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.

Before you begin

Make sure that you have a copy of the user's Notes ID file and password.

If you are unsure whether to store a Notes ID in the vault for web client users, read Planning for Notes IDs.

About this task

Upload a Notes ID to the ID vault for users who have an ID file, but who do not use the Notes client:
  • If they are starting with new mail files.
  • If the mail file was transferred to the service without an imported Notes ID. In this case, if you do not store the ID in the vault, the user cannot read old encrypted messages if there are any.
Note: Alternatively, web client users can upload Notes IDs themselves. For more information, see the topic about importing a Notes ID in the SmartCloud Notes web section of the SmartCloud Notes user documentation.
Typically, this procedure is not necessary in these situations:
  • For Notes client users, because the ID is automatically uploaded to the vault at some point after the client connects to the service.
  • For web client or IBM Verse users whose existing on-premises mail files were transferred to the service, and whose Notes ID was imported into the mail file before the transfer. In this case, the Notes ID is uploaded to the vault the first time a user performs a secure mail operation, such reading encrypted mail.
  • For web client or Verse users who never had a Notes ID and who do not want to perform secure operations.
For users who have a Notes ID, if the ID is not stored in the service vault, the following limitations apply:
  • Web client, Verse, and IBM Traveler users cannot perform secure operations when their IDs are not in the vault. Secure mail operations include signing mail, and reading or sending encrypted mail.
  • Notes ID password resets and ID recovery are not available.
  • If a user's name changes, the user's Notes name cannot be changed.
You can also use this procedure to replace a Notes ID in the vault.
Note: You cannot use this procedure to upload an ID file that is enabled for Notes shared login (NSL). To allow the ID to be uploaded manually, disable NSL. Or, use the Notes client with the service, so that the ID file can be uploaded to the vault automatically. For more information about Notes shared login, see the security section of the IBM Domino® documentation.

Procedure

  1. Log on to the service as an administrator.
  2. If your account also has the User role, click Admin > Manage Organization.
  3. In the System Settings section of the navigation pane, click IBM SmartCloud Notes.
  4. Click Users.
  5. If your organization uses partitions, select the partition.
    Tip: If you do not know the user's partition, click User Accounts in the navigation pane to locate the user and view the partition assignment. Alternatively, if you have the Administrator role, select All to view the names of users in all partitions.
  6. In the Search box, type the beginning characters of any of the following user values to display the user's name:
    • Distinguished name, for example, Samantha Daryn/Renovations.
    • Internet email address, for example, sdaryn@renovations.
    • Last name, for example, Daryn.
    A "starts with" search matches values for names that begin with letters you specify. It does not include results where the specified letters are simply included in the name. For example, the results of a search on ma might include masmith@renovations and Kristin MacGyver, but would not include tamado@renovations. Search results can include a maximum of 1000 names. You cannot use the wildcard character (*) when you search.
  7. Click the user's name in the search results.
  8. Under Available actions for this user, click Upload Notes ID File.
  9. Browse for the Notes ID file, and optionally provide the password if one exists.

Results

The Notes ID is stored in the vault. Note, however, that the password for the ID is not stored in the vault.