Lotus Domino Administrator 8.5 Help - Creating mail policy settings for Lotus iNotes users

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Creating mail policy settings for Lotus iNotes users
To set or enforce default mail settings for IBM® Lotus® iNotes™ users, you must create a mail policy settings document. Although there are other mail policy settings that can be created for IBM Lotus Notes® users, only the settings here can also be applied to Lotus iNotes users.

When applied to a user, these mail settings lock down the associated user preferences in Lotus iNotes. (Note that any existing policies that were assigned to Lotus iNotes users previously will be enforced.)

Tabs Setting

Mail tab

Basics tab

Allow users to change mail file ownership
Delete documents in user's Trash folder after how many hours
Spell-check messages before sending
When user deletes a calendar document from any view or folder

Follow Up tab

Priority
Set follow-up date
Follow-up date
Set Follow-up time
Follow-up time
Set alarm to go off
Timing for alarm
Use alarm settings for Quick Flag

Attention Indicators tab

Display a solid circle when user is the only recipient of a message
Display a half circle when user is one of at most <Computed Value> names in the To field
Maximum number of recipients for half circle display
Display an empty circle when user's name is in the cc field or one of more than <Computed Value> names in the To field

Message Recall tab Other users are allowed to recall messages they sent to this user

Message Disclaimers tab

Notes client can add disclaimers
Disclaimer text
Disclaimer position

Calendar and To Do tab

Basics tab

Entry type
Duration of meetings and Appointments (in minutes)
Repeat duration for Anniversaries (in years)

Display tab

Start of the work day
End of the work day
Each time slot lasts
Display To Do entries in the Calendar
Ask me before deleting calendar and to do documents
Display new (unprocessed) notices
Process cancelled meetings automatically

Notices tab

Don't display calendar documents in the All Documents mail view
Don't display meeting invitations in the Sent mail view
Remove meeting notices from user's Inbox after user has processed them
Display the following meeting notices in user's inbox

Scheduling tab

Your availability settings
Check for conflicts when adding appointments, accepting meetings, scheduling a new meeting

Automatic Processing tab

Enable automatic responses to meeting invitations
When a meeting invitation in received from anyone...

Rooms and Resources tab

Preferred Site
Use preferred site as the default site in the Find Room and Find Resource dialogs
Prompt to reset your preferred site when scheduling within a site that is not your current preferred site
Prompt me to add rooms to my list when scheduling meetings
Always add rooms to my list when scheduling meetings
Never add rooms to my list when scheduling meetings
Prompt me to add resources to my list when scheduling meetings
Always add resources to my list when scheduling meetings
Never add resources to my list when scheduling meetings

Access and Delegation tab

Access to Your Mail & Calendar tab Allow users to set up delegates to their mail file

Access to Your Schedule tab

Who is allowed to see it
What schedule information they can see
Do not include the subject of a calendar entry when detailed information is made available

Settings for Lotus iNotes users only

In addition to the policy settings in the table above, which can apply to both a Notes and a Lotus iNotes user, the iNotes tab of the mail settings policy document contains settings that apply only to Lotus iNotes users.

Note Many of these settings are identical to configuration settings on the iNotes tab of the Configuration Settings document or to NOTES.INI settings. In the case of conflicting settings, mail policy settings take precedence over configuration settings or NOTES.INI settings. Corresponding NOTES.INI settings are indicated in the table below.

Lotus iNotes - Basics tab

Setting Description

User UI mode Select the mode you want to be active when users log in to Lotus iNotes:

Full - Displays the full Lotus iNotes interface for Notes which provides IBM® Lotus® Notes® users with browser-based access to Notes mail and to Notes calendar and scheduling features.
Lite - Displays the Lite mode of Lotus iNotes that provides access to Mail and Contacts in a streamlined user interface.
Ultra-light - Displays the ultra-light mode of Lotus iNotes designed for use on a mobile device, or as the accessible client on Microsoft ® Windows operating systems (Win32 only).

Functional areas to enable Select all areas that you want to enable for users.
Note This setting overrides the NOTES.INI setting iNotes_WA_Areas.

When opening Lotus iNotes open to Select the functional are that opens when users log on to Lotus iNotes.
Note This list is populated based on your selection in the preference above.

Lotus iNotes - Configuration tab

Setting Description

Maximum attachment size (kb) Set the maximum size in kilobytes for attachments. Default is 50,000K (50MB).

Mail threads Enable to allow users to set a Lotus iNotes user preference to view mail threads.

Do not show remote images without permission Enable to prevent users from opening referenced images.

Refresh Inbox automatically Enable to allow users to set a corresponding user preference so that new mail refreshes automatically. If you do not enable this preference, the user preference does not display in Mail preferences.

Enable unread count Enable so that the number of unread messages displays in the navigator pane of the iNotes client.

Autoupdate unread count Select the mail folders for which you want to update the unread count automatically.

Enable scroll hints Select to display information about messages (depending on sort order) as users scroll through a mail list view.

Disable warning on opening attachments By default, when a user opens an attachment, a message displays warning that opening the attachment may be a security risk. Enable this option to suppress the warning message.

Filter out images from emails Enabling prevents users from accessing or forwarding images by filtering them out of messages at the server level.

Browser Cache Management Enable (default) to install Browser Cache Management.
Note If you do not enable this setting, the remaining browser cache management settings to not display.

Automatically install Browser Cache Management Enable to automatically install Browser Cache Management the first time a user accesses Lotus iNotes from a machine that does not have it installed. If not set, the user can install it on their own from user preferences, but is not required to install it. Default is disabled.

Automatically logout when browser window is closed Enable this setting so that when users close the browser window, they automatically log out of Lotus iNotes.

Default cache scrubbing level Set the automatic cache clearing level for the Lotus iNotes server. Type a number from 1-5 where:
0 - Deletes the caches including personal information related to the mail database.
1 - Deletes all URLs that begin with the mail file path.
2 - Deletes all URLs in the cache that originate from the server hostname, except for URLs that contain /iNotes/FORMS85.NSF, the current forms file (or /iNotes/FORMS8.NSF, /iNotes/Forms7.nsf, or iNotes/Forms6.nsf).
3 - Deletes all URLs in the cache that originate from the server hostname.
4 - Deletes all URL s in the cache except for URLs that contain /iNotes/FORMS85.NSF, the current forms file (/iNotes/FORMS8.NSF, /iNotes/Forms7.nsf, or iNotes/Forms6.nsf).
5 - Deletes all URL s in the cache.

Clear history when browser window is closed Enable to clear the browser history when the window is closed. Prevents access to previously displayed pages by unauthorized users. Default is disabled.

Disallow attachments if not installed Enable to prevent users from adding or accessing attachments in e-mail if Browser Cache Management is not installed. Default is disabled.
Using this setting prevents users who have not installed Browser Cache Management from accessing or copying sensitive information in an attachment at an unsecured workstation.

Maintain static code archive between browser sessions Enable (default) to move static Lotus iNotes design entries from the cache to a local folder on the machine so that they can be restored to the browser cache when the browser is started again.

Instant messaging features Enable (default) to turn on instant messaging and live names (awareness) for users who have secrets and token or Lightweight Third Party Authentication (LTPA) token, and an IBM® Lotus® Sametime® server assigned.

Set default spell check dictionary Specify the default spell check dictionary

Lotus iNotes ActiveX file attachment utility Enable (default) to allow users to use the custom file upload utility to drag-and-drop file attachments, select files easily, and have multiple file views.
Disable to allow users to use the standard browser file upload utility.

Set feeds Use this setting to enable feeds.
Note This setting overrides the NOTES.INI setting iNotes_WA_Feeds.

Set feeds secured Use this setting to enable non-HTTP (non-secure) feeds. By default only secure feeds are enabled to the mail file.
Note This setting overrides the NOTES.INI setting iNotes_WA_FeedsSecured.

Feeds protocol name Use this setting to have further control of the feed protocol advertised by the Inbox page. It is applicable only when Set feeds secured is enabled. If not specified, the advertised feed uses the same protocol as the current page on which the feed advertisement occurs.
Note This setting overrides the NOTES.INI setting iNotes_WA_FeedsProtocol.

Show the Widgets folder in the Mail outline Enable this setting to include the Widgets folder in the Mail navigation pane and to allow users to add widgets from this folder to their mail client.
Note You can override this setting by using the NOTES.INI setting iNotes_WA_Widgets.

Allow users to create widgets from XML (Optional) Enable this setting to allow more advanced users to create their own widgets using XML.

Allow Quickr Integration Enable this to allow users to work with Lotus Quickr links and attachments in messages and to set Lotus iNotes user preferences for Lotus Quickr places.
Note You can override this setting by using the NOTES.INI setting iNotes_WA_Quickr.

Proxy servlet name/URL pairs Click Edit List, and then provide the following information:
Item - enter a user-friendly name
Value - enter the corresponding URL

Allow Calendar Subscriptions Enable this setting to allow users to overlay external calendars on their Lotus iNotes calendars.
Note You can override this setting by using the NOTES.INI setting iNotes_WA_CalOverlay.

Show sidebar on startup By default the sidebar displays in the mail client. Select Hide to prevent the sidebar from displaying.

Show preferences By default, a set of user preferences are available in the mail client. To prevent preferences from displaying, clear this field.

Allow archiving on the server Enable this setting to allow archiving on the server for an individual. If this setting is not enabled, then the associated user preference does not display. If neither archiving setting is enabled, then the archiving preference pane does not display.
Note Lotus iNotes currently supports server configuration settings to enable or disable server or local archiving for all users on a server. Using this policy setting overrides the server configuration setting.

Allow local archiving Enable this setting to allow archiving locally for an individual. If this setting is not enabled, then the associated user preference does not display. If neither archiving setting is enabled, then the archiving preference pane does not display.
Note Lotus iNotes currently supports server configuration settings to enable or disable server or local archiving for all users on a server. Using this policy setting overrides the server configuration setting.

Lotus iNotes - Offline tab

Setting Description

Allow user to go offline Set this to turn on the "Work Offline" feature in the Lotus iNotes mail client. Disable this option to prevent users from using Lotus iNotes offline, disconnected from the network.

Synchronize offline Internet password Set to allow users to synchronize their Internet password with their Lotus iNotes password.

Include server's Domino Directory To make the Domino Directory available when users are working offline, type the value of the Domino data directory relative pathname for Directory nsf.

Compact mail file after sync Use this setting to automatically compact a user's mail file after the user synchronizes the offline mail file with the server copy.

Update full text index after sync Use this setting to automatically update the full text index in a user's mail file after the user synchronizes the offline mail file with the server copy.

Encrypt offline mail databases Use this setting to allow users to encrypt their offline mail databases for security. If you enable encryption, complete the Encryption level field:

Simple - provides protection against casual snooping.
Medium - provides the right balance among security, strength, and fast database access. Probably the right choice for most users.
Strong - when security requirements are paramount, and the resulting database access performance is acceptable.

Limit document attachments during sync Enable this setting to limit the size of attachments during sync. When set, attachments greater than 100 KB are truncated (stripped from the document) during replication.

Only sync documents in the last n days Enable and then enter a number to set how many days worth of documents to replicate (default is 90). Documents older than those specified are removed from the local replica. Users can reset this for each offline subscription file using the Domino Sync Manager.

For a full explanation about using policies and the relationship between Policy documents and Policy Settings documents, see the "User and Server Configuration - Policies" section of the Domino® Administrator Help. For a full description of each setting, and for an explanation of how to create a mail policy settings document, see the topic "Creating a mail policy settings document for users."

Related topics

Policies

Planning and assigning policies

Creating policies

Creating a mail policy settings document

Glossary

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Glossary

Tabs		Setting
Mail tab
Basics tab		Allow users to change mail file ownership Delete documents in user's Trash folder after how many hours Spell-check messages before sending When user deletes a calendar document from any view or folder
Follow Up tab		Priority Set follow-up date Follow-up date Set Follow-up time Follow-up time Set alarm to go off Timing for alarm Use alarm settings for Quick Flag
Attention Indicators tab		Display a solid circle when user is the only recipient of a message Display a half circle when user is one of at most <Computed Value> names in the To field Maximum number of recipients for half circle display Display an empty circle when user's name is in the cc field or one of more than <Computed Value> names in the To field
Message Recall tab		Other users are allowed to recall messages they sent to this user
Message Disclaimers tab		Notes client can add disclaimers Disclaimer text Disclaimer position
Calendar and To Do tab
Basics tab		Entry type Duration of meetings and Appointments (in minutes) Repeat duration for Anniversaries (in years)
Display tab		Start of the work day End of the work day Each time slot lasts Display To Do entries in the Calendar Ask me before deleting calendar and to do documents Display new (unprocessed) notices Process cancelled meetings automatically
Notices tab		Don't display calendar documents in the All Documents mail view Don't display meeting invitations in the Sent mail view Remove meeting notices from user's Inbox after user has processed them Display the following meeting notices in user's inbox
Scheduling tab		Your availability settings Check for conflicts when adding appointments, accepting meetings, scheduling a new meeting
Automatic Processing tab		Enable automatic responses to meeting invitations When a meeting invitation in received from anyone...
Rooms and Resources tab		Preferred Site Use preferred site as the default site in the Find Room and Find Resource dialogs Prompt to reset your preferred site when scheduling within a site that is not your current preferred site Prompt me to add rooms to my list when scheduling meetings Always add rooms to my list when scheduling meetings Never add rooms to my list when scheduling meetings Prompt me to add resources to my list when scheduling meetings Always add resources to my list when scheduling meetings Never add resources to my list when scheduling meetings
Access and Delegation tab
Access to Your Mail & Calendar tab		Allow users to set up delegates to their mail file
Access to Your Schedule tab		Who is allowed to see it What schedule information they can see Do not include the subject of a calendar entry when detailed information is made available

Setting	Description
User UI mode	Select the mode you want to be active when users log in to Lotus iNotes: Full - Displays the full Lotus iNotes interface for Notes which provides IBM® Lotus® Notes® users with browser-based access to Notes mail and to Notes calendar and scheduling features. Lite - Displays the Lite mode of Lotus iNotes that provides access to Mail and Contacts in a streamlined user interface. Ultra-light - Displays the ultra-light mode of Lotus iNotes designed for use on a mobile device, or as the accessible client on Microsoft ® Windows operating systems (Win32 only).
Functional areas to enable	Select all areas that you want to enable for users. Note This setting overrides the NOTES.INI setting iNotes_WA_Areas.
When opening Lotus iNotes open to	Select the functional are that opens when users log on to Lotus iNotes. Note This list is populated based on your selection in the preference above.

Setting	Description
Maximum attachment size (kb)	Set the maximum size in kilobytes for attachments. Default is 50,000K (50MB).
Mail threads	Enable to allow users to set a Lotus iNotes user preference to view mail threads.
Do not show remote images without permission	Enable to prevent users from opening referenced images.
Refresh Inbox automatically	Enable to allow users to set a corresponding user preference so that new mail refreshes automatically. If you do not enable this preference, the user preference does not display in Mail preferences.
Enable unread count	Enable so that the number of unread messages displays in the navigator pane of the iNotes client.
Autoupdate unread count	Select the mail folders for which you want to update the unread count automatically.
Enable scroll hints	Select to display information about messages (depending on sort order) as users scroll through a mail list view.
Disable warning on opening attachments	By default, when a user opens an attachment, a message displays warning that opening the attachment may be a security risk. Enable this option to suppress the warning message.
Filter out images from emails	Enabling prevents users from accessing or forwarding images by filtering them out of messages at the server level.
Browser Cache Management	Enable (default) to install Browser Cache Management. Note If you do not enable this setting, the remaining browser cache management settings to not display.
Automatically install Browser Cache Management	Enable to automatically install Browser Cache Management the first time a user accesses Lotus iNotes from a machine that does not have it installed. If not set, the user can install it on their own from user preferences, but is not required to install it. Default is disabled.
Automatically logout when browser window is closed	Enable this setting so that when users close the browser window, they automatically log out of Lotus iNotes.
Default cache scrubbing level	Set the automatic cache clearing level for the Lotus iNotes server. Type a number from 1-5 where: 0 - Deletes the caches including personal information related to the mail database. 1 - Deletes all URLs that begin with the mail file path. 2 - Deletes all URLs in the cache that originate from the server hostname, except for URLs that contain /iNotes/FORMS85.NSF, the current forms file (or /iNotes/FORMS8.NSF, /iNotes/Forms7.nsf, or iNotes/Forms6.nsf). 3 - Deletes all URLs in the cache that originate from the server hostname. 4 - Deletes all URL s in the cache except for URLs that contain /iNotes/FORMS85.NSF, the current forms file (/iNotes/FORMS8.NSF, /iNotes/Forms7.nsf, or iNotes/Forms6.nsf). 5 - Deletes all URL s in the cache.
Clear history when browser window is closed	Enable to clear the browser history when the window is closed. Prevents access to previously displayed pages by unauthorized users. Default is disabled.
Disallow attachments if not installed	Enable to prevent users from adding or accessing attachments in e-mail if Browser Cache Management is not installed. Default is disabled. Using this setting prevents users who have not installed Browser Cache Management from accessing or copying sensitive information in an attachment at an unsecured workstation.
Maintain static code archive between browser sessions	Enable (default) to move static Lotus iNotes design entries from the cache to a local folder on the machine so that they can be restored to the browser cache when the browser is started again.
Instant messaging features	Enable (default) to turn on instant messaging and live names (awareness) for users who have secrets and token or Lightweight Third Party Authentication (LTPA) token, and an IBM® Lotus® Sametime® server assigned.
Set default spell check dictionary	Specify the default spell check dictionary
Lotus iNotes ActiveX file attachment utility	Enable (default) to allow users to use the custom file upload utility to drag-and-drop file attachments, select files easily, and have multiple file views. Disable to allow users to use the standard browser file upload utility.
Set feeds	Use this setting to enable feeds. Note This setting overrides the NOTES.INI setting iNotes_WA_Feeds.
Set feeds secured	Use this setting to enable non-HTTP (non-secure) feeds. By default only secure feeds are enabled to the mail file. Note This setting overrides the NOTES.INI setting iNotes_WA_FeedsSecured.
Feeds protocol name	Use this setting to have further control of the feed protocol advertised by the Inbox page. It is applicable only when Set feeds secured is enabled. If not specified, the advertised feed uses the same protocol as the current page on which the feed advertisement occurs. Note This setting overrides the NOTES.INI setting iNotes_WA_FeedsProtocol.
Show the Widgets folder in the Mail outline	Enable this setting to include the Widgets folder in the Mail navigation pane and to allow users to add widgets from this folder to their mail client. Note You can override this setting by using the NOTES.INI setting iNotes_WA_Widgets.
Allow users to create widgets from XML	(Optional) Enable this setting to allow more advanced users to create their own widgets using XML.
Allow Quickr Integration	Enable this to allow users to work with Lotus Quickr links and attachments in messages and to set Lotus iNotes user preferences for Lotus Quickr places. Note You can override this setting by using the NOTES.INI setting iNotes_WA_Quickr.
Proxy servlet name/URL pairs	Click Edit List, and then provide the following information: Item - enter a user-friendly name Value - enter the corresponding URL
Allow Calendar Subscriptions	Enable this setting to allow users to overlay external calendars on their Lotus iNotes calendars. Note You can override this setting by using the NOTES.INI setting iNotes_WA_CalOverlay.
Show sidebar on startup	By default the sidebar displays in the mail client. Select Hide to prevent the sidebar from displaying.
Show preferences	By default, a set of user preferences are available in the mail client. To prevent preferences from displaying, clear this field.
Allow archiving on the server	Enable this setting to allow archiving on the server for an individual. If this setting is not enabled, then the associated user preference does not display. If neither archiving setting is enabled, then the archiving preference pane does not display. Note Lotus iNotes currently supports server configuration settings to enable or disable server or local archiving for all users on a server. Using this policy setting overrides the server configuration setting.
Allow local archiving	Enable this setting to allow archiving locally for an individual. If this setting is not enabled, then the associated user preference does not display. If neither archiving setting is enabled, then the archiving preference pane does not display. Note Lotus iNotes currently supports server configuration settings to enable or disable server or local archiving for all users on a server. Using this policy setting overrides the server configuration setting.

Setting	Description
Allow user to go offline	Set this to turn on the "Work Offline" feature in the Lotus iNotes mail client. Disable this option to prevent users from using Lotus iNotes offline, disconnected from the network.
Synchronize offline Internet password	Set to allow users to synchronize their Internet password with their Lotus iNotes password.
Include server's Domino Directory	To make the Domino Directory available when users are working offline, type the value of the Domino data directory relative pathname for Directory nsf.
Compact mail file after sync	Use this setting to automatically compact a user's mail file after the user synchronizes the offline mail file with the server copy.
Update full text index after sync	Use this setting to automatically update the full text index in a user's mail file after the user synchronizes the offline mail file with the server copy.
Encrypt offline mail databases	Use this setting to allow users to encrypt their offline mail databases for security. If you enable encryption, complete the Encryption level field: Simple - provides protection against casual snooping. Medium - provides the right balance among security, strength, and fast database access. Probably the right choice for most users. Strong - when security requirements are paramount, and the resulting database access performance is acceptable.
Limit document attachments during sync	Enable this setting to limit the size of attachments during sync. When set, attachments greater than 100 KB are truncated (stripped from the document) during replication.
Only sync documents in the last n days	Enable and then enter a number to set how many days worth of documents to replicate (default is 90). Documents older than those specified are removed from the local replica. Users can reset this for each offline subscription file using the Domino Sync Manager.