out of Office button

In the Server document:
3. ServerName field (Basics tab) should be correctly populated.
4. MailServer field (Basics tab) should be populated with the current Server's name.
5. NetAddress field (Ports tab -> Notes Network Ports) should be populated with the fully qualified internet host name, or an internal IP address in limited cases, or with the Domino server short name (if you use DNS).

Additional Configuration Settings, Relative to Mail File ACL:

For users with Manager or Designer Access:
6. Mail file ACL: User must also have rights to "Create LotusScript/Java agents" selected.
Note: This right is given by default to all users with Manager access. It is an editable option for Designer access.
7. Server document: Populate the "Run Restricted LotusScript/Java agents" field with the name of the user(s), group name, or a wildcard (Example: "*/Acme"). This field can be found:

--in R5: Server document -> Security tab -> (Lower Left), second field in "Agent Restrictions"
--in Notes/Domino 6: Server document -> Security tab -> (Top Right) fourth field in "Programmability Restrictions"

A best practice is to use the format "*/Organization" over a group name, as groups and members tend to change often.

For users with Editor Access (beginning with 6.0):
6. All Editor-level users must have Author access to the Administration Requests database (admin4.nsf).
7. Verify if the Out of Office agent signature is an ID other than "Lotus Notes Template Developers," which can occur if you:
  • signed the mail template with an internal Notes ID, or
  • modified and saved the Out of Office agent, thus modifying the original template or individual database's agent signature

    If other than "Lotus Notes Template Developers," then you have to add that ID name to the field "Sign agents to run on behalf of someone else" in the Server document -> Security tab -> Programmability Restrictions section.
For additional information about this and other fields added to the Notes/Domino Agent Security model, refer to the Domino Administrator Help file topic "Controlling agents that run on a server" or the article " Decoding the New Notes/Domino 6 Agent Features."

SUPPORTING INFORMATION:
The Out of Office and Aliases: The Out of Office feature is able to process all the mail that is received by you at all of your respective aliases. For users who have multiple Internet mail addresses ("aliases"), as designated by multiple Domino domains, you must ensure that all of the various Internet mail addresses are listed in the "UserName" field of the Person document for the user. When the various Internet mail addresses or "aliases" are listed in the UserName field, the Out of Office will process all emails appropriately that have been addressed to the different aliases.

Configuration Checklist for Each Mail File ACL Access Level:

What follows is a "Configuration Checklist" summarizing the information above to assist you with the configuration of the Notes/Domino Out of Office functionality. For each possible mail file access, check the items listed.

Manager Access:
1. User ID = Mail file owner
2. User's Current Location document = user's home/mail server
3. User has Manager access to mail file
4. User has rights to "Run Restricted LotusScript/Java agents" in Server document

Designer Access:
1. User ID = Mail file owner
2. User's Current Location document = user's home/mail server
3. User has Designer access to mail file
4. User has rights to "Run Restricted LotusScript/Java agents" in Server document
5. User has rights to "Create LotusScript agents" in the mail file ACL

Editor Access:
1. User ID = Mail file owner
2. User's Current Location document = user's home/mail server
3. User has Editor access to mail file
4. User has Author access to admin4.nsf
5. Is agent signed by "Lotus Notes Template Developers"?
a. YES: No further configuration of Server document needed
b. NO: Agent signer must be listed in field "Sign agents to run on behalf of someone else" in Server document


Related Documents:


Can a User Be Given ACL Rights which Allows Them To Enable Agents but not Create Agents?
Technote #: 1101548

Decoding the New Notes/Domino 6 Agent Features
http://www.lotus.com/ldd/today.nsf/62f62847467a8f78052568a80055b380/177bbe55c6848ae000256c44003aee17

What Are the Differences Between Replace Design and Refresh Design?
Technote #: 1097253

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Document information


More support for:

IBM Notes
Mail

Software version:

6.0, 6.5, 7.0, 8.0, 8.5

Operating system(s):

Mac OS, Windows

Reference #:

7006537

Modified date:

2013-11-18

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