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.

1. Perform the following steps to create a local replica of the service mail file on an IBM® Notes client that can connect to the service:
   Note: The owner of a mail file who uses a managed mail replica already has a local mail file replica and can skip this step.
   1. Make sure that you have a SmartCloud Notes subscription with the User role.
   2. From the Notes client, log on to the service using a Notes ID that has access to the mail file in the service. The IDs of the following users have access to the mail file:
      • The owner of the mail file
      • Someone who the owner gives delegate access
      • Someone who has access through an entry in a customized mail file ACL.
   3. Open the mail file on the SmartCloud Notes server, following the appropriate procedure in the following table:

      Table 1. Opening a mail file in the service

      Person	Steps
      Owner	Open your mail file as you normally do. For example, from the home page, click Mail.
      Delegate	Open your mail file as you normally do, then complete the following steps: In the navigation pane, expand Other Mail. Click Open Other Mail. Select the name of the mail file owner from the company directory.
      Administrator with access to the mail file through a custom ACL	Determine the mail server name and mail file name in the service: From SmartCloud Notes Administration, click Users. Click the name of the mail file owner. In the Mail servers field, note the name of the first server that is listed, for example, MAIL16/SCN/RENOVATIONS. In the Mail databases field, note the name of the first database that is listed, for example, data0/20559530/20892244.nsf. Open the mail file: From Notes, click File > Open > IBM Notes application. In the Look in field, type the mail server name. In the File name field, type the mail file name. Click Open.

   4. From the open mail file, click File > Replication > New Replica.
   5. Make selections in the Create Replica dialog box:
      • In the Server field, be sure to select Local.
      • If you plan to use an operating system command to create the replica on the on-premises server in Step 3, do not select Encrypt the replica using.
2. (Optional) To minimize message loss during the conversion process, perform the following steps to suspend the account for the user. Suspending the account stops mail delivery to the Notes mail file.
   1. Perform a final replication between the mail file replica on the SmartCloud Notes server and the replica on the Notes client.
   2. Log on to the service as an administrator.
   3. If your account has the user role, click Admin > Manage Organization.
   4. From the navigation pane, click User Accounts.
   5. Click the arrow next to the name of the user being converted and select Suspend Account.
      Note: This step suspends all of the subscriptions that the user has.
3. Replicate the mail file on the client to the on-premises mail server the user is switching to.
4. Adjust the mail file ACL as necessary, for example, to allow access by on-premises servers.
5. Apply an on-premises mail file template to replace the template from the service.
6. Perform the following steps to remove the SmartCloud Notes subscription from the account of the user.
   1. Log on to the service as an administrator.
   2. If your account has the user role, click Admin > Manage Organization.
   3. From the navigation pane, click User Accounts.
   4. If you completed Step 2, click the arrow next to the name of the user to convert and select Unsuspend Account.
   5. Click the arrow next to the name of the user and select Edit User Account.
      Note: If the user has only a SmartCloud Notes subscription, you can instead select Delete user to delete the account. You can reinstate the account for up to 30 days. If you are sure you do not want to restore the account, complete the task Permanently deleting a user account. In this case, skip the remaining substeps.
   6. Click Next to move to the Subscriptions tab.
   7. Perform one of the following steps:
      • If the user has more than one subscription, select Customize the subscriptions for this user and in the Mail field select None selected.
      • If the user has only a SmartCloud Notes subscription, select None.
   8. Click Next and then Finish.
      Note: You can reinstate the account for up to 30 days. To reinstate, add the SmartCloud Notes back to the account, or restore the account, if you deleted it. If you continue to step 7, the 30-day period does not apply; the user is returned to being an on-premises user, and the account cannot be reinstated.
7. Remove the user from the Deleted Users page in SmartCloud Notes administration by completing the task Removing the SmartCloud Notes data for a deleted user account or subscription.
   Note: If you do not remove the user from the Deleted Users page, mail sent to the user will result in a delivery failure notifications with the error User account is not active.
8. To switch the user to an on-premises mail server and mail file, edit the Domino directory Person document of the user as follows:
   • Change the Mail server field to refer to the on-premises mail server
   • Change the Mail file field to refer to the on-premises mail file