DATABASE MANAGEMENT

Creating a Mail-In Database document for a new database
The mail-in database is designed to allow mail to be received by a database that is set up to receive mail, without the mail being added to a person's mail file. The mail-in database can then be accessed by one person, or by multiple people, who have access to read the database. For example, if you want multiple users on a mailing list to read specific mail, that mail can be sent to a mail-in database instead of sending it to numerous individual users. Those users can then open the database and review the mail that has been sent to that database.

If a database is designed to receive mail, you must create a Mail-In Database document in the IBM® Lotus® Domino® Directory. This document must exist in the Domino Directory of every server that stores a replica of the database. The database cannot receive mail until you create this document. When replicating Mail-in databases to servers in another IBM® Lotus® Domino® domain, create a matching Mail-in database document in the Domino Directory of the target server.

1. In the Domino Directory, make sure you have, at a minimum, Author access with the following privileges and roles selected:

2. From the People & Groups tab of the Domino Administrator, choose the Mail-In Databases Resources view.

3. Click Add Mail-In database.

4. On the Basics tab, complete these fields and then save the document:
FieldDescription
Mail-in nameThe entry for this database in the Domino Directory. Users and applications use this name to send documents to the database.
Internet message storageThe message storage preference:
  • No preference (default)
  • Prefers MIME
  • Prefers Notes Rich Text.
Internet addressSMTP address in the format mailfile@organization.domain. Complete this field if you want Internet users to be able to send messages to the database.
Encrypt Incoming MailYes or no according to your preference. Mail sent to the mail-in database is encrypted with the IBM® Lotus® Notes® certified public key entered in the next field.
DomainDomino domain of the server where the database resides.
ServerThe fully-distinguished hierarchical name of the server where the database resides; for example, Server1/Sales/Acme
FilenameThe path and filename of the database relative to the Domino Directory. For example, if the database named MAILIN.NSF is in the MAIL directory of the DATA directory, enter MAIL\MAILIN.NSF.
5. On the Administration tab, complete these fields and then click Save & Close:
FieldDescription
OwnersFully distinguished hierarchical name of users allowed to modify this document.
AdministratorsUsers or groups who can edit this document.
Allow foreign directory synchronizationChoose one of these:
  • Yes -- Allows entry to be exchanged with foreign directories -- for example, a cc:Mail® directory -- so that users on the other system can look up the mail-in database in the cc:Mail post office directory and send mail to it.
  • No -- Does not allow the entry to be exchanged with foreign directories.
Notes certified public keyThe certified public key to use when encrypting mail sent to this database. To copy a certified public key from the Domino Directory to this field, click "Get Certificates" and choose a name.
Internet CertificateThis field displays the Internet Certificate if one exists. If there is no Internet Certificate for this mail-in database, the field displays the message "Not Available."
Issuer nameThe field is populated only if the Internet Certificate field displays an Internet Certificate.
6. Give the name of the database to users so they can enter it in the To: field of messages destined for the database.

For more information on setting up a database to receive mail, see the IBM® Lotus® Domino® Designer Help.

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