Administering

Though IBM® is responsible for the administration and maintenance of the mail servers, there are tasks that you perform through an administration interface at http://www.ibmcloud.com/social.

About this task

You must have the Administrator role assigned in a user account to perform most administration tasks. You must have either the Administrator or the User Administrator role assigned to perform most administration tasks. For information about the responsibilities of User Administrators, see Understanding roles. An exception is resetting the service login password for a user account, which can also be performed by someone with the Admin Assistant role.
  • Best practices for maintaining your on-premises environment
    Follow these best practices to help ensure that your on-premises environment remains properly configured to work with the service.
  • Using partitions in SmartCloud Notes Administration
    If you use partitions in your organization, you can filter users by partition when performing many of the SmartCloud Notes® administration tasks.
  • Changing and viewing mail file access
    If you are a customer administrator, you can view and change mail file access control lists.
  • Changing user mail file templates
    You can change the mail file template assigned to a user. For example, change the mail template if the IBM Notes client of a user is upgraded to a new version.
  • Viewing assigned mail file templates
    You can view the mail file template that is assigned to a service user.
  • Assigning extension forms files to users
    After an IBM representative uploads an approved extension forms file to the service, you can assign the forms file to users. Extension forms file enable you to customize the visual theme, fonts, the action bar, and other aspects of the web client.
  • Resetting service login passwords
    Users can reset their own service login passwords once within a 24 hour period by clicking Forgot password?. An administrator or administrator assistant can reset service login passwords for any user at any time.
  • Resetting passwords for Notes IDs
    Reset the password on an IBM Notes ID file to change the current password. Typically you do this because a user has forgotten the current password.
  • Changing a Notes user name
    In a hybrid environment, you use the Domino® Administrator client on-premises to change a user's Notes name. The steps initiate a series of administration process requests.
  • Changing an Internet email address
    Use this procedure to change a user's Internet email address if you are not also changing the user's Notes name.
  • Removing a SmartCloud Notes subscription from a user account
    When you remove a SmartCloud Notes subscription from a user's account, the subscription is available for another user. The account identity still exists, unless you delete the user account, and is still active, unless you suspend the user. The user can still log in to the cloud service, but the user no longer has access to SmartCloud Notes.
  • Suspending a user account
    You can suspend a user account. When an account is suspended, the user cannot log in to the service. If the user is logged in at the time the account is suspended, the user can continue working, but cannot log in again after logging out. No subscriptions are available to the user, but they remain assigned to the user. Also, the user identity and user data remain on servers in the service.
  • Deleting a user account
    When you delete a user's account, the user no longer has access to any cloud services.
  • Removing the SmartCloud Notes data for a deleted user account or subscription
    After a user account is permanently deleted or an IBM SmartCloud® Notes subscription is removed from a user account, the SmartCloud Notes data such as the mail file remains for 30 days. Use this procedure to force the deletion of the user data from the service, if you do not want to wait the 30 days.
  • Moving users to different Domino directories
    You can move the Person document of a user who is currently provisioned in the service to a different Domino directory.
  • Converting a service user to an on-premises user in a hybrid environment
    If you use a hybrid environment, you can convert a service user to an on-premises user. Conversion removes the SmartCloud Notes subscription from the user account. You then switch the user to a Domino mail server at your company site. After you perform either step 7 or step 8, the user is permanently deleted, and you cannot restore the account.
  • Uploading a Notes ID to the vault
    In a hybrid environment, if a service user has an IBM Notes ID file, the ID must be stored in the ID vault in the service. In some cases, for users who have a Notes ID, but who will not use the Notes client, you might need to upload the Notes ID to the vault manually. If it is not stored in the vault, IBM Verse, web client, and IBM Traveler users cannot perform secure mail operations. Other limitations also apply, as outlined in this topic.
  • Viewing subscriptions
    You can view the subscriptions assigned to existing users, or view the subscriptions that are available to assign to new service users. In addition to the mail service, other subscriptions can include collaboration services. Third-party integrated applications may also display if your organization has enabled them.
  • Managing Traveler and Verse mobile devices
    For users with IBM Traveler subscriptions, including IBM Verse mobile device users, you can view information about the users' mobile devices. You can also wipe the device or application to remove sensitive data from it, for example, if the device is lost or stolen.