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Q&A: Understanding Managed Mail Replicas



This technote provides answers to common questions about the Managed Mail Replica feature introduced in Notes/Domino 8.5.2.


Tip: Review this Q&A in conjunction with the wiki article titled Managed Mail Replicas Explained

How can you determine if you are using a Managed Replica?

-- The easiest way is to go to the Open List and select Open > Mail. The mail file should indicate that it is on Local, even if the current location is a server based mail file location.

-- You could also go to File> Application > Properties. The Type drop-down list should indicate"Managed Replica".

How do you know whether a managed replica is working correctly?
The managed replica is working correctly if the following are all occurring:
1. Access to the mail file brings the user to the local replica.
2. The user is never blocked doing mail/calendar operations.
3. New mail is received, sent mail is transferred to the mail server and the managed replica stays in sync with the server based replica.

Can users still access your home server-based mail file replica even though you have a local managed replica?
In general, the managed replica is intended to replace the server based replica as the user's mail file. However, there may be instances where users still want to directly access the server based mail file. This can be accomplished by explicitly accessing the server based file in one of two ways:
-- Open -> Mail(right-click) -> Open Replica -> Choose the home server>
-- File->Open->Lotus Notes Application, then Choose the home server and browse to the user's mail file on that server.

What should you check if new mail is not being delivered to a managed replica?

-- Check for the following line in the notes.ini: ReplicateOnNewMail=1?

-- From the Open list, select Replication and Sync. Is the local managed replica entry visible and enabled? When was the last time it replicated?

-- From either the Replicator page or the managed replica's Inbox, select the Send and Receive Mail button. Does new mail appear? Send a test message and see if it is received in the Inbox.

-- Does the new mail notification appear in the Notes Status bar? Do you hear the new mail sound when new mail is delivered on the server?

What if a managed replica does not seem to stay synchronized with the server-based copy?
It is important to note that changes made on the managed replica (drafts, filing into folders, unread marks) are not replicated to the server until the next scheduled replication. New mail should be received within a few seconds after it is delivered on the server copy. Also, sent mail should be received by the intended recipients immediately (see subsequent problem).

For synchronization issues in general, all that needs to be checked is that scheduled replication is enabled and the managed replica is checked. (Note: this is done automatically when the managed mail replica is created, however, the user can change these settings and essentially disable the replication. )

What should you do if sent mail is not being received by intended recipents?
Check the following items:

-- Is the following line in the user's notes.ini -- OutgoingMailSendThreshold=1

-- Do you see messages pending in the outgoing Select File > Open > Lotus Notes Application, then while on My Computer type and select Open.

-- On the Replicator page, is there an entry for Outgoing Mail on the Replicator Page? Is the entry enabled/checked? Are there any pending messages? When was the last time it replicated?

-- If pending messages and/or messages were seen in the file, hitting the Send/Receive Mail button in the Inbox or on the replicator page should send the messages.

Does the setting "Amount of free space required before cache is created" compare the amount of free space on the client with the size of the mail file?
No, it is just looking at free space available on the drive with the Data directory. The managed mail replica tends to be smaller based on initial truncation and truncation of attachments older than 30 days.

For example: Say you have the setting set to 2GB and the mail file is actually 5GB. If you have only 3GB left on your local drive it will meet the criteria for the size but you still will not have enough for the actual replica (assuming you are not truncating any docs). In this case, the replica will be created, and will replicate what it can. And then, when enough space becomes available, replication will complete.

If the replica fails due to not enough space is the partial replica removed? If not removed, does it keep the content that replicated before space ran out or just a replica stub of a smaller size?
The initial local replica stub would succeed, but replication may not complete. The Notes Client will continue to use the server copy, until at least the initial replication completes. Replication is optimized to not resend the same documents once replicated. In addition, there is an additional optimization the stores the initial replication search to avoid repeating a search if replication does not initially complete, for whatever reason.

If the replica fails due to not enough space, will it continuously try at each client startup because the policy indicates there should be a managed mail replica but one is not present? If the space check fails, yes it will retry, but the checks for space are computationally cheap and done infrequently. If the space check succeeded, but the replication did not complete, it will retry on the replication schedule.

How can you prevent it from continuously trying to create the replica if not enough space? Raise the free space check to a higher value.

Does a managed mail replica's full text index include attachments?
The managed replica's index uses document data plus any attachment data already retrieved, if the "Index attached files" option was set on the server replica. See below for more details.

The default full text index, created automatically with managed mail replica (MMR), is document data only (with caveats):

First MMR replicates the last N (30) days of full documents (data and attachments) leaving the rest of the database with truncated documents (minimal data and no attachments). When the first search is performed on the MMR, the document data for those truncated documents (without the attachments) is retrieved from the server, using background replication. The attachment data for those truncated documents can be auto downloaded when a user accesses them manually. The full text index is created locally with the same options as the server FTI. The attachment data is not in most of the truncated documents, unless the user has accessed them, or they were in the first N days of fully replicated documents.

The user can delete the full text index created for MMR and recreate it with "Index attached files" option set, using the document properties dialog, but the attachments will still need to be retrieved before they can be included in the full text index. You can not index what is not there.

Known Issues & Troubleshooting
  • Local replica converted to managed replica does not get upgraded to ODS 51 (Technote #1444556)
  • Notes clients are still throttled when creating managed replicas, even after disabling Smart Upgrade Governor on the server (Technote #1444563)

Related information

Managed Mail Replicas Explained
Recommendations to achieve the best results with Notes/
Machine-specific policy settings

Cross reference information
Product Component Platform Version Edition
IBM Domino

Document information

More support for: IBM Notes

Software version: 8.5.2, 8.5.3, 9.0

Operating system(s): Windows

Reference #: 1448134

Modified date: 28 June 2018

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