DISCLAIMER COPYRIGHT LIST OF TRADEMARKS

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4 DISCLAIMER THIS DOCUMENTATION IS PROVIDED FOR REFERENCE PURPOSES ONLY. WHILE EFFORTS WERE MADE TO VERIFY THE COMPLETENESS AND ACCURACY OF THE INFORMATION CONTAINED IN THIS DOCUMENTATION, THIS DOCUMENTATION IS PROVIDED AS IS WITHOUT ANY WARRANTY WHATSOEVER AND TO THE MAXIMUM EXTENT PERMITTED, LOTUS DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY, NONINFRINGEMENT AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE SAME. LOTUS SHALL NOT BE RESPONSIBLE FOR ANY DAMAGES, INCLUDING WITHOUT LIMITATION, DIRECT, INDIRECT, CONSEQUENTIAL OR INCIDENTAL DAMAGES, ARISING OUT OF THE USE OF, OR OTHERWISE RELATED TO, THIS DOCUMENTATION OR ANY OTHER DOCUMENTATION. NOTWITHSTANDING ANYTHING TO THE CONTRARY, NOTHING CONTAINED IN THIS DOCUMENTATION OR ANY OTHER DOCUMENTATION IS INTENDED TO, NOR SHALL HAVE THE EFFECT OF, CREATING ANY WARRANTIES OR REPRESENTATIONS FROM LOTUS (OR ITS SUPPLIERS OR LICENSORS), OR ALTERING THE TERMS AND CONDITIONS OF THE APPLICABLE LICENSE AGREEMENT GOVERNING THE USE OF THIS SOFTWARE. COPYRIGHT Under the copyright laws, neither the documentation nor the software may be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form, in whole or in part, without the prior written consent of Lotus Development Corporation, except in the manner described in the documentation or the applicable licensing agreement governing the use of the software. Copyright Lotus Development Corporation 55 Cambridge Parkway Cambridge, MA All rights reserved. Printed in the United States. LIST OF TRADEMARKS Domino, Notes, NotesBench, NotesFlow, and Notes/FX are trademarks and cc:mail, Freelance, Freelance Graphics, Lotus, Lotus Components, Lotus Notes, LotusScript, Notes Mail, NotesSQL, NotesView, 1-2-3, Organizer, SmartIcons, and SmartSuite are registered trademarks of Lotus Development Corporation. AS/400, OS/2 Warp, RS/6000, and PowerPC are trademarks and AIX, IBM, OS/2, Presentation Manager, and SNA are registered trademarks of International Business Machines Corporation. Tivoli/Courier is a trademark of Tivoli Systems Inc., a wholly owned subsidiary of International Business Machines Corporation. All other trademarks are the property of their respective owners.

5 Contents Preface... Upgrading Notes and Domino 1 Planning the Move to Release 5 Planning the move to R Preparing to upgrade to Release Creating an upgrade team Creating an upgrade plan Planning order of operations for upgrading. 1-6 Training and Release New Domino server features New Domino mail features New Lotus Notes client features New Domino application features New Domino search features Upgrading an Internet Mail Server Upgrading a server that uses the SMTP/MIME Message Transfer Agent (MTA) to Release 5... Removing Domino as an NT Service... Upgrading system templates on an MTA server... Template interoperability on an MTA server How R5 replaces the MTA... MTA upgrade scenarios... Using a third-party relay host with an R5 mail server... Using the cc:mail and X.400 MTAs with Domino R5... ix Internet mail routing in mixed-release environments... Internet mail addresses in Domino Release 5... Internet mail storage format in Domino Release 5... Upgrading an MTA server and NOTES.INI parameters... IMAP and POP conversion changes in Release 5... Relay host changes in Domino Release 5.. Using dial-up with Domino Release 5... Upgrading an Internet mail server to use multiple threads... Multiple MAIL.BOX databases on a mail server... NSFBufferPool size in R Upgrading a Domino Server Upgrading a Domino server Upgrading the administration server for the Domino Directory Upgrading system templates Template interoperability Upgrading a mail server to use multiple threads Creating new R4 servers in a mixed-release environment Using multiple MAIL.BOX databases Changing Domino server time zone and daylight-saving time settings... NSFBufferPool in R5... Maximum requests over a single connection

6 4 Upgrading Domino Administration Upgrading Domino Administration... Upgrading administration clients... Upgrading to the Web Administrator tool.. Using the Domino Administrator in a mixed environment... Using message tracking in a mixed-release environment... 5 Upgrading Clients Upgrading a Lotus Notes client to Release 5. Converting the workspace to bookmarks... Changes to the Personal Address Book... Portfolio databases in Notes Release 5... Upgrading your mail file to Release 5... Creating account records for Internet mail.. Setting default workstation security... Synchronizing time zones and daylight savings time with Notes... Using calendar and scheduling features with Internet mail... Repeating meetings and R Working with the Domino Directory Working with the Domino Directory... Using the Domino Directory template in a mixed-release environment... Customized Address Books... Using the Domino Directory Profile... New and deleted design elements in the Domino Directory... New forms in the Domino Directory... Setting message format preference for users Populating the Internet Address field in Person documents Using Custom Format Pattern Validating Internet Addresses... Retrieving LDAP information in a mixed-release environment... Upgrading Directory Assistance... Web authentication and secondary address books... Host names in Server documents... 7 Upgrading Clusters Upgrading clusters... Mail files in a mixed-release cluster... 8 Upgrading Databases and Applications Upgrading databases and applications Upgrading databases to R Upgrading users mail files Upgrading templates Upgrading Web applications Upgrading document libraries Issues with upgrading applications and databases Keeping a new database in Release 4 format 8-10 Compacting databases in a mixed-release environment... Rolling back databases to R4 database format... Upgrading applications and Release 5 requirements... Improving database performance... Changes in case- and accent-sensitive sorting of characters... Storing image files in native format... Allowing more database fields in a mixed-release environment... 9 Upgrading Search Upgrading Search... Overview of Domain Search

7 Domain Catalog Server... Domain Catalog... Search from the Web... Changes and end users... Domain Search and R4 Database Catalogs... Changes in Search Enabling Domain Search Setting up Domain Search Searching file systems Tuning indexing performance Updating server indexes Setting which databases to search Setting up Domain Search for Notes clients. 9-7 Security and Domain Search Search security and server access lists Search interoperability Search Site and Release Upgrading Security Using Release 5 ID files... Creating flat ID files... Password checking and interoperability with earlier releases... X.509 certificates and interoperability... Protect Directives in HTTPD.CNF and R5. Web server authentication in a mixed-release environment... Making root certificates available to clients using SSL and S/MIME Certifying Users and Servers in Flat Organizations Converting flat names to hierarchical names Converting flat Notes user names to hierarchical Converting flat server names to hierarchical server names... Flat names... Communication with organizations that use flat names Ways to recertify IDs with a flat certifier ID Ways to rename flat user IDs How the Administration Process converts flat Notes user names to hierarchical How the Administration Process converts a flat server name to hierarchical Results of recertification Migrating Users to Notes and Domino 12 Overview of Migrating Users to Notes and Domino Overview of migrating users to Notes and Domino... Using this guide Migrating users and mail data Installing the Domino Administrator and migration tools Importing users from a foreign directory Adding users to a migration group Setting migration options Registering users and migrating messaging data Verifying that a migration was successful Migrating Users from cc:mail Migrating cc:mail users... Supported cc:mail versions... Notes equivalents for migrated cc:mail information... Notes equivalents for migrated Organizer information

8 Preparing to migrate cc:mail users Migrating Organizer information Preparing to migrate Organizer information Importing the cc:mail post office directory Customizing cc:mail migration settings Setting migration options for cc:mail Specifying advanced settings for migrating cc:mail users Specifying cc:mail conversion settings Mapping cc:mail gateways to Notes domains Specifying other cc:mail upgrade settings Registering users and completing the cc:mail migration... Ensuring compatibility with the cc:mail MTA... Migrating additional cc:mail messages after registration Migrating Microsoft Mail Users to Notes Migrating Microsoft Mail users... Notes equivalents for migrated Microsoft Mail data... Understanding how the migration tool parses Microsoft Mail name formats. Preparing to migrate Microsoft Mail users. Importing the Microsoft Mail postoffice address list... Customizing Microsoft Mail migration settings... Specifying advanced options for migrating Microsoft Mail users... Registering users and completing the migration from Microsoft Mail Migrating additional Microsoft Mail messages after registration Migrating Users from Microsoft Exchange Migrating Microsoft Exchange users... Notes equivalents for migrated Microsoft Exchange data... Preparing to migrate Exchange users... Importing the Microsoft Exchange directory Registering users and completing the migration from Exchange Migrating Users from a Windows NT Domain List Migrating Windows NT users... Preparing to import users from Windows NT... Specifying the Windows NT domain to import from... Importing Windows NT users into the Notes registration queue... Setting migration options for Windows NT users... Specifying advanced options for importing Windows NT users... Registering users and completing the migration from Windows NT Migrating Users from an LDIF File Migrating users from an LDIF file... What is LDIF?... Understanding how Notes uses information in the LDIF file... Preparing to import an LDIF file... Specifying the LDIF file to migrate from.. Setting options for importing users from an LDIF file... Registering users migrated from an LDIF file

9 Adding imported users as directory entries only Migrating Users from Novell GroupWise 4 Migrating Novell GroupWise 4 users... Preparing to migrate GroupWise 4 users.. Importing people and groups into the registration queue... Registering users and completing the migration Migrating Users from Novell GroupWise 5 Migrating Novell GroupWise 5 users... Preparing to migrate GroupWise 5 users.. Importing people and groups into the registration queue... Registering users and completing the migration Migrating Users from the Netscape Messaging Server Migrating Netscape Messaging Server users Preparing to migrate Netscape Messaging Server users... Importing people and groups into the registration queue... Registering users and completing the migration Migrating Personal Mail Data Migrating personal mail data... Messaging data migrated by the user upgrade wizards... Before running the upgrade wizard... Installing the upgrade wizard Sending users an upgrade notification message Running the upgrade wizard Converting message archives Overview of migrating personal address book information After the upgrade wizard finishes processing Index... Index-1

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11 Preface This guide describes how to move to Notes and Domino Release 5. It is intended for system administrators who are managing Notes clients and Domino servers. Structure of this guide This guide has two parts. The first part, Upgrading Notes and Domino, describes how to upgrade to Release 5 from earlier releases of Notes and Domino. The second part, Moving Users to Notes and Domino, describes how to add users from other messaging and directory systems to the Domino Directory and convert their mail, calendaring, and scheduling data into Notes format. Structure of Notes and Domino documentation Documentation for Notes and Domino is provided online in three databases available from the Help menu: Notes 5 Client Help Domino 5 Administration Help Domino 5 Designer Help ix

12 Notes Help* Step by Step ** Release Notes Administration Help Setting up a Domino Server Moving to Notes and Domino Release 5 Configuring the Domino Network Administering Domino Clusters Administering the Domino System, Volume 1 Administering the Domino System, Volume 2 Managing Domino Databases * not available in print ** print only Designer Help Application Development with Domino Designer Domino Objects Domino Designer Templates Guide* Posters Domino Designer Programming Guide, Volume 1: Overview and Formula Language Domino Designer Programming Guide, Volume 2: LotusScript/COM/OLE Classes Domino Designer Programming Guide, Volume 3: Java/CORBA Classes LotusScript Language Guide Domino Enterprise Integration Guide In addition, the Administration and Designer documentation is available as printed books, as described in the tables that follow. To see a list of all online and printed documentation, open Notes and choose Help - Help topics. Then click the link called Other Help. To order books, visit the Lotus Education Web site at To download the documentation in PDF or NSF format, visit the Domino and Notes User Assistance Web site at Documentation for the Notes Client In addition to the online Help, the printed book Step by Step provides a tutorial for beginning Notes users. x Moving to Notes and Domino Release 5

13 Documentation for Domino Administration The following table shows the printed books in the Administration documentation set. The information in these books is also found in the Domino 5 Administration Help online database. Moving to Notes and Domino Release 5 Configuring the Domino Network Administering the Domino System, Volumes 1 and 2 Administering Domino Clusters Managing Domino Databases Describes how to upgrade existing Domino servers and Notes clients to Release 5. Also describes how to move users to Domino from other messaging systems. Explains how to configure a specific network to work with Domino. Also illustrates how to run Notes using multiple network protocols and individual protocols, such as AppleTalk, Banyan VINES, NetBIOS, Novell SPX (NetWare), and TCP/IP. Describes how to set up and manage servers, users, server connections, mail, replication, security, calendars and scheduling, Web servers, NNTP services, billing, and system monitoring. Describes how to troubleshoot system problems. Describes how to set up, manage, and troubleshoot Domino clusters. Provides information on managing databases, including putting databases into production, setting up access control lists and replication, and maintaining databases. Preface xi

14 Documentation for Domino Designer The following table describes the printed books in the Designer documentation set. The information in these books is also found in the Domino 5 Designer Help online database. Application Development with Domino Designer Domino Designer Programming Guide, Volume 1: Overview and Formula Language Domino Designer Programming Guide, Volume 2: LotusScript/COM/OLE Classes Domino Designer Programming Guide, Volume 3: Java/CORBA Classes LotusScript Language Guide Domino Enterprise Integration Guide Managing Domino Databases Explains how to create all the design elements used in building Domino applications, how to share information with other applications, and how to customize applications. Introduces programming in Domino Designer and describes the formula language, and Provides reference information on the LotusScript classes, which provide access to databases and other Domino structures. Provides reference information on the Java classes, which provide access to databases and other Domino structures. Describes the basic building blocks of LotusScript, how to use the language to create applications, an overview of the LotusScript programming language, and a comprehensive list of language elements. Provides information on how to set up Domino Connectors, how to utilize Domino Enterprise Connection Services (DECS) to access enterprise data in real-time, and reference material for programming with the LotusScript Extension for Domino Connectors. Provides information on managing databases, including putting databases into production, setting up access control lists and replication, and maintaining databases. xii Moving to Notes and Domino Release 5

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17 Chapter 1 Planning the move to Release 5 Lotus Domino TM Release 5, Lotus Notes Release 5, Lotus Domino Administrator Release 5, and Lotus Domino Designer Release 5 offer new features, functionality, and ease of use to make your organization more productive and efficient. From the new Notes TM interface to the task-oriented administration client, R5 focuses on helping you with day-to-day work. This guide covers two areas: upgrading and migration. Upgrading is the process of moving from earlier releases of Domino and Notes to Release 5 including upgrading the software, working in a mixed-release environment, and upgrading your infrastructure. Migration is the process of moving from other mail systems, such as Microsoft Exchange, to Notes and Domino R5. Upgrading to R5 Planning the move to R5 Most organizations do not move to R5 all at once; rather, they phase in R5. There is a period of time in which the old systems (including earlier releases and other mail/groupware products) coexist with R5. Lotus created R5 with this coexistence phase in mind key system databases, such as the Domino Directory and the Administration Requests database, were designed for backwards compatibility. In addition, new features such as the native Simple Message Transfer Protocol (SMTP) and Multipurpose Internet Mail Extensions (MIME) support in the Domino router do not require infrastructure changes simply upgrade to R5 and begin using them. Your existing routing paths and addressing work as well in R5 as they did in R4. In short, upgrading and coexistence should be straightforward and painless, letting your organization move at its own pace to R5. 1-1

18 To help you structure your upgrade process and rollout, see the following information: Preparing to upgrade to Release 5 Reading the Release Notes Supporting long file names for Domino on OS/2 Warp Upgrading from Release 4 Upgrading from releases prior to Release 4 Designing the upgrade process Creating an upgrade team Creating an upgrade plan Planning order of operations for upgrading Planning a pilot upgrade project Scheduling upgrading Testing applications before upgrading Training and Release 5 New Release 5 features New Domino server features Installing the Domino Administrator in Release 5 New Domino mail features New Lotus Notes client features New Domino application features New Domino search features Using this guide This guide is intended to be read by everyone involved in the upgrade process, and especially by the upgrade team. While end users probably do not need to read the guide, some information in it may be useful to them. Consider creating a short list of useful information and distributing it to your end users. This guide contains information on planning your upgrade, the steps necessary for each part of the upgrade, information on operating in a mixed R4/R5 environment, and an overview of new features in Release 5 that help your organization be more productive. 1-2 Moving to Notes and Domino Release 5

19 Preparing to upgrade to Release 5 To prepare for upgrading to Release 5, consider issues that affect upgrading. Operating system changes In Release 5, the Notes client is no longer available for Microsoft Windows 3.1, IBM OS/2 Warp, or UNIX systems. Notes users with those operating systems can continue to run an earlier version of Notes or move to a platform which has a Release 5 client: Microsoft Windows 95, Windows 98, Windows NT, or Macintosh PowerPC systems. In Release 5, the Domino server is no longer available for Novell NetWare. Organizations running Domino on NetWare can continue to run an earlier version of Domino or move to a platform which has a Release 5 server: HP-UX, IBM AIX, IBM OS/2 Warp, Microsoft Windows NT, and Sun Solaris. Upgrading to R5 Hardware requirements Be sure to consult the Release Notes for hardware requirements for Domino and Notes R5. You may need to add additional capacity to servers or workstations to run R5. In addition, features such as transaction logging have additional requirements such as separate drives. Reading the Release Notes Before upgrading to Release 5, be sure to read carefully and thoroughly the Release Notes, available in print and as a database (README.NSF). The Release Notes contain critical technical information, documentation, interoperability issues, and updates that were not available in time to be included in the rest of the documentation. A number of the Release Notes pertain to upgrade steps, information, and concerns. Supporting long file names for Domino on OS/2 Warp To use file names that are longer than the 8.3 convention, the server must have an HPFS drive. Upgrading from Release 4 To upgrade to Release 5, your Domino and Notes system should be running Release 4.1 or later. Lotus recommends upgrading a Release 4 system to the latest Quarterly Maintenance Release (QMR) of that release for the greatest stability and ease of upgrading. For example, upgrade a Release 4.5 system to Release Planning the move to Release 5 1-3

20 Upgrading from releases prior to Release 4 To upgrade to Release 5, your Domino and Notes system should be running Release 4.1 or later. If you have Release 3 designs or templates in your organization, such as a Release 3 Names and Address Book, or Release 3 mail files, you must upgrade these designs to at least Release 4.1 before upgrading to Release 5. If you upgrade Release 3 clients to Release 5, the Release 5 setup program ignores the workspace and DESKTOP.DSK and creates a blank set of bookmarks. Creating an upgrade team While upgrading to R5 is not difficult, it is important to include representatives from all technical areas and departments involved in the upgrade. This allows your team to evaluate the effect of upgrading on all functional areas and to leverage the skills not only of your Information Systems (IS) department, but of other parts of your organization. At a minimum, your team should comprise: Chief Information Officer (CIO) Chief Technology Officer (CTO) Domino server administrators Network administrators Support and Help Desk technicians Application developers Database managers Training specialists / educators End user representatives (especially local experts and power users) By forming the upgrade team early in your process, you allow greater control and planning of the move to R5, reduce concerns about the upgrade, and create commitment to the move to R5. Leading the upgrade process Designate one or more project leaders for upgrading to R5. These leaders should: Coordinate the upgrade schedule Set up and monitor upgrade testing Apprise users and management of the upgrade and its effect on them Capture knowledge and share it through best practices 1-4 Moving to Notes and Domino Release 5

21 Document issues encountered and their solutions Coordinate communication, including project databases, meetings, and conference calls Upgrading in an international organization If your organization is an international one, include representatives from each site or geographic area. Different localities have different infrastructures for example, areas with high telecommunications costs may operate a WAN as opposed to a LAN and different requirements. Upgrade may affect each area differently for example, it is no longer necessary to have a separate MTA server for each character set or language. Upgrading to R5 Creating an upgrade plan Use the skills of your upgrade team and the experience from your upgrade testing to create an upgrade plan. This plan should include the order of operations for your organization which servers to upgrade first, then which clients (for example, by department or geographic location), then which applications (for example, performance-critical applications first). Set procedures Document the steps your team will take to upgrade servers, clients, and applications. Use the procedures in this guide as a starting point. If your organization customized the Public Address Book, for example, add a step at the end of your upgrade to apply those changes to the new Domino Directory template. Be sure to include troubleshooting information, procedures for backing up key files, ways to notify users that a server will be unavailable or that their client will be upgraded, and contact information for questions. Establish strategy In your plan, include capturing data, issues, solutions, and feedback in a database for use as a knowledge repository. This database will be the starting point for creating a set of guidelines, procedures, and knowledge that represents the best way to upgrade to R5 in your organization. By capturing feedback as you upgrade, your team can shift its operations or order of events to better meet the organization s needs. Planning the move to Release 5 1-5

22 Set responsibilities Create roles and responsibilities to designate who performs which functions at what times. For example, your Domino administrators might be responsible for upgrading hub servers in four weeks time, followed by upgrading mail servers over the next 12 weeks. Ensure that there is a contact person for each role and responsibility this person should be one of the members of the upgrade team. Plan for training Plan how to train users on the new Notes client interface. While the interface is easy to use, especially for users accustomed to Web browsers, it is different from the earlier Notes interfaces. R4 users can continue to use the workspace, but the new Bookmarks navigation model offers new features and ease of use. Examine hardware and software needs Consider whether upgrading involves hardware or software changes. For example, if your organization uses Microsoft Windows 3.1 as a client operating system, you must upgrade before moving to R5 for example, you could upgrade to Microsoft Windows 98 or Microsoft Windows NT 4.0. While you should not need to change hardware configurations for R5, you may need additional hardware to take full advantage of R5 features. For example, the transaction log files should be stored on a separate dedicated drive for best server performance, and the Domain Catalog Server that performs domain-wide searches should be a powerful, dedicated machine. Examine your infrastructure and the R5 features you wish to implement and determine whether additions or changes are necessary. Planning order of operations for upgrading Upgrading your Domino system needs to be an organized process to minimize work and avoid disrupting users. Server upgrades, for example, should take place at times when few users are connected such as weekends or late at night. Track your procedures, difficulties, solutions, and questions so that you can make this information available in later upgrade stages. Use a Notes database or a Domino Web site to provide best practices in upgrading for the rest of your organization. Lotus recommends upgrading to R5 in the following order: Hub servers Mail servers 1-6 Moving to Notes and Domino Release 5

23 Application servers Notes clients Applications and databases By upgrading servers before clients, and servers/clients before applications, you minimize disruption to users and to business activities. Users don t see R5 features until their clients can utilize them; conversely, users don t attempt to take advantage of features, such as mail rules, until their servers can handle them. In addition, this order allows administrators to become accustomed to the new, easier to use Domino Administrator client before assisting users with upgrading. Upgrading to R5 Hub servers Hub servers handle significant mail and replication traffic and benefit greatly from the improved performance and administration in Domino R5. In addition, few end users access hub servers, so any downtime for upgrading is less disruptive. Hub servers are generally run by administrators experienced with Domino, who can quickly implement R5 and troubleshoot any problems that occur. At the same time you upgrade the hub servers for your organization, upgrade the administration clients that administer your Domino servers. The R5 Domino Administrator streamlines administration tasks with a new graphical interface and has advanced server monitoring and troubleshooting capabilities. In addition, the Domino Administrator works with the new Domino Directory template to speed and ease administration. Mail servers After upgrading your hub servers, use the knowledge, experience, and procedures gained from that process when you upgrade your organization s mail servers. Domino R5 includes numerous performance enhancements and new features to make your mail infrastructure even faster, more powerful, and reliable. Users benefit from increased performance and features such as native MIME and SMTP, the ability to undo deletions, and a universal inbox for multiple mail accounts. Upgrading mail servers takes longer than upgrading hubs and involves more people, but the experience gained from working with the hubs should streamline this process. Wait to upgrade users mail files to the new R5 mail template until Notes users move to R5. You can, though, upgrade mail files to the new database format (On-Disk Structure, or ODS) for faster compaction and view rebuilds, easier backup and recovery, and new performance Planning the move to Release 5 1-7

24 enhancements. For your users who access mail only from POP (Post Office Protocol) or IMAP (Internet Message Access Protocol) clients such as Microsoft Outlook and Netscape Communicator, you can upgrade their mail files to the R5 template immediately. For more information on upgrading servers routing Internet mail with the SMTP/MIME MTA, see Chapter 2, Upgrading an Internet Mail Server. For more information on upgrading mail servers without the MTA, see Chapter 3, Upgrading a Domino Server. Application servers Your applications, and the servers they run on, are often the heart of your business, so upgrade them once your team is thoroughly familiar with the procedures, issues, and techniques used to move to R5. Carefully test your applications on Domino R5 before upgrading your production environment while complete backwards compatibility is the goal for R5, issues may arise with applications that use undocumented features or creative workarounds. See Upgrading databases and applications for more information. Consider whether to upgrade the ODS of your applications to R5 gaining performance improvements, backup and transaction logging capabilities, or whether to leave them in R4 ODS so R4 clients and servers can create replicas from them. Notes clients Roll out Notes R5 to your users after upgrading the servers those clients access. Notes R5 upgrades R4 clients automatically, creating a set of bookmarks based on a user s workspace and upgrading the design of the Personal Address Book. Users may need training on how to use the new Notes user interface, though the similarity between the new UI and Web browsers eases the transition. For more information, see Chapter 5, Upgrading Clients. Applications and databases Once you upgrade Domino servers and Notes clients, begin upgrading your applications and databases to R5. This involves moving to the new R5 ODS, or database format, and replacing the designs of standard databases (such as mail files, discussion databases, and document libraries) with R5 templates. Since R4 and earlier clients cannot use R5 features, make sure your users are upgraded to R5 before implementing R5 templates or features in your databases and applications. 1-8 Moving to Notes and Domino Release 5

25 Upgrading database format to R5 ODS is uncomplicated ODS does not replicate, so you can upgrade a replica to R5 ODS on an R5 server and let it replicate with an R4 replica on an R4 server. However, once a database is in R5 ODS, new replicas and copies of that database are in R5 format by default. Thus, while your infrastructure has mixed releases, you may want to keep some databases in R4 ODS. Once your system has completed its transition to R5, though, upgrade any remaining R4 databases to R5 ODS to gain the performance and reliability enhancements that the new format offers. Upgrading database design and features to R5 involves more considerations than the database format upgrade. In a mixed-release environment, R4 and earlier clients may not be able to see or use R5 features, so implementing an R5 template or features may be of concern. For example, while an R4 client can access an R5 mail file, usability is significantly decreased. Implement R5 templates and features only when your users can successfully access and use them. Generally, this means waiting to use R5 features and templates until your users have moved to R5. For more information, see Chapter 8, Upgrading Databases and Applications. Upgrading to R5 Planning a pilot upgrade project Before upgrading your system to Release 5, test upgrade procedures in a non-production environment where you can try things, make mistakes, and gain valuable experience. While upgrading to Release 5 is straightforward, each organization has a different infrastructure, needs, and deployment. By testing, you familiarize yourself and your upgrade team with the procedures and process of upgrading. In addition, it is essential that you test important applications and databases in a Release 5 environment before you move them to R5. For example, if your company relies on an R4 supply chain application, copy this application and test it on an R5 server with R5 ODS and any R5 features you want to implement. Verifying that an application does not encounter any issues with R5, or documenting the issues that you do encounter and their solutions, lends support and credibility to your upgrade efforts. Reproduce the organizational infrastructure A pilot upgrade project should reproduce, on a smaller scale, the Domino system in your organization. If your organization makes heavy use of clustered servers, test clustering under R5 and clustering in a mixed R4/R5 environment. If you use a series of Message Transfer Agent (MTA) servers to handle Internet mail that is critical to the success of your business, test how an R5 Internet mail server operates in your Planning the move to Release 5 1-9

26 environment. If your organization has mixed releases for example, some clients use R4.1 and some R4.6 test upgrading both releases to R5. In a company that makes heavy use of the calendar and scheduling features in the Notes mail database, test how new features such as clustered Freetime databases and repeating meetings operate. Consider dependencies Create a list of Notes and Domino features and databases that are missioncritical for your organization. Consider the standard deployment for your infrastructure for example, your company may place all mail files on clustered mail servers to ensure high reliability, failover, and load balancing. List the different types of servers you use some companies use Domino only for mail, other use it for messaging, applications, Web site hosting, and directory services among other roles. Test each of these items whether a vital application, server configuration, or role under R5. This lets you accumulate knowledge and create best practices for the deployment of your organization. Share knowledge Once you have compiled best practices, communicate them to your upgrade team and to all parts of your organization involved in upgrading to R5. This lets others benefit from your experiences, minimizing effort, mistakes, and duplication, and allowing you to maximize productivity. Consider an initial deployment In larger companies and especially in enterprise organizations, consider a limited-scale deployment to one group or business unit that serves as a model for the rest of the organization. Use this deployment of R5, along with your pilot project, to test your assumptions, plans, and expectations regarding the upgrade, interoperability, and training on the new software. Choose a group for the deployment that is comfortable with Domino and Notes and with change and learning. Make sure the group is invested in the project by discussing its benefits for them and encouraging them to share their concerns. Support their transition to Release 5 and capture their experiences and feedback for use in planning your organizational upgrade. Encourage users to share their experiences and feedback about Release 5 and about the rollout procedure so that you can adapt your plan to avoid problems and leverage strengths. Think of this initial deployment as a beta release of your upgrade plan it allows you to test your plan under actual business conditions and to work out any issues before moving to a company-wide rollout Moving to Notes and Domino Release 5

27 This type of initial, small-scale deployment may not be necessary for smaller companies, who have fewer issues regarding scalability, and for companies who need to upgrade to Release 5 quickly. Even without such a deployment, capture feedback and experiences to evaluate and modify your upgrade strategy as you move through it. Scheduling upgrading Schedule upgrading your production environment after you have tested upgrading in your lab environment. You can upgrade in a stepwise fashion; for example, test upgrading servers, then upgrade servers while you test client upgrade in your lab. Upgrading to R5 Consider organizational needs When scheduling upgrading, consider the effect on your organization and solicit input from representatives on your team and from management for each area or department that is being moved to R5. Some departments may be in a period when they are working on time- or mission-critical projects and cannot be disturbed; schedule these departments for later in the upgrade process. Others may have a high concentration of skilled power users; these users may be good candidates for early upgrades so they can provide feedback on your procedures and the R5 software. Allow time to capture knowledge When you schedule, be certain to allow sufficient time not only to perform the tasks involved in upgrading backing up the software, installing it, checking for problems, and training administrators and users but also time to record issues encountered, solutions created, and feedback elicited. This initial investment of time results in streamlined procedures and increased satisfaction with upgrading and with the software. Identify dependencies Identify any dependencies in your process and be certain to schedule appropriately. For example, if you need to upgrade your client operating system, you cannot move to R5 until this step is complete. The upgrade process as a whole cannot begin until the upgrade team is organized and has developed procedures for upgrading. After you draft a schedule, review it with dependencies in mind so that you do not schedule a task before its dependencies have been addressed. Planning the move to Release

28 Ensure accountability Be sure to create accountability for upgrade success by assigning a person or people responsible for each item on the schedule and a date when that item needs to be completed. Allow some flexibility in the schedule and in due dates to accommodate unexpected issues and the need for learning. Testing applications before upgrading Release 4 applications should function unchanged under R5. However, it is essential that you test important applications in a lab environment before upgrading your mission-critical production applications to Release 5 in a production setting. Sophisticated applications call for careful testing since potential issues may be subtle or not easily evaluated. Create a list of the key features and functions in your applications and evaluate their functionality under R5. Apply any R5 templates and the R5 ODS to applications. Be careful to document and test: Custom changes you have made to standard templates. R5 templates may incorporate the functionality you added, making it unnecessary, or may have changed how the feature you are using works. Reuse of template code. If you duplicated standard template code, such as LotusScript in your applications, be aware that changes in how this code functions in templates will also be reflected in how your application works. Use of undocumented features or settings. You may have used features, commands, or items in Notes that are undocumented and unsupported. While these items may work well in the current release, they may have changed in R5 either by moving into the supported code and feature set, or by no longer working at all. Creative workarounds. You may have used creative coding or design to work around a limitation in earlier releases. These workarounds may no longer be necessary in R5, or functionality changes could change how the workarounds operate. Be certain to test thoroughly your applications under conditions that mirror production use of the applications. Document your test procedures and results, and make them available to your upgrade team. Incorporate them into your best practices documentation. Use a test environment A test environment is an ideal place to experiment with new R5 features and functionality it provides real-world conditions without risk to your applications or impact on your business. Before rolling out a new R5 feature set or code, use it in your test environment to prove its stability and that it functions as intended. R5 features are generally not 1-12 Moving to Notes and Domino Release 5

29 available to older clients, so evaluate their usability and impact on older releases before rolling them out to your applications and users. Back up key applications before upgrading them. If there are problems during the upgrade, or if you encounter issues after upgrading, you can replace the application with the backed-up version. Note After upgrading the design of an application to R5, you must rebuild the views in that database. You can do this by opening the database in a Notes client and pressing CTRL + SHIFT + F9, or by typing the command: load updall databasename.nsf -r Upgrading to R5 at the Domino server console and pressing Enter. For more information, see Chapter 8, Upgrading Applications and Databases. Steps for testing applications Your testing strategy may vary depending on the number of applications your organization needs to test. You determined which applications to test when you created a test plan. 1. If you have not done so already, install Domino Designer on your workstation. 2. Create documents using each form in the application, including hidden forms. Make sure you can enter information into each field in the form, that buttons work correctly, and that the text on the form displays correctly. 3. Open in each view the documents you just created. Make sure they display correctly and formulas calculate correctly. Make sure hidden views work correctly. 4. Display the documents you just created. Make sure they display correctly and formulas calculate correctly. 5. If the application uses external databases or files, modify data in the external database or file and make sure the application updates the formulas correctly. 6. If the application uses formulas that reference hidden views in system databases for example, the Public Address Book make sure these formulas work correctly. 7. If the application uses external OLE applications, create forms that use the OLE application and launch the objects. 8. Test any agents to make sure they work correctly. Planning the move to Release

30 9. Check the security of the database. For example, check the access control list; encryption keys; roles; and the readers and authors access. 10. If the application uses selective replication formulas, test these formulas to make sure they are working correctly. For example, check the replica database to make sure the documents you selected replicated properly. 11. Repeat Steps 2 through 11 for every application you need to test. Steps for documenting applications Documenting applications organizes essential information about the application before you begin testing. If you have not already documented your application when you created it, you must complete these steps. 1. (Optional) Create a database to store testing information. This helps you keep track of progress, especially if you have many applications to test. If other people need to use this database at several sites, create a design template that they can use. 2. Document the type of application and its purpose. For example, determine whether this is a discussion, mail-in, or NotesFlow TM application. If it is a mail-in application, document the name that the Public Address Book uses. If it is a NotesFlow application, document the databases that this application uses. 3. Document any external databases or files that this application uses. For example, determine whether this application accesses data stored in an external database or file 4. Document any Notes databases that this application references. If the application references databases created with system templates for example, the Public Address Book document whether the formulas in the application reference hidden views. Many system design templates are changed in Release 5. Therefore certain views may no longer exist. To prevent problems, do not design applications that rely on hidden views in system design templates. 5. Document any Notes API programs that this application uses or any API programs that modify this application. 6. Document any external OLE applications that this application uses. 7. Document the servers that this application replicates with. 8. Repeat Steps 2 through 7 for every application you need to document Moving to Notes and Domino Release 5

31 Training and Release 5 Plan a training program on using the new user interface in Notes R5. The new UI is similar to that of Web browsers, so most users should move to it easily. Many companies use both a formal and informal training program. The formal program uses professional trainers, consultants, or employees who are expert in using Domino and Notes. It is short-term and is often presented as a seminar or class. The program combines instructor presentations with laboratory exercises and reading assignments to give users a basic grounding in the new features of Release 5. The informal program makes resources available to users as they interact with the software and encounter questions and problems. These resources often include a central help desk able to answer questions on software and hardware issues as well as local experts in each group who are knowledgeable about the system. Consider using computer-based training (CBT) or Web-based training for users. Set up a database for user questions; other users and support analysts can answer the questions. This reduces calls to the help desk and provides a knowledge resource for users. In addition, you may want to have occasional presentations on aspects of the software. Upgrading to R5 New Domino server features Domino R5 offers many new features to improve your organization s communication, knowledge-sharing, processes, efficiency, and productivity. Among these are: Security X.509 certificates You can issue X.509 certificates to users along with or instead of Notes certificates. S/MIME You can use S/MIME and X.509 certificates to send encrypted Internet mail. Password recovery If users forget their password, an administrator can recover their ID file. Planning the move to Release

32 File protection for Web files Domino R5 lets you set access control for Web files such as images and HTML documents. Mail Native Internet addressing Domino R5 lets you use Internet addresses (RFC 821/822) with both Internet mail and Notes mail. Native SMTP The Domino router can transfer and deliver messages over SMTP as well as Notes RPC, allowing any R5 Domino server to act as an Internet mail server. Native MIME Domino R5 servers and databases can route and store MIME messages, eliminating the need for conversion. In addition, Notes R5 clients can compose and read MIME messages. Directory LDAPv3 LDAP clients can make changes to the Domino Directory via LDAP. LDAP can be used to authenticate Web users in an external directory, and the LDAP Data Interchange Format lets you import and export directory information. Compressed enterprise directory (Directory Catalog) The Directory Catalog compresses one or more Domino Directories for fast, easy lookups of addresses. A 1GB Domino Directory can be compressed into a 12MB Directory Catalog. The Directory Catalog is an excellent tool for mobile users. Administration Domino Administrator client task-oriented UI The Domino Administrator organizes server information and operations by task. You can perform operations on multiple servers or databases at once, including drag-and-drop support. R5 includes topology mapping, enhanced server monitoring, and mail tracking. Message tracking R5 lets you track messages en route, including routing path and whether the message has been delivered Moving to Notes and Domino Release 5

33 Mail controls (anti-spam) R5 includes controls on who can send and receive mail in your organization, allowing you to filter SPAM and restrict mail more tightly. Migration tools (moving users and mail from other mail systems to Domino) R5 includes tools to let you move users and mail files to Domino from Lotus cc:mail, Microsoft Exchange, Microsoft Mail, Microsoft NT, or other LDAP directories. Upgrading to R5 Applications Transaction logging Transaction logging keeps a sequential record of every operation that occurs to data. If a database becomes corrupted, you can roll back the database to a point before it was corrupted and replay the changes from the transaction log. Online, in-place database compaction With R5, you can compact databases while they are open. Compaction takes place without the need for extra disk space, where R4 required free disk space equal to the size of the database being compacted. Backup API R5 includes an API for third-party tools to back up Domino data. CORBA and IIOP support R5 supports the Common Object Request Broker Architecture and the Internet Inter-Orb Protocol to allow you to create Web applications that take advantage of Domino services. Domino Enterprise Connection Services (DECS) DECS lets you connect in real-time to backend data, such as relational databases and Enterprise Resource Planning (ERP) systems. Internet Internet clustering (failover and load-balancing) Web clients fail over to another server in a cluster when one server goes down, and Domino balances the load from Web clients across servers. Integration with Microsoft Internet Information Server (IIS) as HTTP stack You can use Microsoft IIS as the HTTP services for Domino. Planning the move to Release

34 Search Domain Search R5 Domain Search lets you search databases across a Domino domain. Results filtering Domain Search checks search results to make sure a user can access them; if not, the user does not see the result. File systems You can include file systems in Domain Search, including specifying which file types to exclude and which directories to include. Installing the Domino Administrator in Release 5 In Release 5, you install the Domino server and any Notes clients including the Domino Administrator client separately. This is a change from Release 4, where installing a server automatically installed an administration client. When you install a server, the Setup program does not install the Domino Administrator or NOTES.EXE. You must run client setup to install the Domino Administrator client if you want to have the Domino Administrator on the same computer as the Domino server. This installs the client software, including NOTES.EXE, in the client directory. New Domino mail features Domino R5 includes many new features to improve the security and performance of your Internet and Notes mail. Internet mail routing controls Reverse host IP lookup Control relay by destination domain Control relay by sending host Verify mail sending domain Control SMTP inbound mail by sending user or sending host Allow or deny SMTP mail based on sender s address or recipient s address Authentication mechanisms Simple Authentication and Security Layer (SASL) using AUTH=LOGIN Transport Layer Security (TLS) Secure Socket Layer (SSL) Port 1-18 Moving to Notes and Domino Release 5

35 Extended SMTP (ESMTP) Performance improvements with 8-bit MIME and command pipelining Delivery status notifications Inbound and outbound message size controls Router performance Multi-threaded delivery Multiple MAIL.BOX databases Upgrading to R5 Security Secure MIME (S/MIME) using X.509 certificates for encryption and digital signatures Mail file access protection all protocols support one or more login authentication mechanisms Message fidelity Native MIME Native HTML Native SMTP International features Multiple character sets per server set a primary character set and secondary character sets New Lotus Notes client features Lotus Notes Release 5 gives you easy access to all the information that is important to you whether that information is personal (like your and calendar) or public (like your favorite Web sites and Internet newsgroups). The client includes a new user interface with a Web browser-like navigation model, bookmarks, and a Headlines page (a customizable home page for your important information). It also includes improvements to the applications you use in your daily work, such as mail, calendar and scheduling, Web browsing, and discussions. Notes R5 is server-independent you can use it with Domino R5 as well as other Internet-standard servers, such as the ones your Internet Service Provider (ISP) may use. For example, you can read and send messages to any IMAP or POP3 server, read and post topics to any NNTP Planning the move to Release

36 newsgroup, search any LDAP directory, view HTML from any Web server, and use X.509 certificates for security. You can do all these things from within one, consistent interface, without needing to know about the Internet standards involved. New Notes 5 features include: Improved navigation In Notes 5, window tabs let you navigate among your open pages whether those pages are a mail message, database view, Web page, or newsgroup article. The window tabs replace the Window menu. Whenever you open a new page, a new tab appears at the top of the main window. Move among the open pages simply by clicking the window tabs. R4 users will appreciate that you can have up to 20 window tabs open at the same time. Navigate among the open pages by using new Web browser-like buttons (Back, Forward, Stop, Refresh, Search, and Go). These buttons appear at the top-right corner of the main window. They work just as you would expect them to work in a typical Web browser. The Search button allows you to access all the Notes R5 search features and to bookmark your favorite Internet search engines. The expanded Notes R5 search capabilities include a Web-like interface and support for searches across an entire domain of databases and file systems. The Go button shows the text address of the active tab, whether it s the URL of a Web page, newsgroup article, or a Notes element. (Documents that you can t get to through the Web begin with Notes:// instead of Enhancements and standards support Bookmarks Bookmarks allow you to create links to information or sites that are important to you. You can create a bookmark, just like you would in a browser, but this bookmark can point to both Notes and Internet elements, including databases, views, documents, Web pages, and newsgroups. Creating a bookmark is as easy as dragging and dropping a doclink, for example, over to the bookmark icon. Headlines page The Headlines page is a customizable home page that contains links to all your important information, such as your mail, calendar entries, databases you use in your daily work, corporate announcements, and public information from the Internet (such as stock quotes or local weather). Check with your Notes Administrator to make your main Notes page Today s Headlines. You can also access archived headlines from this page Moving to Notes and Domino Release 5

37 For more information, see the section What s New in 5.0 in Getting Started in Notes 5 Help (HELP5_CLIENT.NSF). New Domino application features Upgrading databases and database servers to Release 5 brings a number of key benefits that result in greatly increased performance, improved backup and error tolerance, faster rebuilds, better compaction, and new database options. New features include: The Release 5 database format (On-Disk Structure, or ODS) and templates offer much improved performance, especially for databases such as the Domino Directory and MAIL.BOX. Database operations require less I/O, and memory and disk space allocation are improved. Transaction logging writes all changes to a database sequentially to a log file and does not physically alter the database until those changes are safely stored on disk. This allows you to recover data lost through database corruption or other problems by rolling back the database to a given point and replaying the changes to the database through the log. This also allows greatly improved backup of databases. R5 databases with transaction logging enabled do not need to have Fixup run on them. Be sure to use a separate, single-purpose, high-volume drive for the log files. View rebuilds are as much as five times faster in Release 5 if you designate a separate drive for the temporary files for the rebuilds. The greater the space on the drive you dedicate to view rebuilds, the greater the increase in rebuild speed. Multiple shared mail databases (single-copy object stores) allow fewer I/O transactions and reduce locking problems. Multiple MAIL.BOX databases allow you to spread the mail load over several databases. The parallel indexer allows more than one indexing thread on servers with more than one CPU. Having one thread per CPU improves performance, especially for the drive that has the temporary files for view rebuilds. This allows you to better utilize multiple CPUs on a server. Release 5 databases have an anti-delete feature that you can enable. This feature performs soft deletes first, allowing you to undo a deletion. For example, Release 5 mail databases have this feature when operating in conjunction with a Release 5 Domino server. You can set a field in the database for a sunset time after which soft-deleted documents are permanently deleted. Upgrading to R5 Planning the move to Release

38 For more information, see Types of views in Chapter 8, Designing Views, in Application Development with Domino Designer. There are a number of database options, such as turning off unread marks, that allow you to improve performance significantly with very little effort. For more information, see Improving database performance. Compaction of Release 5 databases occurs online and in place and does not require additional disk space. Users can read and modify the database while compaction occurs. R5 compaction is significantly faster than R4 compaction up to 10 times faster. Release 5 databases can be as large as 64GB. New Domino search features Release 5 search provides a number of advantages over Release 4 search. These include Security the Domain Catalog server uses the Domain Catalog to filter search results based on the user s level of access to the results. If a user does not have access to view a document, the server does not return that document as a search result. Note The security filtering in Release 5.0 works only for results from Domino databases. Results from searches against file systems depend on file system security users get the search result even if they are not authorized to view the document. Thus, users may not be able to access all search results, or may be able to discern confidential information from the existence of a particular search result. Be sure to set file system security properly and index only file systems where security is not a high priority. Paged results when returning search results, R5 search returns them one page at a time, allowing the server to send the first page of results and then process the next user query. This speeds searches in general and returns results to users much more rapidly than in R4 Search Site, where users had to wait until all search results were compiled and displayed Moving to Notes and Domino Release 5

39 File systems you can set the Domain Catalog server to index file systems as well as Domino databases, providing the capability for enterprise search. You can index any file system that the search server can access as a mounted directory. R5 search indexes multiple file types, including Adobe Acrobat (PDF) files, Corel WordPerfect (DOC) files, HTML files, Lotus SmartSuite documents (LWP, PRZ, 123), and Microsoft Office documents (DOC, PPT, XLS), both in the file system and as attachments. Centralized index there is no duplication of indexes, saving disk space and ensuring that users always get the most up-to-date results. You can concentrate resources on a single Domain Catalog server, saving hardware costs. Customizable search and result forms application designers can customize forms to refine queries or limit user queries to specific databases. Search and result forms can include graphics, such as background images or corporate logos. The result form can be customized to display additional information about result documents, such as their author or when they were created. Fuzzy search R5 search returns results even if the query is misspelled; a search on Montrel would find results for Montreal. See To use options to refine a search in Notes 5 Help (HELP5_CLIENT.NSF). Stemming R5 search uses linguistic analysis to return documents that contain words related to the words in the search query; a search on swim returns results containing swimming and swimmer. See To use options to refine a search in Notes 5 Help (HELP5_CLIENT.NSF). Note R5 stemming is restricted to English. Upgrading to R5 Planning the move to Release

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41 Chapter 2 Upgrading an Internet Mail Server Previous releases of the Domino server used a Message Transfer Agent (MTA) to route Internet mail. In Release 5, the Domino router routes Internet mail over SMTP. Mail clients can use Internet mail with MIME or Notes Mail in Notes format Domino routes both formats natively and converts automatically between them. Upgrades to Release 5 are seamless features and functions that worked in Release 4 continue to work in Release 5. While you see performance gains and additional functionality by utilizing the new Release 5 features, changes to your existing configuration are not required. Domino uses all R4 addressing and routing without change. You can implement Release 5 addressing and routing all at once, gradually, or not at all the choice is yours. Upgrading to R5 Upgrading a server that uses the SMTP/MIME Message Transfer Agent (MTA) to Release 5 Consider conducting a pilot project to test your plans for upgrading your Internet mail servers before you begin moving your organization to Release 5. A pilot project lets you refine your plans and deal with any issues that arise on a smaller scale. For more information, see Chapter 1, Planning the Move to R5. To upgrade a Release 4 MTA to a Release 5 mail server, perform the following steps in order: 1. Back up important files. 2. Disable the SMTP/MIME MTA housekeeping. 3. Shut down the router. 4. Shut down the inbound transport of messages. 5. Clear SMTP.BOX. 6. Clear messages from the outbound MTA queue. 7. Clear messages from the inbound MTA queue. 8. Shut down the MTA server. 9. Update the server s NOTES.INI file. 2-1

42 10. If you run Domino as a Windows NT Service, remove the NT Service. 11. Install the Domino Release 5 software. 12. Upgrade the Public Address Book. 13. Set the server configuration for the Internet mail server. 14. Enable the SMTP listener task in the Server document for the Internet mail server. 15. If the upgraded server is the administration server for the domain s Domino Directory, upgrade its Administration Requests database. Note Given the time it may take to clear messages from the inbound and outbound queues, Lotus recommends you upgrade an MTA server at nonpeak times, such as early mornings or on weekends. The MTA is unavailable while you clear the queues and upgrade it, affecting Internet mail delivery, routing, and performance. Note Domino automatically upgrades MAIL.BOX to the R5 database format and design. Any messages in MAIL.BOX are preserved. See also information on: New Features New Domino mail features System Templates Upgrading system templates on an MTA server Template interoperability on an MTA server Replacing the SMTP/MIME MTA How R5 replaces the MTA Configuration in R4 vs. R5 MTA upgrade scenarios Replacing R4 MTAs with R5 mail servers Using a third-party relay host with an R5 mail server Using the cc:mail and X.400 MTAs with Domino R5 Internet mail Internet mail routing in mixed-release environments Encrypted messages in mixed environments Sending mail in Notes format to Internet users Internet mail addresses in Domino Release 5 Internet mail storage format in Domino Release Moving to Notes and Domino Release 5

43 Upgrade changes Upgrading an MTA server and NOTES.INI parameters IMAP and POP conversion changes in Release 5 Relay host changes in Domino Release 5 Using dial-up with Domino Release 5 NSFBufferPool size in R5 Performance improvements Upgrading an Internet mail server to use multiple threads Multiple MAIL.BOX databases on a mail server Upgrading to R5 Backing up files on an MTA server Back up important Domino server files in case you encounter errors during upgrading. If you have problems during upgrading, you can use the backed-up copies to restore your files. 1. Back up the data directory on your server (for example, C:\NOTES\DATA). This backs up DESKTOP.DSK, all ID files (including the server ID and certifier IDs), LOG.NSF, NAMES.NSF, MAIL.BOX, and any other Public Address Books located on the server. 2. Back up the contents of any directories or databases pointed to by links (.DIR files) from your data directory. 3. Back up the NOTES.INI file for the server. This file is located in the system directory by default (for example, C:\WINNT40). 4. Back up any other Notes databases (.NSF) or Notes templates (.NTF). Disabling SMTP/MIME MTA housekeeping Before upgrading an R4 MTA server, disable MTA housekeeping. If you do not disable housekeeping and you clear the message queues during a time when it is set to run (1 AM by default), the MTA turns itself off, performs housekeeping tasks, and then turns itself on. This enables inbound and outbound transport, undoing the work of clearing the queues. 1. Make sure you backed up the MTA server files. See Backing up files on an MTA server. 2. Launch the Lotus Notes client from which you administer the MTA server. 3. Choose File - Database - Open. 4. In the Server field, type the name of the SMTP/MIME MTA server and click Open. Upgrading an Internet Mail Server 2-3

44 5. Select the Public Address Book for the MTA server s domain and click Open. 6. In the Public Address Book, open the Server/Servers view by expanding the views under Server in the left pane and clicking Servers or by choosing View - Servers - Other, selecting Server/Servers, and clicking OK. 7. Select the Server document for the MTA server. 8. Click the Edit Server button on the Action bar. 9. Expand the Internet Message Transfer Agent (SMTP MTA) section. 10. Under Control, click the down arrow next to the field Enable daily housekeeping. 11. Select Disable and click OK. 12. Click the Save and Close button on the Action bar. 13. Close the Public Address Book. Shutting down the router Shut down the router to keep other servers from routing outbound messages to the MTA. 1. Make sure you disabled MTA housekeeping. See Disabling SMTP/MIME MTA housekeeping. 2. Change to the Domino server console. 3. Type tell router quit and press ENTER. The server shows the router task shutting down. Shutting down the router prevents it from transferring more messages to SMTP.BOX and lets the MTA empty the outbound queue by processing existing messages. Incoming messages are held in MAIL.BOX and processed by the server after you upgrade it to Release 5. Shutting down the inbound transport Shutting down the inbound transport prevents the MTA from receiving SMTP messages addressed to recipients in your organization. This allows you to clear the Inbound and Outbound Work Queues. 1. Make sure you shut down the router. See Shutting down the router. 2-4 Moving to Notes and Domino Release 5

45 2. Type tell smtpmta stop inbound transport and press ENTER. The server shows the open Inbound Session Controllers and the Inbound Session Controller task (ISESCTL) shutting down: Upgrading to R5 The inbound transport moves messages into the Inbound Work Queue (SMTPIBWQ.NSF). Stopping inbound transport prevents the MTA from accepting inbound SMTP connections. Clearing SMTP.BOX After shutting down the router and the inbound transport, wait for the MTA to process all messages in SMTP.BOX before proceeding. If you do not have the database icons for SMTP.BOX, the SMTP Outbound Work Queue (SMTPOBWQ.NSF), and the SMTP Inbound Work Queue (SMTPIBWQ.NSF) on your workspace, add them. Adding MTA server system database icons to the workspace 1. Switch to the Lotus Notes client. 2. Choose File - Database - Open. 3. In the Server box, type the name of the MTA server and click Open. 4. In the Filename field, type SMTP.BOX. 5. Click Add Icon. 6. In the Filename field, type SMTPOBWQ.NSF. 7. Click Add Icon. 8. In the Filename field, type SMTPIBWQ.NSF. 9. Click Add Icon. 10. Click Done. The icons for SMTP.BOX, the Inbound Work Queue, and the Outbound Work Queue are now on your Notes workspace. Verifying that SMTP.BOX has no active messages 1. Make sure you shut down the router and the inbound transport. See Shutting down the router and Shutting down the inbound transport. Upgrading an Internet Mail Server 2-5

46 2. Double-click the SMTP.BOX icon on your Notes workspace. If this is the first time you have opened the database, you see the About This Database document. Press ESC. 3. If there are any messages marked Pending Conversion or Pending Transmission, wait for them to be processed and cleaned up by the Delivery Report Task (DRT). 4. Verify message processing by pressing F9 or choosing View - Refresh; processed messages are removed from the view. 5. Once the view is empty, or contains only documents marked Dead, SMTP.BOX is clear. 6. Press ESC to close SMTP.BOX. There may be some delay between message processing and the DRT removing the message from the view due to the cycle time of the DRT. Clearing the Outbound Work Queue Clearing the Outbound Work Queue routes all remaining outbound SMTP messages to their destinations. 1. Make sure SMTP.BOX is clear. See Clearing SMTP.BOX. 2. Double-click the SMTP Outbound Work Queue (SMTPOBWQ.NSF) icon on your Notes workspace. If this is the first time you have opened the database, you see the About This Database document. Press ESC. 3. Wait until all messages in the Outbound Work Queue are successfully processed by the MTA. There should be either no messages in the view or only messages marked Dead. 4. Verify that all messages except those marked Dead are processed by pressing F9 or choosing View - Refresh. Processed messages are removed from the view by the DRT. 5. Press ESC to close the Outbound Work Queue. There may be some delay between message processing and the DRT removing the message from the view due to the cycle time of the DRT. Clearing the Inbound Work Queue Clearing the Inbound Work Queue moves all SMTP messages addressed to recipients in your organization out of the Inbound Work Queue so they can be delivered. Messages in MAIL.BOX are delivered after the server is upgraded and restarted. 1. Make sure you cleared the Outbound Work Queue. See Clearing the Outbound Work Queue. 2. Change to the Lotus Notes client. 2-6 Moving to Notes and Domino Release 5

47 3. Double-click the SMTP Inbound Work Queue (SMTPIBWQ.NSF) icon on your Notes workspace. If this is the first time you have opened the database, you see the About This Database document. Press ESC. 4. Wait until all messages marked Pending Conversion are processed. Verify that all messages except those marked Dead are processed by pressing F9 or choosing View - Refresh. Processed messages are removed from the view by the DRT. 5. Press ESC to close the Inbound Work Queue. There may be some delay between message conversion/transmission and the DRT removing the message from the view due to the cycle time of the DRT. Upgrading to R5 Shutting down the SMTP/MIME MTA server After clearing messages from the MTA, shut it down and upgrade the server. 1. Make sure you cleared the Inbound Work Queue. See Clearing the Inbound Work Queue. 2. Switch to the Domino server console. 3. Type quit and press ENTER. 4. Switch to the Lotus Notes client. 5. Choose File - Exit Notes. Updating the NOTES.INI file for the Internet mail server After you upgrade to Domino Release 5, you no longer need to load or run the SMTP/MIME MTA, since Release 5 provides native SMTP transport and MIME handling. Remove memory management, name lookup controls, and debugging parameters from the NOTES.INI file. 1. Make sure you backed up important server files. See Backing up Domino server files. 2. Open the NOTES.INI file for the server you are upgrading in a text editor such as Microsoft Notepad. 3. Delete the entry SMTPMTA from the ServerTasks= line of the file. 4. If the following entries exist in the file, remove them: NSF_Buffer_Pool_Size NSF_DbCache_Maxentries Upgrading an Internet Mail Server 2-7

48 Server_Name_Lookup_Noupdate Any debugging parameters Note The file statistics tasks performed by the Reporter task in Release 4 are handled by the Database Catalog and the statistical analysis done by Reporter is handled by the Domino performance tools. Instead of Reporter, the Event task can monitor databases and generate an event that notifies the administrator that unused space in a file has reached a threshold level. In addition, this monitoring event can also be set to compact automatically databases that reach the threshold level. Removing Domino as an NT Service If you run Domino as a Windows NT Service, you must uninstall the Domino NT Service before upgrading to R5. Perform the following steps to remove Domino as an NT Service. 1. Choose Start - Run. 2. Type NTSVINST -D and click OK. Go to Installing Domino Release 5 on an MTA server. Installing Domino Release 5 on an MTA server 1. Make sure you backed up all important Domino files. See Backing up files on an MTA server. 2. Make sure you followed the procedures to clear messages from the MTA, beginning with disabling the SMTP/MIME MTA housekeeping. 3. Install the Domino Release 5 software. If you install Domino in the same directory as the previous version, you do not need to make any changes to the server configuration. If you install Domino in a new directory, the program prompts you to configure the server. 4. During installation, select the server type for which you purchased a license. For many organizations, this involves installing a Domino Mail Server on your MTA server. 5. After installing R5, launch the Domino server. 2-8 Moving to Notes and Domino Release 5

49 See Setting Up a Domino Server for more details. Setting Up a Domino Server is available in print and as an Adobe Acrobat (.PDF) file. Note Installing a Domino server does not install the Domino Administrator (Release 5 administration client). You must perform a second installation using the client setup program to install a Domino Administrator on the server computer. Lotus recommends you administer the server from a separate computer. Upgrading the Public Address Book for an Internet mail server The Domino server prompts you to upgrade the design of the Public Address Book with the R5 Domino Directory template (PUBNAMES.NTF) after upgrading. The new Domino Directory template works with the Domino Administrator client to streamline directory and server administration. The Domino Directory is backwards-compatible and is designed for use in mixed-release environments. Upgrade the design of your address book to the Release 5 Domino Directory template after you upgrade your server to Release 5. Then upgrade the database format of the Domino Directory by compacting the database and rebuilding its views. Upgrading to R5 Upgrading the Public Address Book to the Domino Directory template 1. When Domino asks if you want to upgrade the Public Address Book design to the Release 5 template, type Y This replaces the R4 Public Address Book template with the R5 Domino Directory template. 2. Once the server launches, verify that there are no errors or problems. Then, quit the server. Type quit and press ENTER. Compacting the Domino Directory after upgrading 1. From the command line of your operating system, change to the Domino program directory and compact the Domino Directory to the new R5 ODS. On Microsoft Windows NT (Intel platforms), type ncompact names.nsf and press ENTER. Note If your Domino Directory has a file name other than NAMES.NSF, substitute the correct file name for NAMES.NSF. Upgrading an Internet Mail Server 2-9

50 On Microsoft Windows NT (Alpha platforms), type acompact names.nsf and press ENTER. Note If your Domino Directory has a file name other than NAMES.NSF, substitute the correct file name for NAMES.NSF. On IBM OS/2 Warp, type icompact names.nsf and press ENTER. Note If your Domino Directory has a file name other than NAMES.NSF, substitute the correct file name for NAMES.NSF. On UNIX platforms, type compact names.nsf and press ENTER. Note If your Domino Directory has a file name other than names.nsf, substitute the correct file name for names.nsf. This moves the Domino Directory from the R4 ODS to the R5 ODS. 2. After you compact the Domino Directory to the new R5 database format, rebuild the ($ServerAccess) and the ($Users) views in the Domino Directory. Rebuilding views in the Domino Directory 1. From the command line of your operating system, rebuild the ($ServerAccess) and ($Users) views in the Domino Directory. On Microsoft Windows NT (Intel platforms), type nupdall names.nsf -t "($ServerAccess)" -r and press ENTER. Then type nupdall names.nsf -t "($Users)" -r and press ENTER. On Microsoft Windows NT (Alpha platforms), type aupdall names.nsf -t "($ServerAccess)" -r and press ENTER. Then type aupdall names.nsf -t "($Users)" -r and press ENTER Moving to Notes and Domino Release 5

51 On IBM OS/2 Warp, type iupdall names.nsf -t "($ServerAccess)" -r and press ENTER. Then type iupdall names.nsf -t "($Users)" -r and press ENTER. On UNIX platforms, type updall names.nsf -t /($ServerAccess) -r Upgrading to R5 and press ENTER. Then type updall names.nsf -t /($Users) -r and press ENTER. Rebuilding the ($ServerAccess) and ($Users) views in the Domino Directory allows clients to access the server more quickly. 2. After you rebuild views in the Domino Directory, launch the Domino server. Updating views in databases on the upgraded Domino server 1. Once the Domino server is running, type load updall and press ENTER. This rebuilds database views, allowing users to access the Domino Directory and other databases on the server more quickly. The amount of time Updall takes to run depends on the number of databases on the server, the size of the databases, and the complexity of the views in those databases. Replicating the Domino Directory design to other servers Once you upgrade a server to R5, you can and should replicate the Domino Directory design to the Public Address Books on your organization s other servers, including Release 4 and Release 3 servers. The Domino Directory is designed for use in mixed-release environments and for administering R4 and earlier servers. Note After replicating the new template to other servers, you must rebuild the views in the Domino Directories / Public Address Books on those servers. The view rebuild for the R5 template on an R4 or R3 server is time-consuming. Lotus recommends you replicate the template and rebuild the views for pre-r5 servers on a weekend or during other times when server load is low. Upgrading an Internet Mail Server 2-11

52 Setting server configuration for an Internet mail server You must enable native SMTP routing in the Configuration Settings document to allow the upgraded mail server to route mail using SMTP. Configuration Settings documents can apply to a single server, all servers in a domain, or a group of servers. Edit the Configuration Settings document that applies to the upgraded server, but be aware that this modification affects any other servers that use this Configuration Settings document. If necessary, create a new Configuration Settings document for your Release 5 Internet mail servers. If you do not have Configuration Settings documents for your Domino servers, create them to reflect your Release 5 configuration. For example, if you have a mail server, an application server, and a firewall server, and only the mail server will use SMTP routing, create two Configuration Settings documents: one for the mail server with SMTP routing enabled, and one for the application and firewall servers without SMTP routing enabled. 1. Make sure you upgraded the design of your Public Address Book to the Domino Directory template. See Upgrading the Public Address Book for an Internet mail server. Note The Domino Directory for the domain must use the Release 5 template because the settings for native SMTP appear only in the Release 5 Domino Directory Configuration Settings form. 2. In the Domino Administrator, click the Administration window tab. 3. Click the Configuration tab. 4. Expand the Server Configuration section. 5. Click Configurations. 6. If you have a Configuration Settings document that you want to use for this server, select it and click Edit Configuration. If not, click Add Configuration. 7. If you are creating a new configuration, do the following: Enter a server name in the Basics section. Select which Group or Server this configuration should apply to. Do not select Use these settings as the default settings for all servers unless you want every server that this document controls to use SMTP to send messages to the Internet instead of through an Internet mail server. 8. Click the Router/SMTP tab. 9. On the Basics tab, click the down arrow next to SMTP used when sending messages outside of the local Internet domain Moving to Notes and Domino Release 5

53 10. Select Enabled and click OK. 11. If your organization uses a relay host, enter its host name or IP address in the field Relay host for messages leaving the local Internet domain. 12. Click the Save and Close button on the Action bar. If you created a document, it appears in the view. Note Relay host servers require additional configuration. See Administering the Domino System. Upgrading to R5 Editing the Server document for an Internet mail server Edit the Server document for the upgraded server to enable the SMTP listener task, which listens for inbound SMTP requests. This change tells the server to load the SMTP listener task at startup. 1. Make sure you set the server configuration to enable the server to route outbound SMTP mail. See Setting server configuration for an Internet mail server. Remember that a Configuration Settings document can apply to more than one server, so you may want to create more than one Configuration Settings document. Note The Domino Directory for the domain must use the Release 5 template since the settings for native SMTP appear only in the Release 5 Domino Directory. 2. In the Domino Administrator, click the Configuration tab. 3. Expand the Server Configuration section. 4. Click All Server Documents. 5. Double-click the server document for the upgraded Internet mail server. 6. Click Edit Server. 7. On the Basics tab, click the down arrow next to SMTP listener task. 8. Select Enabled and click OK. 9. Click the Save and Close button on the Action bar. 10. Close the Domino Directory. Note Do not remove SMTP routing information from the Server document. Existing routing information allows you to route Internet mail in a mixed R4 / R5 environment, or in a Release 5 environment that uses R4-style routing. Removing this information may affect Internet mail routing and delivery in these environments. Upgrading an Internet Mail Server 2-13

54 Upgrading the Administration Requests database on an MTA server If the upgraded mail server is also the administration server for the domain s Domino Directory, upgrade the design of its Administration Requests database (ADMIN4.NSF) to the R5 template (ADMIN4.NTF). If the upgraded server is not the administration server, you do not need to upgrade its template after upgrading the template for the administration server, you replicate the new design to all other Domino servers. For more information, see Upgrading the administration server for the Domino Directory in Chapter 3, Upgrading a Domino Server. Upgrading system templates on an MTA server Domino automatically upgrades many system templates to Release 5 design. Databases upgraded automatically Database Title Administration Requests Agent Log Billing Local free time info Catalog Certification Log Cluster Directory Master Address Book (to Directory Assistance) Database Analysis Domino Configuration Domino Web Server Log Statistics & Events Notes Log Analysis Notes Log Mail Router Mailbox <Server> Mailbox NT/Migrating Users Passwords Public Address Book (to Domino Directory) Server Web Navigator File Name ADMIN4.NTF ALOG4.NTF BILLING.NTF BUSYTIME.NTF CATALOG.NTF CERTLOG.NTF CLDBDIR4.NTF MAB.NTF (DA50.NTF) DBA4.NTF DOMCFG.NTF DOMLOG.NTF EVENTS4.NTF LOGA4.NTF LOG.NTF MAILBOX.NTF MAIL.BOX NTSYNC45.NTF PUBNAMES.NTF PUBWEB45.NTF (PUBWEB50.NTF) 2-14 Moving to Notes and Domino Release 5

55 Databases not upgraded automatically Database Title File Name Certificate Authority CCA*.NTF (* = Release Number; e.g., 50) Server Certificate Admin CSRV*.NTF (* = Release Number; e.g., 50) Statistics Reporting STATRP45.NTF Domino Web Administration WEBADMIN.NTF Upgrading to R5 Template interoperability on an MTA server Notes R4 clients can render some system databases that use R5 templates transparently. Some R5 templates, though, do not render well to R4 clients. Templates fall into three categories: those that are supported with the R4 client, those that are supported but have altered appearance, and those that should not be used in a mixed environment. Templates supported with the R4 client Database Title Agent Log Billing Local free time info Domino R5 Certificate Authority Certification Log Cluster Analysis Database Library Microsoft Office Library Doc Library - Notes & Web Personal Journal Notes Log Mail Router Mailbox Personal Web Navigator NT/Migrating Users Passwords Statistics Reporting Domino Configuration Domino Web Server Log Mailing List File Name ALOG4.NTF BILLING.NTF BUSYTIME.NTF CCA50.NTF CERTLOG.NTF CLUSTA4.NTF DBLIB4.NTF DOCLBM50.NTF DOCLBW50.NTF JOURNAL4.NTF LOG.NTF MAILBOX.NTF PERWEB50.NTF NTSYNC45.NTF STATREP5.NTF DOMCFG.NTF DOMLOG.NTF MAILLIST.NTF Upgrading an Internet Mail Server 2-15

56 Database Title NNTP Discussion Server Web Navigator Reports Resource Reservations Site Registration File Name NNTPDI50.NTF PUBWEB50.NTF REPORTS.NTF RESRC50.NTF SIREGW50.NTF Templates supported with altered appearance with an R4 client Database Title File Name Archive Log ARCHLG50.NTF Catalog CATALOG.NTF Cluster Directory CLDBDIR4.NTF Database Analysis DBA4.NTF Decommission Server Reports DECOMSRV.NTF Directory Assistance DA50.NTF Domino Directory PUBNAMES.NTF Notes Log Analysis LOGA4.NTF Personal Address Book PERNAMES.NTF Statistics & Events EVENTS4.NTF DECS Administrator Template (partial support) DECSADM.NTF Templates that are not supported with an R4 client Database Title File Name Bookmarks BOOKMARK.NTF Design Synopsis Template DSGNSYN.NTF Domino Administrator DOMADMIN.NTF Directory Catalog DIRCAT5.NTF Subscriptions HEADLINE.NTF Mail (IMAP) IMAPCL5.NTF Mail (R5.0) MAIL50.NTF TeamRoom (5.0) TEAMROOM.NTF Domino MailTracker Store MTSTORE.NTF News Articles (NNTP) NNTPCL5.NTF Domino R5 Certificate Administration CSRV50.NTF User Registration Queue USERREG.NTF Web Administration WEBADMIN.NTF 2-16 Moving to Notes and Domino Release 5

57 How R5 replaces the MTA When you enable an R5 server to send messages over SMTP outside the local Internet domain (configured in the Configuration Settings document), the server does not require Foreign SMTP Domain and SMTP Connection documents, since the server can connect via TCP and route mail via SMTP. However, in Release 5.0.3, Domino follows Foreign SMTP Domain and SMTP Connection documents for SMTP mail routing, making your upgrade to R5 easier. The server can use a relay host as needed and can make connections using DNS or using a hosts file. The server uses the router to route mail over SMTP and to perform conversion between Notes format messages and MIME format messages. Thus, the R5 server replaces the outbound services of the MTA. When you enable an R5 server to listen for inbound SMTP connections (configured in the Server document), the server performs the same functions as the inbound MTA services. Inbound messages are stored in MAIL.BOX and transferred or delivered by the router. MIME messages are stored in that format and routed over either Notes RPC or SMTP to their destination. If needed, the router converts between MIME and Notes format messages. Upgrading to R5 Configuration in R4 vs. R5 This topic describes configuration information in the R4 MTA and where that information exists and is configured in the R5 Internet mail server. R4 Server document (Public Address Book) Item SMTP Mail Routing task, in Routing Tasks field R5 location Server Configuration document: SMTP used when sending messages outside of the local Internet domain. You must continue to list SMTP Mail Routing in the Routing Tasks field in the Server document if R4 and non-smtp R5 servers route Internet mail to this server or if you continue to use Foreign SMTP Domain and SMTP Connection documents in an all-smtp environment. General section - Fully qualified Server document Internet host name General - Global domain name All R5 servers use all R5 Global domain documents and do not need to find only one document continued Upgrading an Internet Mail Server 2-17

58 Item Control section Poll for new messages every X minutes Control - MTA work path Control - Log level Control - Enable daily housekeeping Control - Perform daily housekeeping at Conversion - Header handling Conversion - Attachment encoding method Conversion - Message content Conversion - Support return receipts Conversion - Language parameters Conversion - Use character set detection routines Conversion - Message Typeface Conversion - Message Point Size Conversion - Outbound Macintosh message conversion R5 location Not used in R5 Not used in R5 In server log file (LOG.NSF) SMTP outbound logging is router logging; SMTP inbound logging is SMTP task logging. Controlled in Configuration Settings document: Router/SMTP - Advanced - Controls tab, Miscellaneous Controls section, Logging Level. Not used in R5 Not used in R5 Not used in R5 Server Configuration document - MIME-Conversion Options-Outbound tab Server Configuration document - MIME-Conversion Options-Outbound tab Server Configuration document - MIME-Conversion Options-General tab - Return receipts Server Configuration document - MIME-Basics tab and MIME-Settings by Character Set Groups Server Configuration doc - MIME-Conversion Options-Inbound tab - Use character set auto-detection if message has no character set information Server Configuration doc - Conversion Options - MIME - Settings by Character Set groups Server Configuration doc - Conversion Options - MIME - Settings by Character Set groups Server Configuration doc - Conversion Options-MIME-Advanced-Advanced Outbound Message Options tab - Macintosh attachment conversion continued 2-18 Moving to Notes and Domino Release 5

59 Item Inbound Configuration - Number of Processes Outbound Configuration - Number of Processes Outbound Configuration - Maximum outbound msg size Transport Configuration - Host name mapping Transport Configuration - Retry limit Transport Configuration - Retry interval Transport Configuration - Transfer mode R5 location Not used in R5 Not used in R5 Server Configuration doc - Router/SMTP-Restrictions and Controls-Restrictions tab - Maximum message size Server Configuration doc - Router/SMTP-Basics tab - Host name lookup Not used in R5 Not used in R5 Not used in R5 Upgrading to R5 R4 Foreign SMTP Domain document (Public Address Book) Item Allow mail only from domains Deny mail from domains Messages addressed to [Internet domain] should be routed to [Domain name] or [Internet host] R5 location Server Configuration document - Restrictions and Controls-Restrictions tab - Allow mail only from Notes domains Server Configuration document - Restrictions and Controls - Restrictions - Deny mail from Notes domains Used in R5 to route Internet mail to Domino SMTP servers, unless all mail servers can route outbound SMTP Internet mail. If your organization only uses a few SMTP servers (R4 gateway architecture), continue to use Foreign SMTP Domain and SMTP Connection documents to route outbound Internet mail to the SMTP servers. In Release 5.0.3, Domino follows existing Foreign SMTP Domain and SMTP Connection documents even in an all-smtp environment. Note In Release 5.0.3, Domino follows Foreign SMTP Domain and SMTP Connection documents for SMTP mail routing. Upgrading an Internet Mail Server 2-19

60 R4 Global Domain Document (Public Address Book) Item Global Domain document Primary Internet domain (set in first Global Domain document in R4) Alternate Internet domain aliases (set in all other Global Domain documents in R4) Internet address lookup R5 location All existing documents are carried forward Global Domain document - Conversions - SMTP Address Conversion - Local primary Internet domain. R5 pulls primary domain from first Global Domain document. R4 NOTES.INI parameters (server NOTES.INI file) Item MailMaxThreads (maximum number of message transfer threads) MailDisablePriority (set to 1 to route all mail as Normal priority regardless of designated priority) MailLowPriorityTime (sets time range during which Low priority messages are routed) Log_Mailrouting (controls amount of logging performed during message routing) MailDynamicCostReset (controls how often router resets all dynamic costs that have been adjusted due to delivery failures) Global Domain document - Conversions - SMTP Address Conversion - Alternate Internet domain aliases (R5 pulls aliases from all Global Domain documents except first one) Server Configuration document - Router/SMTP-Basics tab - Address lookup. If enabled, R5 looks for the Internet address in the Domino Directory; if disabled, Domino converts the Internet address. R5 location Server Configuration document - Router/SMTP-Restrictions and Controls- Transfer Controls tab - Maximum transfer threads Server Configuration document - Router/SMTP-Advanced-Controls tab - Advanced Transfer Controls section - Ignore message priority Server Configuration document - Router/SMTP-Restrictions and Controls- Transfer Controls tab - Low priority mail routing time range Server Configuration document - Router/SMTP-Advanced-Controls tab - Miscellaneous Controls section - Logging level Server Configuration document - Router/SMTP-Advanced-Controls tab - Advanced Transfer Controls section - Dynamic cost reset interval continued 2-20 Moving to Notes and Domino Release 5

61 Item MailEncryptIncoming (forces encryption of all delivered mail, regardless of setting for each mail file) MailClusterFailover (lets mail router fail over to other cluster members on transient delivery failures) SMTPMTA_IPPORT (port that SMTP listens on) SMTPMTA_CONVERT_ORIGI NATOR (looks up originator s address in Public Address Book) SMTP_KEEP1MEANS1=X (Force MTA to treat local domain in same way as other domains) SMTPMTA_DENIED_DOMAIN S=filename, where filename is an ASCII file with list of denied domains (deny mail from Internet domains) SMTPMTA_NO_INLINE_CON TENT_DISP=1 (Disable RFC 1806 support to disable content disposition headers if disposition type is inline) SMTPMTA_TRACE_LEVEL=0x (enhanced tracing in log) R5 location Server Configuration document - Router/SMTP-Restrictions and Controls-Delivery Controls tab - Encrypt all delivered mail Server Configuration document - Router/SMTP-Advanced-Controls tab - Additional Controls section - Cluster failover Server document - Ports - Internet Ports - Mail - Mail (SMTP Inbound) and Mail (SMTP Outbound) - TCP/IP port number - set to port 25 on upgrade Not used in R5 Not used in R5 Server Configuration documents - Restrictions and Controls - SMTP Inbound Controls and SMTP Outbound Controls sections Not used in R5 Not used in R5 logging is normal server logging Upgrading to R5 Upgrading an Internet Mail Server 2-21

62 R4 SMTP Connection document Item R5 location Relay host Server Configuration document, Router/SMTP-Basics tab, Relay host for messages leaving the local Internet domain. You must also enable the field SMTP used when sending messages outside of the local Internet domain for the relay host to function properly. Note If the source server is an R4 SMTP/MIME MTA, the MTA follows the setting in the relay host field in this document - the MTA is not able to use the field in the Server Configuration document. Note In Release 5.0.3, Domino follows Foreign SMTP Domain and SMTP Connection documents for SMTP mail routing. Note For additional NOTES.INI parameters related to Internet mail, see Appendix E, NOTES.INI File, in Administering the Domino System or Domino Administration Help. MTA upgrade scenarios Each organization should consider when to upgrade its R4 MTA servers to R5 mail servers. R5 has three major changes that affect this decision: The R5 router sends, routes, and delivers MIME messages over both SMTP and Notes RPC The R5 database format stores MIME messages natively Notes R5 clients can create, read, and send MIME messages over both SMTP and Notes RPC When considering upgrading the MTAs to R5, you have a number of options: Leave the R4 MTAs in place until the rest of your system is upgraded Replace R4 MTAs with R5 mail servers before upgrading the rest of your system Replace R4 MTAs with R5 mail servers while upgrading the rest of your system Rework your messaging infrastructure to eliminate the need for separate SMTP servers since all R5 servers can route Internet mail Use a mixed strategy 2-22 Moving to Notes and Domino Release 5

63 Leave your R4 MTA servers in place This path leaves your R4 MTA servers in place until you have upgraded all other Domino servers and Notes clients to R5. This ensures a known level of functionality for Internet message traffic during the upgrade process, but does not allow your organization to use the new Internet mail features of the R5 server. For example, Notes R5 clients cannot send native MIME to Internet recipients with this strategy their R5 mail server must convert the native MIME to Notes format and then transfer it to the R4 MTA. This increases load on the mail server and could cause some loss of message fidelity. Upgrading to R5 Replace all R4 MTAs with R5 mail servers first The R5 mail servers perform the same tasks as R4 MTAs, with greater performance, stability, and message fidelity. Your organization can use R5 features such as restrictions to prevent spamming and control maximum message size. Notes R5 and Internet clients can use native MIME seamlessly. If you upgrade your R4 MTA servers to R5 before upgrading the rest of your Domino system, the R5 mail servers store MIME messages in MIME format, but must convert the messages to Notes format, an attachment containing the MIME message, or both, when transferring the message to an R4 server. For more information, see Internet mail routing in mixed-release environments. As you change your infrastructure to R5, the R5 mail servers can route MIME messages to other R5 mail servers, which can deliver the messages or perform the conversion for R4 servers. Replace all R4 MTAs with R5 mail servers during system upgrade This strategy is similar to upgrading MTAs before upgrading the rest of your system, but allows you to select when to begin conversion on hub servers or spoke servers. For example, if you use a Domino POP3 server to host mail for a large number of POP3 clients, you might wait to upgrade your MTAs until you upgrade the POP3 server to prevent any need for conversion by the POP3 server or its hub. In addition, if your hub servers are near capacity, but your spoke servers have extra capacity, you might wait to upgrade the MTA servers until the spoke servers have been upgraded to prevent placing the conversion load on the hubs. Upgrading an Internet Mail Server 2-23

64 Rework the messaging infrastructure In an R4-style Internet messaging infrastructure, all Internet mail messages route through one or more dedicated MTA servers. In R5, this is no longer necessary as all R5 servers can route Internet mail, including performing any necessary conversions. You can decide when to move from an R4 gateway architecture to a more distributed Internet mail routing scheme. When you enable a distributed infrastructure, where messages no longer route through a few SMTP servers but rather use the R5 router to transfer Internet mail, consider the possible conversion load from Notes clients. If a Notes client sends a message to Internet recipients in Notes message format, the R5 mail server converts that message to MIME and routes it. If your mail servers are near capacity, this conversion load may place an unacceptable strain on them. However, spreading conversion across all mail servers, instead of concentrating it on a few MTA servers, is often a performance improvement for organizations. Depending on your system, you may want to wait until you begin converting Notes clients to R5 to rework your messaging architecture since R5 clients can send and read MIME, the conversion load on their mail servers is less. Even if you enable SMTP routing on all mail servers in your organization, they do not all need direct Internet access you can use a relay host for mail routing beyond your local Internet domain and for security purposes. The relay host can be an R5 mail server, an R4 MTA, or a third-party product. If you do enable direct Internet access for all mail servers, make sure they are correctly configured and properly registered with the InterNIC. Many systems do not accept connections or mail from servers that are improperly configured or not registered as a safeguard against spam and as a relay security measure. Use a mixed MTA upgrade strategy Some organizations will use a combined strategy depending on their needs and infrastructure. For example, a multinational organization may immediately upgrade its MTA servers in one part of the world and wait until the Domino system is at R5 to upgrade in another. Use these scenarios and the needs of your organization to determine the optimal upgrade strategy. Replacing R4 MTAs with R5 mail servers To illustrate replacing R4 MTAs with R5 mail servers, consider an infrastructure with 3 Domino servers: MTA1, Hub-E, and Hub-W. MTA1 is the SMTP server for the organization, and Hub-E and Hub-W are hub servers that route mail to a number of spoke servers. If you upgrade MTA1 to R5 and leave the hubs at R4, MTA1 performs all necessary message 2-24 Moving to Notes and Domino Release 5

65 conversion, as it did when the server was at R4. When you upgrade Hub-E and Hub-W to R5, MTA1 routes Internet messages to the hubs in MIME, and the hubs perform message conversion for R4 spokes. As you upgrade spoke servers to R5, the hub servers perform fewer conversions. However, the spoke servers must convert messages for their R4 clients. Finally, when you upgrade the Notes clients to R5, MIME messages can be routed from MTA1 to the destination client without conversion. This upgrade process spreads the conversion load over more servers as the process progresses from 1 server (MTA1) initially to many servers (the spokes) towards the end. It is important to consider the performance and capabilities of the hubs and spoke servers for example, the spokes might not have enough spare performance to handle the conversion load, which might necessitate a different upgrade strategy. R5 SMTP routing attempts to locate the Internet Address for a Notes user either within the message (if the message is created by an R5, IMAP, or POP client) or within the $Users view in the Domino Directory. For best performance, populate the Internet Address field in your organization s Person documents (if the Short Name field does not already contain an Internet address for each user) with the administration tool for Internet addresses. Also, register new users with an R5 Domino Administrator client to ensure that each user has a valid Internet address. For more information, see Populating the Internet Address field in Person documents in Chapter 6. Note You can add the variable MailConvertMIMEOnTransfer=1 to the Domino server s NOTES.INI file to force the server to convert inbound mail from the Internet from MIME to the format specified in each recipient s Person document in the Domino Directory. This setting causes the router on the Release 5 server to mimic the functionality of the Release 4 SMTP/MIME Message Transfer Agent. If you do not set this variable, the R5 router forwards the native MIME messages to the next hop servers. Any necessary conversion takes place on transfer to an R4 server or on delivery to the user s mail file. Upgrading to R5 Using a third-party relay host with an R5 mail server If messages initially reach your system via a third-party product, you can still use R5 functionality to improve performance. Often, the third-party server or gateway routes Internet mail messages to a server or group of servers running the R4 MTA. You can replace this routing path with one where the gateway routes directly to R5 mail servers via SMTP. Unless the gateway can query the Domino Directory to determine the correct mail server for a recipient, you use multiple MX records in the DNS with Upgrading an Internet Mail Server 2-25

66 the same preference to spread the incoming load across the R5 mail servers. While the percentage of messages that initially reach the correct destination server is small, it increases as the number of R5 mail servers able to receive mail via SMTP increases. In addition, since the R5 servers can access the Domino Directory to determine the correct mail server for each recipient, the destination server is generally only one hop away. This method spreads the load of inbound Internet mail messages across all your R5 servers. If one server is down, mail automatically redirects to the other available servers. If there are only a few R5 servers and many R4 servers, these R5 servers handle the load of receiving and converting Internet messages for all of the R4 servers. However, as the number of R5 servers increases, this load decreases. If you replace the third-party gateway with an R5 mail server that is able to access the Domino Directory through either Notes RPC or LDAP, the gateway server does not need to spread messages blindly across other servers, but can instead determine the correct destination server for each message and route it appropriately. Using the cc:mail and X.400 MTAs with Domino R5 For organizations using the cc:mail Message Transfer Agent, use version of the cc:mail MTA with Domino R5. You must leave the cc:mail MTA server in its Domino R4 release. Do not replicate the Domino Directory template to the cc:mail MTA server. For organizations using the X.400 Message Transfer Agent, the X.400 MTA currently runs only under R4.6x of the Domino server. Future releases of the MTA will support R5. For more information, see Internet mail routing in mixed-release environments Domino R5 routes Internet mail (MIME) over both Notes RPC (Remote Procedure Calls) and SMTP. R4 servers do not support native MIME delivery or SMTP routing; they use the MTA to accomplish these tasks. You can control how an R5 server transfers a MIME message to an R4 server if it cannot access a user s Person document the R5 server either converts the MIME message to Notes format and transfers it, reducing storage space and bandwidth use but with some loss of message fidelity; 2-26 Moving to Notes and Domino Release 5

67 or it converts the MIME message to Notes format and also creates an attachment containing the original MIME, preserving message fidelity but increasing storage space and bandwidth use. The decision on which method to use is yours and can be optimized for your system and users needs. The default setting is to convert MIME messages to Notes format without an attachment. If you select to convert the message to Notes format and also create an attachment containing the original MIME, Domino preserves full message format if an Internet mail client accesses the message, Domino sends it the MIME from the attachment. The R4 server deposits both the Notes format message and the MIME attachment in a user s mail file for this reason. For these messages in a mixed environment with this conversion setting, mail storage requirements and network utilization roughly double for each of these messages only. Upgrading to R5 Internet mail conversion in mixed-release environments In a mixed-release environment, routing native MIME messages and sending Notes format messages to the Internet requires some conversion. Conversion takes place in the following scenarios. Using the inbound and outbound services of the R4 SMTP/MIME MTA The MTA converts outbound Notes messages to MIME format and routes them via SMTP. It converts inbound MIME messages to Notes format (with or without a MIME attachment) and routes them over Notes RPC using the Notes router. The R4 MTA converts and delivers based on the settings in the recipient s Person document, if the MTA can access it. If the setting of the Internet Message Storage field in the R4 Person document is: Prefers Notes Rich Text (Notes only in R4), the MTA converts the message to Notes format and routes it. Prefers MIME (Internet only in R4), the MTA packages the messages as a MIME attachment and routes it. No Preference (Notes and Internet in R4), the MTA converts the message to Notes format, adds an attachment containing the original MIME, and routes it. When an R5 router delivers a message to a recipient s mail file The router checks the recipient s Person document in the R5 Domino Directory. The field Format preference for incoming mail determines the recipient s preference for Internet messages. If the message is in Notes format and the field is set to Prefers Notes Rich Text, the router delivers the message. Upgrading an Internet Mail Server 2-27

68 the field is set to Prefers MIME, the router converts the message to MIME and delivers the MIME message. the field is set to No Preference, the router delivers the message. Note If the field is set to No Preference, the router delivers the Notes format message because the R4 and R5 Notes clients can read the message and the IMAP and POP server tasks can convert the message to MIME for Internet clients. If the message is in MIME format and the field is set to Prefer Notes Rich Text, the router converts the message to Notes format and delivers the Notes format message. Note If the NOTES.INI parameter MailDeliverCDorMime is set to 1 on the server, the router does not convert the message and instead delivers it in MIME. the field is set to Prefer MIME, the router delivers the message. the field is set to No Preference, the router delivers the message. If the message is encrypted (S/MIME format), the router creates an attachment containing the S/MIME and creates a Notes format message explaining that the message is encrypted and cannot be converted to Notes format. Note If the field is set to No Preference, the router delivers the MIME message because R5 and Internet clients can read the message, and the R5 server converts the MIME message to CD for clients that cannot read native MIME. When an R5 server transfers a message to an R4 server If the message is in Notes format, the router simply transfers the message to the R4 server. If the message is MIME, the router tries to access the recipient s Person document. If it has access to the recipient s Person document, it checks the Internet Message Storage field (R4) or Format preference for incoming mail field (R5). If the field is set to Notes only (R4) or Prefers Notes Rich Text (R5), the router converts the message to Notes format and transfers the Notes format message. If the field is set to Internet only (R4) or Prefers MIME (R5), the router converts the MIME message to a MIME attachment and transfers the MIME attachment as the message Moving to Notes and Domino Release 5

69 If the field is set to Notes and Internet (R4) or No Preference (R5), the router converts the message to Notes format, adds an attachment containing the original MIME, and transfers the Notes format message with the MIME attachment. If the message is encrypted (S/MIME format), the router creates an attachment containing the S/MIME and creates a Notes format message explaining that the message is encrypted and cannot be converted to Notes format. Note If the NOTES.INI parameter MailDeliverCDandMime is set to 1 on the server, the router converts the message to Notes format and adds an attachment containing the original MIME. If the router cannot access the recipient s Person document for example, if the recipient is in another domain and the router cannot access that domain s Domino Directory by default it converts MIME messages to Notes format and transfers them. You can control this conversion by setting the router to either follow the default behavior or to also add an attachment containing the original MIME to the Notes format message. The default behavior conserves disk space and bandwidth but reduces message fidelity; the optional behavior preserves message fidelity but consumes additional disk space and bandwidth. Upgrading to R5 When an R5 router sends mail over SMTP If an R5 router needs to send a message in Notes format over SMTP, it converts the message to MIME. Note The R4 SMTP/MIME MTA supported encapsulation, which placed Notes-specific information in an attachment that could be converted back into Notes data by another MTA. The R5 router does not support R4 encapsulation, but maintains Notes data by another method so that another R5 router can convert the information back into Notes data. When an R5 server replicates with an R4 server When an R5 server replicates a database with MIME content to an R4 server for example, if a mail file is on both an R5 and an R4 server, with MIME messages in the database on the R5 server Domino converts any MIME to Notes format. When an R5 Notes client composes a MIME message and sends it through an R4 Domino server (the user s mail server is R4) The R5 client converts the message from MIME to Notes format and transfers it to the Domino server. If the NOTES.INI parameter MailTransferCDandMIME is set to 1 on the client, the R5 client adds an attachment containing the original MIME to the Notes format message. Upgrading an Internet Mail Server 2-29

70 If the message is encrypted (S/MIME format), the router creates an attachment containing the S/MIME and creates a Notes format message explaining that the message is encrypted and cannot be converted to Notes format. The IMAP and POP server tasks can convert from Notes format to MIME to deliver messages to IMAP and POP clients. Encrypted messages in mixed environments Release 4 clients and servers cannot read native MIME messages; thus, Domino Release 5 has to convert a native MIME message to a Notes document with a MIME attachment to route it to an R4 server. Domino cannot convert an encrypted MIME (S/MIME) message doing so would require access to the decryption key, which would be a security flaw. Thus, when an S/MIME message is transferred to an R4 server, Domino converts the message to an attachment containing the S/MIME and a Notes format message stating that the message is encrypted MIME and cannot be read by this version of the software. This conversion allows IMAP, POP, and R5 users to receive encrypted MIME mail and for encrypted MIME mail to be transferred from an R5 server to an R4 server to another R5 server without loss of fidelity or breaking the encrypted signature. Sending mail in Notes format to Internet users When you send a message in Notes format to an Internet user, Domino converts the message to MIME for that user. However, some Notes items do not have MIME equivalents and cannot be converted. The Notes client warns you if you send a message containing these items to Internet users so you can choose whether to edit the message or whether to accept the loss of those features. Notes items which do not have MIME equivalents include: Embedded elements Highlighting Horizontal rule Note If you send MIME in HTML format, Notes converts the horizontal rule unless you set rule properties such as color, height, or width. Notes hotspots such as document links Objects (OLE) Note Notes attempts to create an image based on the inactive OLE object, but not all OLE objects have inactive images Moving to Notes and Domino Release 5

71 Page breaks Sections Calendar and scheduling features over SMTP Domino routes calendar and scheduling items, such as meeting invitations, over Notes RPC where possible. If you send a calendar or scheduling item over SMTP for example, you send a meeting invitation over the Internet Domino converts the item to text as it does in 4.5 and 4.6. For more information, see Using calendar and scheduling features with Internet mail in Chapter 5, Upgrading Clients. Upgrading to R5 Internet mail addresses in Domino Release 5 When looking up an address for Internet mail in the Domino Directory in Release 5, Domino checks the $Users view for an exclusive match of the address. If it finds the complete Internet address of the recipient (for example, jdoe@acme.com) in either the Short name or Internet address field, Domino delivers the message to the mail file of that person. Domino also delivers based on a match of the local part of the address (for example, jane_doe) with any of the fields in the Person document. For example, if the message is addressed to jane_doe@acme.com, and Domino finds a Person document with the entry Jane Doe in the User Name field, Domino delivers the message to Jane Doe s mail file. Note Domino converts underscore characters (_) into spaces; in this example, jane_doe would become jane doe. Domino converts double underscores ( ) into underscores, underscores into spaces, and periods into spaces. The lookup is case-insensitive jane doe matches with the entry Jane Doe in a Person document. Domino s exhaustive lookup in $Users ensures that any address generated by the R4 MTA for a user in your directory is located properly. While you can use the Internet Address field in the Release 5 Person document and the tool that populates this field to standardize Internet addresses in your organization and provide a single place for locating and changing Internet addresses, this step is optional Domino does not distinguish between R4 and R5 addressing and utilizes both equally well. For more information on the tool that populates the Internet Address field in Person documents, see Populating the Internet Address field in Person documents in Chapter 6. For more information on the Internet Address field and Internet mail addressing in Release 5, see Administering the Domino System or Domino Administration Help. Upgrading an Internet Mail Server 2-31

72 Internet mail storage format in Domino Release 5 You do not need to change how users Internet messages are stored when upgrading to Release 5. If you have users who only access mail via a POP3 or IMAP client and whose Person documents set their Internet message storage to both Notes and Internet in Release 4, change the field Format preference for incoming mail on the Mail tab of those users Person documents in the Domino Directory to Prefers MIME for improved performance. In a mixed R4/R5 environment where some clients use native MIME messages on R5 servers, Domino will not deliver a native MIME message to an R4 client, mail file, or server, because native MIME is unreadable in Release 4. For more information, see Internet mail conversion in mixed-release environments. Upgrading an MTA server and NOTES.INI parameters When you upgrade an MTA server to an R5 mail server, the NOTES.INI file for the server may contain parameters that are not supported in R5. You do not need to change or remove these parameters they are ignored by the server and do not interfere with its functionality in any way. The upgrade program sets configuration parameters to the settings most commonly used for Internet mail servers. It does not convert R4 NOTES.INI settings to their R5 UI equivalents. If you have unique configuration settings in the NOTES.INI file in R4, you may need to re-enable this configuration using the R5 Server Configuration and Server documents. IMAP and POP conversion changes in Release 5 Conversion from Notes format to MIME in R5 is improved for IMAP and POP users. The IMAP or POP conversion in R5 is similar to the conversion process of the R4 SMTP/MIME MTA and offers greater message fidelity than the R4 IMAP or POP conversion process. The R5 conversion process has more complete text and image handling than R4, but is somewhat slower Moving to Notes and Domino Release 5

73 Relay host changes in Domino Release 5 In Release 5, relay host configuration is easier than in Release 4. You can select to route all mail with destinations outside the local Internet domain to a relay host, or not to use a relay host at all. There is no need to route mail inside the local Internet domain to a relay host since Domino routes SMTP natively. After upgrading to R5, you need to enter the host name or IP address of the relay host in the Server Configuration document for the upgraded server. In addition, you must enable SMTP used when sending messages outside of the local Internet domain. Note The smart host, which lists users not in your Domino Directory, has functionality similar to a relay host, though its role is different. For more information, see Administering the Domino System or Domino Administration Help. Upgrading to R5 Using dial-up with Domino Release 5 Customers using dial-up access to the Internet may need to take additional steps before and during upgrading to Release 5 of Domino. See Administering the Domino System or Domino Administration Help for more information before upgrading. Upgrading an Internet mail server to use multiple threads After upgrading to R5, a mail server router automatically supports multiple transfer threads to the same server. By default, the router allows multiple threads based on configuration settings. You can change these settings to allow more or fewer multiple transfer threads. You can change the maximum number of transfer threads and the maximum number of concurrent transfer threads in the Server Configuration document in Domino Directory. Click the Router/SMTP-Restrictions and Controls- Transfer Controls tab and adjust the setting in the Maximum transfer threads field to optimize performance in your system. Note Lotus recommends leaving the Maximum transfer threads field blank to allow Domino to configure dynamically the proper number of threads. Upgrading an Internet Mail Server 2-33

74 Multiple MAIL.BOX databases on a mail server Domino Release 5 can route mail using multiple MAIL.BOX databases. Under heavy load, several server threads may try to deposit mail into MAIL.BOX, along with the router attempting to read and update mail. Any process trying to write to MAIL.BOX including the server threads and the router needs exclusive access to MAIL.BOX. In addition, when the router reads new messages from MAIL.BOX, other processes trying to write to the database must wait. This can lead to long wait times if there is a large amount of new mail for example, on a busy system with heavy mail traffic. With multiple MAIL.BOX databases, Domino can use multiple concurrent processes, since one process can write to each MAIL.BOX database. When the router is reading one MAIL.BOX, it marks the database in use so other server threads trying to deposit mail move to the next MAIL.BOX. This improves performance. Disk contention is rarely an issue for MAIL.BOX, so there is usually no need to put the multiple MAIL.BOX databases on different disks. However, it is useful to spread user mail files across multiple disks to ensure that all mail files and MAIL.BOX databases are not on the same disk. You see large performance improvements even by adding only one additional MAIL.BOX database. Marginal benefit decreases with increasing number of MAIL.BOX databases, though you will continue to see performance gains. To set multiple MAIL.BOX databases for a server, do the following: 1. In the Domino Administrator, click the Administration window tab. 2. Click the Configuration tab. 3. Expand the Server Configuration section. 4. Click Configurations. 5. If you have a Configuration Settings document that you want to use for this server, select it and click Edit Configuration. If not, click Add Configuration. 6. If you are creating a new configuration, do the following: a. Enter a server name in the Basics section. b. Select which Group or Server this configuration should apply to. Do not select Use these settings as the default settings for all servers unless you want every server that this document controls to use SMTP to send messages to the Internet instead of through an Internet mail server Moving to Notes and Domino Release 5

75 7. Click the Router/SMTP tab. 8. On the Basics tab, enter the number of MAIL.BOX databases you want in the Number of mailboxes field. 9. Click the Save and Close button on the Action bar. 10. Shut down the server by changing to the server console and issuing the command quit Upgrading to R5 11. Restart the server. Domino creates the new MAIL.BOX databases at server startup for example, if you set to use three mailboxes, Domino creates MAIL1.BOX, MAIL2.BOX, and MAIL3.BOX. NSFBufferPool size in R5 In Release 5, the NSFBufferPool has no effective size limit, though it is constrained by operating system limits and, potentially, by the maximum size of a NOTES.INI variable. NOTES.INI variables cannot be larger than 2GB, since these are signed variables. This is a change from R4.5 and R4.6, when the NSFBufferPool had a coded limit in Domino. When a Domino server starts, the server allocates between 1/4 (25%) and 3/8 (37.5%) of the physical RAM on the server to the NSFBufferPool as memory for Domino. A Notes client allocates memory similarly, but sets a maximum of 8MB on the NSFBufferPool. Administrators (for the server) and end users (for the client) can override this default allocation and set the size of the NSFBufferPool manually by using one of two NOTES.INI variables: NOTES.INI variable NSF_Buffer_Pool_Size=x NSF_Buffer_Pool_Size_MB=x Units Bytes MB Limit 2GB, based on NOTES.INI variable limitations none; subject to OS limits The NSF_Buffer_Pool_Size_MB variable removes the 2GB limitation that exists for NSF_Buffer_Pool_Size due to NOTES.INI variable limits. Tuning the NSFBufferPool should not be necessary, except on partitioned servers. In some cases, Domino does not need all the memory in the NSFBufferPool, so administrators may wish to experiment with decreasing the amount of memory in the NSFBufferPool by setting one of the NOTES.INI variables. This allows the server to use the memory for other purposes. Upgrading an Internet Mail Server 2-35

76 On partitioned servers, allocating all the memory normally reserved for the NSFBufferPool could result in problems for example, a computer with 6 Domino partitioned servers could not allocate 25% of memory to each partition. Administrators should divide the memory that would be allocated to a Domino server (from 1/4 to 3/8 of physical RAM) by the number of partitions and manually set the NSFBufferPool size via a NOTES.INI variable for each server. Administrators can then modify the setting for each partition depending on the relative load. In general, it is best to allow Domino to allocate memory for the NSFBufferPool. Set the size of the NSFBufferPool only if the server is running slowly due to inadequate available memory Moving to Notes and Domino Release 5

77 Chapter 3 Upgrading a Domino Server This chapter describes the steps for installing Domino Release 5, and the tasks you can perform to upgrade the Public Address Book, administration and mail servers, and the Administration Requests database. Upgrading to R5 Upgrading a Domino server When you upgrade a Domino server to R5, you gain features, functionality, and performance without changing your server configuration, topology, routing, or addressing. To upgrade a server, perform the following steps: 1. Shut down the Domino server. 2. Back up important server files. 3. Update the NOTES.INI file. 4. If you run Domino as a Windows NT Service, remove the Service. 5. Install the Domino Release 5 software. 6. Upgrade the Public Address Book template and replicate this template to all Domino servers. 7. Upgrade the administration server for the Domino Directory. 8. Upgrade the design of the Administration Requests database and replicate this template to all Domino servers. See also information on: New Features Using new Domino R5 features System Templates Upgrading system templates Template interoperability Performance Improvements Upgrading a mail server to use multiple threads Using multiple MAIL.BOX databases 3-1

78 Upgrade Changes Creating new R4 servers in a mixed-release environment Changing Domino server time zone and daylight savings time settings NSFBufferPool in R5 Maximum requests over a single connection Note Domino automatically upgrades MAIL.BOX to the R5 database format and design. Any messages in MAIL.BOX are preserved. Shutting down the Domino server Before upgrading the server, warn users that it will be offline and unavailable until after the upgrade. 1. Change to the Domino server console. 2. Type quit and press ENTER. The server should shut down cleanly. Backing up Domino server files Back up important Domino server files in case you encounter errors during upgrading. If you have problems during upgrading, you can use the backed-up copies to restore your files. 1. Back up the data directory on your server (for example, C:\NOTES\DATA). This backs up DESKTOP.DSK, all ID files (including the server ID and certifier IDs), LOG.NSF, NAMES.NSF, MAIL.BOX, and any other Public Address Books located on the server. 2. Back up the contents of any directories pointed to by links (DIR files) from your data directory. 3. Back up the NOTES.INI file for the server. This file is located in the system directory by default (for example, C:\WINNT40). 4. Back up any other Notes databases (NSF), Notes templates (NTF), and any databases pointed to by directory links (DIR). 3-2 Moving to Notes and Domino Release 5

79 Updating the NOTES.INI file Remove memory management, name lookup controls, and debugging parameters from the NOTES.INI file. 1. Make sure you backed up important server files. See Backing up Domino server files. 2. Open the NOTES.INI file for the server you are upgrading in a text editor such as Microsoft Notepad. 3. If the following entries exist in the file, remove them: NSF_Buffer_Pool_Size NSF_DbCache_Maxentries Server_Name_Lookup_Noupdate Any debugging parameters 4. Save the file. 5. Close the text editor. Note The file statistics tasks performed by the Reporter task in Release 4 are handled by the Database Catalog and the statistical analysis done by Reporter is handled by the Domino performance tools. Instead of Reporter, the Event task can monitor databases and generate an event that notifies the administrator that unused space in a file has reached a threshold level. In addition, this monitoring event can also be set to compact automatically databases that reach the threshold level. Upgrading to R5 Removing Domino as a Windows NT Service If you run Domino on Windows NT as an NT Service, you must uninstall Domino as an NT Service before upgrading. Perform the following steps to remove Domino as an NT Service. 1. Choose Start - Run. 2. Type NTSVINST -D and click OK. Go to Installing Domino Release 5. Installing Domino Release 5 1. Make sure you backed up all important Domino files and removed unnecessary entries from the NOTES.INI file. See Backing up Domino server files and Updating the NOTES.INI file. 2. Install the Domino Release 5 software. If you install Domino in the same directory as the previous version, you do not need to change Upgrading a Domino Server 3-3

80 the server configuration. If you install Domino in a new directory, the program prompts you to configure the server. 3. During installation, select the server type for which you purchased a license. 4. After installation, launch the Domino Release 5 server. See Setting Up a Domino Server for more details. Setting Up a Domino Server is available in print and as an Adobe Acrobat (PDF) file. Note Installing a Domino server does not install the Domino Administrator (Release 5 administration client). You must perform a second installation using the client setup program to install a Domino Administrator on the server computer. Lotus recommends you administer the server from a separate computer. Upgrading the Public Address Book The Domino server prompts you to upgrade the design of the Public Address Book with the R5 Domino Directory template (PUBNAMES.NTF) after upgrading Domino. The new Domino Directory template works with the Domino Administrator client to streamline directory and Domino server administration. The Domino Directory is backwards-compatible and is designed for use in mixed-release environments. Upgrade the design of your address book to the Release 5 Domino Directory template once you upgrade your server to Release 5. Then upgrade the database format of the Domino Directory by compacting the database and rebuilding its views. Note The Domino Directory template name is still StdR4PublicAddressBook for backwards-compatibility purposes. Upgrading the Public Address Book to the Domino Directory template 1. When Domino asks if you want to upgrade the Public Address Book design to the Release 5 template, type Y This replaces the R4 Public Address Book template with the R5 Domino Directory template. 2. Once the server launches, verify that there are no errors or problems. Then, quit the server. Type quit and press ENTER. 3-4 Moving to Notes and Domino Release 5

81 Compacting the Domino Directory after upgrading 1. From the command line of your operating system, change to the Domino program directory and compact the Domino Directory to the new R5 ODS. On Microsoft Windows NT (Intel platforms), type ncompact names.nsf and press ENTER. Note If your Domino Directory has a file name other than NAMES.NSF, substitute the correct file name for NAMES.NSF. On Microsoft Windows NT (Alpha platforms), type acompact names.nsf Upgrading to R5 and press ENTER. Note If your Domino Directory has a file name other than NAMES.NSF, substitute the correct file name for NAMES.NSF. On IBM OS/2 Warp, type icompact names.nsf and press ENTER. Note If your Domino Directory has a file name other than NAMES.NSF, substitute the correct file name for NAMES.NSF. On UNIX platforms, type compact names.nsf and press ENTER. Note If your Domino Directory has a file name other than names.nsf, substitute the correct file name for names.nsf. This moves the Domino Directory from the R4 ODS to the R5 ODS. 2. After you compact the Domino Directory to the new R5 database format, rebuild the ($ServerAccess) and the ($Users) views in the Domino Directory. Rebuilding views in the Domino Directory 1. From the command line of your operating system, rebuild the ($ServerAccess) and ($Users) views in the Domino Directory. On Microsoft Windows NT (Intel platforms), type nupdall names.nsf -t "($ServerAccess)" -r and press ENTER. Then type nupdall names.nsf -t "($Users)" -r and press ENTER. Upgrading a Domino Server 3-5

82 On Microsoft Windows NT (Alpha platforms), type aupdall names.nsf -t "($ServerAccess)" -r and press ENTER. Then type aupdall names.nsf -t "($Users)" -r and press ENTER. On IBM OS/2 Warp, type iupdall names.nsf -t "($ServerAccess)" -r and press ENTER. Then type iupdall names.nsf -t "($Users)" -r and press ENTER. On UNIX platforms, type updall names.nsf -t /($ServerAccess) -r and press ENTER. Then type updall names.nsf -t /($Users) -r and press ENTER. Rebuilding the ($ServerAccess) and ($Users) views in the Domino Directory allows clients to access the server more quickly. 2. After you rebuild views in the Domino Directory, launch the Domino server. Updating views in databases on the upgraded Domino server 1. Once the Domino server is running, type load updall and press ENTER. This rebuilds database views, allowing users to access the Domino Directory and other databases on the server more quickly. The amount of time Updall takes to run depends on the number of databases on the server, the size of the databases, and the complexity of the views in those databases. Replicating the Domino Directory design to other servers Once you upgrade a server to R5, you can and should replicate the Domino Directory design to the Public Address Books on your organization s other servers, including Release 4 and Release 3 servers. The Domino Directory is designed for use in mixed-release environments and for administering R4 and earlier servers. 3-6 Moving to Notes and Domino Release 5

83 Note After replicating the new template to other servers, you must rebuild the views in the Domino Directories / Public Address Books on those servers. The view rebuild for the R5 template on an R4 or R3 server is time-consuming. Lotus recommends you replicate the template and rebuild the views for pre-r5 servers on a weekend or during other times when server load is low. Upgrading the administration server for the Domino Directory After you upgrade the first Domino server in your domain and replicate the new Domino Directory template to the other servers, upgrade the server that acts as the administration server for the Domino Directory. This lets you take advantage of the new R5 Administration Process features. Follow the steps in this chapter to upgrade the administration server. For steps on how to upgrade a Domino server, see Upgrading a Domino server. Upgrading to R5 Upgrading the Administration Requests template After upgrading the administration server for the Domino Directory, process all requests in the Administration Requests database, then shut down the Administration Process and upgrade the design of the Administration Requests database on that server to the R5 template. The R5 Administration Requests template is designed for backwards compatibility with the R4 Administration Process and use in mixed-release environments. You can and should replicate the new design to the Administration Requests databases on your organization s other servers. Note You do not need to process all the requests in the Administration Requests database to upgrade the database, but Lotus recommends processing as many as possible for a faster upgrade. Processing requests in the Administration Requests database 1. Change to the Domino server console. 2. Type tell adminp process all and press ENTER. Note You may need to issue this command more than once, as some Administration Requests create others. 3. Once the administration process finishes processing requests, shut it down. Upgrading a Domino Server 3-7

84 Shutting down the Administration Process on the server 1. Type tell adminp quit and press ENTER. 2. Upgrade the design of the Administration Requests database. Upgrading the design of the Administration Requests database 1. Launch the Domino Administrator client. 2. Choose File - Database - Open. 3. In the Server field, type the name of the upgraded administration server. 4. Select the Administration Requests (R4) database (ADMIN4.NSF) and click Open. 5. If this is the first time you have opened the Administration Requests database, you see the About This Database document. Press ESC to close the document. 6. Choose File - Database - Replace Design. 7. Click Template Server. 8. In the Server field, enter the name of a Release 5 Domino server and click OK. 9. Select the Administration Requests (R5.0) template (ADMIN4.NTF) and click Replace. 10. When the Domino Administrator displays a warning about replacing the design, click Yes. 11. Close the Administration Requests database. 12. Replicate the new design to the other servers in your organization. Upgrading system templates Domino automatically upgrades many system templates to Release 5 design. Databases upgraded automatically Database Title Administration Requests Agent Log Billing Local free time info File Name ADMIN4.NTF ALOG4.NTF BILLING.NTF BUSYTIME.NTF continued 3-8 Moving to Notes and Domino Release 5

85 Database Title Catalog Certification Log Cluster Directory Master Address Book (to Directory Assistance) Database Analysis Domino Configuration Domino Web Server Log Statistics & Events Notes Log Analysis Notes Log Mail Router Mailbox <Server> Mailbox NT/Migrating Users Passwords Public Address Book (to Domino Directory) Server Web Navigator Databases not upgraded automatically Database Title Certificate Authority Server Certificate Admin Statistics Reporting Domino Web Administration File Name CATALOG.NTF CERTLOG.NTF CLDBDIR4.NTF MAB.NTF (DA50.NTF) DBA4.NTF DOMCFG.NTF DOMLOG.NTF EVENTS4.NTF LOGA4.NTF LOG.NTF MAILBOX.NTF MAIL.BOX NTSYNC45.NTF PUBNAMES.NTF PUBWEB45.NTF (PUBWEB50.NTF) File Name CCA*.NTF (* = Release Number; e.g., 50) CSRV*.NTF (* = Release Number; e.g., 50) STATRP45.NTF WEBADMIN.NTF Upgrading to R5 Template interoperability Notes R4 clients can render some system databases that use R5 templates transparently. Some R5 templates, though, do not render well to R4 clients. Templates fall into three categories: those that are supported with the R4 client, those that are supported but have altered appearance, and those that should not be used in a mixed environment. Templates supported with the R4 client Database Title File Name Agent Log ALOG4.NTF Billing BILLING.NTF Local free time info BUSYTIME.NTF Domino R5 Certificate Authority CCA50.NTF continued Upgrading a Domino Server 3-9

86 Database Title Certification Log Cluster Analysis Database Library Microsoft Office Library Doc Library - Notes & Web Personal Journal Notes Log Mail Router Mailbox Personal Web Navigator NT/Migrating Users Passwords Statistics Reporting Domino Configuration Domino Web Server Log Mailing List NNTP Discussion Server Web Navigator Reports Resource Reservations Site Registration File Name CERTLOG.NTF CLUSTA4.NTF DBLIB4.NTF DOCLBM50.NTF DOCLBW50.NTF JOURNAL4.NTF LOG.NTF MAILBOX.NTF PERWEB50.NTF NTSYNC45.NTF STATREP5.NTF DOMCFG.NTF DOMLOG.NTF MAILLIST.NTF NNTPDI50.NTF PUBWEB50.NTF REPORTS.NTF RESRC50.NTF SIREGW50.NTF Templates supported with altered appearance with an R4 client Database Title Archive Log Catalog Cluster Directory Database Analysis Decommission Server Reports Directory Assistance Domino Directory Notes Log Analysis Personal Address Book Statistics & Events DECS Administrator Template (partial support) File Name ARCHLG50.NTF CATALOG.NTF CLDBDIR4.NTF DBA4.NTF DECOMSRV.NTF DA50.NTF PUBNAMES.NTF LOGA4.NTF PERNAMES.NTF EVENTS4.NTF DECSADM.NTF 3-10 Moving to Notes and Domino Release 5

87 Templates that are not supported with an R4 client Database Title File Name Bookmarks BOOKMARK.NTF Design Synopsis Template DSGNSYN.NTF Domino Administrator DOMADMIN.NTF Directory Catalog DIRCAT5.NTF Subscriptions HEADLINE.NTF Mail (IMAP) IMAPCL5.NTF Mail (R5.0) MAIL50.NTF TeamRoom (5.0) TEAMROOM.NTF Domino MailTracker Store MTSTORE.NTF News Articles (NNTP) NNTPCL5.NTF Domino R5 Certificate Administration CSRV50.NTF User Registration Queue USERREG.NTF Web Administration WEBADMIN.NTF Upgrading to R5 Upgrading a mail server to use multiple threads After upgrading to R5, a mail server router automatically supports multiple transfer threads to the same server. By default, the router allows multiple threads based on configuration settings. You can change these settings to allow more or fewer multiple transfer threads. You can change the maximum number of transfer threads and the maximum number of concurrent transfer threads in the Configuration Settings document in Domino Directory. Click the Restrictions and Controls - Transfer Controls tab and adjust the settings to optimize performance in your system. Click the Router/SMTP-Restrictions and Controls-Transfer Controls tab and adjust the setting in the Maximum transfer threads field to optimize performance in your system. Creating new R4 servers in a mixed-release environment If you add an R4.6x server to a Notes domain which has an R5 hub server, change the Home URL field on the Internet Protocols - HTTP tab of the Server document for the R4.6x server. The default setting for the Home URL field is: /homepage.nsf?open Upgrading a Domino Server 3-11

88 Homepage.nsf is an R5 database. Change the entry in the Home URL field to a URL you want users to see when they open the server, such as with a?openserver command, from a browser. To change the Home URL field 1. From the Domino Administrator, click the Configuration tab. 2. Expand the Server Configuration section. 3. Click All Server Documents. 4. Double-click the Server document for the server for which you want to change the Home URL field. 5. Click Edit Server. 6. Click the Internet Protocols - HTTP tab. 7. Under the Mapping section, enter the Web page or database that users should see when they access the server with a browser. 8. Click Save and Close. If you set the Home URL field to: /?Open or /?OpenServer to allow users to see a list of the databases on the server, you must also do the following: 9. From the Domino Administrator, click the Configuration tab. 10. Expand the Server Configuration section. 11. Click All Server Documents. 12. Double-click the Server document for the server for which you want to change the Home URL field. 13. Click Edit Server. 14. Click the Internet Protocols - HTTP tab. 15. Select Yes for the field Allow HTTP clients to browse databases. 16. Click Save and Close. If you do not make this change, Web clients try to browse the list of databases, but get an error because they are not authorized to do so. In R4.6x, the default setting for Allow HTTP clients to browse databases is Yes. In R5, the default setting is No Moving to Notes and Domino Release 5

89 Using multiple MAIL.BOX databases Domino Release 5 can route mail using multiple MAIL.BOX databases. Under heavy load, several server threads may try to deposit mail into MAIL.BOX, along with the router attempting to read and update mail. Any process trying to write to MAIL.BOX including the server threads and the router needs exclusive access to MAIL.BOX. In addition, when the router reads new messages from MAIL.BOX, other processes trying to write to the database must wait. This can lead to long wait times if there is a large amount of new mail for example, on a busy system with heavy mail traffic. With multiple MAIL.BOX databases, Domino can use multiple concurrent processes, since one process can write to each MAIL.BOX database. When the router is reading one MAIL.BOX, it marks the database in use so other server threads trying to deposit mail move to the next MAIL.BOX. This improves performance. Disk contention is rarely an issue for MAIL.BOX, so there is usually no need to put the multiple MAIL.BOX databases on different disks. However, it is useful to spread user mail files across multiple disks to ensure that all mail files and MAIL.BOX databases are not on the same disk. You see large performance improvements even by adding only one additional MAIL.BOX database. Marginal benefit decreases with increasing number of MAIL.BOX databases, though you will continue to see performance gains. To set multiple MAIL.BOX databases for a server, open the Configuration Settings document that applies to that server, click the Router/SMTP-Basics tab, and enter the number of MAIL.BOX databases you want in the Number of mailboxes field. Upgrading to R5 Changing Domino server time zone and daylight-saving time settings The Domino server time zone and daylight-saving time settings should match those of servers with which a server replicates. If the settings do not match, you may experience unexpected behavior from agents that run at a scheduled time. Note Be sure the time zone and daylight-saving time are set correctly for the server s operating system. Upgrading a Domino Server 3-13

90 To change whether the server uses the operating system settings, change the settings in the Time zone and DST fields in the Server Location section of the Server document in the Domino Directory for example, after upgrading a server to Release 5. Note Do not change the operating system time zone or daylight-saving time settings between the time you configure the server and the first time you run it. Note If you change the time zone or daylight-saving time for the operating system while the Domino server is running, the new settings do not take effect until you restart the server. NSFBufferPool in R5 In Release 5, the NSFBufferPool has no effective size limit, though it is constrained by operating system limits and, potentially, by the maximum size of a NOTES.INI variable. NOTES.INI variables cannot be larger than 2GB, since these are signed variables. This is a change from R4.5 and R4.6, when the NSFBufferPool had a coded limit in Domino. When a Domino server starts, the server allocates between 1/4 (25%) and 3/8 (37.5%) of the physical RAM on the server to the NSFBufferPool as memory for Domino. A Notes client allocates memory similarly, but sets a maximum of 8MB on the NSFBufferPool. Administrators (for the server) and end users (for the client) can override this default allocation and set the size of the NSFBufferPool manually by using one of two NOTES.INI variables: NOTES.INI variable Units NSF_Buffer_Pool_Size=x Bytes NSF_Buffer_Pool_Size_ MB=x MB Limit 2GB, based on NOTES.INI variable limitations none; subject to OS limits The NSF_Buffer_Pool_Size_MB variable removes the 2GB limitation that exists for NSF_Buffer_Pool_Size due to NOTES.INI variable limits. Tuning the NSFBufferPool should not be necessary, except on partitioned servers. In some cases, Domino does not need all the memory in the NSFBufferPool, so administrators may wish to experiment with decreasing the amount of memory in the NSFBufferPool by setting one of the NOTES.INI variables. This allows the server to use the memory for other purposes Moving to Notes and Domino Release 5

91 On partitioned servers, allocating all the memory normally reserved for the NSFBufferPool could result in problems for example, a computer with 6 Domino partitioned servers could not allocate 25% of memory to each partition. Administrators should divide the memory that would be allocated to a Domino server (from 1/4 to 3/8 of physical RAM) by the number of partitions and manually set the NSFBufferPool size via a NOTES.INI variable for each server. Administrators can then modify the setting for each partition depending on the relative load. In general, it is best to allow Domino to allocate memory for the NSFBufferPool. Set the size of the NSFBufferPool only if the server is running slowly due to inadequate available memory. Upgrading to R5 Maximum requests over a single connection In R5, the default value for the field Maximum requests over a single connection on the Internet Protocols - HTTP tab of the Server document is 1. In Release 4.6, the default value was 5. This change improves performance. If you are upgrading an R4 server to R5, the value you set in this field is preserved and does not change. Upgrading a Domino Server 3-15

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93 Chapter 4 Upgrading Domino Administration After you upgrade a server and Domino Directory to R5 and replicate the new template to your Public Address Books, upgrade your Domino administration clients to R5. You gain the new features and benefits of the Domino Administrator including message tracking, topology maps, and a task-oriented interface. In addition, the Domino Directory is easier to administer with the Domino Administrator. Upgrading to R5 Upgrading Domino Administration To upgrade Domino Administration, do the following: Upgrade administration clients Upgrade to the Web Administrator tool See also information on: Using the Domino Administrator in a mixed environment Using message tracking in a mixed-release environment Upgrading administration clients Once you upgrade your R4 Public Address Book to the R5 Domino Directory template, upgrade your administration clients to the R5 Domino Administrator. Due to changes in the forms in the Domino Directory, it is easier and more efficient to administer your servers and Notes domain with the Domino Administrator. In addition, the Domino Administrator features a greatly enhanced interface which simplifies server administration. The Domino Administrator is designed to administer a mixed-release environment and works smoothly with R4 servers. Installing the R5 Domino Administrator client In R5, you install the Domino Administrator client separately from the server. 4-1

94 Installing the R5 Domino Administrator on a Server While Lotus supports installing the Domino Adminstrator on the same computer as a Domino server, Lotus strongly recommends administering the server from a separate computer. The Domino Administrator uses resource-intensive processes to monitor and administer servers. Installing the Domino Administrator on the same computer as a server uses resources and reduces server performance. For best server performance, administer the server from a different computer. For more information, see Installing the Domino Administrator in Release 5 in Chapter 1. Upgrading to the Web Administrator tool When you upgrade a Domino server to R5, the upgrade program deletes your R4 Web Administration database (WEBADMIN.NSF) and creates a new Web Administrator database based on the R5 template (WEBADMIN.NTF). This is necessary to use the new R5 design. If you customized the ACL of your R4 Web Administration database, you must re-enter this information in the new Web Administrator database ACL. Using the Domino Administrator in a mixed environment The Domino Administrator is designed to administer a mixed R4/R5 environment. However, since the Domino Administrator takes advantage of new R5 features, there are some limitations in a mixed environment. Server bookmarks If the Directory server (set in the Administration Preferences by choosing File - Preferences - Administration Preferences) is not an R5 server, the Domino Administrator can only retrieve 64KB of server names for the server bookmarks. To avoid this limitation, set an R5 server as the Directory server. User registration User registration with the Domino Administrator does not function properly if the registration server does not use the new Domino Directory template. 4-2 Moving to Notes and Domino Release 5

95 Server monitoring When monitoring R4 servers, the Domino Administrator cannot report the status of individual tasks, such as the router. The Domino Administrator only reports whether the server is responding or not. Replication schedule The replication schedule display does not work with R4 servers. ACL management tools The ACL management tools on the Files tab of the Domino Administrator do not work with databases on R4 servers. Upgrading to R5 Using message tracking in a mixed-release environment Tracking Center Message tracking for administrators (using the Tracking Center in the Domino Administrator) can only track messages across R5 servers that have message tracking enabled. If a message was transferred to a pre-r5 or third-party server, you can no longer track that message using the Tracking Center. Note Message tracking information is not added for messages that enter the Domino domain from other sources, such as a third-party mail server. End user (mail-based) message tracking Users with an R5 mail file can track messages that are routed through pre-r5 and third-party servers as long as these servers maintain the fidelity of the Notes fields in the message tracking request. Domino only returns message tracking information from R5 servers that have message tracking enabled. If the third-party servers do not maintain these fields, messages cannot be tracked beyond these servers. Upgrading Domino Administration 4-3

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97 Chapter 5 Upgrading Clients This chapter describes the steps for upgrading Notes to Release 5 and gives an overview of new features. Upgrading to R5 Upgrading a Lotus Notes client to Release 5 To upgrade Notes to Release 5, perform the following steps: Back up important files Install Notes Release 5 See also information on: Upgrade Changes Converting the workspace to bookmarks Setting your Personal Address Book preferences Changes to the Personal Address Book Portfolio databases in Notes Release 5 Upgrading your mail file to Release 5 Creating account records for Internet mail Using Notes Release 5 Setting default workstation security Synchronizing time zones and daylight savings time with Notes Using calendar and scheduling features with Internet mail Repeating meetings and R5 See also Sending mail in Notes format to Internet users in Chapter 2, Upgrading an Internet Mail Server. 5-1

98 Backing up Notes client files Back up important Notes client files in case an error occurs during the upgrade process. If you experience problems, you can restore these files with the backed-up versions. Back up the following files for each Notes client: File NOTES.INI (Notes Preferences on the Macintosh) DESKTOP.DSK Personal Address Book (NAMES.NSF by default) User ID files (for example, JSMITH.ID) Local databases (.NSF) Local database directory links (.DIR) Any customized Notes database templates (.NTF) USER.DIC (Personal dictionary entries for spellchecker) Default Location System directory (for example, C:\WIN95) Notes data directory (for example, C:\NOTES\DATA) Notes data directory (for example, C:\NOTES\DATA) Notes data directory (for example, C:\NOTES\DATA) Notes data directory (for example, C:\NOTES\DATA) Notes data directory (for example, C:\NOTES\DATA) Notes data directory (for example, C:\NOTES\DATA) Notes data directory (for example, C:\NOTES\DATA) Install the Notes Release 5 software 1. Make sure you backed up important Notes client files. See Backing up Notes client files. 2. Run SETUP.EXE. Follow the prompts on the Setup screens to properly install the software. Select the type of client for which you purchased a license. 3. Launch Notes. Notes sets up and upgrades the software automatically if you install Release 5 in the same directory as the previous release of Notes. If you install the Release 5 software in a different directory, Notes prompts you to complete the configuration process. If you install Notes in a different directory, be aware that the Setup program places NOTES.INI in the Notes program directory. In previous releases, the Install program placed NOTES.INI in the system directory by default. 5-2 Moving to Notes and Domino Release 5

99 Note Notes automatically upgrades your Personal Address Book to the Release 5 design. If you have Internet mail set up to work with POP3, Notes creates an Account record for that Internet mail configuration. See Creating account records for Internet mail. Converting the workspace to bookmarks Notes Release 5 automatically converts your workspace into bookmarks. You can still access the workspace if you want, but the new navigation model and ease of use of bookmarks make this unnecessary. Your workspace pages convert to bookmark buttons, which are located on the left side of the client screen. Notes gives you the following bookmark tabs initially: Upgrading to R5 Bookmark tab Home Mail Headlines Calendar Address Book To Do Replicator Domino Administrator Domino Designer Favorite Bookmarks Databases More Bookmarks Description Displays your home page, where you can perform tasks and browse and search the Web Displays your mail file Displays your Headlines, which can include , Web updates, calendar entries for today, and other information you specify Displays your calendar Displays your Personal Address Book Displays your To Do list of tasks Displays your Replicator page. This entry appears only if you have local replicas with replication enabled. Displays the Domino Administrator for administering Domino servers. This bookmark appears only if you installed the Domino Administrator. Displays the Domino Designer for designing Domino applications. This bookmark appears only if you installed the Domino Designer. Displays a bookmark list of the databases you used most recently Displays bookmarks organized as they are on your workspace, with a bookmarks folder for each workspace page Displays bookmarks for searching Notes databases and the Web continued Upgrading Clients 5-3

100 Bookmark tab Create Internet Explorer Links Navigator Links Description Contains bookmarks for creating documents such as memos, calendar entries, and tasks Contains bookmarks from your Microsoft Internet Explorer Favorites links Contains bookmarks from your Netscape Navigator Bookmarks links You can add a bookmark to any Bookmark button by dragging it onto that button. For more information on using bookmarks, see Notes Client Help. Setting your Personal Address Book preferences When you upgrade Notes to R5, Notes automatically upgrades the design of your Personal Address Book. The first time you open your Personal Address Book after upgrading, Notes asks you to enter your preferences into the Personal Address Book profile. To enter your preferences, do the following: 1. Select an Address Book owner. Generally this is the person whose Notes client has been upgraded and who is the primary user of the address book. 2. Select whether to sort alphabetically new groups that you create. 3. Select whether to allow LDAP queries of the address book to elicit detailed information. This lets you search your address book by categories such as country or phone number when looking up users during mail addressing. 4. Choose a background for the Business Cards in your address book. You can scroll through the backgrounds by clicking the right and left arrow buttons. 5. Choose a style for the Business Cards in your address book. You can scroll through the styles by clicking the right and left arrow buttons. 6. Click Save and Close. 5-4 Moving to Notes and Domino Release 5

101 Changes to the Personal Address Book The R5 Personal Address Book has a number of new forms, views, subforms, agents, and script libraries, and has had some design elements deleted from the R4 template. New agents in the R5 Personal Address Book Edit Address Book Preferences Remove Address Book Preferences Retrieve Certificates from Home Server Upgrading to R5 Deleted agents in the R5 Personal Address Book Edit Address Book Profile New folders in the R5 Personal Address Book Temporary Export Certificates New forms in the R5 Personal Address Book Account Contact (replaces Business Card from 4.6) _Advanced\International MIME Settings _Advanced\Temporary Export Certificate (AddressPicker) (DeleteAccounts) (DeleteCertDialog) (DIsplayCertifierNotesCertificates) (DisplayUserNotesCertificates) (ProxyAuthentication) (ProxyHelp) ($LAN Wizard) ($NetworkDialup Wizard) ($NotesDirectDialup Wizard) New script libraries in the R5 Personal Address Book RLANRoutines StackContainer Wizard Upgrading Clients 5-5

102 New subforms in the R5 Personal Address Book $CertifierExtensibleSchema $CharacterSetSettings $GroupExtensibleSchema $OTPPP New views in the R5 Personal Address Book _Advanced\Accounts _Advanced\International MIME Settings ($Accounts) ($ByCategory) ($InternationalMIMESettings) ($MailGroups) ($PeopleGroupsByLang) ($PeopleGroupsCorpHier) Deleted views in the R5 Personal Address Book ($NamesFieldLookup) ($ServersLookup) Portfolio databases in Notes Release 5 Portfolio databases are presented as bookmarks in the R5 interface. Upgrading your mail file to Release 5 Do not upgrade your mail file to the Release 5 template until your Domino administrator tells you to do so or upgrades it for you. Creating account records for Internet mail Notes Release 5 introduces Account records, which contain information for accessing mail using POP, IMAP, and sending mail with SMTP. If your Release 4 Location record is set up to use POP3, Notes converts this information into an Account record for that setting. If you send mail to the Internet, Notes creates an SMTP Account record. The accounts are set for the Location that you set up for Internet mail. 5-6 Moving to Notes and Domino Release 5

103 Setting default workstation security Before upgrading Notes, the domain administrator may want to set the Administration Execution Control List (ECL) in the Domino Directory. The Administration ECL sets the default security on the Notes client when users start Notes for the first time after upgrading. Workstation security defines which group s applications can execute on a Notes client. If a group is not specified in the ECL for a client, Notes warns the user when an application created by the group attempts to run on that client. For information on setting the Administration ECL, see Domino Administration Help. Upgrading to R5 Synchronizing time zones and daylight savings time with Notes In Release 5, Notes and the client operating system synchronize the time zone and daylight savings time settings. When you start Notes, the client synchronizes the operating system settings to match those of the current Notes location. In previous releases, Notes synchronized only the operating system time, which could cause the operating system clock to be out of synch with the operating system time zone setting. Be sure that the time zone, daylight savings time, and Greenwich Mean Time (GMT) are correctly set on your operating system. For example, if the operating system does not have daylight savings time activated and you manually change your clock to account for it, running Notes turns on daylight savings time in the operating system, causing the operating system clock to be off by one hour. Changing settings on Windows computers The list of time zones and the start and end dates for daylight savings time in Notes Location documents match those of the Windows operating system. If you change to a location with different settings, those settings update the Windows time zone and daylight savings time. If you change the Windows time zone or daylight savings time settings while Notes is running, Notes updates those settings for the current location. When you upgrade to Release 5 on a Windows computer, you may be prompted to choose a time zone if the time zone settings in one of your location documents does not match the Windows system settings. Upgrading Clients 5-7

104 Using calendar and scheduling features with Internet mail In an environment which mixes routing mail over Notes RPC and SMTP, the Domino router automatically routes meeting invitations, appointments, and other calendar and scheduling information over Notes RPC when possible. Over SMTP for example, if you send a meeting invitation to someone over the Internet calendar and scheduling items are converted to text messages. Notes RPC is required to use the interactive (workflow) features in Notes calendar and scheduling items. Note Conversion of calendar and scheduling items to text when routing over SMTP works the same way in R5 as it did in R4.5 and R4.6. Repeating meetings and R5 Organizations that want to use the repeating meetings feature in the R5 mail template should upgrade their R4.5 Notes clients and mail templates to R4.5.7 and their R4.6 clients and mail templates to R4.6.3 for repeating meetings to work properly in a mixed environment. You do not need to upgrade your servers, but you do need to upgrade the mail templates for those clients that want to use repeating meetings. Since releases earlier than 4.5 did not have the calendar and scheduling features introduced in R4.5, there is no need to make changes to servers or mail files using those releases. 5-8 Moving to Notes and Domino Release 5

105 Chapter 6 Working with the Domino Directory This chapter describes the administration of Domino servers, Notes clients, and Domino applications with the Release 5 Domino Directory. Upgrading to R5 Working with the Domino Directory The Domino Directory is backwards-compatible and should be replicated to your R4 and R3 Domino servers. It supports the LDAPv3 protocol, allowing Internet clients to query and update the directory. The Domino Directory includes a new field, the Internet Address field, with which you can standardize Internet addresses in your organization. See information on: Using the Domino Directory template in a mixed-release environment Customized Address Books Using the Domino Directory Profile New and deleted views in the Domino Directory New forms in the Domino Directory Setting message format preference for users Using the New Internet Address Field Populating the Internet Address field in Person documents Creating an Internet address Using Custom Format Pattern Creating an Internet address using Custom Format Pattern Validating Internet Addresses Upgrade Changes and Coexistence Retrieving LDAP information in a mixed-release environment Upgrading Directory Assistance Web authentication and secondary address books Host names in Server documents 6-1

106 Using the Domino Directory template in a mixed-release environment The R5 Domino Directory template is designed for use in a mixed-release environment. After upgrading your first server to R5, you can and should replicate the new design to the other servers in your organization. The new template is designed for backwards compatibility on R4 and even R3 servers. Upgrading R4 servers that use the Domino Directory template You may decide to upgrade the Release 4 Domino servers in your environment to a later release of R4 before upgrading them to R5. For example, in a mixed environment of R4 and R5 servers, you might need to upgrade the R4 servers from release 4.6 to When you upgrade, Domino asks if you want to replace the design of the Public Address Book. If your 4.6 servers use the R5 Domino Directory design (as recommended), and you click Yes to replace the design, Domino overwrites the R5 Domino Directory template with the R4 Public Address Book template. Lotus recommends that you do not replace the design of the Public Address Book when upgrading among R4 releases for servers that have the R5 Domino Directory template on them. Accessing the Domino Directory with an R4 client The R5 Domino Directory uses tabbed tables in many of the Directory forms to consolidate and present information more effectively. However, R4 clients cannot display tabbed tables, so forms that use the tables do not render perfectly to R4 clients. Person and Group documents in the R5 Domino Directory have an alternate format that renders well to R4 clients and is very similar to the design of the forms in the R4 Public Address Book. Other documents display all information but are less easy to read and work with. Since end users primarily open Person and Group documents, the impact of the upgrade to the Domino Directory should be minimal. Lotus recommends that administrators use the R5 Domino Administrator client to perform administration tasks as the tabbed tables render appropriately and make administration easier. Customized Address Books If you customized the R4 Public Address Book, perform the following steps to upgrade the Address Book to the R5 Domino Directory. 1. Back up the design of your R4 Public Address Book. 2. Upgrade the address book to the R5 Domino Directory design. 6-2 Moving to Notes and Domino Release 5

107 3. Inspect the R5 Domino Directory to determine which of your customized changes are still needed. 4. Add your changes from the customized R4 Public Address Book to the R5 Domino Directory. Do not overwrite the Domino Directory design elements. For example, if you customized the Person documents by adding a field for Employee s Date of Hire, copy that field and paste it into the R5 Person document. Do not copy the R4 Person document and paste it into the R5 Domino Directory. Note You must add individual R4 changes to the R5 Domino Directory design elements. Do not attempt to maintain your R4 Public Address Book by adding the R5 changes to your R4 design as the address book will not function properly in an R5 environment. Upgrading to R5 Using the Domino Directory Profile The first time you open the upgraded Domino Directory with a Notes or Web client, you see the Domino Directory Profile. The profile controls characteristics of the directory. For information on completing the Directory Profile, see Customizing the Public Directory Profile in Administering the Domino System. New and deleted design elements in the Domino Directory The Domino Directory contains new design elements, and omits some elements from Release 4 Public Address Books. New agents in the Domino Directory Edit Directory Profile Remove Profile (Convert Names in Groups) (FindName) (Import Holidays) New forms in the Domino Directory Server\Configuration Settings Server\External Domain Network Information Server\File Identification Server\Holiday Server\User Setup Profile Working with the Domino Directory 6-3

108 (46Group) (46Person) (Alternate Language Information) (DeleteCertDialog) (DisplayCertifierNotesCertificates) (DisplayUserNotesCertificates) (ExternalDomainNetworkAddresses) (File Protection) (FileProtectionDialog) (LDAP Locality) (Mapping) (ProxyAuthentication) (ProxyHelp) (PublicDirectoryProfile) (Realm) (SSLCipherDialog) (Virtual Server) ($LDAPSettings) ($MessagingSettings) New subforms in the Domino Directory $CertifierExtensibleSchema $CharacterSetSettings $DomainExtensibleSchema $GroupExtensibleSchema $LDAPConfiguration $MailInDatabaseExtensibleSchema $OTPPP $PersonExtensibleSchema $PersonGeneralInfo $ResourceExtensibleSchema $RouterSMTPSettings 6-4 Moving to Notes and Domino Release 5

109 New views in the Domino Directory People\Alternate Language Information Server\External Domain Network Information Server\File Identifications Server\Holidays Server\Web Configurations ($ExternalDomainNetworkAddress) ($ExternalDomainNetworkInformation) ($FileIdentifications) ($Holidays) ($LDAPCN) ($LDAPG) ($LDAPHier) ($LDAPRDNHier) ($LDAPS) ($PeopleGroupsByLang) ($PeopleGroupsCorpHier) Upgrading to R5 Release 4 views deleted from the Domino Directory ($ACLMonitors) ($Events) ($ReplMonitors) ($Thresholds) Note Once all clients in your organization are at Release 4.5 or greater, you can delete the $NamesFieldLookup view from the Domino Directory. If clients running earlier releases of Notes continue to access the Domino Directory, do not delete this view. New forms in the Domino Directory Release 5 adds a number of forms to the Domino Directory. These include External Domain Network Information Configuration Settings (formerly Domain Configuration) Holiday (AlternateLanguageInformation) Working with the Domino Directory 6-5

110 (ExternalDomainNetworkAddress) (FileProtection) (FileProtectionDialog) (Mapping) (VirtualServer) ($MessageSettings) (InternetMail) Setting message format preference for users The Release 5 Domino Directory Person document sets a user s message preference in the field Format preference for incoming mail on the Mail tab. There are three choices: Prefers MIME. Messages in Notes rich text format are converted to MIME on delivery to the user s mail file. This is the preferred setting for users who access mail using POP3 or IMAP. Prefers Notes rich text. Messages in MIME format are converted to Notes rich text on delivery to the user s mail file. This is the preferred setting for users who access mail using a Release 4 Notes client. No Preference. Mail is delivered to the user s mail file in either format Domino does not convert the format. This is the preferred setting for users who access mail using a Release 5 Notes client. When you register a new user in Release 5, you select their mail system: Notes, POP3, IMAP, etc. Domino sets the Format preference for incoming mail field based on this selection: If the user s mail system is Notes, the setting is No Preference. If the user s mail system is POP3 or IMAP, the setting is Prefers MIME. If you want to change this setting for a user, register the user and then edit their Person document in the Domino Directory. Registration does not allow you to edit this setting. These default settings work best with Release 5 and provide the best performance since they minimize conversion between formats. If you want to register new Release 4 users, use a Release 4 client to register them. If you upgraded to Release 5 from a version of Release 4 prior to 4.6, the Person document did not have a setting for message format preference. Thus, the field is blank for users registered under R4. Domino interprets 6-6 Moving to Notes and Domino Release 5

111 a blank field as Prefers Notes rich text. To change this, edit the Person document and select a different setting. Note If you edit one of these upgraded Person documents and do not change the field s setting, the document is saved with the default setting of No Preference. For R4 and POP/IMAP users, you should alter the setting to the proper selection. Populating the Internet Address field in Person documents When upgrading to Domino Release 5, you can use the Internet Address tool to fill in the Internet Address field for all Person documents in which the field is blank in a Domino Directory. 1. Launch the Domino Administrator. 2. Click the People and Groups tab. 3. Select the server and Domino Directory for which you wish to fill in the Internet Address fields. 4. Click the People tab. 5. Click Set Internet Address. 6. In the Internet Address Construction dialog, choose a format for the Internet addresses. 7. Choose a separator for the Internet addresses. This character separates the items in the Format field. 8. Enter the Internet domain for the company. Note If you select the option Use existing address from short name field, if available the tool searches the Short name field in each Person document for a valid Internet address (for example, jdoe@acme.com). If the tool finds a valid Internet address, it uses this address to complete the Internet Address field, instead of creating a new entry based on the information in the dialog box. 9. (Optional) Click More Options and do any of the following: Select Use existing Internet domain from shortname field, if available to search the Short name field in each Person document for a valid Internet domain (for If the tool finds a valid Internet domain, it uses this domain to complete the Internet address, instead of using the entry in the Internet domain in the dialog box. Select Separate multi-word names with selected separator character to insert the separator character you specify between words in a name with multiple words. Upgrading to R5 Working with the Domino Directory 6-7

112 Select Create addresses only for people in a specific Notes Domain to set Internet addresses only for users in a given Notes domain. Enter the domain name of the Notes domain in which you want to set Internet addresses. Select Use alternative format pattern in case of name conflict to specify a second Internet address pattern if Notes generates the same Internet address for two users. Specify the alternative format pattern in the box. See Using Custom Format Pattern. This allows you to use the alternative format pattern if the primary pattern results in an address containing non-ascii characters, an address that is not unique, or one which contains an invalid character. The Internet Address Construction dialog box specifies the server and Domino Directory on which it runs. It also gives an example for each address and separator format. Note The dialog box does not give examples for all Custom Format combinations. The Internet Address tool checks all Person documents in the Domino Directory. When it finds a document without an entry in the Internet Address field, it creates an entry based on the rules above, verifies that the entry is a valid RFC 821 address, and checks to ensure that the entry is unique by performing an exhaustive name lookup of the entry on all Domino Directories on the server. If the entry matches an Internet Address field, the tool leaves the field blank and enters an error in the Log (LOG.NSF). Note All errors are entered in the Log (LOG.NSF). Caution The Internet Address tool performs an exhaustive name lookup of every new Internet address and should not be run on a directory or server that is under heavy load. Address formats for the Internet Address tool You can choose from the following address formats: FirstName LastName This uses the contents of the First name field and the Last name field to form the address. FirstName MiddleInitial LastName This uses the contents of the First name field, Middle initial field, and Last name field to form the address. 6-8 Moving to Notes and Domino Release 5

113 FirstInitial LastName This uses the first letter in the user s First name field and the contents of the Last name field to form the address. FirstInitial MiddleInitial LastName This uses the first letter in the user s First name field, Middle initial field, and the contents of the Last name field to form the address. LastName FirstName This uses the contents of the Last name field and the First name field to form the address. LastName FirstName MiddleInitial This uses the contents of the Last name field, First name field, and Middle initial field to form the address. LastName FirstInitial This uses the contents of the Last name field and first letter in the user s First name field to form the address. LastName FirstInitial MiddleInitial This uses the Last name field, first letter in the user s First name field, and Middle initial field to form the address. FirstName LastInitial This uses the First Name field and the first character of the Last name field to form the address. Use Custom Format Pattern The Custom Format Pattern lets you specify how to construct an Internet address. You can choose from the following address separators: Upgrading to R5 None An underscore An equals sign A percent sign _ = % Note You must specify an Internet domain in the Internet Domain field of the dialog box. Working with the Domino Directory 6-9

114 Creating an Internet address For the user Jane R. Jones, User First name field Last name field Middle initial field Internet domain Jane R. Jones Jane Jones R acme.com running the Internet address tool produces the following possible Internet addresses: Format FirstName LastName FirstName MiddleInitial LastName FirstInitial LastName FirstInitial MiddleInitial LastName LastName FirstName LastName FirstName MiddleInitial LastName FirstInitial LastName FirstInitial MiddleInitial FirstName LastInitial Separator % % = = % Internet Address after running tool Jane_Jones@acme.com Jane_R_Jones@acme.com J%Jones@acme.com J%R%Jones@acme.com Jones=Jane@acme.com Jones=Jane=R@acme.com Jones_J@acme.com Jones_J_R@acme.com Jane%J@acme.com Note You must specify an Internet domain in the Internet Domain field of the dialog box. Using Custom Format Pattern If you select Use Custom Format Pattern in the dialog box, you can set how Domino creates Internet addresses in Person records without an entry in the Internet Address field. Use the following characters in the dialog box to specify how the address should appear: Abbreviation Fn Ln M T Meaning First name, truncate at n characters Last name, truncate at n characters Middle initial Title continued 6-10 Moving to Notes and Domino Release 5

115 Abbreviation G I C D V O S = _ % Meaning Generational qualifier Employee ID Location Department Server Organizational Unit Use the existing Short name field Separator Separator Separator Upgrading to R5 By combining the characters and separators above, you can set how Internet addresses should appear in your organization. Creating an Internet address using Custom Format Pattern For the user Jane R. Jones: Title First Name Middle Initial Last Name Location Organization Server Ms Jane R Jones Tampa Acme MailT1 you could set Custom Format to produce the following addresses: Custom Format FL F2L F_L=C T_F_M_L%V Address JaneJones@acme.com JaJones@acme.com Jane_Jones=Tampa@acme.com Ms_Jane_R_Jones%MailT1@acme.com Validating Internet Addresses You can use the Internet Address tool to verify that entries in the Internet Address field of all Person documents in one or more Domino Directories are unique. This ensures that Internet addresses do not conflict. To validate that the entries in the Internet Address fields are unique, do the following: 1. Launch the Domino Administrator. 2. Click the People and Groups tab. Working with the Domino Directory 6-11

116 3. Select the server and Domino Directory for which you wish to validate entries in the Internet Address fields. 4. Click the People tab. 5. Click Validate Internet Address. 6. Select to validate Internet addresses only in the current Domino Directory you selected in step 3 or to validate Internet addresses in all available Domino Directories on the server and click OK. The validation tool exhaustively checks every Internet address in the Domino Directory or Directories you selected against all Domino Directories or against all directories specified in the Directory Assistance database (DA50.NSF). If an address is not unique, Domino records the duplicate address in the server log (LOG.NSF). Note Validating Internet addresses consumes significant server resources do not use this tool when the server is under heavy load or when response time for users is critical. Lotus recommends running this tool at times when few users access the server such as on weekends or late at night. Retrieving LDAP information in a mixed-release environment Once you upgrade your Release 4 Public Address Book to the Release 5 Domino Directory design, you must upgrade your Domino servers running LDAP to at least Release so they can properly handle LDAP queries and return correct information. The Domino Directory uses the Internet Address field to answer LDAP queries. R4 releases earlier than do not handle this change. Note LDAP was introduced in 4.6. Upgrading Directory Assistance After upgrading your Domino server and Domino Directory, upgrade your Directory Assistance database to Release Launch the Notes client. 2. Choose File - Database - Open. 3. In the Server box, select the server that contains your Directory Assistance database. 4. Navigate to and select the Directory Assistance database. 5. Click Open Moving to Notes and Domino Release 5

117 6. Choose File - Database - Replace Design. 7. Click the Template Server button. 8. Select a Domino Release 5 server which has the new Directory Assistance template (DA50.NTF). 9. Click OK. 10. Select the Directory Assistance template (DA50.NTF). 11. Click OK. 12. When Notes asks if you wish to replace the template, click Yes. 13. Close the Directory Assistance database. The Directory Assistance template is backwards-compatible; you can and should replicate the new design to your R4 servers running Directory Assistance. If your system runs Domino 4.5, you should follow the same steps, except you upgrade the Master Address Book instead of Directory Assistance. Note Cascaded directories continue to work, though you will see benefits from upgrading to Directory Assistance. Upgrading to R5 Web authentication and secondary address books In R5, as well as R4 releases after R4.6.2, Web clients cannot authenticate from cascaded Public Address Books or Domino Directories (the NAMES= line in the NOTES.INI file). To authenticate Web clients using secondary address books or directories, set up Directory Assistance. For more information on configuring Directory Assistance, see Setting up directory assistance in Chapter 12 of Administering the Domino System. Working with the Domino Directory 6-13

118 Host names in Server documents Lotus recommends that you use fully qualified host names in Server documents in the Domino Directory instead of IP addresses. While IP addresses continue to work and are fully supported, they tend to change more frequently than host names, which can cause issues in the Domino environment if the Server documents are not updated. For example, a subnet change or reorganization may require a change in server addressing. In this case, if the Server document used host names, updating the document would not be necessary, but it would be necessary if the document contained an IP address. In addition, some third-party tools recognize only host names, not IP addresses Moving to Notes and Domino Release 5

119 Chapter 7 Upgrading Clusters This chapter describes the process for upgrading clustered servers and using mail files in a mixed-release environment. Upgrading to R5 Upgrading clusters Upgrading clustered servers is exactly the same as upgrading other R4 servers to R5. For information on upgrading servers that use the R4 Message Transfer Agent (MTA) to route Internet mail, see Chapter 2, Upgrading an Internet Mail Server. For information on upgrading all other servers, see Chapter 3, Upgrading a Domino Server. Mail files in a mixed-release cluster In a mixed R4/R5 cluster, users cannot have an R5 mail file on both R4 servers and R5 servers the R5 mail template does not work properly on an R4 server. If you have a mixed cluster with mail files, use the R4 design for mail files or place users mail files only on R4 servers (with R4 design) or only on R5 servers (with R5 design) do not mix releases. This is necessary because cluster replication ignores selective replication formulas you cannot prevent the mail file design from replicating to other clustered servers. 7-1

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121 Chapter 8 Upgrading Databases and Applications After upgrading your Domino servers and Notes clients, upgrade your databases and applications to Release 5. R5 applications benefit from increased performance, greater reliability, and a host of new features. Upgrading to R5 Upgrading databases and applications R4 applications run without modification on an R5 server and with the new R5 On-Disk Structure (ODS). Any known incompatibility issues are documented in this guide and in the Release 5 Release Notes. Test your applications on an R5 server before deploying them in a production environment. Should you encounter a problem or incompatibility that is not documented, you can check the Lotus KnowledgeBase at When you upgrade to use R5 templates and features, be aware that R4 clients cannot use these features. Using R5 templates and features in a mixed-release environment can cause complications by preventing some clients (those running earlier releases of Notes) from using the full functionality of the application. Lotus internal testing, and testing done in conjunction with ISV partners, demonstrates that upgrade concerns and issues for applications are generally minor or nonexistent. However, each application is different, and Lotus strongly recommends testing mission-critical, revenue-generating, or complex applications on R5 before deploying them. There are three possibilities for databases and applications in the R5 environment: 1. Upgrade an application server to R5, but leave databases in R4 format (ODS) and using R4 design and features All clients can access this database without issues, and there should be no problems with the upgrade. 2. Upgrade the server and database format to R5, but leave the database design and features at R4 All clients can access the database without issue. There should be no problems with the upgrade compact the database to the new ODS. 8-1

122 3. Upgrade the server, database format, database design, and database features to R5 R4 clients cannot use R5 features. You may need to make changes to the application to use new features. Compact the database to the new ODS, replace the R4 design with the R5 design, and add new R5 features as wanted. This chapter provides information on: Upgrading Databases Upgrading databases to R5 Upgrading database format Upgrading users mail files Upgrading templates Upgrading Web applications Using default Web templates with older browsers Upgrading document libraries Issues with upgrading applications and databases Allowing more database fields in a mixed-release environment Preventing Database Upgrade Keeping a new database in Release 4 format Compacting databases in a mixed-release environment Rolling back applications to previous releases Using Databases with Release 5 Upgrading applications and Release 5 requirements Improving database performance Changes in case- and accent-sensitive sorting of characters Storing image files in native format 8-2 Moving to Notes and Domino Release 5

123 Upgrading databases to R5 After upgrading a server to Domino R5, you can upgrade the databases on that server to R5 database format (On-Disk Structure, or ODS) and design (template). These two steps upgrading database format and upgrading database design are independent of each other. Since ODS does not replicate, you can leave the design of a database based on an R4 template and upgrade the database format on that server to R5 ODS. If you decide to upgrade the database design to use R5 templates and features, be aware that pre-r5 clients cannot use R5 features. Some R5 features and templates require that a database use R5 database format. Upgrading to R5 Before upgrading database format to R5 Upgrade the application server to Domino R5 (necessary to allow the server to host R5 databases and use R5-style compaction) Run Fixup on databases this prevents most errors that interfere with compaction to the new database format After upgrading database format to R5 Consider running Updall -r on the database this rebuilds views in the database, preventing delay when users first try to access it. This is especially important for databases that are used frequently, are mission-critical, or have large views. Upgrading database format Once you install Domino R5 on a server, you can upgrade the format of databases on that server. Compacting a database using Domino R5 upgrades the database format (On-Disk Structure, or ODS) to Release 5. You can use the -R option with the Compact command to keep a database in R4 format or to roll its format back to R4 ODS. To prevent Domino R5 from upgrading the format of a database to R5, rename its extension to.ns4. Release 5 ODS supports larger file sizes than does R4 ODS. R5 databases are theoretically unlimited in size. Lotus has tested and certified databases up to 64GB, though the OS/2 operating system limits database size to 32GB. The Database Properties box under R5 lists the ODS version. Compacting a database to R5 format from the Domino Administrator 1. Make sure the server hosting the database has been upgraded to Domino R5. 2. Launch the Domino Administrator. 3. Click the Files tab. 4. Select the database(s) to compact to R5 ODS. Upgrading Databases and Applications 8-3

124 5. In the Tools pane at the right, select Database - Compact. 6. Click OK. Compacting a database to Release 5 format from the server console 1. Upgrade the application server to Domino Release Launch the upgraded server. 3. Type load compact databasename.nsf and press ENTER, where databasename.nsf is the file name of the database you wish to compact to R5 format. Compacting databases from a Notes client If a user compacts a database using a Notes client (for example, from the Info tab of the Database Properties box), the server compacts the database for the client. Thus, a Release 5 Domino server compacts the database using R5 compaction and an R4 Domino server compacts the database using R4 compaction. It is possible for Notes users to compact an R4 database on an R5 server to the new R5 database format (ODS). A way to prevent this is to rename R4 databases using the.ns4 extension. For more information, see Keeping a new database in Release 4 format. Upgrading users mail files When you upgrade users mail files to the Release 5 template, you can do so one file at a time or use the mail conversion utility to automate upgrading the design. Be sure that you have already upgraded the Domino server hosting the mail files and the Notes clients accessing them to Release 5, or users will not be able to use R5 features in the new design. Upgrade mail files at a time when users won t be accessing them for example, early mornings or over a weekend. Notify users that their mail files will be unavailable while they are being upgraded. 1. If users have customized their mail files, instruct them to back up these customizations. For example, users can make a new copy of their mail file that includes only the database design. This allows users to reapply changes they made to their R4 mail file to the new R5 mail template. In many cases, these changes are unnecessary because R5 features perform the same function as the modifications. Have users try the new R5 mail template without changing it to determine what changes, if any, they need or want to make. 2. Launch the Domino server on which you want to customize mail files. 8-4 Moving to Notes and Domino Release 5

125 3. Shut down the router. Type tell router quit and press ENTER. This prevents Domino from routing mail to the mail files while they are being upgraded. Mail is stored in MAIL.BOX while you upgrade the mail files. Once you have upgraded the mail files and load the router task again, the router processes and delivers the mail in MAIL.BOX. 4. Load the mail conversion utility. Type load convert [arguments] Upgrading to R5 and press ENTER. See below for the arguments you can use with the mail conversion utility. 5. Once you have finished upgrading mail files to the R5 template on this server, load the router. Type load router and press ENTER. 6. Notify users that you upgraded their mail files to the R5 design. They may have questions on new functionality and features in the R5 mail file. If they customized their R4 mail files, have them use the R5 mail file to see if customizing the design remains necessary. If it does, have them reapply changes to the R5 mail file design, but do not have them copy views from their R4 design to the R5 mail file. Instead, users or designers should implement changes directly to the R5 design elements. The mail conversion utility command uses arguments to specify options. It has the form: load convert [-r -l -f -m] mailfilepath existingtemplatename newtemplatefilename where -r converts mail files in subdirectories of the specified directory, -l creates a text list of mail files, -f uses a text list of mail databases to determine which mail files to upgrade, -m converts the file or files for IMAP use, mailfilepath specifies which mail file or files to upgrade, existingtemplatename specifies a certain mail file design (for example, only mail files using R4.6 designs) to upgrade, and newtemplatefilename specifies the template with which to upgrade the mail files. Using the mail conversion utility You can use the mail conversion utility to: Upgrade a single mail database Upgrade all mail databases in a directory Upgrade all mail databases in a directory and its subdirectories Upgrading Databases and Applications 8-5

126 Upgrade all mail databases listed in a text file Create a text file that lists all the mail databases in a directory Convert a mail file for use with IMAP Upgrading a single mail database This example finds the mail database USER.NSF in the \MAIL subdirectory of the Notes data directory. The mail conversion utility replaces the current mail template regardless of which template the mail file uses with MAIL50.NTF, the R5 mail template. load convert mail\user.nsf * mail50.ntf Upgrading all mail databases in a directory This example finds all databases located in the \MAIL subdirectory of the Notes data directory that use StdR45Mail, the R4.5x mail template, and replaces their design template with StdR50Mail (MAIL50.NTF), the R5 mail template. load convert mail\*.nsf stdr45mail mail50.ntf Upgrading all mail databases in a directory and its subdirectories This example finds all databases located in the \MAIL subdirectory of the Notes data directory and all subdirectories of the \MAIL directory (for example, C:\NOTES\DATA\MAIL\GROUP1, C:\NOTES\DATA\MAIL\GROUP2, and C:\NOTES\DATA\MAIL\GROUP3) and upgrades them to the R5 mail template, MAIL50.NTF. load convert -r mail\*.nsf * mail50.ntf Upgrading all mail databases listed in a text file You can create a text file listing databases you want to upgrade and use it with the mail conversion utility to upgrade only those databases. For example, you create the text file MAILLIST.TXT listing all the mail databases you want to upgrade and save it in the directory C:\TEMP. This example finds all databases listed in MAILLIST.TXT, determines whether the databases use a design template name that matches STD* (StdR4Mail, for example), and replaces the designs of the matching databases with StdR50Mail (MAIL50.NTF), the R5 mail template. load convert -f c:\temp\maillist.txt std* mail50.ntf Creating a text file that lists all mail databases in a directory You can use the mail conversion utility to create a text file that lists all primary mail databases on the server (it does not list replica mail databases). This example creates a text file, MAILLIST.TXT, in the C:\TEMP directory. MAILLIST.TXT contains a list of primary mail 8-6 Moving to Notes and Domino Release 5

127 databases on the server but excludes replica mail databases. After you create the text file using this option, you can use the file to upgrade the mail databases listed in it. See Upgrading all mail databases listed in a text file. load convert -l c:\temp\maillist.txt Converting mail files for use with IMAP When you decide to use a Notes mail file with IMAP, run the mail conversion utility to enable IMAP-specific features in the mail file. This example readies the mail database USER.NSF in the \MAIL subdirectory of the Notes data directory for use with IMAP. load convert -m mail\user.nsf Upgrading to R5 Note When you use a wildcard, such as *, to specify which files to upgrade to the R5 mail template, be sure that all databases in the directory (and, if specified, subdirectories) are mail files. When you use a *wildcard, Domino replaces the design of all databases specified by *, such as all databases in the directory, with the specified template, such as the R5 mail template. If you do replace the design of a non-mail database with the R5 mail template, replace the design of the database with the appropriate template to restore it. You can do this with the conversion utility by specifying the database for which you want to restore the original design and by specifying the correct template. Caution Do not use the -s parameter with the convert task when upgrading mail files from R4 design to R5. The -s parameter ignores any folder or view with the Preserve bit deselected. This bit corresponds to the Do not allow refresh/replace to modify parameter in the design properties. System folders and other design elements from the original template used to create the mail file do not have this bit set, even if the database is set to inherit from design. System folders, such as the Inbox, are not updated if you run the Convert utility with the -s parameter. This affects mail files being upgraded to R5 because required script libraries have been removed and action buttons have been upgraded. Upgrading templates R5 does not automatically upgrade databases to the R5 design; for example, when the Design task runs, it does not upgrade mail files from the R4 mail template to the R5 mail template. This allows you to choose when to upgrade database design. For information on upgrading mail database designs, see Upgrading users mail files. Upgrading Databases and Applications 8-7

128 R5 mail templates on an R4 server Do not put an R5 mail template on an R4 server. The R5 template contains features which require an R5 server to work properly. Preventing template replication between R5 and R4 servers If you have a mail file on an R5 server with an R5 template and a replica of that file on an R4 server with an R4 template, you must ensure that the designs of the mail files do not replicate. A mail file with an R5 design on an R4 server does not work properly, and you want to ensure that the older R4 design does not overwrite the R5 design on the R5 server. To prevent the mail templates of the two replicas from replicating, do the following for each mail file: 1. Open the replica mail database. 2. Choose File - Replication - Settings. 3. Click the Advanced tab. 4. Under Replicate incoming, deselect Forms, views, etc. and Agents. 5. Click OK. Make sure you do this for each replica. Note This procedure does not work for clustered servers and databases cluster replication ignores selective replication. Upgrading Web applications Elements with unsupported formulas that Domino hid automatically in Release 4.5 may now display if you select the Use JavaScript property. With the property selected, Domino doesn t check any hotspot or button formulas before using JavaScript to generate the page. Web users see all buttons, actions, and hotspots even those that that aren t supported for Web applications. Revise any formulas that relied on hotspot formulas being evaluated at display time. Make sure these formulas evaluate correctly after the user clicks the hotspot, not before. Replace Release 4.5 attachment fields with Web Element - File Upload Controls if you set the Use JavaScript property. The Use JavaScript setting ([EditInsertFileAttachment]) hotspots used to create attachment fields in Release 4.5, because the hotspot is not evaluated when the page is displayed. 8-8 Moving to Notes and Domino Release 5

129 The Use JavaScript property can cause unexpected results because the URL generation in Release 5.0 is different from what it was in Release 4.5. Check any formulas that rely on accessing a Query_String or Path_Info URL fragment. The URLs will frequently be different. For example, POST URLs that included?createdocument and?savedocument are no longer generated in Release 5. The new POST URL is a variation of?openform or?editdocument. Using default Web templates with older browsers The default Web templates that ship with Release 5 are not supported on browsers that do not conform to the JavaScript 1.1 standard. If a browser that does not conform to JavaScript 1.1 attempts to access one of the default Release 5 Web templates, the template displays an error message. Release 5 includes special Web templates designed to work with noncompliant browsers. Applications designed for Web use function as expected when accessed with browsers that do not comply with the JavaScript 1.1 standard as long as the application does not use JavaScript features not supported by these browsers. This is a limitation with the browsers and not with the templates or applications. Domino and Domino applications support all browsers, but some of the tools that you can use with Domino (for example, JavaScript) are not supported by all browsers. The Release 5 Web templates work with JavaScript 1.1-compliant browsers, including the following: Microsoft Internet Explorer 4.x Netscape Communicator 4.x If you are designing applications to be accessed by browsers that are not compliant with the JavaScript 1.1 standard and want to use the Release 5 Web templates, be sure to use the special Web templates designed for noncompliant browsers. Note The Java applets Domino uses for templates depend on specific browser versions to run properly. See the Release Notes for a list of supported browsers. Note Domino R5 does not support Netscape Communicator 4.6 due to LiveConnect issues. Netscape Communicator 4.61 addresses these LiveConnect issues. Upgrading to R5 Upgrading Databases and Applications 8-9

130 Upgrading document libraries When you replace a Release 4.x document library design with either the Release 4.6 or Release 5.0 template (Doc Library - Notes and Web), run the Upgrade Doclib R4 Documents to New Design agent in the database before opening any of the converted documents. 1. Open the upgraded database. 2. Choose Actions - Upgrade Doclib R4 Documents to New Design. If you do not run this agent, you receive an error message when you attempt to open a document and views do not correctly display document status. Issues with upgrading applications and databases In R5.0, users may experience an initial delay when accessing upgraded databases for the first time. This occurs because all database views rebuild on initial access due to the updated View version in this release. To prevent this, run Updall -r on the database to rebuild the views. Keeping a new database in Release 4 format Any Notes client can access a database hosted on a Domino server, regardless of the release the client or server is running or the release format the database uses. However, Notes clients cannot access or use database features from later releases; for example, a Release 4 Notes client can access a Release 5 database on a Domino server, but it cannot access or use R5 features in that database. If a database is stored on the local drive of a client, only clients of the same release and later can access it. For example, a database in Release 4 format can be accessed locally by a Release 4 or Release 5 Notes client, but not by a Release 3 client. Domino servers can only host applications in their release format and earlier formats. For example, an R4 server can host an R4 or R3 database, but not an R5 database. To create a Release 5 application that can be accessed locally by R4 clients and stored on R4 servers, give it the extension.ns4 in the File Name field when creating the database. To keep a database in Release 4 format so it can be accessed locally by R4 clients or stored on an R4 server, change the database s extension to.ns4 via the operating system before compacting to R5 ODS or make a new replica of the database using the extension.ns Moving to Notes and Domino Release 5

131 Note If a Release 5 client compacts a local replica of a Release 4 database, the database moves to R5 database format and cannot be accessed locally by R4 clients. Creating a replica of a database in Release 4 format 1. Choose File - Database - Open. 2. Select the database for which you want an R4 replica. 3. Click Open. 4. Choose File - Replication - New Replica. 5. In the File Name field, give the new replica the extension.ns4. 6. Click OK. Upgrading to R5 Compacting databases in a mixed-release environment When you compact a database on a Release 5 Domino server, the server upgrades the database to the Release 5 ODS unless you use the -R option with the Compact command or the database has an.ns4 extension (instead of.nsf). Once a database is upgraded to Release 5 format, you can roll back to Release 4 format by using the -R option or by creating a new replica or copy of the database in R4 format. You can continue to replicate between an R5 replica and an R4 replica ODS does not replicate. For more information, see Compacting databases in Chapter 8 of Managing Domino Databases. Rolling back databases to R4 database format Once you upgrade an application or database to Release 5 format (ODS), you can roll back to an earlier ODS version by using Compact -R, compacting from the Domino Administrator, or by creating a new replica or copy of the database in R4 format. Notes clients from Release 4 can access Release 5 databases on Release 5 servers, but you cannot use a Release 5 database on a Domino server running an earlier version of the software. The Release 5 database format does not replicate, and Release 4 servers ignore unsupported Release 5 features, so you can safely replicate a database replica that has been upgraded to Release 5 database format with a replica that has not. Upgrading Databases and Applications 8-11

132 Rolling back an R5 database to R4 format from the Domino Administrator 1. Launch the Domino Administrator. 2. Click the Files tab. 3. Select the database(s) to roll back to R4 ODS. 4. In the Tools pane at the right, choose Database - Compact. 5. Select Keep or revert database back to R4 format. 6. Click OK. Rolling back an R5 database to R4 format from the server console 1. Change to the Domino server console. 2. Type load compact databasename.nsf -R and press ENTER, where databasename.nsf is the file name of the database you want to roll back to R4 format. Domino compacts the database back to R4 ODS. Rolling back an R5 database to R4 format by creating a new replica 1. Launch the Lotus Notes R5 client. 2. Choose File - Database - Open. 3. Type the name of the server that hosts the database you want to roll back in the Server field and click Open. 4. Navigate to and select the database you want to roll back and click Open. 5. Choose File - Replication - New Replica. 6. In the File name field, change the database extension from.nsf to.ns4. 7. Click OK. The new replica will be in Release 4 format and can be placed on any server running R4 or later and accessed locally by any R4 or later client Moving to Notes and Domino Release 5

133 Upgrading applications and Release 5 requirements When you upgrade an application server and its applications to Release 5 and decide to use features such as transaction logging, be sure to do the following: Specify a drive with sufficient disk space for view rebuilds by setting the View_Rebuild_Dir variable in the NOTES.INI file to that drive. By default, this variable is set to the temp directory on the system. This drive holds the temporary files used to rebuild views; a larger disk allows faster rebuilds and greater optimization. View rebuilds can be as much as five times faster in R5 than R4. The size of the drive needed for view rebuilds depends on the size of the views you are rebuilding. For more information, see Specifying the temporary directory used for view rebuilds in Chapter 9 of Managing Domino Databases. Use a separate, single-purpose disk to hold the log files for transaction logging. The default location for these files is the LOGDIR directory in the server s data directory. A separate disk allows faster writes to the log. The log requires at least 200MB disk space and can be set as large as 4GB; Lotus recommends a separate disk of at least 1GB. Using a dedicated mirrored drive is even better than a single disk for data recovery if the log disk fails. Use a third-party backup utility that supports Release 5 and transaction logging to provide maximum data recovery in case of errors or data corruption. With the backup utility, you can perform daily incremental backups and archives of the transaction log. For more information, see Chapter 42, Transaction logging, in Administering the Domino System. Upgrading to R5 Improving database performance The new database format used in Release 5 databases offers ways to improve database performance. These include: Turning off unread marks Speeding up view rebuilds via bitmap optimization Turning off overwriting free space Deselecting the Maintain LastAccessed property Removing specialized response hierarchies from views that don t use them Upgrading Databases and Applications 8-13

134 Limiting the number of entries in the $UpdatedBy fields Limiting the number of entries in the $Revisions fields Turning off headlines monitoring To access these properties, open the database and choose File - Database - Properties. Click the Advanced tab: These options are available only for databases in the Release 5 database format. For more information, see Database properties that optimize database performance in Chapter 8 of Managing Domino Databases. Turning off unread marks Maintaining unread marks in a database slows performance. For some databases, such as the Domino Directory or the Domino log file, unread marks are not useful. If a database does not require tracking read and unread documents, consider disabling unread marks to improve performance. To disable unread marks, do the following: 1. Open the database in which you want to disable unread marks. 2. Choose File - Database - Properties. 3. Click the Advanced tab. 4. Select Don t maintain unread marks. Speeding up view rebuilds with bitmap optimization Domino refers to tables of document information to determine which documents appear in an updated view. Selecting the Document table bitmap optimization property associates tables with the forms used by documents in each table. During a view update, Domino searches only tables whose views contain forms used by documents in that view. While there is a slight performance cost to maintaining this association, this setting speeds updates of small views in large databases significantly. When you change this setting, compact the database to enable it. Make sure your system has sufficient disk space as this compact makes a temporary copy of the database. You can also use the load compact command with the -F or -f switch to enable or disable bitmap optimization. To enable optimization using the table-form association, do the following: 1. Open the database in which you want to speed up view rebuilds. 2. Choose File - Database - Properties. 3. Click the Advanced tab Moving to Notes and Domino Release 5

135 4. Select Document table bitmap optimization. 5. Compact the database from a Notes client or from the server. Note This setting works only for views which use Form = as part of the selection criteria. For more information, see Keeping database indexes up-to-date in Chapter 6 of Managing Domino Databases. Turning off overwriting free space To prevent unauthorized users from accessing data, Domino overwrites deleted data in databases, which can reduce database performance. In some situations, this security feature is not necessary, such as when: The database is physically secure for example, on a password-protected server in a locked room Space in the database is quickly reallocated for example, in system databases such as MAIL.BOX Security is not an issue for example, in an employee discussion database To keep Domino from overwriting the free space created by deleting documents in a database, do the following: 1. Open the database in which you don t want to overwrite free space. 2. Choose File - Database - Properties. 3. Click the Advanced tab. 4. Select Don t overwrite free space. Upgrading to R5 Deselecting the Maintain LastAccessed property Domino databases store the date when a document was last modified or read. By default, the database records only changes to documents not reads. If you select the database option Maintain LastAccessed property, the database records reads of a document as well as changes to it. If you set the database to delete documents based on intervals without activity, such as 10 days without being read or modified, select Maintain LastAccessed property and be aware this may negatively affect database performance. Leave the option deselected for best performance. To select the Maintain LastAccessed property, do the following: 1. Open the database in which you want to record reads of documents as well as changes. 2. Choose File - Database - Properties. Upgrading Databases and Applications 8-15

136 3. Click the Advanced tab. 4. Select Maintain LastAccessed property. Removing specialized response hierarchies from views that don t use them Documents store information about their parent or response document, which is used only In databases that don t use in views, select the database property Don t support specialized response hierarchy to improve database performance. When you change this setting, compact the database to enable it. Make sure your system has sufficient disk space as this compact makes a temporary copy of the database. You can also use the load compact command with the -H or -h switch to enable or disable bitmap optimization. To keep the database from storing response hierarchy information, do the following: 1. Open the database in which you want to remove specialized response hierarchies. 2. Choose File - Database - Properties. 3. Click the Advanced tab. 4. Select Don t support specialized response hierarchy. Note This setting has no effect on formulas that do not Limiting the number of entries in the $UpdatedBy fields A document stores the name of the user or server that made each change to it in the $UpdatedBy field. This edit history requires disk space and slows both view updates and replication. If you do not need to maintain a complete edit history, specify the number of changes that the $UpdatedBy field tracks with the database setting Limit entries in $Updated fields. Once the $UpdatedBy field reaches this limit, the next edit causes the oldest entry to be removed from the $UpdatedBy list. Limiting the number of entries in the $UpdatedBy field in documents improves database performance. To limit the number of entries in the $UpdatedBy fields in a database, do the following: 1. Open the database in which you want to limit the number of entries in the $UpdatedBy fields. 2. Choose File - Database - Properties Moving to Notes and Domino Release 5

137 3. Click the Advanced tab. 4. Enter a number in the Limit entries in $Updated fields field. Limiting the number of entries in the $Revisions fields A document stores the date and time of each change saved to it in the $Revisions field. Domino servers use this field to resolve replication or save conflicts. The $Revisions field stores up to 500 entries by default. If you do not need to track changes this closely, specify the number of changes that $Revisions field tracks with the database setting Limit entries in $Revisions field. Once the $Revisions field reaches this limit, the next edit causes the oldest entry to be removed from the $Revisions list. Limiting the number of entries in the $Revisions field in documents improves database performance. Consider limiting the entries in $Revisions fields in databases that: Contain many documents Replicate often or have no replicas Contain documents that are rarely edited To limit the number of entries in the $UpdatedBy fields in a database, do the following: 1. Open the database in which you want to limit the number of entries in the $Revisions fields. 2. Choose File - Database - Properties. 3. Click the Advanced tab. 4. Enter a number in the Limit entries in $Revisions fields field. Note Lotus recommends that you set the number of entries in the $Revisions field to at least 10. If you enter a number less than 10 in the Limit entries in $Revisions fields field, you risk increased replication or save conflicts in the database. Upgrading to R5 Turning off headline monitoring Users can set up their headlines to search databases automatically for items of interest. If many users do this, database performance can be slow. To prevent a database from being monitored, do the following: 1. Open the database in which you want to turn off Headline monitoring. 2. Choose File - Database - Properties. 3. Click the Advanced tab. 4. Select Don t allow headline monitoring. Upgrading Databases and Applications 8-17

138 Changes in case- and accent-sensitive sorting of characters Release 5 includes an improvement in how Domino databases sort international characters. In Release 4, when creating a column in a view, you can select to have the column use case-sensitive sorting, accent-sensitive sorting, or both. Those options remain in Release 5, but they control different functionality. Setting a view to use case-sensitive, accent-sensitive, or caseand accent-sensitive sorting in Release 5 has no relation to the same settings in Release 4. If you view the same application from an R4 client and from an R5 client, the two property selections may appear different. For example, if you have selected both sensitivity settings in R4, upgrade the database to R5, and inspect the settings from an R5 client, the settings are off or deselected. This is because the R5 settings control different functionality the R4 settings are still selected and are displayed if you check the properties in R4. However, the R5 properties are off until you enable them. Since views do not replicate between R4 and R5, there are no issues when replicating between an R4 replica and an R5 replica that have the properties set differently. However, view notes do replicate, so view notes for this view may contain four settings: case-sensitive for R4, case-sensitive for R5, accent-sensitive for R4, and accent-sensitive for R5. In R4, case- and accent-sensitive settings were not used unless the two entries in the column were composed of the same string (except for case or accent). Then, the view compared the case and accents of the two entries to determine sort order. For example, in R4 with accent-sensitive sorting, äa sorts before ab. In R5, ab sorts before äa. In R4 with case-sensitive sorting, Aa sorts before ab. In R5, ab sorts before Aa. In Release 5 case-sensitive sorting, Domino checks the first letter and sorts lower case before upper case. If you have a view that uses case- or accent-sensitive sorting in R4, upgrade it to R5, and turn on the same settings in R5, the view may sort differently. If the view is (before and after upgrading) R4 case- and accent-insensitive R4 case- and accent-sensitive R5 case- and accent-insensitive Views appear exactly the same Views are nearly the same, differing only where two strings match R5 case- and accent-sensitive Views are different Views are very different see details on sorting above In R4, case- and accent-sensitive sorting are on by default. In R5, case- and accent-sensitive sorting are off by default. Having R5 sorting off by default provides the least disruption to applications and databases when upgrading Moving to Notes and Domino Release 5

139 Storing image files in native format Release 5 stores GIF and JPEG files in native format. This feature is not supported by previous releases of Notes. Allowing more database fields in a mixed-release environment Databases in R5 format (On Disk Structure, or ODS) can have up to 64,000 fields by enabling the option Allow more fields in database on the Advanced tab of the Database Properties box. Databases in R4 format and R5 databases that do not have this option enabled can have up to 3000 fields (where the total length of the concatenated field names is less than 64KB). Enabling Allow more fields in database lets you create more fields in a database but keeps some features, such as full-text indexing, searching by form, and populating the field list in the Design pane of Domino Designer, from working. Also, replication between a database with the Allow more fields in database enabled and a replica of that database on an R4 server fails. You cannot create a new replica of a database that has this option enabled on an R4 server. Lotus recommends that customers not enable the option Allow more fields in database for databases with replicas on both R5 and R4 servers. Upgrading to R5 Upgrading Databases and Applications 8-19

140

141 Chapter 9 Upgrading Search This chapter describes Domain Search, which lets you index and search an entire domain of Domino databases, including attachments to documents, and files in a file system. Domain Search filters results so that users who do not have access to read a document do not receive that document in the search results. Upgrading to R5 Upgrading Search Domino and Notes R5 use a new search engine. R5 includes Domain Search, a new feature that lets you index and search an entire domain of Domino databases, including attachments to documents, and files in a file system. Domain Search filters results based on a user s access to a document that matches the search query if the user does not have access to read a document, Domino does not include that document in the search results. All R4 search functions and methods are preserved in R5. Existing Notes applications that use search through the Notes Search API (Application Programming Interface) work without modification in R5 the R5 search engine is abstracted through the Notes Search API. Overview of Domain Search Domain Search is a new feature that allows users to search an entire Notes domain for documents, files, and attachments that match a search query. Domain Search is centralized on a Domain Catalog server, uses a Domain Catalog to administer which databases and file systems to search, and filters results based on a user s access to each document. The indexer builds a central Domain Index on the Domain Catalog server that all Domain Search queries run against. While the Domain Catalog can replicate to other servers, the index files cannot. If your organization has more than eight Domino servers, Lotus strongly recommends you dedicate a server as the Domain Catalog Server this computer should have no other purpose than to act as the indexing and search engine for the domain. 9-1

142 Domain Catalog Server When you decide to implement Domain Search, be certain that the Domain Catalog server is capable of handling the load of creating indexes and handling user queries. The Domain Catalog server should be fast, powerful, and have a large amount of disk space multiple processors, lots of RAM, and multiple high-volume drives will increase the efficiency and capabilities of your searches. Consider clustering Domain Catalog servers for greater reliability, fault-tolerance, and to balance the load from user queries. If you use clustered Domain Catalog servers, replicate the Domain Catalog to each of those clustered servers. For Domain Catalog servers running HP-UX, Lotus recommends the following minimum configuration: A D380 Enterprise server with a single processor 128MB RAM 5 9GB SCSI-2 internal drives 100BaseT single-port LAN adapter For Domain Catalog servers running IBM AIX, Lotus recommends the following minimum configuration: An RS/6000 Model F50 server with a single 332 MHz processor 512MB RAM 50GB free disk space (this requirement increases with increasing domain size) For Domain Catalog servers running IBM OS/2 Warp, Microsoft Windows NT, or Sun Solaris Intel Edition, Lotus recommends the following minimum configuration: An Intel Pentium II 266 MHz processor 256MB RAM 50GB free disk space (this requirement increases with increasing domain size) For Domain Catalog servers running Sun SPARC Solaris, Lotus recommends the following minimum configuration: An Ultra Enterprise 250 server with a single processor 512MB RAM 50GB free disk space (this requirement increases with increasing domain size) 9-2 Moving to Notes and Domino Release 5

143 Domain Catalog The Domain Catalog is a database that uses the CATALOG.NTF design. The Catalog stores records indicating which databases and file systems the server should index and the forms used to search the index. The Domain Catalog resides on the same server as the Domain Index. Database designers and managers set whether the database should be indexed or not by selecting or deselecting Include in multi-database indexing on the Design tab of the Database Properties box. Administrators can override these settings using the Domino Administrator. Using the Domain Catalog, administrators specify which file systems to index. Upgrading to R5 Search from the Web Web clients have access to the full range of Domain Search functionality, including search queries and result sets. In addition, application designers have greater control over the appearance of the Web search interface than of the Notes interface, allowing greater customization. Changes and end users Search changes should be transparent to users R4 functionality is preserved in R5 search. Users can execute domain-wide searches, including indexed file systems, by clicking the Discovery icon in R5 and creating a Domain Search query. Users with local replicas or databases indexed with R4 get an error indicating that the database needs to be reindexed after they upgrade to R5 until they upgrade the index or the background indexing agent upgrades it. See Search interoperability in this chapter. Domain Search and R4 Database Catalogs The Domain Catalog task collects information about databases on all Domino servers in the domain and creates a document for each database in the Domain Catalog. When collecting information from another R5 server that has an R5 catalog, the Domain Catalog task uses pull replication to collect the documents that already exist in the catalog on the server. If the server is either an R4 server (with or without an R4 catalog) or an R5 server that does not have a catalog, the Domain Catalog task collects the needed information directly from each individual database on that server and creates a corresponding document for each database in the Domain Catalog. Upgrading Search 9-3

144 Changes in search In Release 5, search has undergone the following changes: Release 4 features no longer available Thesaurus Stop words Changes from R4 to R5 R5 indexes are larger than R4 indexes. Depending on the database, the R5 index may be as much as 50 percent larger than the R4 index. R5 search is fully double-byte character enabled; you can use it with multiple languages and in multinational organizations. Enabling Domain Search To enable Domain Search, upgrade your Domain Catalog server to R5 and enable the field Domain Indexer on the Server Tasks - Domain Indexer tab in the Server document. This sets the server as a Domain Catalog Server and tells it to run the Domain Indexer at the times you specify. The Domain Catalog task creates the group LocalDomainCatalogServers in the Domino Directory and adds the Domain Catalog Server to that group. It also creates the Domain Catalog database based on the CATALOG.NTF design and adds database records to the Domain Catalog. The server begins indexing the domain the next time the Domain Indexer runs, which is controlled by the schedule set in the Server record on the Server Tasks - Domain Indexer tab. By default, the indexer runs once an hour. After upgrading the Domain Catalog Server, you can run the Catalog task (as described in the next section) to begin cataloging the domain or wait until the Catalog task runs on the server (at 1 AM by default). When Updall runs, the task launches the Catalog task, which launches the Domain Indexer. Setting up Domain Search 1. Upgrade your search server to R5. For more information, see Upgrading a Domino server in Chapter 3, Upgrading a Domino Server. 2. Launch the Domino Administrator. 3. Click the Configuration tab. 4. Expand the Server section in the view pane. 5. Click All Server Documents. 9-4 Moving to Notes and Domino Release 5

145 6. Select the Server document for the Domain Catalog server and click Edit Server. 7. Click the Server Tasks - Domain Indexer tab. 8. Click the arrow next to the field Domain wide indexer under the Basics heading. 9. Select Enabled and click OK. 10. Set the indexing schedule to meet the needs of your system. 11. Click Save and Close. 12. Launch the Domain Catalog Server. 13. Type load catalog Upgrading to R5 and press ENTER to start the Domain Catalog process and begin cataloguing the domain. The Domain Catalog task launches the Domain Indexer task. Searching file systems You can create a file system document in the Domain Catalog to specify which file systems should be included in the Domain Index. The document allows you to set which systems to index, whether to index subdirectories in that system, and which files to exclude. You can index any file system as long as the file system services of the operating system on which the Domino server runs can access that file system (the operating system of the server requires at least Read access). Note If you want to index file systems, the Domain Catalog server must have the HTTP services installed and enabled on the Domino server. This allows the server to return links to documents in the file system and to return those documents in response to queries from Notes and Web clients. Note The security filtering in Release 5 works only for results from Domino databases. Results from searches against file systems depend on file system security users get the search result even if they are not authorized to view the document. Thus, users may not be able to access all search results, or may be able to discern confidential information from the existence of a particular search result. Be sure to set file system security properly and index only file systems where security is not a high priority. Tuning indexing performance You can tune the number of indexing threads used by Domain Search to enhance search performance. With a greater number of indexing threads, changes to documents are indexed more quickly but CPU utilization Upgrading Search 9-5

146 increases and search slows. With fewer indexing threads, search speeds up due to greater CPU availability but changes are not reflected in the index as quickly. You can also adjust how frequently the indexer runs. Greater frequency results in a more up-to-date index, but consumes greater CPU resources. By default, Domain Search uses two indexing threads per processor. You can increase or decrease this number, but do not exceed eight total indexing threads per server, regardless of the number of processors. Using more than eight indexing threads may cause decreased indexing performance. You can specify the number of threads by adding. FT_DOMAIN_IDXTHDS=x where x is the number of indexing threads. Updating server indexes Many databases have indexes allowing users to search their views. After upgrading to R5, the Domino server indexer automatically detects R4 indexes and replaces them with an R5 index. When the indexer periodically runs in the background to update database indexes, it upgrades the index to R5. Note If users attempt to search a database that is being updated from R4 to R5 search, they get an error. They can search the database once Domino rebuilds the index. Setting which databases to search Domain Search indexes databases that have the option Include in multi-database indexing selected on the Design tab of the Database Properties box. You can use the Domino Administrator to set this option on multiple databases at once. In addition, any databases included in Site Search already have this option selected. By default, Domino does not include the following databases in Domain Search: Administration Requests databases (ADMIN4.NSF) Database Catalogs (CATALOG.NSF) Database Libraries (DBLIB4.NSF) Event message databases (EVENTS4.NSF) Log databases (LOG.NSF) Mail databases (Notes mail and POP3/IMAP) 9-6 Moving to Notes and Domino Release 5

147 Portfolio databases Server Statistics databases (STATRP45.NSF) Search Site databases (SRCHSITE.NSF) Lotus recommends you exclude these databases from your Domain Index. For example, a mail file is generally accessible only to one person, so including it in the Domain Index increases index size for very little benefit. Single-database indexes on a server are upgraded automatically to R5. When the indexer runs periodically to update indexes, it deletes any R4 index it encounters and creates an R5 index to replace it. These indexes pertain only to that database; the change is transparent to the user. Single-database indexes on a client are upgraded by a background agent in Notes R5; if a user tries to search before the background agent runs, they receive an error. In this case, the user can rebuild the index manually. For more information, see To update manually a database index in the topic Search Interoperability. Note Administrators can override individual database settings to include or exclude databases from the Domain Index through the Domino Administrator by setting the Include in multi-database indexing option. Upgrading to R5 Setting up Domain Search for Notes clients When a Notes R5 client uses Domain Search, Notes checks the Search server field on the Servers tab of the current Location document to decide to which Domain Catalog Server to connect. Once you set up a Domain Catalog Server for your Notes domain, Domino records this information in the default user setup profile in the Domino Directory for the domain, automating the process of setting up Domain Search for Notes clients in the domain. When R5 Notes users authenticate with their home server, Notes checks this profile and updates the current Location document with the name of the Domain Catalog Server. Use the following steps for other Locations or to set up Domain Search before the Notes client authenticates with the home server. 1. Launch the R5 Notes client. 2. Choose File - Database - Open. 3. Select the Personal Address Book and click Open. 4. In the left pane, expand the Advanced section and click Locations. 5. Do the following for each Location for which you want to use Domain Search: a. Select the Location and click the Edit Location button. Upgrading Search 9-7

148 b. Click the Servers tab. c. Enter the name of the Domain Catalog server in the Search server field. If you do not know what the Domain Catalog server for the domain is, ask your Domino administrator. d. Click Save and Close. 6. Close the Personal Address Book. Note Domino administrators can set this information for new users during user registration. If users enter the name of the search server incorrectly, or specify a server that is not a Domain Catalog server, Notes returns an error. Security and Domain Search When a user searches Domino databases with Domain Search, the Domain Search engine checks each result against the Access Control List of the database in which the result was found to verify that the user has access to read the document. To perform this check, the Domain Catalog contains a listing for each indexed database that includes the database s ACL. The security check works as follows: Domino checks the - Default - entry in the database Access Control List. If the - Default - entry has Reader access or greater, the user can read the document and Domino returns the result in the result set. If the - Default - entry has less than Reader access, Domino checks whether the user has Reader access or greater in the ACL. If not, Domino does not include the result in the result set since the user is not authorized to read that document. If the user has Reader access or greater, Domino checks whether the result document has a Readers field. If the result document does not have a Readers field, the user can read the document and Domino returns the result in the result set. If the result document has a Readers field, Domino checks whether the user is included in the Readers field. If not, Domino does not include the result in the result set since the user is not authorized to read that document. If the user is included in the Readers field, the user can read the document and Domino returns the result in the result set. 9-8 Moving to Notes and Domino Release 5

149 For Domino to include a link to a result document in a user s result set, the user must be able to read the document, which includes having at least Reader access to the database that includes the document and being included in the Readers field if the document has one. Search security and server access lists If you are using server access lists within a domain for limiting access to information, be aware that you may need to check the ACLs of databases on those servers to ensure that results are filtered. Otherwise, a search may return a result to a user who does not have access to the result document. In some cases, users might be able to derive information from the existence of a search result that could compromise confidential information. For example, the Acme corporation has two application servers, App-E/East/Acme and App-W/West/Acme. Acme users are certified with one of two organizational unit certifiers: /East/Acme and /West/Acme. App-E/East/Acme does not allow access to any user with a /West/Acme certificate. Databases on the server, which should not be accessible to /West/Acme users, have the - Default - setting in their ACLs set to Reader, since the server access list ensures that /West/Acme users cannot access those databases. When Acme implements Domain Search, /West/Acme users who query Domain Search may have search results that include links to documents in databases on App-E/East/Acme, since based on the Access Control Lists of those databases, /West/Acme users are not prohibited from seeing those results. The server access lists continue to maintain database security in this environment, since /West/Acme users cannot access documents from those links, but the mere existence of links could potentially reveal confidential information to the /West/Acme users. To avoid this issue, check the Access Control Lists for databases that are protected by server access lists to ensure that they are set so filtering takes place correctly. To do this, assume that the server access list did not exist. Change the ACL so that, in the absence of a server access list, the database would be secured appropriately. This ensures that when Domain Search checks the database ACL, it filters out results that users cannot access. Note This example assumes that the Domain Catalog Server has a certificate that allows access to both App-E/East/Acme and App-W/West/Acme. Upgrading to R5 Upgrading Search 9-9

150 Search interoperability In the process of upgrading to R5 search, you may have an environment which uses both the R4 and R5 search engines. R5 clients can access R4 indexes through an R4 server. R4 clients cannot access an R5 Domain Index, but can use a Web browser or the Microsoft Internet Explorer component embedded in the Notes Web Navigator to run R5 Domain Searches. R4 clients can search database views that have R5 indexes. Web clients run Domain Searches through a link to the correct search form in the Domain Catalog. Application designers can set multiple search forms in the catalog and provide multiple links. If an R5 client tries to access an R4 index locally or on an R5 server, Notes displays an error message indicating that you need to rebuild the index. You can manually update the index or wait for the background indexing agent to update it. Notes clients have an indexing agent that runs in the background to refresh and update indexes. When an R5 Notes client runs this agent, it detects R4 indexes and upgrades them to R5. Domino servers have a background task that updates indexes. When it encounters an R4 index on an R5 server, the task upgrades the index to R5. See Updating server indexes in this chapter for more information. To update manually a database index 1. Choose File - Database - Open. 2. Select the database for which you wish to update the index and click Open. 3. Click the Discovery button at the top right of the screen. 4. In the Search bar, click More. 5. Click Update Index. Note You can select to index all file attachments in a database using file filters, or index only the text in files for faster indexing Moving to Notes and Domino Release 5

151 Search Site and Release 5 Search Site is supported under Release 5; however, most of its features are included in Domain Search. If you use Search Site, consider the following: A query returns a newsletter of links, with no security filtering of the results. While a user can t open a link to which they don t have access, they do know that their search generated a result on the query entry. The result set from a search cannot be viewed until all results are completely formatted in the newsletter, which lengthens response time, especially if there are many results from a search. Search Site is useful when you want to index a subset of databases that are not highly confidential. You can also categorize these databases and use Domain Search to index them, though there is some overhead to this approach. Domain Search incorporates Search Site features and adds the filtering security based on the Domain Catalog. See Security and Domain Search. Upgrading to R5 Upgrading Search 9-11

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153 Chapter 10 Upgrading Security This chapter describes new security features in Release 5, and authentication and interoperability considerations between Release 5 and earlier releases of Notes. Upgrading to R5 Using Release 5 ID files ID files created with Release 5 cannot be used with Release 3. If your organization needs to use ID files with Release 3, retain at least one Release 4 client to generate new ID files that can be used with R3. Release 3 files upgrade seamlessly to Release 5, and Release 3 users can continue to use them without any change in functionality. Alternate names and interoperability If you use alternate names with an ID file in R5, you cannot use that ID file with previous releases of the Notes client. However, R5 clients using an ID file with alternate names can authenticate and interact with R4 clients and servers. Creating flat ID files Release 5 servers and clients cannot create new flat ID files. If your organization continues to use flat ID files with Release 5, you must retain at least one Release 4 client to create new flat ID files. However, Release 5 fully supports flat ID file maintenance. You can renew certificates for existing flat ID files and issue new flat certificates to new hierarchical users who need access to servers with flat IDs. If your organization uses flat ID files, consider upgrading to hierarchical ID files for increased security and flexibility of access control, ID generation and certification, and maintenance. 10-1

154 Password checking and interoperability with earlier releases Password checking during authentication requires that both workstations and servers run Release 4.5 or later. If you enable password checking on a server running a release prior to 4.5, authentication occurs without password checking. If you enable password checking on a workstation running a previous release, authentication fails when the workstation attempts to connect to a server that requires password checking. The first time a user for whom password checking is required authenticates with a server, the user ID is altered and it cannot be used with a previous release. X.509 certificates and interoperability If you add an X.509 certificate to your Notes ID file, you cannot use that Notes ID file with an R3 Notes client. ID files with X.509 certificates continue to operate with Notes R4 and Notes R5 clients. Protect Directives in HTTPD.CNF and R5 Protect Directives in HTTPD.CNF are replaced by File Protection documents in Domino R5. R5 ignores Protect Directives. Consider setting up File Protection documents for each directory Web users are able to access. There is no file protection for an upgraded or new R5 server until you create File Protection documents. For more information, see Controlling Web browser access to server files in Chapter 30, Controlling Notes and Domino Access to Domino Servers, in Administering the Domino System. Web server authentication in a mixed-release environment Release 5 gives you greater control over how Domino authenticates Web users. On the Security tab of the Server document, the setting Web server authentication gives you two choices: More name variations with lower security or Fewer name variations with higher security. Selecting More name variations authenticates users the way R4.6x did users can enter any of the following as a user name when prompted by the browser: Last name only First name only 10-2 Moving to Notes and Domino Release 5

155 Shortname Common name Full hierarchical name Any alias in the User name field This setting authenticates using the ($Users) view in the Domino Directory / Public Address Book. This is the default setting. If you select Fewer name variations, users can enter any of the following as a user name when prompted by the browser: Full hierarchical name Common name Any alias in the User name field This setting authenticates users using the ($LDAPCN) view in the Domino Directory. Note Select this option only if all Domino Directories searched for HTTP authentication use the R5 design. Upgrading to R5 Making root certificates available to clients using SSL and S/MIME Notes clients using SSL or S/MIME need the trusted root certificates from third-party certifying authorities (CA) in their Personal Address Book to authenticate servers using certificates from these CAs. The R5 Domino Directory contains root certificates needed to authenticate the signatures created with these third-party CAs. Copy these certificates from the R5 Domino Directory to any R4 Public Address Book that needs to authenticate clients over SSL or S/MIME. 1. Open the Domino Directory. 2. Go to the Server-Certifiers view. 3. Copy any trusted root certificates from third-party CAs. 4. Open the Public Address Book to which you want to add the root certificates. 5. Paste the certificates into any view in the Public Address Book. Users can copy these certificates to their Personal Address Books. For more information, see Chapter 37, Setting up Clients for S/MIME and SSL, in Administering the Domino System. Upgrading Security 10-3

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157 Chapter 11 Certifying Users and Servers in Flat Organizations This chapter describes how to convert flat user and server names to hierarchical names. Converting to hierarchical names has many advantages, including increased security in the system. Upgrading to R5 Converting flat names to hierarchical names You use the Administration Process to convert flat user and server names to hierarchical names. The benefits of converting to hierarchical names include: Ensuring name uniqueness Enabling you to distribute responsibility for creating IDs and recertifying users and servers Allowing your organization to use cross-certification, which simplifies access between your organization and others For more information on the Administration Process, see the chapter Setting up the Administration Process, in Administering the Domino System. How the Administration Process converts flat names You initiate the conversion of flat user or server names to hierarchical names by choosing specific actions in the Domino Directory. The Administration Process then completes the following steps to carry out your request: Note You can also use the Administration Process to rename hierarchical users (not servers). You can change users common names or move their names to a different hierarchical name scheme. The steps the Administration Process follows to change common names of users are the same ones it follows to convert flat names to hierarchical. The steps the Administration Process follows to move names to a different hierarchical name scheme are also the same except that an administrator must first approve the request. 11-1

158 1. Domino creates an Initiate Rename in Address Book request in the Administration Requests database (ADMIN4.NSF). This request starts the process of adding the converted or changed name to the Person or Server document in the Domino Directory. 2. The Administration Process completes this request by making one of the following changes in the Domino Directory: If you are converting or changing a user name, the Administration Process adds the new name to the User name field while keeping the old name so mail can still be sent using the original name; adds the hierarchical certificate to the Certified Public Key field; and adds a change request to the Change Request field of the Person document. If you are converting a server name, the Administration Process adds the hierarchical certificate to the Certified Public Key field and adds a change request to the Change Request field of the Server document. 3. Next, one of the following occurs: If you are converting or changing a user name, the next time the user accesses a server, the server looks at the Change request field in the Person document in the Domino Directory and compares the name in the field to the name stored in the user ID. If the names do not match because the user name was converted or changed the user sees a message asking if the new name is correct. If the user selects Yes, Domino updates the user ID with the hierarchical name and certificate and creates a Rename Person in Address Book document in the server s Administration Requests database; this document is a request to update all remaining occurrences of the user s original name in the Domino Directory. The Administration Process converts or changes the name in the ACLs of the user s local databases if the user is designated as the administration server for those databases. It also updates the name in Readers and Authors fields of local databases if the ACL option Modify all Reader and Author fields is selected. The Administration Process also converts or changes the flat name where it occurs in the user s Personal Address Book if the user has Manager access to the Personal Address Book or is designated as the administration server for it. If the user selects No, the user ID is not converted or changed Moving to Notes and Domino Release 5

159 If you are converting a server name, the server periodically checks its own Server document in the Domino Directory to see if its name has changed. The server compares the name listed in the Change request field of the Server document to the name stored in its own server ID. If the names do not match because the server name was converted Domino automatically updates the server ID with the hierarchical name and certificate and creates a Rename Server in Address Book document in the server s Administration Requests database. This document is a request to update all remaining occurrences of the server s flat name in the Domino Directory. Note The information in the Change request field in the Person and Server documents expires after 21 days by default. The expiration period begins once you initiate the request from the Domino Directory. You can change the default expiration by changing the Name_Change_Expiration_Days setting in the NOTES.INI file. If a user has multiple IDs and switches to an ID not yet converted, Domino converts that ID if the information in the Change request field has not yet expired. 4. After the Administration Process has executed the Rename Person in Address Book or Rename Server in Address Book request it creates a Rename in Access Control List request in the Administration Requests database to update the name in the ACLs for databases. After the Rename in Access Control List request replicates to every Administration Requests database in the domain, each server s Administration Process completes the request by converting or changing names in the access control list for all databases that list that server as the administration server. Users and servers can continue to access databases that have access control lists containing their original names; they do not have to wait until the Administration Process converts or changes them. The Administration Process also creates a Rename in Person documents request, a request to change the name where it occurs in Person documents in the Domino Directory. Upgrading to R5 Certifying Users and Servers in Flat Organizations 11-3

160 5. Next the Administration Process creates a Rename in Reader/Author fields request in the Administration Requests database. After this request replicates to other servers, the administration process on each server changes the name from all Readers and Authors fields of each of its databases for which it is an administration server and that have the ACL setting Modify Reader or Author fields selected. Since this can be time consuming, the Administration Process carries out this request according to the Delayed Request settings in the Administration Process section of the Server document. The administration process does not delete names from Readers or Authors fields of signed or encrypted documents. Converting when you have multiple Public Address books If you create replicas of two or more Public Address books on a server, the Administration Process modifies documents in only the primary Domino Directory, the first one listed in the NAMES= NOTES.INI setting file. The primary Domino Directory must contain the Person or Server document of the user or server you want to convert and the Certifier documents of the hierarchical certifier ID and hierarchical ancestors of the certifier ID. For example, to convert Alan Wilson to Alan Wilson/Finance/Boston/Acme, the primary Domino Directory must have the Person document for Alan Wilson and the Certifier documents for /Finance/Boston/Acme, /Boston/Acme, and /Acme. For more information on using multiple Public Address books, see Domino Administration Help. Converting in a mixed environment If you have a mixed environment with Release 4.x and Release 3.x servers, keep in mind that Domino does not convert user and server names in ACLs of databases that reside on Release 3.x servers, and does not convert names in Readers and Authors fields in ACLs of databases on Release 3.x or 4.1 servers. If the databases on Release 3.x and 4.1 servers are replicas of databases on Release 4.5 servers and the Release 4.5 servers are able to replicate access control list changes, the user and server names in the ACLs and Readers and Authors fields are converted when the databases replicate. Otherwise you must manually change the names in databases on the Release 3.x and 4.1 servers. You cannot convert to hierarchical the server name of a Release 3.x server; the server must run the Administration Process in order to convert server names and a Release 3.x server cannot run the Administration Process. For information on changing names in database access control lists, see Managing Domino Databases Moving to Notes and Domino Release 5

161 Backing up converted IDs Because Domino does not automatically convert backup IDs or IDs attached to documents in the Domino Directory, tell users and administrators to make backups of their converted IDs. Examples: Converting flat names to hierarchical names A company, Acme Corp., has geographically distant offices located in Cambridge and Los Angeles. Each office has two departments: Sales and Marketing in Cambridge, and Development and Human Resources in Los Angeles. Employees of Acme Corp. rarely change departments, so you can base a naming scheme on both geographical location and departments. The chart for the hierarchical naming scheme at Acme Corp. includes the following organization and organizational units: Acme (organization) This is the top-level hierarchical name. All servers and users in the company will use this organization name. Use this hierarchical name in conjunction with an organizational unit as described below. East and West (organizational units) These are first-level organizational units of Acme. Sales and Marketing (organizational units) These are second-level organizational units of East. Dev and HR (organizational units) These are second-level organizational units of West. After you create the hierarchical naming scheme, you create the following certifiers: /Acme This is the top-level certifier ID. /East/Acme and /West/Acme Create these certifiers using the /Acme certifier ID and use the /East/Acme certifier to name servers in the Cambridge office and the /West/Acme certifier to name servers in the Los Angeles office. /Sales/East/Acme and /Marketing/East/Acme Create these certifiers using the /East/Acme certifier ID and use them to name users in the Cambridge office. /Dev/West/Acme and /HR/West/Acme Create these certifiers using the /West/Acme certifier ID and use them to name users in the Los Angeles office. Upgrading to R5 Certifying Users and Servers in Flat Organizations 11-5

162 The tables below contain examples of server and user names at Acme Corp. before upgrading to hierarchical and after upgrading to hierarchical names. The certifier ID that you use for the server or user name depends on the location of the server or user and the department in which the user works. Location Cambridge Cambridge Cambridge Los Angeles Los Angeles Location and department Cambridge - Sales department Cambridge - Marketing department Los Angeles - Development department Los Angeles - Human Resources department Server name before upgrading Hub-E Mail-E Passthru Hub-W Mail-W User name before upgrading Alan Jones Randi Bowker Judy Kaplan Mark Richards Server name after upgrading Hub-E/East/Acme Mail-E/East/Acme Passthru/East/Acme Hub-W/West/Acme Mail-W/West/Acme User name after upgrading Alan Jones/Sales/East/Acme Randi Bowker/Marketing/East/ Acme Judy Kaplan/Dev/West/Acme Mark Richards/HR/West/Acme Converting flat Notes user names to hierarchical After you convert flat server names to hierarchical server names, you can convert flat user names. The user s flat name combines with the certifier name to create the hierarchical name. For example, if a user s flat name is Randi Bowker and the certifier name is Marketing/East/Acme, the user s hierarchical name is Randi Bowker/Marketing/East/Acme. You can convert multiple user names at a time, provided that you use the same hierarchical certifier to certify all user names. For example, to convert three users Randi Bowker, Kara Nguyen, and Bob Murphy in the Marketing department of the Acme corporation, you use the Marketing/ East/Acme hierarchical certifier. The resulting hierarchical user names are: 11-6 Moving to Notes and Domino Release 5

163 Randi Bowker/Marketing/East/Acme, Kara Nguyen/Marketing/ East/Acme, and Bob Murphy/Marketing/East/Acme. If users have administration servers set in their local databases and Personal Address books, they must accept their names on their own workstations in order to upgrade the names in these databases. Once user name upgrades occur in a database access control list (ACL) and the name change expiration period (Name_Change_Expiration_Days setting) elapses, users cannot access the database using their flat user names. Similarly, if you manually upgrade user names to hierarchical in database ACLs on servers in another domain, users cannot access the database using their flat user names. However, if you upgrade a user name to hierarchical and the database ACL lists the user with their flat name, the user can continue to access the database, but keep in mind that the security hierarchical naming provides is not enforced for that database. Upgrading to R5 Converting flat user names to hierarchical names Follow these steps to use the Administration Process to convert flat user names to hierarchical. You must have Author access with the UserModifier role or Editor access and the Create Documents permission access to the Domino Directory. You must also have Author with the Create Documents permission to the Certification Log. Make sure you completed the steps in Converting the first flat server name to a hierarchical name and Converting flat server names to hierarchical names before you perform this task. 1. Make sure all the requests for converting server IDs have completed successfully. Do not continue with this procedure until the server IDs are converted. 2. Open the Domino Directory on a server rather than by choosing Local. 3. In the People view, select the users whose names you want to convert. 4. Choose Actions - Rename Person. 5. Click Upgrade to Hierarchical. 6. Choose the hierarchical certifier to use and enter the password. Refer to the hierarchical name scheme that you developed. 7. Enter the date when this certificate will expire for the users. 8. Click Upgrade. 9. After Domino processes the requests, click OK. Certifying Users and Servers in Flat Organizations 11-7

164 After you initiate a request in the Domino Directory to convert a flat name to hierarchical, check the Updates Status view of the Certification Log database (CERTLOG.NSF) for any errors that the Administration Process encountered while processing the request. After the Administration Process responds to the request, check response documents in the Administration Request database for any errors it encounters. Converting flat server names to hierarchical server names Before converting user names, you must convert server names to hierarchical names. Because the Administration Process must run on a server that has a hierarchical name, you must complete a specific procedure to convert the name of the first server in a domain and then specify this server as the administration server for the Domino Directory. Then you can let the Administration Process complete the work of converting subsequent servers. When you convert a server name to hierarchical, the server s flat name combines with the certifier name to create the hierarchical name. For example, if a server s flat name is Serverwest and the certifier name is Marketing/Acme, the server s hierarchical name is Serverwest/Marketing/Acme. You must use the server s flat name as the common name component of the hierarchical name. In other words, you cannot change the server name when you convert it to a hierarchical name. You can convert at the same time all server names that use the same hierarchical certifier. For example, if you have three servers Serverwest, Servereast, Servernorth that you want to convert to the hierarchical names Serverwest/Marketing/Acme, Servereast/Marketing/Acme, and Servernorth/Marketing/Acme, use the Marketing/Acme hierarchical certifier to convert all of the names at once. If hierarchical users and servers access the flat server and they use a different organization name than the one planned for the flat server, you must manually change the names of the hierarchical users and servers to their hierarchical format in the Domino Directory and database ACLs on both the hierarchical server and the flat server you plan to convert. Issue cross-certificates between the two organizations so users and servers can access the server in the other organization. After you convert flat server names to hierarchical, users with flat names can continue to access the hierarchical servers without any restrictions Moving to Notes and Domino Release 5

165 Preparing to convert flat names to hierarchical names Before you convert a server or user name from flat to hierarchical, you must do the following: 1. Upgrade all servers to Release 4.x or Release Create a Certification Log database (CERTLOG.NSF), which you use to troubleshoot any problems that occur when you convert names. 3. Develop a hierarchical name scheme for your organization. 4. Create hierarchical certifier IDs. 5. Prepare the system for the Administration Process. This includes creating the Administration Requests database and replication schedule, giving proper access to administrators and specifying an administration server for the Domino Directory and databases. 6. Follow a specific set of steps to upgrade the first flat server to a hierarchical name. 7. Before converting a flat server name, manually change the name in the ACL of MAIL.BOX if the server name is listed explicitly in the ACL. Upgrading to R5 Converting the first flat server name to a hierarchical name 1. Make sure you complete the steps in Preparing to convert flat names to hierarchical names before you continue. 2. Start the server and workstation. 3. Choose File - Tools - Server Administration. 4. Click Servers and choose Servers View. 5. Open the Server document of the server to be converted. If the Certified public key field is empty, copy the certified public key to this field. To do this, choose File - Tools - Server Administration, Administration - ID File, select the server ID file, click More Options and then click Copy Public Key. Paste the key into the Certified public key field in the Administration section of the Server document and then save the Server document. 6. With the Server document selected, choose Actions - Upgrade Server to Hierarchical. 7. Choose the hierarchical certifier to use and enter the password. Refer to the hierarchical naming chart you created when developing a hierarchical naming scheme. 8. Enter the date when this certificate will expire for the server. 9. Click Upgrade. 10. After Domino processes your request, click OK. Certifying Users and Servers in Flat Organizations 11-9

166 11. Shut down the server and open the Domino Directory locally on the server machine. 12. Open the Server document of the first server to convert. 13. Delete the contents of the Certified public key field. 14. Open the Administration Requests database. 15. Open the Initiate Rename in Address Book request document for the server being converted. 16. Copy the contents of the Certified public key field to the Certified public key field of the Server document. 17. Copy the contents of the Change Request field to the Change Request field of the Server document. 18. Save the Server document. 19. Shut down the Notes workstation. 20. Restart the server. Converting the remaining flat server names to hierarchical Before you can convert a user name, you must convert server names. You must have Author access with the ServerModifier role or Editor access as well as the Create Documents permission to the Domino Directory. You must also have at least Author access with the Create documents permission to the Certification Log. Make sure you completed all the steps in Converting the first flat server name to a hierarchical name before you perform this task. 1. Open the Domino Directory on a server rather than choosing Local. 2. In the Server view, select the servers you want to convert. 3. Choose Actions - Upgrade Server to Hierarchical. 4. Choose the hierarchical certifier to use, and enter the password. Refer to the hierarchical name scheme that you developed. 5. Enter the date when this certificate will expire for the server. 6. Click Upgrade. 7. After Domino processes the requests, click OK. 8. Repeat Steps 3 through 8 for additional servers whose names you want to convert using a different hierarchical certifier Moving to Notes and Domino Release 5

167 Flat names Flat names are available for compatibility with earlier releases. Continuing to use flat names prevents you from using many of the new features in Release 5, including the Administration Process which simplifies many administrative tasks. Using flat names makes it difficult to exchange information securely with users and servers in a different organization. With flat names, each user or server in one organization must be individually certified by the certifier ID in the other organization. Organizations that use flat names often use several certifier IDs and each user ID and server ID can include a separate certificate generated by each flat certifier ID. When you create a flat certifier ID, Domino creates a Certifier document describing it in the Server - Certificates view of the Domino Directory on the registration server. You must have access to the registration server and have at least Author access to the Domino Directory to create a certifier ID. Make sure to store one copy of all certifier IDs in a physically secure location and store a backup copy off-site as insurance against fire, flood, or theft. Upgrading to R5 Communication with organizations that use flat names To establish authentication between servers at separate organizations when either organization is flat, the client must have a certificate from a certifier that the server trusts and the server must have a certificate from a certifier that the client trusts. One way to do this is to have each organization send a safe copy of its server IDs to the other for flat certification and upon receiving the newly-certified ID turn off the option Trust other certificates signed by this certifier. For example suppose two organizations, Alpha and Beta, need to communicate. Alpha s server Hub-A obtains a certificate from Beta and turns off the Trust option. Hub-A now has a trusted Alpha certificate and an untrusted Beta certificate. Beta s server Mail-B obtains a certificate from Alpha and turns off the Trust option. Mail-B now has a trusted Beta certificate and an untrusted Alpha certificate. Hub-A presents Beta s certificate to Mail-B because Mail-B trusts that certificate. Mail-B present Alpha s certificate to Hub-A because Hub-A trusts that certificate. Authentication proceeds because the servers have certificates from the same certifiers even though they don t share a trusted certificate. Certifying Users and Servers in Flat Organizations 11-11

168 Optionally, trust could be turned on for Beta s certificate on Hub-A, and Hub-A would accept any ID containing a Beta certificate. By doing this, other servers at Alpha do not need to get any new certificates. However, servers at Alpha would be vulnerable to access by fraudulent IDs created by Beta. Unlike cross-certification used between hierarchical organizations, certifying between flat organizations requires that server IDs be certified individually. To exchange flat certificates between organizations, each organization should follow the steps described in Recertifying flat IDs using Notes mail or Recertifying flat IDs without Notes mail. Each organization should make sure to turn off the Trust other certificates option for the certificate received from the other organization. Note Hierarchical organizations that want to certify server IDs of flat organizations must create a flat certifier ID with which to do this. Creating a flat certifier ID To avoid giving one person complete authority for a certifier ID, assign multiple passwords to it. 1. Choose File - Tools - Server Administration. 2. Click Certifiers and then choose Register Non-Hierarchical. 3. Enter a name in the Certifier name field. 4. Enter a case-sensitive password between 12 and 32 characters. Lotus recommends using passwords at least 13 characters in length and of mixed case. 5. Specify a minimum password length of at least 12 characters. 6. Select a license type. 7. Click OK. 8. Specify a file name and location for the certifier ID. 9. Click OK. Details: Creating a flat certifier ID You can use any of these characters in the name: A - Z, 0-9, & -. _ (ampersand, dash, period, space, underscore, apostrophe). Do not use any other characters, as this can cause unexpected results. The name can be up to 64 characters. For easier administration, use a short name without spaces. Don t use a name already assigned to a group in the Domino Directory. Use a phrase for a password to make the password easier to remember and more difficult for an unauthorized person to guess Moving to Notes and Domino Release 5

169 Deleting a flat certificate from an ID To delete a flat certificate from an ID, follow these steps: 1. Choose - Tools - User ID. 2. Enter the password for the current ID. 3. Click Certificate and select the certificate to delete. 4. Click Delete. 5. Click Done. Upgrading to R5 Ways to recertify IDs with a flat certifier ID You use a flat certifier ID to recertify an ID to: Add a flat certificate to a flat ID Recertify a certificate on a flat ID that is about to expire Add a flat certificate to a hierarchical ID to allow authentication with a flat organization Recertify a flat certificate on a hierarchical ID You can recertify an ID in either of the following ways: Using Notes mail Without Notes mail Recertifying flat IDs using Notes mail Follow these steps to manually recertify a flat ID that has a certificate that is about to expire. The owner of the ID and the certification administrator must be able to communicate through Notes mail; each takes turns processing the request. To mail the ID, the owner of the ID does the following: 1. Choose File - Tools - User ID. 2. Click Certificates. 3. Click Request Certificate. 4. Enter the name of the certification administrator in the To field. 5. Click Send to mail the request to the certification administrator. To recertify the ID, the certification administrator does the following: 1. Open the certification request in your mail file. 2. If the certifier is on a disk, insert the disk in the disk drive. Certifying Users and Servers in Flat Organizations 11-13

170 3. Choose Actions - Certify Attached ID File. 4. Select the certifier to use and click OK. 5. Enter the password for the certifier and click OK. 6. If the certifier is on a disk, remove the disk from the disk drive and click OK. 7. (Optional) Accept or change the certificate expiration date. 8. Leave Trust other certificates signed by this certifier selected unless this is a certificate from another organization s certifier. 9. (Optional) Click Server, select a server, then click OK to change the server in whose Domino Directory Domino updates the Person document. If the server isn t local, you must have at least Author access to its Domino Directory. 10. Click Certify. 11. Click Sign to prove your identity to the recipient. 12. Choose Send to send the recertified safe copy of the ID to the user. To merge the new certificate, the owner of the ID does the following: 1. Open the mail document containing the recertified ID. 2. Choose Actions - Accept Certificate. 3. Enter the password for the ID. You see the new certificate. 4. If this is a certificate received from another organization, turn off Trust other certificates signed by this certifier. For more information, see About communication with organizations that use flat names later in this chapter. 5. Click Accept. Recertifying flat IDs without Notes mail Follow these steps to manually recertify a flat ID if its certificate is due to expire or to manually convert an ID to hierarchical naming if its owner and the certification administrator cannot communicate through Notes mail. This process requires that the owner of the ID and the certification administrator take turns processing the request. To deliver a safe copy of the ID, the owner of the ID does the following: 1. Choose File - Tools - User ID. 2. Click More Options. 3. Click Create Safe Copy Moving to Notes and Domino Release 5

171 4. Specify a name and location for the safe copy and click OK. The default name is SAFE.ID. 5. Enter a path and name for the safe copy then click OK. The default name is SAFE.ID. 6. (UNIX users) Do one of the following: Transfer the file to a floppy disk, for example: tar -cvf filename /dev/fd0 Upgrading to R5 Use a network facility such as ftp to transfer the file. 7. Deliver the disk in person or by postal service to the certification administrator. To recertify the ID, the certification administrator does the following: 1. Click File - Tools - Server Administration. 2. Click the Certifiers icon and choose Certify ID File. 3. Select the certifier to use and click OK. 4. Enter a password for the certifier and click OK. 5. If the certifier is on a disk, remove the disk and click OK. 6. Select the safe copy of the ID file to be recertified and click OK. 7. (Optional) Accept or change the certificate expiration date. 8. Leave Trust other certificates signed by this certifier selected unless this is a certificate from another organization s certifier. 9. (Optional) Click Server, select a server, then click OK to change the server in whose Domino Directory Domino updates the Person or Server document. If the server isn t local, you must have at least Author access to its Domino Directory. 10. Click Certify. 11. Remove the disk with the recertified safe copy of the ID and deliver the disk to its owner in person or through the postal service. To merge the new certificate, the owner of the ID does the following: 1. Insert the disk with the recertified safe copy of the ID in the disk drive. Or, if it s a diskless workstation, copy the safe copy of the recertified ID file to the program directory on the file server; give the copy a name different from the original ID file so the original is not overwritten. 2. Make sure the current ID is the one you want recertified, then choose File Tools - User ID. 3. Click More Options. 4. Click Merge A Copy. Certifying Users and Servers in Flat Organizations 11-15

172 5. Select the recertified safe copy of the ID and click OK. 6. Click Merge. 7. If this is a certificate received from another organization, turn off Trust other certificates signed by this certifier. For more information, see About communication with organizations that use flat names later in this appendix. Ways to rename flat user IDs You can rename flat user IDs in the following ways: Using Notes mail Without Notes mail Renaming flat user IDs using Notes mail Complete these steps to manually rename a flat user ID when its owner can communicate through Notes mail. This process requires that the owner of the ID and the certification administrator take turns processing the request. To request a new user name, the owner of the ID does the following: 1. Choose File - Tools User ID, enter the password, and click OK. 2. Click More Options. 3. Click Request New Name. 4. Enter the complete new name for example, Randi Bowker then click OK. 5. Enter the name of the certification administrator in the To field, and then click Send. To certify the newly-named ID, the certification administrator does the following: 1. Open the request received in the mail. 2. Choose Actions - Certify Attached ID file. 3. Select the certifier and click OK. 4. Enter the password for the certifier and click OK. 5. If the certifier is on a disk, remove the disk and store it in a secure place. 6. (Optional) Change the certificate expiration date. 7. Enter a minimum password length to require password use and a minimum password length on this ID. To maintain the current ID s setting, leave the field blank Moving to Notes and Domino Release 5

173 8. (Optional) Click Server to change the server in whose Domino Directory Domino updates the Person or Server document, select a server, then click OK. If the server isn t local, you must have at least Editor access to its Domino Directory. 9. Click Certify. 10. The To field of the Mail Certified ID dialog box displays the old name. 11. Select Send to send the recertified safe copy of the ID to the user. To merge the new certificate, the owner of the ID does the following: 1. Open the mail message. 2. Make sure the current ID is the one you want changed. 3. Choose Actions - Accept certificate. 4. Verify that the new name is correct in the Name field, then click OK. Upgrading to R5 Details: Renaming flat user IDs using Notes mail Notes deletes all other flat certificates from the ID when the name is changed on it. Therefore, the owner must have the ID recertified by these flat certifiers. You must manually add the new name in the Domino Directory documents in which it appears and to the appropriate database access control lists, including the access control list for the user s mail file. The user can still read any signed or encrypted mail created using the original name. Renaming flat user IDs without Notes mail Complete these steps to manually rename a flat user ID when its owner cannot communicate through Notes mail. Note that this process requires that the owner of the ID and the certification administrator take turns processing the request. To request a new user name, the owner of the ID does the following: 1. Make a backup copy of the ID file. 2. Choose File - Tools - Switch ID, and select the new copy. 3. Choose File - Tools - User ID and enter the ID password. 4. Click More Options. 5. Click Change Name, enter the new name, and click OK. 6. Click Yes. This removes all certificates from the ID. 7. Click Create Safe Copy. Certifying Users and Servers in Flat Organizations 11-17

174 8. Enter a path and name for the safe copy and then click OK. The default name is SAFE.ID. 9. (UNIX users) Do one of the following: Transfer the file to a floppy disk, for example: tar -cvf filename /dev/fd0 Use a network facility such as ftp to transfer the file. 10. Use the postal service to send the safe copy of the newly-named ID to the certification administrator. 11. Choose File - Tools - Switch ID, and select the original ID to use until the certifier recertifies the newly-named ID. To recertify the newly-named ID, the certification administrator does the following: 1. Click File - Tools - Server Administration. 2. Click the Certifiers icon and choose Certify ID File. 3. Select the certifier to use and click OK. 4. Enter the password for the certifier and click OK. 5. Select the safe copy of the newly-named ID to be recertified. 6. (Optional) Change the certificate expiration date. 7. (Optional) Click Server, select a server, then click OK to change the server in whose Domino Directory Domino updates the Person or Server document. If the server isn t local, you must have at least Editor access to its Domino Directory. 8. Click Certify. 9. Remove the disk containing the recertified ID and deliver the disk to the ID s owner in person or through the postal service. To merge the recertified ID, the owner of the ID does the following: 1. Choose File - Tools - User ID. 2. Click More Options. 3. Click Merge A Copy. 4. Select the recertified safe copy of the ID and click OK. 5. Click Merge. Details: Renaming flat user IDs without Notes mail All other flat certificates are deleted from the ID when the name is changed on it. Therefore, the owner must have the ID recertified by these flat certifiers Moving to Notes and Domino Release 5

175 You must manually add the new name to Domino Directory documents in which it appears and to the appropriate database access control lists, including the access control list for the user s mail file. Add the new name before the old one in the Person document in the Domino Directory; retaining the old name ensures that mail addressed to the old name is sent successfully. The user can still read any signed or encrypted mail created under the original name. Upgrading to R5 How the Administration Process converts flat Notes user names to hierarchical You can use the Administration Process to convert a flat Notes user name to hierarchical by initiating a person rename action in the Domino Directory. The sequence of Administration Process requests that occur when you convert a Notes user name to hierarchical is the same that occurs when you change the name of a hierarchical Notes user. Certifying Users and Servers in Flat Organizations 11-19

176 How the Administration Process converts a flat server name to hierarchical This flowchart shows the sequence of Administration Process requests that occur when you use the Administration Process to convert a flat server name to a hierarchical name. More detailed information about each request follows the flowchart. Initiate Rename in Address Book Triggered by: Selecting a Server document in the Domino Directory and choosing Actions - Upgrade Server to Hierarchical. Posted on: The server where you choose the upgrade action. Carried out on: The administration server for the Domino Directory. Carried out: According to the Interval setting for the Administration Process in the Server document Moving to Notes and Domino Release 5

177 Result: The Administration Process adds the hierarchical certificate to the Certified public key field in the Server document and a change request to the Change request field. Rename Server in Address Book Triggered by: The server updating its ID with the new hierarchical name and certificate when the server detects the name change in the Change request field of its Server document. Posted on: The server whose name has changed. Carried out on: The administration server for the Domino Directory. Carried out: According to the Interval setting for the Administration Process in the Server document. Result: Updates all remaining occurrences of the server name in the Domino Directory except in Person documents. Upgrading to R5 Rename in Person Documents Triggered by: Completion of the Rename Server in Address Book request. Posted on: The administration server for the Domino Directory. Carried out on: The administration server for the Domino Directory. Carried out: According to the Execute once a day requests at setting for the Administration Process in the Server document. Result: The Administration Process updates occurrences of the name in Domino Directory Person documents. Rename in Access Control List Triggered by: Completion of the Rename Server in Address Book request. Posted on: The administration server for the Domino Directory Carried out on: Each server in the domain. Carried out: According to the Interval setting for the Administration Process in the Server document. Result: Each server in the domain updates the server name in ACLs of databases for which it is an administration server. Rename in Reader/Author Fields Triggered by: Completion of the Rename in Person Documents request on the administration server for the Domino Directory. Posted on: The administration server for the Domino Directory. Carried out on: Each server in the domain. Certifying Users and Servers in Flat Organizations 11-21

178 Carried out: According to the Delayed Request settings for the Administration Process in the Server document. Result: Each server in the domain updates the name in Reader and Author fields of databases for which it is an administration server and that have the advanced ACL option Modify all Reader and Author fields selected. Delete Obsolete Change Requests Triggered by: Expiration of the period in which a server can accept a new name, by default 21 days. You can use the NOTES.INI setting Name_Change_Expiration_Days to change the expiration period. Posted on: The administration server for the Domino Directory. Carried out on: The administration server for the Domino Directory. Carried out: According to the Execute once a day requests at setting for the Administration Process in the Server document. Result: The Administration Process deletes the contents of the Change Request field from the Server document. Results of recertification The results of recertification vary depending on whether the IDs involved are hierarchical or flat. The following table shows the outcome for all possible scenarios. Flat certifier ID Hierarchical certifier ID Flat user/server ID (Contains one or more flat certificates only) Resulting certificate is flat. Other certificates remain. Name on the ID becomes hierarchical and resulting certificate is hierarchical. Flat certificates remain. Hierarchical user/server ID (Contains one hierarchical certificate; may also include flat certificates) Resulting certificate is flat; hierarchical name and certificate is maintained along with any other flat certificates. Resulting certificate is either a cross certificate or a recertified hierarchical certificate Moving to Notes and Domino Release 5

179