This and that...

This and that...

Tip — Be careful what you put into your signature if your local mail file is set to pull down partial documents

Lotus Notes and DominoPosted by Martin Tue, February 17, 2009 13:59:57

If you are using a local HTML file for your signature, Notes 8.5 has a new feature where it will store the signature inside of your mail file. This is a great new feature. I cheered when Notes 8.5 informed me of what it was about to do. Running Notes on a Mac and on Windows, maintaining an HTML signature file was quite a pain — you can never have the same path to the file.

Last week I decided to enhance my signature with a graphic, courtesy of John Head, announcing PSC’s win of the 2009 IBM Lotus award. It took me a while to put the 2 and 2 together, but suddenly, when working with my local replica copy, I couldn’t reply or create any new emails. Everything would come back with an error ‘Document command is not available’. Finally I remembered that my replication settings for mail are configured to receive partial documents from server. Apparently, adding that graphic to my signature made my Mail Preferences document larger than 40K. The signature in the preferences of my local file ended up being truncated and that broke things.

So if you are pulling down partial documents in your mail file, be careful what you put into your signature.

Tip - Quickly get to a folder in Lotus Notes

Lotus Notes and DominoPosted by Martin Tue, February 17, 2009 13:58:08

After all this years of using Lotus Notes as my mail client, I have finally discovered that the View/Folders pane supports type-ahead.

All you need to do, click on a view or a folder to select it. You have to make sure that focus stays in the View/Folders pane. If you’re already inside of your Inbox, click on the Inbox again. Then just start typing the name of the folder you’re looking for. The highlight will be automatically positioned to the first matching folder. Thank you, UI designers for adding this feature.

I don’t know what versions it is applicable to. Works for me on 8.5. What a great feature. If you’re like me and have folders nested several levels deep, it is much easier to just type the name as opposed to clicking through all the plus sign icons to expand parent folders.

Gotcha: the behavior of the View/Folders pane gets a bit funny when you’re drilling down into folders nested 3 or more levels deep. In my case, the pane just goes all grey and take a while to come back. Could be a built-in limitation or a quirk of a Mac.

IBM® CommonStore for Lotus Domino Server

Lotus Notes and DominoPosted by Martin Tue, February 17, 2009 13:43:33

IBM® CommonStore for Lotus Domino Server manages e-mail archiving and retrieval for any Notes database or server platform.

Authorized users, such as compliance staff, can perform cross-mailbox search and place e-mail on hold in support of retention requirements, e-discovery and audit.

- Provides the ability to integrate e-mail content with other contextually similar
documents, such as contracts, through a policy-driven archive
- Facilitates retention, archiving, holding and disposal of e-mail and attachments
- Includes full-text indexing of e-mail so it is easily searched for and discovered
- Helps you achieve compliance with regulatory, government and industry
- Trims the size of the Lotus® Notes® database to improve the performance and
operations of e-mail systems
- Decreases storage costs
- Provides unlimited mailbox management for users

Lotus® Domino® grows more successful and Notes® administrators find volumes soaring due to:

- More users
- the growing volume per user,
- the nature of e-mail to contain richer and more complex content; and
business and legal requirements to retain important information for future access
- Some stem the growth by deleting mail past an arbitrary age; strictly limiting the
storage size per user; limiting the size of attachments; or utilizing individual
archives. These measures also limit the ability of key users to quickly access
critical documents that might be days, weeks, months or even several years old.

IBM CommonStore for Lotus Domino keeps the Notes system from growing unmanageable with a centralized and secure electronic archive.

Users find it easy to retrieve archived attachments and documents fast and automatically on whatever media they are currently stored.

CommonStore for Lotus Domino offers many system benefits:

- Better performance - Moving old inactive documents to an external archive trims
the size of your Notes databases and improves the performance of Domino

- Simpler system maintenance - Smaller databases and faster runs

- Higher user productivity and effectiveness - Notes documents can be archived
and retrieved within seconds and are immediately available even after several

- Greater document security - Storing documents in a secure central electronic
archive protects against unauthorized access and manipulation.

- HTTPS support prevents unauthorized access to critical data.
CommonStore Web browser security prevents storing Web viewed content in

- More affordable storage - Optical jukeboxes and tape libraries hold billions of
documents on a single device, reducing the investment in hard disks, processors,
and server boxes for your Notes domain

Operating systems supported: AIX, Windows

LN 8 und 8.5 neue Admin Eigenschaften

Lotus Notes and DominoPosted by Martin Tue, January 27, 2009 17:57:57

Domino 8 stellt neue Administrationseigenschaften zur Verfügung

Mandated ID Encryption Standart - New feature with Domino 8.0.1 to allow corporations to mandate AES encryption in Notes ID files.

Continuing my series on Domino 8 Administration features, new with Domino 8.0.1 is the option to mandate the encryption standard for ID files. Full details can be found at the infocenter. With Notes 8.0 and Domino 8.0.1, there is an option to use AES for ID file encryption. Here's how strong AES is:

"The design and strength of all key lengths of the AES algorithm (i.e., 128, 192 and 256) are sufficient to protect classified information up to the SECRET level. TOP SECRET information will require use of either the 192 or 256 key lengths. The implementation of AES in products intended to protect national security systems and/or information must be reviewed and certified by NSA prior to their acquisition and use."

Implementation of AES requires a Domino 8.0.1 server. A Security Settings document is used to configure how the ID file's encryption will be enforced on your server. In a new or existing Security Settings document, you will need to go to the Password Management tab and then scroll to the bottom to the ID File Encryption Settings section:

For both the Mandated and Allowed encryption standards fields, you have the following choices (the same choices as when you change your password in Notes 8.0):

- Compatible with all releases (64 bit RC2)
- Compatible with release 6 and later (128 bit RC2)
- Compatible with release 8 and later (128 bit AES)
- Compatible with release 8 and later (256 bit AES)

First of all, this is great that companies can now mandate this. But the super swank option is the "Key derivation strength (iterations)" field. In layman's terms, the higher you set this value (the default is 5000), the longer a dictionary attack will take against the ID file. It won't be impervious to an attack, but you shouldn't be using passwords that are in dictionaries... From the infocenter:

Key derivation strengthening is a technique used to make it more costly for malicious attackers to guess likely passwords through a brute force dictionary attack. They work by increasing the time it takes to generate a key from a password. The value for this field is the number of times an HMAC algorithm is applied as part of the operation that generates a key from the password. Specifying a larger number for this value increases the duration of each attempt during a dictionary attack. The default setting for this field is 5000, which is acceptable in most environments. Organizations with higher security requirements may wish to specify a higher value.

So, once you have your servers at 8.0.1 and then have clients at 8.0 or higher, you can begin enforcing this. However, you may also phase this in with a tiered approach. For instance, if you have admins and/or developers that may have access to sensitive data, you may wish to get them on the Notes 8.0 + client and apply a special security settings document to their policy.

Admin Preferenzen und Client Versionen - Neue Admin Client Preferenczen und Details von der neuen Client Version Ansicht

There are 2 features that I would like to review quickly in this session.

First are two additions to the Domino Administrator Preferences that can be time savers. One is the option to "Automatically run in live console mode". This will default to launching the Administrator Client to the Server > Status > Server Console screen for the server listed in the "On startup" field. How many times have you wanted to just open the Administrator client to get a console window. Now this can be your default behavior! The other option allows you to specify databases that will launch automatically. In the image below I'm wanting to open ddm and log on the specified server.The other is a "Client Version" view that's in the address book. It's listed under People > by Client Version.

Enhance Quota Feature - A new option to proactively enforce quotas

A recently published devWorks article details the Enhanced Quota Feature in Domino 8. This enhancement will proactively prevent the creation of memos, calendar entries, and to-dos if a mail file is at or near a certain quota threshold. In prior releases, the user would be able to begin the creation of the document and receive an error when attempting the save operation. This takes the quota enforcement a step further.

Note that the document states that this can be enforced via policies. I have not been able to find these options in any of the policy documents, though. The notes.ini settings can be pushed down via modifications to the policy documents.

Inbox Maintenance - A new AdminP function to clean up the inbox

Inbox maintenance can be a good tool to improve performance on your mail server and for your clients. For detailed information on how this is possible, I refer you to this great devWorks article: Best practices for large Lotus Notes mail files

Basically, this document is telling you that the Inbox is most expensive container in a mail file. It is updated each time a user opens the mail file or clicks refresh button. The Inbox is also where new mail is delivered. Reducing the number of documents in the Inbox reduces CPU utilization as well as the space required to update and maintain the view index.

Domino 8 now allows administrators to schedule a time to clean up the inbox of some or all mail files. Keep in mind that, other than the ($Inbox) view index, that this will have a negligible effect (if any) on the storage used by the mail file. The documents are only removed from the Inbox and will remain in All Documents or any other folders in which messages may have been copied. In a phased-in approach, Inbox Maintenance can be a useful (blackmail) tool to get users to begin using folders and manually cleaning up the Inbox (I think we have all seen the users who feel they need to keep all of their mail in their Inbox, right?). For instance, you could choose to notify users that in 30 days all messages over 180 days will be removed from the Inbox of all mail files.

There is a 2 step process to enable this:

1. You must edit the Server Document. Go to the Server Tasks tab and then to the Administration Process tab. At the bottom right, you will see this:

As you can already see, the Inbox Maintenance is a function carried out by AdminP. In the Server Document you can control the day(s) and time this will run. You may also choose to run this only on specific users' mail files or on those files maintained through policies. Along with the schedule specified in the server document, you can also run Inbox Maintenance by issuing the TELL ADMINP PROCESS MB command. If you choose to run this on selected mail files, you are able to choose how many days to retain and whether to remove unread messages.

2. After modifying the Server Document, you may want to use policies to control the subset of mail files to maintain. You will need to implement this through a Mail Settings document in a Policy. In the Mail Settings document, go to the Mail tab and then the Basics tab. The Inbox Maintenance section is at the bottom:

ODS 48 - Details about the new On Disk Structure

A new On Disk Structure (ODS) is available with Domino 8. This is an update from ODS43 to ODS48. First of all, upgrading applications (formerly called databases) to ODS48 is completely optional and requires the addition of a notes.ini setting on the server (or client).

This setting is: Create_R8_Databases=1.

If you enable this in a global configuration document, the Pre-8 servers will ignore it and will not be affected by having this setting. This can be a good way to propogate this to all (or many) of your servers prior to upgrading to Domino 8. As with previous ODS upgrades, a copy-style compact is required to upgrade all databases to the new ODS. However, the applications will not be upgraded automatically with a copy-style compact as they were with previous ODS upgrades unless the notes.ini setting is enabled.

What do I get with the new ODS?

1. There are some general I/O enhancements and "folder optimizations".

2. The maintaining of a "Database Names List" used for user renames
With ODS48, a list of all of the Readers and Authors in an application is maintained at a high level by default. This will improve the efficiency by which AdminP can process the user rename requests ("Update User Name in Reader and Author Fields"). If AdminP finds the user's name in the Database Names List, it will continue processing that application. Otherwise it will skip the application.

3. Design Compression
This database property (found on the Advanced tab of ODS43 and ODS48 database properties) will compress the design notes. IBM states that mail files based off of mail8.ntf will only utilize 11MB instead of 25MB if design compression is enabled. As you can see, 14MB of savings per mail file can be huge. This feature is disabled on all databases by default. However, the mail8.ntf template does have it enabled. You may choose to disable this property in the template prior to creating new mail files or converting existing mail files to version 8.

As with enabling ODS48, a copy-style compact is required to enable design compression. If you are planning on upgrading to ODS48 and enabling Design Compression on mail files, you should consider doing these at the same time by enabling the Design Compression property prior to running the compact so that you don't have to run the copy-style compact twice.

In planning your Domino 8 upgrade, the considerations above regarding the new ODS should assist you in deciding whether or not you will wish to enable ODS48.

Preferred Simple Search and Deferred Sort Index Creation - Information on these two new features

The two items I will discuss below are enhancements to Domino 8 that may impact disk space and/or memory utilization on your servers. The first may also impact your end-users, so you should be aware of the caveats of enabling it.

Prevent Simple Search:
This option is found in the Advanced tab of the Database Properties dialog. It's called "Don't allow simple search" in that dialog. This will prevent someone from performing a search in a database that is not full-text indexed. Performing a search on a database without an index is a very time consuming process and the results are generally not as you would expect when compared to the search time and results returned from an indexed database. Enabling this option will prevent this type of search. However, many end-users may not know that they are doing this (by not noticing, or caring, that the database is not indexed) and will be used to performing searches. If you enable this option on mail files, be aware that you may receive many requests to create full-text indexes for those end-users who may have been performing simple searches. Creating these indexes will add to the overall drive space that is needed on your server.

Deferred Sort Index Creation:
This option can be a fairly decent space saver on your server. It is a design property, "Defer index creation until first use", of sortable columns and is visible under the "Click on column header to sort" option. What this option does is prevents the indexing of specific columns when the view is created. For example, most users may never sort their mail file using the Response Icons column. Prior to having this option, however, that column's sort index would have been included in the space used by the view.

So exactly how much space can this save?

Let me use my mail file as an example. After perusing through Designer to see how this option is enabled by default in the mail8 template, I notice that the Subject, Size, and Response columns have this option enabled. So, after purging the view index of my All Documents view (~1,500 docs), I opened that view. The initial size was 1,147,984 bytes (so, just over 1MB). I then sorted by the Subject column and the size increased 28%. I then proceeded to sort by the Size column and the increase was another 29%. Finally, I sorted the Response column and the size increased another 28%. In total, my view index for All Documents is now 2,132,224 bytes. This represents an 85% increase over the initial size of the view. Of course, with a relatively small mail file this will not have as much impact, but just imagine the savings with a much larger file.

I'm hoping that this "Domino 8: 101" series will be helpful as you continue your planning to upgrade to Domino 8 and evaluating the things that you, as an Administrator, will need to know. There have been many features added in Domino 8.0 - even though it was mostly a client-focused release. As you can see from previous posts in this series, IBM has a focus on saving space and time with Domino 8 and beyond. Just this week, an additional NSF compression algorithm was announced with 8.0.1 and there is more planned for Domino Next.

Server OS Upgrades - What you need to know about the supported Operating Systems for Domino 8

In planning for Domino 8, it may be possible that you will have to upgrade the Operating System that your Domino 7 (or 6 or earlier) servers are running. For more information, see the detailed system requirements here.

In some of these cases, such as Windows 2000, this is because the Operating System is no longer supported by the vendor. However, there is currently no set EOS date for i5/OS V5R3. However, this is not a supported OS for Domino 8.

The following operating systems are not supported for Domino 8. If you are running one of these with any prior version of Domino, you will need to upgrade the OS to be in a supported configuration for Domino 8. Please note that the latest release levels of all of these platforms are still supported and that it is generally recommended to stay fairly recent on the Operating Systems in your environment. There is also no rip-and-replace involved (as with other messaging platforms) - the most current OS levels were supported for Domino 7.0. So, if you are current on your OS and current on your Domino installation, you will have no issues upgrading to Domino 8. Also, I'm in no way criticizing IBM for this move to only support the latest OS release levels - just making you aware of it for your planning purposes.

OS Platforms Not Supported For Domino 8.0:

Microsoft Windows
Microsoft Windows 2003 Server Standard Edition
Microsoft Windows 2003 Server Enterprise Edition, Service Pack 2
Microsoft Windows 2003 Server x64 Edition
IBM AIX 5.3 (64-bit kernel), minimum patch level of TL7, 0815 (5300-07-04-0815)
IBM AIX 6.1 (64-bit kernel), Service Pack 4, APAR IZ10223, APAR IZ09961, APAR IZ10284, APAR IZ08022
Novell SUSE Linux Enterprise Server (SLES) 10 x86 (32-bit)
Novell SUSE Linux Enterprise Server (SLES) 10 x86_64 (64-bit)
Red Hat Enterprise Linux (RHEL) 5.0 and 5.1 (32-bit)Sun Solaris
Sun Solaris
Sun Solaris 10 (64-bit kernel), March 2006 patch cluster or higher
IBM System i
IBM i5/OS, V5R4
IBM i5/OS, V6R1
IBM System z
IBM z/OS Version 1, Release 5 or later
Linux on System z
Novell SUSE Linux Enterprise Server (SLES) 10 on System z (64-bit)
Red Hat Enterprise Linux (RHEL) 5 on System z (64-bit)

Unread Marks Enhancements - There are two enhancements to better replicate unread marks on replica creation.

Anyone who has worked with Domino mail replicas knows that there is a history of problems with unread mark synchronization. With Domino 8, there have been at least two areas of improvements.

First of all, there is a new notes.ini setting: ADMINP_EXCHANGE_ALL_UNREAD_MARKS=1. This new setting is available for Domino 6.5.6, 7.0.3, and 8.0. It is detailed in Technote 1245043. This setting will exchange all unread marks in new replicas created via the Administration Process (instead of only the default 90 days worth). Also, it requires that only the source server be running the fixed version of the server code.

Secondly is a new option in the Create Replica(s) dialog box. As depicted in the graphic below, there is a new option to "Exchange Unread marks on replication":

This works very similarly to the notes.ini setting described above. If the source server is at Domino 8.0*, then the Administration Process will "attempt to match all of the unread marks from the source database with the target database."

* - I had hoped that this would work with Domino 6.5.6 or 7.0.3 servers like the notes.ini setting, but it does not. The source server and Administrator Client have to both be at 8.0 or higher.

Der Kunde im Mittelpunkt

IT ConsultingPosted by Martin Thu, January 22, 2009 20:11:11

König oder Dienstbeziehender mit speziellen Eigenschaften?

Vielmals wird gesagt, dass der Kunde ein König sei. Wenn man alles vereinfacht: ja! Aber der Teufel liegt ja in den Details. Alles lässt man einem nicht gefallen, aber die abgemachten Klauseln eines Vertrags muss man einhalten. Dies ist nicht nur eine Gentleman Grundeinstellung, aber der Nerv des Business. Zur Kundenpflege gehört einfach Mal das Einhalten seines Wortes. Wenn dies ist, dann beginnt eine Beziehung, aber leider wird manchmal auch der Eine oder der Andere über den Tisch gezogen. So lange es keinem schadet und beide das bekommen, was sie erwarten, sind wir im Spiel des Gebens und Nehmens, oder anders rum gesagt, in einer Win-Win Situation.
Es ist aber jedoch auch eine Tatsache, dass man auf Leistungen bei einem schwierigen Kunden/Diensleiter gerne verzichten möchte. Wie auch in den guten alten Zeiten, wenn man von einem Adeligen abhing und man gutes Gesicht zum bösen Spiel zeigen musste. Heutzutage haben die Firmen gelernt, nicht nur einen exklusiven Kunden/Dienstleister zu haben um sich mehr Freiheiten zu gönnen.

So sage ich: König ja, aber ein König hält sich auch an die Regeln die er abgemacht hat. Wenn dies nicht der Fall ist, dann ist schon in jeder Zeit der Tyrann gestürzt worden. Es ist dann nur eine Frage der Zeit. Jeder wird in einem Moment seiner Existenz mal stärker oder schwächer und braucht die anderen. Somit kriegt der Kunde auch was vereinbart war, der Dienstleister auch.

Deswegen spreche ich lieber von "Partner, die eine Geschäftsbeziehung aufbauen um sich gegenseitig zu stärken".

Wie seht Ihr das? Ich bin schon ganz gespannt auf Eure Bemerkungen...

How To für die LN Version 8.5 some PDF Documents

Lotus Notes and DominoPosted by Martin Thu, January 22, 2009 11:51:00

Lotus Notes 8.5 Dokumentation

Die Dokumentation über die neuen Funktionalitäten ist auf folgender Seite erhältlich PDF's.

Viel Spass beim durchlesen und vor allem beim ausprobieren!!!

Kostenlose Lotus Symphony Suite

Lotus Notes and DominoPosted by Martin Thu, January 22, 2009 11:43:39

IBM Lotus Symphony

"Lotus Symphony 1.2" ist zum Download verfügbar (Windows, Linux, Ubuntu, Mac os/X). Das Produkt ist eine Suite von freien, auf OpenDocumentFormat (ODF) basierenden Software-Tools für die Erstellung und das gemeinsame Bearbeiten von Dokumenten, Tabellenkalkulationen und Präsentationen. Lotus Symphony kann kostenlos aus dem Internet heruntergeladen werden. In der Beta-Testphase zählte IBM rund eine Million Downloads der Suite. IBM bietet für "Lotus Symphony" ab sofort auch einen kostenpflichtigen Unternehmens-Support an. Firmen, die den "Elite-Support" in Anspruch nehmen wollen, müssen dafür bei 1000 Nutzern 25 Dollar pro Jahr und Anwender bezahlen.

Link to the Wordprocessor Tool
Link to the Spreadsheet Tool
Link to the Presentation Tool
Link to the Plugins (Also for MS-SQL, Sharepoint, DB/2, Link integration...)

Lotus Notes 8.5 ist ab sofort erhältlich

Lotus Notes and DominoPosted by Martin Thu, January 22, 2009 09:48:14

Vor einigen Tagen ist Lotus Notes Version 8.5 veröffentlicht worden. Ihr könnt Mal rein sehen in dem Ihr eine Demo Version runterlädt. Hier lang Download um dieses neue Prachtstück das mit Eclipse neu programiert wurde zu bewundern... Ja ihr habt richtig gelesen NEU Programiert. Es wird auch die Symphony Office Suite gratis angeboten und eingebunden. Synphony kann auch als gratis Office Suite alleine gebraucht werden und ist kompatible mit Microsoft Office 2007.

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