Open Text Email Archiving - Management For Lotus Notes 9.7.5 Administration Guide

Open Text® Email
Archiving/Management for Lotus Notes®
Administration Guide
This guide describes the administration and configuration of the

Open Text Email Archiving Bridge for Lotus Notes, the Livelink
ECM – Explorer Professional (as part of Email Management),
Livelink ECM – Explorer E-mail (as part of Email Archiving), the
Livelink ECM – Email Management Services, and Livelink ECM –
Billing and Quota Management, which are part of Livelink ECM -
Email Archiving/Management for Lotus Notes 9.7.5.
NA090705-AGD-EN
Open Text® Email Archiving/Management for Lotus Notes®
NA090705-AGD-EN
Rev.: 2010-Feb-26
This documentation has been created for software version Version 9.7.5.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
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Table of Contents
PRE Introduction ............................................................................... 7

i Structure of the Documentation ............................................................... 9
ii Conventions ........................................................................................... 10
iii Abbreviations and Terms ....................................................................... 11
iv Contact ................................................................................................... 12
1 Getting Started: Open Text Email Archiving/Management

for Lotus Notes........................................................................ 15
1.1 Understanding Archiving ........................................................................ 15
1.2 Email Archiving Bridge for Lotus Notes ................................................. 16
1.3 Prerequisites for the Configuration of the Archiving Bridge ................... 17
2 Introducing the Archive Configuration and Management

Facility...................................................................................... 21
2.1 ACMF Guideline..................................................................................... 21
2.2 Views...................................................................................................... 22
3 Configuring the Open Text Email Archiving Bridge for

Lotus Notes ............................................................................. 33
3.1 Editing the Global Settings..................................................................... 35
3.2 Configuring the Archiving Service.......................................................... 39
3.3 Configuring Lotus Domino Servers to Use ............................................ 47
3.4 Creating a Database Archiving Profile Template................................... 51
3.5 Assigning DAPTs to Databases............................................................. 65
3.6 Starting the Archiving Service................................................................ 72
4 Administering the Open Text Email Archiving Bridge for

Lotus Notes ............................................................................. 75
4.1 Managing Servers .................................................................................. 75
4.2 Managing Databases ............................................................................. 76
4.3 Archiving Application Databases ........................................................... 82
4.4 Restoring Archived Documents ............................................................. 82
4.5 Administering Order Databases............................................................. 83
4.6 Managing the Design Elements ............................................................. 86
4.7 Distributing the Offline Extension and the Archiving Toolbar ................ 89
4.8 Configuring Failover Support for Clusters.............................................. 91
NA090705-AGD-EN Open Text Email Archiving/Management for Lotus Notes iii

Table of Contents
5 Logging Methods and Statistics .............................................95

5.1 Using Logging Methods ......................................................................... 95
5.2 Using Archiving Service Statistics........................................................ 100
6 Synchronizing Archive and Email Database........................105

6.1 Restrictions .......................................................................................... 106
6.2 Prerequisites ........................................................................................ 106
6.3 Configuring the Synchronization Service............................................. 106
6.4 Enabling Synchronization .................................................................... 109
6.5 Managing Delayed Deletion................................................................. 110
6.6 Executing the Synchronization Service ............................................... 111
6.7 Reviewing the Protocol File ................................................................. 111
7 Offline Access........................................................................113
7.1 Configuring the Cleaning Time ............................................................ 113
8 Connection Types for Archive Server and Enterprise

Server .....................................................................................115
8.1 Security Settings for Archive Server Connections ............................... 115
8.2 Connection Types for the Enterprise Server........................................ 116
9 Document Pipelines: Transferring Large Numbers of

Documents .............................................................................121
10 Configuring Open Text Email Management for Lotus
Notes ......................................................................................123
10.1 Introducing Open Text Email Managed Folders for Lotus Notes......... 123
10.2 Configuring Open Text Email Managed Folders for Lotus Notes
Settings ................................................................................................ 124
10.3 Defining Open Text Email Managed Folders for Lotus Notes ............. 125
10.4 Configuring Automatic Login to Enterprise Server............................... 130
10.5 Modifying the Mail Template ................................................................ 131
10.6 Handling Managed Folders for Lotus Notes Display in Lotus Notes
Client .................................................................................................... 133
10.7 Refreshing Managed Folders for Lotus Notes ..................................... 135
10.8 Cleaning the Import Folder .................................................................. 138
11 Technical Advice for the Email Archiving Bridge for Lotus

Notes ......................................................................................139
11.1 Tips and Hints ...................................................................................... 139
11.2 Troubleshooting ................................................................................... 141
11.3 Measures to Improve Stability of the Archiving Bridge ........................ 143
12 Additional Settings and Functions .......................................145

12.1 Service.ini Parameters......................................................................... 145
iv Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

Table of Contents
12.2 Changing the Password of the Archiving Service or Synchronization

Service User......................................................................................... 152
12.3 Changing the Interval for the Automatic Restart of the Archiving
Service ................................................................................................. 152
12.4 The recreate stub Feature in Livelink Explorer .................................... 153
13 Administering Livelink ECM – Billing and Quota

Management .......................................................................... 155
13.1 Enabling the Quota Management Agent.............................................. 155
13.2 Configuring Settings............................................................................. 156
14 Appendix: Installing and Configuring Livelink ECM –

Directory Services................................................................. 161
14.1 Installing Livelink ECM – Directory Services ....................................... 161
14.2 Configuring Livelink ECM – Directory Services ................................... 162
14.3 Performing a Synchronization.............................................................. 170
14.4 Setting a Synchronization Schedule .................................................... 171
14.5 Configuring Microsoft IIS for NTLM...................................................... 172
GLS Glossary................................................................................. 175

IDX Index....................................................................................... 181
NA090705-AGD-EN Administration Guide v

Preface
Introduction
This document provides an overview of the archiving features of Open Text Email
Archiving for Lotus Notes or Open Text Email Management for Lotus Notes. It
describes the administration and customization of its software components,
provides information for troubleshooting purposes, and explains how it is used.
Importance of In recent years, email traffic has come to play a more complex role in daily business
Emails for activities. As a result, the volume of documents that need to be stored and managed,
Business
some for several years, has increased. Legal aspects play an important role here, too.
Advantages of Open Text Email Archiving/Management for Lotus Notes provides an archiving
Archiving solution that helps you save disk space on your email systems, helps you comply
with regulations, and makes your business more efficient. Open Text Email
Archiving/Management for Lotus Notes considerably reduces the amount of data
stored on Lotus Domino servers, enabling them to perform better. Additionally, it
requires significantly less hard disk space for backup and data storage while
optimizing the administration time. You can achieve this by archiving emails,
attachments, and entire databases.
Two Solutions – Two Open Text solutions are available for archiving Lotus Notes
emails: Email Archiving for Lotus Notes and Email Management for Lotus Notes.
Both solutions have the same core components: Archive Server, Enterprise Server
(including email specific modules), Archiving Bridge, and client components.
Archiving Email Archiving for Lotus Notes, which is the standard solution, focuses on
archiving and managing personal emails by users. This solution features the
Livelink ECM – Explorer E-mail client for accessing and full-text searching archived
emails in the Livelink personal email volume.
Management Email Management for Lotus Notes includes all Email Archiving for Lotus Notes
features. Email Management for Lotus Notes also focuses on managing business-
relevant emails. The manage layer extends the storage layer to support legal
discovery processes and structured retention management of all emails within an
email system. This solution features the Livelink ECM – Explorer Professional client
for managing and full-text searching of archived emails in Livelink, especially
intended for Livelink ECM – Records Management.
Component This documentation describes the components of both solutions. All features of
Documentation Email Archiving for Lotus Notes are included in Email Management for Lotus
Notes. The exclusive features of Email Management for Lotus Notes are marked in
the text. The term Email Archiving for Lotus Notes is used to describe the product.
NA090705-AGD-EN Open Text Email Archiving/Management for Lotus Notes vii

Introduction
Livelink With Email Management for Lotus Notes, exporting emails from Lotus Notes to
Integration Livelink ECM – Enterprise Server is done by dragging and dropping in the Lotus
Notes mail database. Additionally, an Enterprise Server window can be opened
directly in the Lotus Notes mail database. Administrators can define certain settings
for the integration of the Enterprise Server into the Lotus Notes mail database.
Customizable Email Archiving for Lotus Notes provides a variety of possibilities for customizing
Archiving your archiving environment. For example, you can archive your emails
automatically (scheduled archiving) or interactively. Interactive archiving and the
display of archived objects are based on Lotus Notes custom forms. To save disk
space, Email Archiving for Lotus Notes provides Single Instance Archiving. With
this functionality, an attachment that several users want to archive is archived only
once and is referenced with the individual emails.
Offline Access Automatic and interactive synchronization of archived emails lets you access
archived emails offline. Automatic synchronization is very convenient if you do not
want to sort your emails manually for synchronization. Interactive synchronization
is a fast method to synchronize only those archived messages that you really need
for offline access.
Web Access If no Lotus Notes client is available, you can access your archived emails with
Domino Web Access/Lotus iNotes (DWA). The functionality of Email Management for
Lotus Notes is not available via DWA or Lotus iNotes, respectively.
Windows Cluster Microsoft Windows cluster support guarantees high availability of the Archiving
Application Service, which is the central component of Email Archiving for Lotus Notes.
Note: Although this guide includes some instruction regarding setting up
other products to work with the Archiving Bridge, you should refer to the
documentation for those products for more complete setup and configuration
information.
Product CD- Open Text Email Management for Lotus Notes software is available in the Open
ROM Text Knowledge Center as product ISO image, see Open Text Knowledge Center
(https://knowledge.opentext.com/knowledge/llisapi.dll/open/13001295). This
guide assumes that you burn the ISO image on a CD-ROM or DVD. Accordingly,
this documentation refers to the product CD-ROM. Alternatively, you can also
mount the ISO image, however, this is not covered by this documentation.
viii Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

Introduction
Product You can find the complete product documentation for Open Text Email Archiving
Documentation for Lotus Notes in the Open Text Knowledge Center
(https://knowledge.opentext.com/knowledge/). Additional information on the
installation and the most recent information on requirements can be found in the
Release Notes.
i Structure of the Documentation

Structure Target Group
• Installation Guide The Installation Guide and the Administration Guide are written
• Administration for Email Archiving for Lotus Notes administrators, archive ad-
Guide ministrators, and Lotus Notes project managers.
• User Guide The User Guide target group is the Lotus Notes and Email Archiv-
ing for Lotus Notes user community, supported by an administra-
tor.
Familiarity with working with IBM Lotus Domino, Lotus Notes, Domino Web
Access/Lotus iNotes, Microsoft Windows, and Linux or Unix is necessary to take
full advantage of these documents.
Livelink® ECM - Email Archiving/Management for Lotus Notes® -

This guide consists of the following chapters:
Chapter 1: “Getting Started: Open Text Email Archiving/Management for Lotus
Notes”.................................................................................................................................... 15
Chapter 2: “Introducing the Archive Configuration and Management Facility”....... 21
Chapter 3: “Configuring the Open Text Email Archiving Bridge for Lotus Notes” .. 33
Chapter 4: “Administering the Open Text Email Archiving Bridge for Lotus Notes”75
Chapter 5: “Logging Methods and Statistics” ................................................................. 95
Chapter 6: “Synchronizing Archive and Email Database” .......................................... 105
Chapter 7: “Offline Access”.............................................................................................. 113
Chapter 8: “Connection Types for Archive Server and Enterprise Server”............... 115
Chapter 9: “Document Pipelines: Transferring Large Numbers of Documents” ..... 121
Chapter 10: “Configuring Open Text Email Management for Lotus Notes” ............ 123
Chapter 11: “Technical Advice for the Email Archiving Bridge for Lotus Notes” ... 139
Chapter 12: “Additional Settings and Functions”......................................................... 145
Chapter 13: “Administering Livelink ECM – Billing and Quota Management” ...... 155
Chapter 14: “Appendix:Installing and Configuring Livelink ECM – Directory
Services”.............................................................................................................................. 161
NA090705-AGD-EN Administration Guide ix

Introduction
ii Conventions
Read the following conventions before you use this documentation.
Typography In general, this documentation uses the following typographical conventions:
New terms
This format is used to introduce new terms, emphasize particular terms,
concepts, long product names, and to refer to other documentation.
User interface
This format is used for elements of the graphical user interface (GUI), such as
buttons, names of icons, menu items, names of dialog boxes, and fields.
Filename
command
sample data
This format is used for file names, paths, URLs, and commands in the command
line. It is also used for example data, text to be entered in text boxes, and other
literals.
Note: If a guide provides command line examples, these examples may
contain special or hidden characters in the PDF version of the guide (for
technical reasons). To copy commands to your application or command
line, use the HTML version of the guide.
Key names
Key names appear in ALL CAPS, for example:
Press CTRL+V.
<Variable name>
The brackets < > are used to denote a variable or placeholder. Enter the correct
value for your situation, for example: Replace <server_name> with the name of
the relevant server, for example serv01.
Hyperlink
Weblink (e.g. http://www.opentext.com)
These formats are used for hyperlinks. In all document formats, these are active
references to other locations in the documentation (hyperlink) and on the Inter-
net (Weblink), providing further information on the same subject or a related
subject. Click the link to move to the respective target page. (Note: The hyperlink
above points to itself and will therefore produce no result).
Cross- The documentation uses different types of cross-references:
references
Internal cross-references
Clicking on the colored part of a cross-reference takes you directly to the target
of the reference. This applies to cross-references in the index and in the table of
contents.
x Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

Introduction
External cross-references
External cross-references are references to other manuals. For technical reasons,
these external cross-references often do not refer to specific chapters but to an
entire manual. If a document is available in HTML format, external references
can be active links though, that directly lead you to the corresponding section in
the other manual.1
Tip: Tips offer information that make your work more efficient or show
alternative ways of performing a task.
Note: Notes provide information that help you avoid problems.
Important
If this important information is ignored, major problems may be
encountered.
Caution
Cautions contain very important information that, if ignored, may cause
irreversible problems. Read this information carefully and follow all
instructions!
iii Abbreviations and Terms

A list of abbreviations used in this documentation is given in the table below.
ACL Access Control List

ACMF Archive Configuration and Management Facility
AID Archive Identifier
CGI Common Gateway Interface
DAP Database Archiving Profile
DAPT Database Archiving Profile Template
DAT Data (file extension)
DWA Domino Web Access
DXL Domino Extended Markup Language
GUI Graphical User Interface
LAPI Livelink Application Programming Interface
NSF Notes Storage Facility (file extension)
1 This applies, if target and source document are shipped together, e.g. on a product or documentation CD-ROM.
NA090705-AGD-EN Administration Guide xi

Introduction
NTF Notes Template File (file extension)

RMI Remote Method Invocation (Java)
RTF Rich Text Format
SIA Single Instance Archiving
SSL Secure Sockets Layer
TCP Transmission Control Protocol
UNID Unique Identifier
SCM Windows Service Control Manager
iv Contact
Open Text Online is a single point of access for the product information provided by
Open Text. Depending on your role, you have access to different scopes of
information (see below for details).
You can access Open Text Online via the Internet at http://online.opentext.com/ or
the support sites at http://support.opentext.com/.
The following information and support sources can be accessed through Open Text
Online:
Knowledge Center
Open Text's corporate extranet and primary site for technical support. It is the
official source for:
• Open Text products and modules.
• Documentation for all Open Text products.
• Open Text Developer Network (OTDN): developer documentation and
programming samples for Open Text products.
• Patches for Open Text products.
The following role-specific information is available:
Partners
• Information on the Open Text Partner Program.
• Programs and support for registered partners.
Business Users
• Tips, help files, and further information from Open Text staff and other users
in one of the Open Text online communities
Administrators/developers
• Downloads and patches
xii Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

Introduction
• Documentation
• Product information
• Discussions
• Product previews
Feedback on If you have any comments, questions, or suggestions to improve our
documentation documentation, contact us by e-mail at documentation@opentext.com.
NA090705-AGD-EN Administration Guide xiii

Chapter 1
Getting Started: Open Text Email
Archiving/Management for Lotus Notes
This chapter gives you an introduction to Email Archiving for Lotus Notes. It covers
the following topics:
Section 1.1: “Understanding Archiving” .......................................................................... 15
Section 1.2: “Email Archiving Bridge for Lotus Notes” ................................................. 16
Section 1.3: “Prerequisites for the Configuration of the Archiving Bridge”................ 17
1.1 Understanding Archiving

Manual Archiving a document means that you send either the attachment of a document or
Archiving also text fields such as the body of an email to the archive, the Enterprise Server.
Only a reference document remains in your database which is connected to the
archived document but does not contain the actual content. Thus, it is small in size
and does not require much disk space. This reference document, which is also called
stub, is your key to the archived document. You need it to retrieve the content from
the archive or to restore the document from the archive to read or edit it.
Scheduled Scheduled archiving is configured by your administrator. If it is configured, all
Archiving emails that match the configuration criteria defined by your administrator are
archived automatically, following a schedule. Automatically archived documents
can also be retrieved and restored.
Retrieving or When retrieving a document, the document remains archived. The archived parts of
Restoring? the document are copied locally so that you can read and edit them, even when you
are offline. The archived document remains untouched.
When restoring a document, the archived parts of the document are removed from
the archive. The document becomes a regular, non-archived document in your
database.
Deleting When you want to delete an archived document, you must delete it in Lotus Notes
using the Email Archiving for Lotus Notes function. This deletes both the stub and
the archived document. If you only delete the stub, the archived document remains
in the archive. It can only be accessed via your Personal E-Mail Volume, but not via
Lotus Notes client or Domino Web Access/Lotus iNotes.
NA090705-AGD-EN Open Text Email Archiving/Management for Lotus Notes 15

Chapter 1 Getting Started: Open Text Email Archiving/Management for Lotus Notes
1.2 Email Archiving Bridge for Lotus Notes

Concepts of the Archiving Bridge
The Email Archiving Bridge for Lotus Notes is the main component of the Email
Archiving for Lotus Notes solution. It consists of two parts: the Archiving Service
and the Database templates.
Archiving Service
The Archiving Service is a Windows service that handles all archiving and
restoring requests which are queued in the Order Database.
Database Templates
The Archiving Bridge provides a number of Lotus Notes database templates
with which you set up the Archiving Bridge on your Lotus Domino server.
ACMF
The Archive Configuration and Management Facility (ACMF) is the main
administrative utility of the Archiving Bridge. It is a Lotus Notes database
created from the arcacmf.ntf template.
Order Database
The Order Database is a Lotus Notes database where all archiving and restoring
requests are queued for asynchronous processing. It is based on the
arcorder.ntf template.
Database Archiving Profile Template

The Database Archiving Profile Template (DAPT) helps you to create archiving
profiles that you can easily assign to one or more databases. A DAPT is a Lotus
Notes document that contains all relevant archiving information for one or more
databases.
When a database is enabled for archiving, a Database Archiving Profile (DAP) is
created in the target database. This DAP is based on the settings of the Database
Archiving Profile Template. The DAP controls the archiving functionalities of a
database that is enabled for archiving.
Archiving Toolbar
The Archiving Toolbar offers the functions of the archiving menu through icons
that appear in Lotus Notes. The client design elements of the Archiving Toolbar
are added to the local database bookmark.nsf, and are so made available to the
user's database.
Offline Extension
The Offline Extension is a client component that enables you to manage your
archived documents when your Lotus Notes client is in local mode. The
functionality is made available to the users by changing the Lotus Notes file
notes.ini and distribution of nextrepl.dll. Refer also to “Offline Access” on
page 113.
16 Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

1.3 Prerequisites for the Configuration of the Archiving Bridge
Database Templates
arcacmf.ntf
Lotus Notes template for the Archive Configuration and Management Facility
(ACMF).
arcorder.ntf
Lotus Notes template for the Order Database.
arclog.ntf
Lotus Notes template for the Logging Database where all logging entries
regarding the archiving and the monitoring of the Archiving Bridge are
displayed.
arcdesign.ntf
Lotus Notes template containing design elements that will be added to the user's
mail or application database after the database is enabled for archiving. You can
also use your own template combined with the Open Text design elements.
arcdocpipe.ntf
Lotus Notes template for the Document Pipeline connection.
arcdwa*.ntf
Lotus Notes template for the Domino Web Access/Lotus iNotes. Available for
different versions of Domino Web Access/Lotus iNotes.
1.3 Prerequisites for the Configuration of the

Archiving Bridge
1.3.1 Lotus Domino Server
Each Lotus Domino server that shall provide archiving capabilities for its databases
must be configured to do so. With enabling the Lotus Domino server for archiving,
database templates will be copied to the server.
On one server, create the ACMF database with the Service User or with an ID that
has the required privileges. Sign all database templates listed on page 17 with the
Service User.
1.3.2 Virus Scanner

If a virus scanner is installed on the computer hosting the Archiving Service, the
temporary directory %TEMP%/LNArchivingService must be excluded from
scanning. %TEMP% is the temporary directory for the Archiving Service account. The
Archiving Service always runs as LocalSystem account, therefore the %TEMP%
directory typically is C:\WINNT\Temp.
NA090705-AGD-EN Administration Guide 17

Chapter 1 Getting Started: Open Text Email Archiving/Management for Lotus Notes
Important
If the temp directory is not excluded from scanning, some emails with
attachments might be detected as virus files by the virus scanner while the
Archiving Service is processing them. Those emails are then moved to stock
and will not be archived; they must be processed separately.
1.3.3 Users and Permissions

User authentication is required when connecting to a Lotus Domino server or to the
Archiving Bridge.
Service User The Archiving Service is connecting to all necessary Lotus Notes databases with one
special user. This user is called Service User. Therefore, this Lotus Notes user must
have the proper access permissions to the following databases: the ACMF database,
the Order Database, the logging database, the mail databases, the application
databases, etc.
The Service User must at least have the Editor access level with the Delete
documents and the Replicate or copy documents privileges for the user mail and
application databases. For details, see section 9 "Prerequisites for Installing the
Email Archiving Bridge for Lotus Notes" in Open Text Email Archiving/Management
for Lotus Notes - Installation Guide (NA-IGD).
Permissions The following tables provide an overview of the permissions that users must have in
order to install and run the Archiving Bridge.
Table 1-1: Necessary Permissions for the Lotus Notes User Who Works with
the ACMF
Where? Permissions
In the Lotus Domino server document, Se- Create databases & templates privilege
curity tab (because the Activate server action creates a
new order database)
Create master templates privilege (be-
cause the Activate server action copies the
order, logging and design database tem-
plates which are marked as master tem-
plates)
In all databases to archive from Designer access level with the additional
Delete documents privilege (at least) to be
able to update design elements and profile
documents
In the database Forms*.nsf Designer access level (at least)
Note: ACMF, log and order databases are created by this user.

1.3 Prerequisites for the Configuration of the Archiving Bridge
Table 1-2: Necessary Permissions for the Service User
Where? Permissions
In ACMF and log databases Editor access level with the additional
Delete documents privilege (at least)
In order databases and all databases to ar- Editor access level with the additional
chive from Delete documents and Replicate or copy
documents privileges (at least)
In the user's mail database Editor access level with the additional
Delete documents and Replicate or copy
documents privileges (at least)
Note: The permissions for the Service User (table 1-2) are included in the permissions
for the user who works with the ACMF (table 1-1). Scheduled tasks run under the
Service User. The database templates must be signed with the Service User.
With Manager access level including delete rights, all features are available for the
Service User.
Table 1-3: Necessary Permissions for Livelink
Where? Permissions
Livelink ECM – Enterprise Server Any user who is enabled for archiving must
have an account on the Enterprise Server to
be able to search archived items on the En-
terprise Server. The permissions of the
Livelink nodes will not be kept in sync with
any permission changes made to the origi-
nal source folders.
Livelink ECM – Enterprise Server Livelink Administrator for installing and
administering the Email Management and
Email Services modules and for installing
the Livelink Billing and Quota Management
module.
Table 1-4: Necessary Permissions for Lotus Notes
Where? Permissions
Lotus Notes Mail Database Users who use the Archive now function in
the Livelink Archiving view must at least
have Editor access with the right Create
shared folders/views in the ACL of their
mail database.

Chapter 2
Introducing the Archive Configuration and
Management Facility
This chapter contains the following information:
Section 2.1: “ACMF Guideline” ......................................................................................... 21
Section 2.2: “Views” ............................................................................................................ 22
It introduces the Archive Configuration and Management Facility or ACMF, the
core management database for Open Text Email Archiving for Lotus Notes.
Important
The ACMF keeps all important information about your archiving setup and
archived documents. You must back it up on a regular basis. Especially
when you archive whole databases, then information can be lost if no
backup is available.
2.1 ACMF Guideline

The ACMF offers a guideline to assist you with the configuration. Follow the links
top to bottom to complete all setting necessary for the Archiving Bridge to work
properly.
To open the Guideline:

• In the initial view, click Open Guideline.
Alternatively, click the icon of the rotating sphere at the top left of the window
to change between Guideline and regular view.

Chapter 2 Introducing the Archive Configuration and Management Facility
Figure 2-1: ACMF Guideline
2.2 Views
The ACMF offers the following views to edit and monitor the configuration of the
Archiving Bridge.
2.2.1 Overview Section

The Overview section contains a link to the Guideline, the online help and often
used views.
Views
Open Guideline (useful for first use)
Open the Guideline, which guides you through the configuration of the
Archiving Bridge.
For information, see “ACMF Guideline” on page 21.
All Documents
Open a view with all the configuration documents such as Archiving Services,
DAPTs, databases, order databases, servers and Synchronization Services.

2.2 Views
Global Settings
Open the configuration document for the global settings.
For information, see “Editing the Global Settings” on page 35.
2.2.2 Servers Section

The Servers views display all configured Lotus Domino servers. You can create a
new server description, activate or deactivate a server and remove a server.
For information, see “Configuring Lotus Domino Servers to Use ” on page 47.
Views
By Name
Lists all Lotus Domino servers by name.
By Status
Lists all Lotus Domino servers by status, such as active or inactive.
Symbols
Server is a Lotus Domino server.

Server is active.
Server has configuration errors. These errors do not endanger the operation.
An error could be, for example, that the log template could not be copied to
the server. To find out about the errors, check the ACMF Log database.
Server is not active.
Functions
Create a new server description document. For information, see

“Configuring Lotus Domino Servers to Use ” on page 47.
Activate the server for archiving. For information, see “Configuring Lotus
Domino Servers to Use ” on page 47.
Disable archiving on the specified server. For information, see “Deactivating
a Lotus Domino Server” on page 75.

Remove the server description document. For information, see “Removing a

Lotus Domino Server” on page 76.
2.2.3 Databases Section

The Databases views offer different categorizations of databases to be archived.
Views
This section contains the following views.
By Name
Lists all the databases found on the configured Lotus Domino servers in
alphabetical order. You can sort the list by server name, path, DAPT or the title
of the database.
By DAPT Assigned
Groups the databases by the assigned DAPT. The sub-grouping is by server
name.
By Server
Groups all databases by their server name.
By Template
Groups all databases by the .ntf template they are based on.
By Status
Groups all databases by their respective status such as Archive Enabled,
Disabled Archiving, Inconsistent or Status Unknown.

2.2 Views
By Organizational Unit
Groups all databases by their organizational unit and sub-groups them by their
server name.
By Size
Sorts all databases by their size and groups them by their server name. In this
view, you can also count the documents of a database, see “Counting the
Documents of a Database” on page 80.
Mail-In
Lists all Mail-In databases.
By Replica
Lists all available databases grouped by title and Replica ID. The T column
indicates the type of the database:
• MO
Mail Original: Mail database on home mail server
• MR
Mail Replica: Replica of mail database
• AO
Application Original: Application database on home server
• AR
Application Replica: Replica of application database
Archived
Lists all archived databases.
Pending Scheduled Agents
Lists all scheduled agents for all databases enabled in scheduled mode.
For information, see “To Enable Selected Databases for Archiving:” on page 67.
Statistics
Displays statistics of databases such as name, path and size of database, number
of archived documents, number and size of documents matching the scheduling
criteria. The list is sorted by assigned DAPT.
By Design Version
Lists all databases of types MO and AO, grouped by version of the design
elements.
Unknown Type
Lists all databases grouped by title and Replica ID that had permission errors
during refresh databases.
Application active
Lists all application databases containing an assigned home domino server (type
AO), see “Archiving Application Databases” on page 82.

Application inactive
Lists all application databases without assigned home domino server (type AR).
Application databases get the inactive status right after being imported. You can
assign the home domino server from this view using the action Tools > Set DB
Active. This action determines that archiving takes place from this database on
the assigned server. The database then appears in the Application active view.
Symbols
Database description document (DD).

The physical database for the relevant database document could not be
found.
Database is archive enabled.
The assigned DAPT has been changed.
Database is a mail database, identified through the owner in the calendar
profile.
Mail database containing another assigned user (enabled mail-in functional-
ity), for example if the ownership of the database has been delegated to an-
other user.
Application database with assigned user (enabled mail-in functionality). In
order to store an application database in Livelink ECM – Enterprise Server,
a user needs to be assigned to the database.
Tip: If none of the above symbols nor the mail database symbol is
displayed, the database is no mail database and the mail-in functional-
ity is not enabled.
The user who refreshes the databases does not have access to this specific
database.
A DAPT is assigned to the database.
The database is archived.
Functions
Refresh the list of databases. For information, see “Configuring Lotus Dom-
ino Servers to Use ” on page 47.
Collect statistics about a database. For information, see “Collecting Statistics
for a Database” on page 80.
Assign DAPT. For information, see “Assigning DAPTs to Databases” on
page 65.
Enable archiving for the specified database. For information, see “Assigning
DAPTs to Databases” on page 65.

2.2 Views
Disable archiving for the specified database. For information, see

“Assigning DAPTs to Databases” on page 65.
Delete a document from the ACMF. This operation does not delete the cor-
responding database. For information, see “Removing Database Docu-
ments” on page 81.
Use several tools to administer the databases. For information, see
“Administering the Open Text Email Archiving Bridge for Lotus Notes” on
page 75.
Restore an archived database (only in the Archived view). For information,

see “Restoring a Database” on page 77.
Copy an archived database (only in the Archived view). For information,

see “Copying an Archived Database” on page 78.
2.2.4 Agent Info Section

The section Agent Info in the ACMF provides information about successful and
unsuccessful runs of scheduled agents for archiving, cleaning and deleting.
Views
Agent Info
Lists all databases grouped by the server.
This view highlights all databases whose scheduled jobs have run successfully in
green color. Databases whose scheduled jobs have run in error are highlighted in
red color.
An OK in the columns Arch., Clean, and Dele. indicates a successful run of the
archiving, cleaning and deleting job. An E indicates an error during the job.
Agent enabled on wrong Server
Lists all databases containing agents enabled on a server which is not the defined
home server. In this case, it is necessary to re-enable the database.

Agent Details Archiving

Lists only those databases (grouped by server) containing scheduled archiving
agents that were not executed in time.
Agent Details Cleaning
Lists only those databases (grouped by server) containing scheduled cleaning
Agent Details Deletion
Lists only those databases (grouped by server) containing scheduled deleting
Symbols
Database description document (DD).

The physical database for the relevant database document could not be
found.
Database is archive enabled.
The assigned DAPT has been changed.
Database is a mail database, identified through the owner in the calendar
profile.
Mail database containing another assigned user (enabled mail-in functional-
ity), for example if the ownership of the database has been delegated to an-
other user.
Application database with assigned user (enabled mail-in functionality). In
order to store an application database in Livelink ECM – Enterprise Server,
a user needs to be assigned to the database.
Tip: If none of the above symbols nor the mail database symbol is
displayed, the database is no mail database and the mail-in functional-
ity is not enabled.
The user who refreshes the databases does not have access to this specific
database.
A DAPT is assigned to the database.
Functions
Refresh the list of databases. For information, see “Configuring Lotus Dom-
ino Servers to Use ” on page 47.
Assign DAPT. For information, see “Assigning DAPTs to Databases” on
page 65.
Enable archiving for the specified database. For information, see “Assigning

2.2 Views
Disable archiving for the specified database. For information, see

“Assigning DAPTs to Databases” on page 65.
Delete a document from the ACMF. This operation does not delete the cor-
responding database. For information, see “Removing Database Docu-
ments” on page 81.
Use several tools to administer the databases. For information, see
“Administering the Open Text Email Archiving Bridge for Lotus Notes” on
page 75.
2.2.5 DAPTs Section

The DAPTs section offers functions and information about DAPTs.
Views
By Name
Lists all DAPTs alphabetically.
By Order Database
Groups all DAPTs by their assigned order database.
Symbols
The document is a configuration document of a DAPT.

The user is allowed to archive documents.
The user is allowed to restore documents.
The user is allowed to copy the document back to their inbox to resend it,
for example.
The user is allowed to delete archived documents.
Indicates the language of the database.
Functions
Create a new DAPT. For information, see “Creating a Database Archiving

Profile Template” on page 51.
Copy a DAPT. For information, see “To Use an Existing DAPT to Create a
New One:” on page 65.
Delete a DAPT document.

2.2.6 Order Databases Section

The Order Databases section displays each available Order Database by name or
with detailed information about the corresponding archiving service.
Views
By Name
Lists all Order Databases by their name with information about the
corresponding Lotus Domino server and the Archiving Service.
Info Archiving Service
Lists all Order Databases grouped by the Archiving Service.
Symbols
One or more users who are enabled for archiving are assigned to an Order
Database.
The document is a configuration document of an Order Database.
Functions
Delete an Order Database and the corresponding configuration document.

Open an Order Database and open the logging database for Archiving Ser-
vice. For information, see “Opening an Order Database” on page 83.
2.2.7 Archiving Services Section

The Archiving Services section displays the archiving services by name or by log
information.
Views
By Name
Lists all Archiving Services by their name.
Info Archiving Service By Log
Lists all Archiving Services with their assigned log database and the log level.

2.2 Views
Symbols
The document is a configuration document of an Archiving Service.

Indicates the status of the Archiving Service.
Functions
Create a new Archiving Service configuration document. For information,

see “Configuring the Archiving Service” on page 39.
Delete an Archiving Service configuration document. The Archiving Service
must not be running when you delete the document.
Open an Archiving Service log. For information, see “Database Logging” on
page 95.
2.2.8 Synchronization Services Section

The Synchronization Services section displays the synchronization services by
name or by log information.
Views
By Name
Lists all Synchronization Services by their name.
Symbols
The document is a configuration document of a Synchronization Service.

Indicates the status of the Synchronization Service.
Functions
Create a new Synchronization Service configuration document. For informa-

tion, see “Configuring the Synchronization Service” on page 106.
Delete a Synchronization Service configuration document. The Synchroniza-
tion Service must not be running when you delete the document.
2.2.9 Logging Section

The Logging section displays log information for the log database defined in the
Global Settings configuration document.
For information, see “Database Logging” on page 95.

Views
By Date
Lists all log entries by their creation date.
By Level
Lists all log entries by their level, e. g. Info or Warning.
Functions
Refresh the log information.
Delete all log entries.

Chapter 3
Configuring the Open Text Email Archiving Bridge
for Lotus Notes
The following action plan gives an overview of the administrative tasks that are
necessary for using the Open Text Email Archiving Bridge for Lotus Notes.
The basic configuration tasks of the ACMF are:
Section 3.1: “Editing the Global Settings” ........................................................................ 35
Section 3.2: “Configuring the Archiving Service” ........................................................... 39
Section 3.3: “Configuring Lotus Domino Servers to Use ” ............................................ 47
Section 3.4: “Creating a Database Archiving Profile Template” ................................... 51
Section 3.5: “Assigning DAPTs to Databases”................................................................. 65
Section 3.6: “Starting the Archiving Service”................................................................... 72

Chapter 3 Configuring the Open Text Email Archiving Bridge for Lotus Notes
Figure 3-1: Action Plan: All Basic Administration Tasks

3.1 Editing the Global Settings
Figure 3-2: Editing ACMF Global Settings
The first step of the guideline is to edit the ACMF global settings. The ACMF global
settings contain information on the ACMF and other resources.
• To open the Global Settings page, select the first step of the ACMF Guideline.
Alternatively, you can select Global Settings in the Overview section.

Information
Server name
The Lotus Domino server where the ACMF is located. This setting cannot be
changed.

Database title
The title of the ACMF. It was specified when the database was created. This
setting cannot be changed.
Database path
The name and path of the database, which was specified when the database was
created. This setting cannot be changed.
Replica ID
The replica ID of the database. This setting cannot be changed.
General settings
Log database path

Path to the logging database. You can change the path to an existing logging
database which must be created with the arclog.ntf template. This can be the
same as the database for the service log.
Log level
The logging for the ACMF contains information about administrative steps, e. g.
enabling a database. For detailed information, see “Database Logging” on
page 95.
Important
For productive use, keep this setting on the Warning log level. If you
increase this log level, the system performance will slow down
dramatically. Therefore, Info, Debug or Entry log levels should only be
activated temporarily.
Set log level to "Verbose"

Select this option to add additional information on design elements to the log
file, when the Log level is already set to “Debug”.
Templates path
The path of the archiving database master templates is entered automatically.
The path is relative to the Lotus Domino data folder. This field is automatically
set when you click Activate Server the first time (see “To Create a Server
Description and to Activate the Server for Archiving:” on page 47). Change the
path only if necessary.
Service User on Archiving Bridge
User used for archiving. This user is defined on the Archiving Bridge. To check
the permissions, the ACL settings of the refreshed databases are validated for
this user. Usually, this is the same user as the Service User.
Refresh options
Folder(s) with databases to refresh

Specify a folder with databases. During a Refresh action, only databases in this
folder will be added to the ACMF as Database Description documents (DDs). If

you specify several folders, separate them by a semicolon or press return. If you
do not specify any folder, all databases will be added to the ACMF.
Important
If you specify folders, databases located in the data directory will not be
included in the refresh.
Correct server name on scheduled agents

Necessary if databases are moved between servers: This setting automatically
changes the server name the scheduled agents runs on.
Note: When changing the server, the scheduled agent is saved using the
user who is executing the refresh action.
Email Management
Note: This setting is only available for Email Management for Lotus Notes.
Additional icons for managed folder types
Open Text Email Managed Folders for Lotus Notes are displayed in Lotus Notes
with corresponding icons. There are default icons for the standard Managed
Folder types that are available with Email Management for Lotus Notes, for
example common folder, project, email folder, compound document and
transaction binder. Other types are displayed using the icon for the common
folder.
Note: This feature can only be used in the Lotus Notes Basic client.
You can, however, create and configure your own icons to be displayed with
other Managed Folder types.
To configure your own icons for additional Managed Folder types, insert them
as a list of strings (icon assignments) in the format:
<folder type number> = <image name>
Optional white space is ignored.

Example:
31066 = ll_transaction_binder.gif
For details, see “Configuring Additional Icons for Managed Folder Types” on
page 133.
Settings for application databases
Recipients group for the Archiving Toolbar

If you want to use the Archiving Toolbar for application databases, specify a
recipient group to which the email should be sent.
The toolbar offers the main functions of the archiving menu through icons that
appear in Lotus Notes.

3.2 Configuring the Archiving Service
Address book connection
Group nesting level

The number of levels up to which user groups of the address book are resolved
to their respective members when assigning a DAPT to a group of users.
Synchronization handling
Enable synchronization handling

Enable the synchronization of deleted documents. For detailed information, see
“Synchronizing Archive and Email Database” on page 105.
3.2 Configuring the Archiving Service
Important
You must stop the Archiving Service before you can configure it.
Figure 3-3: Action Plan: Archiving Service
To Create an Archiving Service Configuration Document:

1. In the ACMF Guideline, click Create Archiving Service.
Alternatively, in the ACMF Archiving Services section, select By Name and
then click the Create Archiving Service Configuration action bar button.
2. In the General tab, specify information about the Archiving Service and Error
handling.

Archiving Service
Service name
The name of the Archiving Service that you entered during installation. You
can look it up in the Service.ini file located in the installation folder of the
Archiving Service. The service name must be unique within your
configuration.
Information period
A period of time (in seconds) after which the Archiving Service notifies you
of its status. The default value is 180. The minimum value should be 60.
Comment
A field for descriptive text.
Error handling
E-mail error notification

The type of notification sent by email if an error occurs. Select No to disable
the notification. Select Yes and enter further options for error notifications.
Person/Group to be notified
The person or group to whom the error notification will be sent.
3. Open the Logging tab to specify how you want the logging to be handled.
All log messages are written to a log file on the Archiving Service machine. For
further information, see “File Logging” on page 97. The database used for
logging is based on the arclog.ntf template, which is part of the Archiving
Bridge installation. The log database only contains Fatal, Error and Warning
messages. For further information, see “Database Logging” on page 95.

4. Open the Server Settings tab to specify the connection to the Archive Server
and the Enterprise Server.
Server Settings
Archive server hostname
The name of the Archive Server host.
Archive server port
The Archive Server port; the default value is 8080.
PEM file (the full path)
If you want to use a SecKey to secure the connection between the Archive
Server and the Service, specify the path to a .pem file on the Service host.
For details on the security settings of the Archive Server, refer to “Security
Settings for Archive Server Connections” on page 115.
Password for PEM file
To protect the secure connection between the Archive Server and the
Archiving Service, specify the password to the private key in the .pem file.
Connection type
Select the type of connection to the Enterprise Server you want to use.
Note: For detailed information on the various connection types, refer to
“Connection Types for the Enterprise Server” on page 116.
Direct (RMI)
This is a proprietary protocol that is faster than the other connection types.
However, the protocol is unencrypted. Specify the following parameters:

Livelink server hostname

The canonical Enterprise Server name that you want to use for the
connection, for example Livelink. This connection makes the archived
emails available to Livelink Search.
Note: For application databases, it is not possible to create a
connection to the Enterprise Server, and therefore Livelink Search is
not available for application databases.
Livelink server port
The Enterprise Server port that you want to use for the connection, for
example 2099.
Livelink user name
Default Admin account from your Enterprise Server.
Important
This user name is case sensitive.
If you want to use a different user, search the <Livelink root
directory>\config\opentext.ini file on your Enterprise
Server for LAPI_USER=Admin and change the name.
Livelink user password

The password that you specified for the default Admin account.
Domino field for the Livelink user name
The Enterprise Server synchronizes users with Lotus Domino using the
LDAP protocol. The log-in names of users to be created on the Enterprise
Server come from an LDAP attribute with a unique and long-lasting user
identifier (uid by default). LDAP attributes are mapped to Lotus Domino
fields defined in person documents in the Lotus Domino directory. For
example, uid is usually mapped to ShortName, which contains the short
log-in name of the user in Lotus Domino.
If the LDAP attribute is changed in the Enterprise Server configuration,
this field must contain the corresponding Lotus Domino field that is
mapped to the LDAP attribute.
Tip: Mappings of LDAP attributes to Lotus Domino fields can be
found in the Lotus Domino server administration under
Configuration - Directory - LDAP - Domino LDAP Schema -
LDAP - Attribute Types or under Configuration - Directory -
LDAP - Settings.
The default setting is ShortName.
Managed folder URL prefix
URLs of Managed Folders contain a prefix with protocol, server, port and
web application name which refer to the backend server on which the
folder was created. You can specify an alternative URL which replaces
the original URL prefix, for example for a frontend server. This enables

you to use different servers by several Archiving Services, for example in
load-balancing scenarios.
Non-Secure Tunneling (HTTP)

Non-secure tunneling means that a LAPI application exchanges data with an
Enterprise Server by transmitting unencrypted (plaintext) Hypertext
Transfer Protocol (HTTP) messages through the Web server integrated in an
Enterprise Server. Since most LAPI functions include sensitive data, such as
a user ID and password, it is important that non-secure tunneling
transmissions are made over a secure network.
For the following parameter, refer to the description above: Domino field
for the Livelink user name. In addition, specify the following parameters:
Livelink web server hostname
Specify the canonical Enterprise Server name that you want to use for the
connection, for example LivelinkWebHost.
This connection makes the archived emails available to Livelink Search.
Livelink web server port
Specify the Enterprise Server port that you want to use for the
connection, for example 80.
Livelink web server URL query
Specify the URL query for the Web server, for example
/livelink/livelink.exe.
Livelink web user name

Specify the name of the Web user.
Livelink web user password
Specify the Web user's password.
Livelink user name
Specify the default Admin account from your Enterprise Server or a LAPI
user of your choice.
Livelink user password
Specify the password of the LAPI user account.
Domino field for the Livelink user name
The Enterprise Server synchronizes users with Lotus Domino using the
LDAP protocol. The log-in names of users to be created on the Enterprise
Server come from an LDAP attribute with a unique and long-lasting user
identifier (uid by default). LDAP attributes are mapped to Lotus Domino
fields defined in person documents in the Lotus Domino directory. For
example, uid is usually mapped to ShortName, which contains the short
log-in name of the user in Lotus Domino.
If the LDAP attribute is changed in the Enterprise Server configuration,
this field must contain the corresponding Lotus Domino field that is
mapped to the LDAP attribute.

Tip: Mappings of LDAP attributes to Lotus Domino fields can be

found in the Lotus Domino server administration under
Configuration - Directory - LDAP - Domino LDAP Schema -
LDAP - Attribute Types or under Configuration - Directory -
LDAP - Settings.
The default setting is ShortName.
Managed folder URL prefix
URLs of Managed Folders contain a prefix with protocol, server, port and
web application name which refer to the backend server on which the
folder was created. You can specify an alternative URL which replaces
the original URL prefix, for example for a frontend server. This enables
you to use different servers by several Archiving Services, for example in
load-balancing scenarios.
Non-Secure Proxy Server Tunneling (HTTP)

Non-secure proxy server tunneling means that a LAPI application exchanges
data with an Enterprise Server by transmitting unencrypted (plaintext)
Hypertext Transfer Protocol (HTTP) messages through the Web Proxy
Server, which passes messages to the Web server integrated in an Enterprise
Server. Since most LAPI functions include sensitive data, such as a user ID
and password, it is important that non-secure tunneling transmissions are
made over a secure network.
Web proxy server hostname
Specify the canonical Enterprise Server name that you want to use for the
connection, for example LivelinkProxy.
This connection makes the archived emails available to Livelink Search.
Web proxy server port
Specify the Web proxy server port that you want to use for the
connection, for example 8080.
Livelink parameters
For the following parameters, refer to the description above:
• Livelink web server hostname
• Livelink web server port
• Livelink web server URL query
• Livelink web user name
• Livelink web user password
• Livelink user name
• Livelink user password
• Domino field for the Livelink user name
• Managed folder URL prefix

Secure tunneling (HTTPS)
LAPI applications that do not implement LAPI security functions cannot
ensure the confidentiality of data passed over the Internet or any unsecured
network. By default, data exchanged between LAPI client applications and
Enterprise Servers is passed in unencrypted messages (plaintext). If someone
intercepts a plaintext message, they may be able to view its contents. Since
most LAPI functions include sensitive data, such as a user ID and password,
it is important to protect any LAPI transmission made on an unsecured
network. LAPI secure tunneling requires Livelink ECM – Secure Connect.
You must separately purchase and install Livelink ECM – Secure Connect
before you can use this kind of connection.
Livelink parameters
For the following parameters, refer to the description above:
• Livelink web server hostname
• Livelink web server port
• Livelink web server URL query
• Livelink web user name
• Livelink web user password
• Livelink user name
• Livelink user password
• Domino field for the Livelink user name
• Managed folder URL prefix
Note: By default, the Livelink web server port for HTTPS is 443,
instead of 80, for HTTP communication.
Path to CA certificates
Specify the path to the CA Certificates files.
Verify the server certificate
Select Yes to have the server certificate verified.
5. Go to the Threads tab to fine-tune the performance of your archiving system.
You can specify the polling intervals and the number of threads used for all
kinds of queue types. Open Text recommends using your scenario with the
default settings.

Queue types
Types of tasks each queue is set up for.
The Configuration queue is also used to process the Refresh Managed
Folders orders (see “Refreshing Managed Folders for Lotus Notes” on
page 135). Therefore, if you have activated Email Management for Lotus
Notes you should set the number of the configuration thread to 3. If you do
not use Email Management for Lotus Notes, you can set it to 1.
Polling interval (sec.)
The interval in seconds after which the service looks into each order
database for documents to be processed.
Number of threads
The number of threads used to process each queue. Too many threads may
slow down the archiving process, too few do not use the capabilities of your
system and waste time for archiving. In most cases, it is recommended that
you use the default values.
Active threads
Displays the number of active threads. You can monitor this display and use
it for fine-tuning.
6. Open the History tab to view information about the creation of, and the last
updates to the Archiving Service.

3.3 Configuring Lotus Domino Servers to Use
Last updated
The date and time the Service Configuration document was last changed by
the listed user.
Created
The date and time the Service Configuration document was created by the
listed user.
Figure 3-4: Action Plan: Configuring Lotus Domino Server(s)
The tasks described in this section are:

• Creating a server description of a Lotus Domino server
• Activating a Lotus Domino server for archiving
• Creating one or more Order Databases
• Refreshing the databases on the server
To Create a Server Description and to Activate the Server for Archiving:

1. In the ACMF Guideline, click Create Server.
Alternatively, in the ACMF Servers section, select By Name and then click the
Create Server Description action bar button.

2. To specify the Lotus Domino server that contains the databases that you want to
enable for archiving, select a name from the list containing all Lotus Domino
servers that are available in the address book.
3. Verify your selection for the Refresh database on option. You can choose Every
day or Selected weekdays. In the latter case, you can select single weekdays
(Mon – Sun) by selecting the corresponding checkboxes. This selection limits the
consideration of this server in the daily executed RefreshAllDatabaseLists
agent in the ACMF to the selected weekdays.
Tip: The configured day(s) are only evaluated when the
RefreshAllDatabaseLists agent is started, independent from how long
the agent runs or when the server is actually processed. For example, you
schedule the agent to start at 20:00 and the agent needs 12 hours to finish.
The list of servers to consider is built when the agent starts, and not every
server is compared against the current time when it is processed by the
agent. Scheduled agents run on the Lotus Domino server and are
terminated after a runtime of at most 24 hours. In large companies the
refresh of all databases lasts longer than 24 hours and therefore the
administrator can distribute the considered servers to different weekdays.
4. Click Save and Close.
5. In the overview page, you see the server name and the selected weekdays. Select
your server, and click Activate Server.
With a successful activation, the Manage Server Activation Process dialog
opens. Here you specify a new Order Database. Otherwise, you cannot edit the
dialog box.
To Create the Order Database:

1. In the Manage Server Activation Process dialog, enter the name of the Order
Database in the New Order Database box.

If you have at least one Order Database configured, the Existing Order
Database field will show each Order Database that is already configured.
Note: If your Lotus Domino server resides in a Lotus Domino cluster you
must choose the same order database name and location for all cluster
members.
Furthermore, you can decide whether you want to overwrite existing templates
on the server.
Note: If the ACMF is located on that server, you cannot overwrite the
templates.
2. To create new databases, specify the new database in the New Order Database
field, and click OK.
Important
Before using this new Order Database, stop the Archiving Service, and
restart it.
3. To search for the template folder, click Search templates.

4. Specify a name for the Order Database.
5. To create additional Order Databases, click Activate Server again, and repeat
step 1 to step 4.
The configuration document appears when you double-click on an Order
Database in the Order Databases view.

Important
When using one DAPT but different Order Databases on different
servers, the Order Databases must have the same name and they must
be in the same directory on the different servers. This is the case for all
cluster members.
6. To edit an existing Order Database, open the Order Database view and double-
click the desired entry.
The Order Database configuration document opens, where you can change the
configuration.
7. Restart the Archiving Service.
To Refresh the Databases on the Server:

You must refresh the list of databases on the specified server to make them known
to the Archiving Bridge.
Important
You can specify folders in the Refresh options of the Global Settings
document to reduce the databases to those located in the specified folders.
For detailed information, see “Editing the Global Settings” on page 35.
• Click Databases - By Name and Refresh.

Select one of the following options:
a. Databases on all Servers
b. Databases on a Selected Server(s). Select this option and then select the
desired server in the Refresh database list dialog box.
c. Selected Databases. Select the desired databases in the overview before you
select this option.
Note: Use this option to receive detailed information about the
outcome of the operation.

3.4 Creating a Database Archiving Profile Template
d. Choose Database. Select this option, when you want to add a new database
to the ACMF, and you want to avoid refreshing the whole server. Then,
select the desired database from the Choose Database dialog box.
Figure 3-5: Action Plan: Creating a DAPT
The tasks described in this section are:

Procedure 3.6, To Create a DAPT: : “To Create a DAPT:” .............................................. 51
Procedure 3.7, To Use an Existing DAPT to Create a New One: : “To Use an Existing
DAPT to Create a New One:” ............................................................................................ 65
To Create a DAPT:
1. In the ACMF Guideline, click Create DAPT.
Alternatively, in the ACMF DAPTs section, select By Name and then click the
Create DAPT action bar button.
2. Open the General tab.

General
Profile name
Specify a unique name for the Database Archiving Profile Template.
Order Database
Specify one of the Order Databases that you created in “Configuring Lotus
Domino Servers to Use ” on page 47.
ACMF database
This field displays the name of the ACMF database. It cannot be changed
here.
Archiving features
Activated features
Specify the archiving features that you want to activate for your users.

Caution
• The Delete feature should be handled very carefully and only
activated if it is really needed. If a user chooses to delete a
document from the archive, the archived content of all stub
documents which reference the same archived document is
deleted permanently from the Enterprise Server and the Archive
Server.
• If Email Management for Lotus Notes is activated for this DAPT
and the Delete feature is activated, users are able to remove man-
aged emails from the Enterprise Server and the Archive Server.
These emails could be lost irretrievably.
Language
Specify the graphical user interface language for the archiving design
elements that are added to the user's mail database or to the application
database.
Logical archive
Specify the logical archive that you want to use for archiving.
Important
You must create and activate the logical archive on the Archive
Server.
Delete archived content after restore

The archived content is deleted after a successful restore operation. No un-
necessary content is left on the Enterprise Server and on the Archive Server.
In most cases, this option should be set to No.
Caution
• This feature should be handled very carefully and only set to Yes
if it is really needed. If a user chooses to restore a document from
the archive and this feature is activated, the archived content of
all stub documents which reference the same archived document
is deleted permanently from the Enterprise Server and the
Archive Server after it is restored to the database.
• If Email Management for Lotus Notes is activated for this DAPT
and the ‘Delete archived content after restore’ feature is activated,
users are able to remove managed emails from the Livelink En-
terprise and the Archive Server. These emails could be lost irre-
trievably.

Note: To use this option, the deletion must be enabled on the Archive
Server.
Store an additional NSF
Messages are stored in dxl format. However, you can store messages in nsf
format as well.
Note: To archive messages that are encrypted or signed, the messages
are always stored in nsf format as well, independent of the settings you
have made. Otherwise these messages with encryption or signed
information could not be archived correctly.
Archiving Toolbar
Specify whether you want to enable the Archiving Toolbar for the users of
this DAPT. The toolbar offers the functions of the archiving menu through
icons that appear in Lotus Notes.
Important
If you select to use the Archiving Toolbar, the email recipient must
not have the setting preferred MIME in the person documents of the
Domino directory. Otherwise, the email with the installation
instructions will be corrupt.
Offline mode
Offline Extension
Specify whether you want to enable the Offline Extension for this Database
Archiving Profile Template.
Important
If you select to use the Offline Extension, the email recipient must
not have the setting preferred MIME in the person document of the
Domino directory. Otherwise, the email with the installation
instructions will be corrupt.
Default cleaning time period

Enter the number of days after which the archived parts of a synchronized
document will be removed from the user's database. For further information,
see “Configuring the Cleaning Time” on page 113.
Important
If you want to use scheduled agents locally, you must enable the
user preference Enable scheduled local agents. For details, see
“Configuring the Cleaning Time” on page 113.

Retrieving
Confirm document retrieval

Specify whether you want to show a confirmation dialog when retrieving a
document. When this option is enabled, each retrieval operation must be
confirmed by the user, but the user can disable this option next time that the
confirmation dialog displays.
Retrieval time-out
Specify a time-out for the document retrieval.
Error handling
E-Mail error notification

If you select Yes, an email notification is sent to the users if an error occurs
during the processing of their order. The message that is sent to the user is
configured in the Error message field.
Error message
A default error message to display to users in the event of archiving and
restoring errors. You can modify it.
3. Open the Scheduling tab.

Scheduled Archiving (Archiving)
Enable scheduled archiving

Specify whether you want to use scheduled archiving.
Reporting of scheduled archiving
Select if you want to enable reporting of scheduled archiving agent runs and
specify which level of logging you prefer. This causes documents to be
added to our logging database for each run of a scheduled archiving agent.
Documents are only written to the log if issues greater than the selected log
level occur. For example, you selected the “Warning” log level. The agent
does not report a warning and subsequently does not create a log document.

Scheduled archiving agent settings
Parts of documents removed after archiving

After archiving, you can remove attachments, or attachments and RTF fields
from your document. This is done immediately after archiving. To speed up
the archiving, see the next option.
Delay the removal of the configured parts
To speed up archiving, you can delay the removal of archived attachments
or RTF fields from a document. These fields are not removed immediately
after archiving but at a later time by the Clean retrieve cache agent. This
agent can be either started manually or run scheduled. If it is scheduled it
should run more often than usual to keep the size of the database at a
minimum.
Agent runs
Specify whether the agent for scheduled archiving should run monthly,
weekly, or daily.
Agent runs on day
For a monthly or weekly schedule, specify the day when the scheduled agent
should run.
Agent runs at
Specify the time when the scheduled agent should run.
Document selection settings
Note: You can combine the following conditions either by AND or OR.
Documents not
Specify the documents that you want to archive by schedule. Specify
whether you want to archive messages that have not been accessed,
modified, or created within a certain time interval. Specify a time interval.
Note: For the first setting and the following setting, you can set an AND
or OR condition. The following settings are combined independent of
the condition you select (AND/OR condition).
Documents larger than
Specify the size of documents that you want to archive by schedule.
Documents with attachments only
Specify whether you want to archive documents with attachments only.
Selected documents matching the formula
You may specify a formula to archive certain documents automatically. For
information about the Lotus Notes formula language, refer to the Lotus
Domino Designer help.
To check whether the syntax is correct, click the Check Syntax button.

Archive only documents in folder(s) or view(s)

You can specify whether you want to archive documents from certain
folders or views only, for example the Inbox.
Exclude documents from archiving with form(s)
Exclude documents that are based on a specified form. For example, task
book entries based on the form task.
Exclude drafts
Select this option, if you want to exclude documents that are still in draft
status.
Exclude calendar items
Select this option if you want to exclude calendar items from archiving, for
example appointments, meetings, notices.
Exclude documents with follow-up flag
Select this option if you want to exclude documents with a follow-up flag.
Scheduled cleaning of Retrieve Cache (Cleaning)
Enable scheduled cleaning

With scheduled cleaning, you can automatically clean the retrieval cache of a
retrieved archived message.
Agent runs
Specify whether the agent for scheduled cleaning should run monthly,
weekly or daily.
Agent runs on day
Specify the day when the scheduled agent should run if you select a monthly
or weekly schedule.
Agent runs at
Scheduled deletion of Import Folder (Deletion)
Enable scheduled cleaning

Specify if you want to use this feature. The CleanImportFolder agent
automatically deletes the documents that have been imported from Livelink
ECM – Enterprise Server into the Folders > Livelink Import folder of the
Lotus Notes mail database.
Name of the import folder
Displays the name of the Lotus Notes folder in the database, where the
imported documents are located. This folder will be emptied by the
scheduled agent. This setting cannot be changed.
Agent runs
Specify whether the agent for scheduled cleaning should run monthly,
weekly or daily.

Agent runs on day

Specify the day when the scheduled agent should run if you select a monthly
or weekly schedule.
Agent runs at
Note: When you change a DAPT, all settings except the scheduling and
language settings are updated in the databases that use this DAPT. To
update the scheduling settings Agent runs, Agent runs on day or Agent
runs at click Databases, then click Enable Archiving, and select Replace
existing elements for each database that you want to update.
To update the language settings, disable the databases for archiving, and
enable them again.
Warning
The scheduled agents CleanImportFolder, RemoveLocallyScheduled,
RemoveRetrieved, and ScheduledArchive in the arcdesign.ntf
template must be protected against design refresh, because the design
task would overwrite the scheduling information with the one from the
design template.
Make sure that the Prohibit design refresh or replace flag is set for
these agents. Otherwise, the scheduled agent settings could be disabled
after a design refresh.
Agents
CleanImportFolder
This scheduled agent automatically removes the documents that have been
imported from Livelink ECM – Enterprise Server into the Folders > Livelink
Import folder of the Lotus Notes mail database.
RemoveLocallyScheduled
This scheduled agent cleans the local database of old archived documents.
The agent removes the content of all archived documents that are older than
the specified period of time. For details, see “Configuring the Cleaning
Time” on page 113.
RemoveRetrieved
This scheduled agent cleans the retrieval cache in defined intervals. After a
document is retrieved, the size of the retrieved document is close to the
original size of the document before archiving. To keep the databases small,
the retrieval cache must be cleared from time to time.
The agent can be scheduled to run automatically in the background or can be
triggered interactively using the Clean Retrieve Cache action button in the
Livelink Archiving view. When triggered interactively, the agent displays a
progress bar during processing.

ScheduledArchive
This scheduled agent automatically archives documents that match certain
selection criteria. Possible selection criteria are the size of the documents and
the date of the last access or modification. In addition, automatic archiving
can be restricted to documents in certain folders.
Automatic archiving always archives each selected document separately. No
document structures are created.
4. Open the Archive Log tab.
Enable archiving log

Select Yes to enable the archiving log for the mail user. The mail user will
receive an email, detailing the run of the scheduled archiving agent. Each
processed email which qualified for archiving will be listed with the fields
configured below.
Fields to include in the archiving log
Select the field values to display in the archiving log.
• Click the + sign to add more keywords.
• Click the — sign to remove the last entry.
5. Open the Plug-In tab.
Names of Java classes of plug-ins used in archiving, scheduled archiving

and e-mail management
Class for the plugin "Before-Analyze-Document"

Specify the path to the Java classes that are executed before the Analyze-
Document command is executed.

Class for the plugin "After-Analyze-Document"

Specify the path to the Java classes that are executed after the Analyze-
Class for the plugin "After-Extract-Document"

Specify the path to the Java classes that are executed after the Extract-
Class for the plugin "After-Store-Document"

Specify the path to the Java classes that are executed after the Store-
Class for the plugin "After-Stub-Document"

Specify the path to the Java classes that are executed after the Stub-
Class for the plugin "On-Cancel-Operation"

Specify the path to the Java classes that are executed when a Cancel-
Operation command is executed.
6. Open the Document Pipeline tab.

For background information, refer to “Document Pipelines: Transferring Large
Numbers of Documents” on page 121.
Settings
Mode
If you want to use Document Pipeline archiving, you can use the following
modes:
• Pipeline: documents will only be processed in the Document Pipeline.
Manual archiving is ignored.
• Pipeline and Archiving: documents will be processed in the Document
Pipeline and will be archived as well.

Extraction of attachments
Activate the option to extract attachments from the emails and store them as
separate files in the pipeline directory. However, the attachments are not
removed from the original email.
RTF rendition
Specify whether you want to create RTF renditions of the original Lotus
Notes documents before they are processed in the Document Pipeline.
Host
Specify the Document Pipeline host.
Directory
Specify the Document Pipeline installation directory.
Operation
Specify the type of operation, for example create.
The operation type is specified on the Document Pipeline host in a
configuration file. Look for the following line: nil.<Document
Pipeline>.<Operation Type>.
Type
Specify the Document Pipeline name.
Document type
Specify the document type.
Notes template
Specify the Lotus Notes template used for processing, arcdocpipe.ntf
(Livelink RTF Rendition) for example. This template is delivered with the
Open Text Email Archiving Bridge for Lotus Notes.
Attributes
For further information on this section refer to “Document Pipelines:

Transferring Large Numbers of Documents” on page 121.
Field names
Specify this attribute in a format that the DocTools of the Document Pipeline
are able to write to your target application, for example SAP.
Data types
Table names
7. Open the Synchronization tab.
Note: To use the Synchronization feature, the Synchronization Service
must be installed and the feature must be activated in the Global Settings
section of the ACMF. See “Editing the Global Settings” on page 35.

For further information on synchronization, see “Synchronizing Archive

and Email Database” on page 105.
8. Open the Email Mgmt. tab.
Note: The settings you can make here are only relevant for Open Text
Email Management for Lotus Notes.
General
Activate Email Management

Specify whether Email Management for Lotus Notes should be enabled for
the email databases which belong to this DAPT.
Alternative logical archive
Specify an alternative logical archive. Managed documents can be stored in a
different logical archive to the archived documents.
Show Livelink web page
Specify where an Enterprise Server folder is displayed in the Lotus Notes
client when opened using the mail database navigation. Possible values:
In a new tab
The Enterprise Server folder is displayed in a new tab of the Lotus Notes
client.
Integrated in the mail database
The Enterprise Server folder is displayed in the right frame of the Lotus
Notes mail database.
General drag&drop
Document types (forms) that will not be managed

Insert forms that you want to exclude from exporting to Enterprise Server.
This excludes all documents that are based on a specified form. For example,
task book entries based on the form task.

Available user operations after drag&drop

Define which of the two operations (or both) are available to a user after
dropping a document onto the Livelink folder.
Move allows a user to export documents to the Enterprise Server and
simultaneously remove them from the Lotus Notes mail database.
Copy allows a user to export documents to the Enterprise Server and keep
them in the Lotus Notes mail database.
Help text in user dialog after drag&drop
Specify the text information that appears in the Move / Copy to Livelink
dialog box that opens after a user has dropped a document onto a Livelink
folder in the mail database navigation. You can edit this field.
Root folder behaviour
Name of the root folder

Insert the name that you want to display for the Livelink root folder in the
mail database navigation. The default value is ‘Livelink’.
On drag&drop document on the root folder
Specify what happens if a user drags and drops a document to the root
folder in the mail database navigation. Possible values:
Ask about the target folder and proceed
After drag and drop, the Move to Livelink – Select Folder dialog box
displays. The user can select a folder in the Enterprise Server and finish
the exporting process.
Show an informational message and do nothing
After drag and drop, an informational message displays, saying that this
action is not possible.
Do nothing
Drag and drop causes no action.
Message for drag&drop on the root folder
If you have chosen to show a message when the user drops a document
onto the Livelink root folder, you can edit the message text here.
9. Open the History tab to view information about the creation of, and the last
changes to the DAPT.

3.5 Assigning DAPTs to Databases
History
Last updated
The timestamp and user of the last update to the DAPT.
Created
The creation date and creator of this DAPT.
To Use an Existing DAPT to Create a New One:

1. In a DAPT view, select an existing DAPT, and click Copy DAPT.
2. Specify a name for the DAPT, and modify the settings if necessary.
Figure 3-6: Action Plan: Assigning a DAPT to a Database
To enable archiving, a DAPT must be assigned to a database.
To Assign a DAPT to a Database:

1. In the ACMF, open a database view.

2. Click Assign DAPT.
You can select the following types of assignment for the DAPT. Depending on
your selection the dialog box offers different fields for entry.
a. All Selected Documents: The DAPT is assigned to all manually selected
databases from the Databases view you selected before you clicked Assign
DAPT.
b. Group of Users: Select a Group name. The DAPT is assigned to all mail
databases where the owner is a member of this group. Depending on the
defined group nesting level in the Global Settings section also sub-groups
are included.
c. Organizational Unit: Select an Organizational unit. The DAPT is assigned
to all mail databases where the owner is a member of this organizational
unit.
The organizational unit list is extracted from the owner field of the mail
database profile.
d. Database Category: Select a Database category. The DAPT is assigned to all
mail databases where the owner is a member of this category.
DAPT name: Specify the name of the DAPT to assign.

Important
If you modify the target of the assignment type, you must assign the DAPT
again. That is, if the Group of users is modified because a user is added to
this group, you must assign the DAPT again to the group modified or at
least to the new user.
To Enable Selected Databases for Archiving:

1. Select each database that has a DAPT assigned and that you want to enable for
archiving. To do this, you can use the By DAPT view.
2. Click Enable Archiving - Selected Documents.
The Enable Archiving dialog opens.

General
Database selection
All selected databases.
Execution time
Specify the time when the selected databases will be enabled for archiving.
• Immediately: All selected databases will be immediately enabled for
archiving.
• Scheduled: To select scheduled enabling, do the following:
• Open the ACMF database with the Domino Designer.
• Enable the scheduling settings for the EnableArchiving agent.
• In the ACMF, open the Pending Scheduled Agents view from the
Databases section. This view contains only database documents
which should be scheduled enabled, and the DAPT assigned has the
setting Scheduled archiving/cleaning. If in the assigned DAPT this
option is not enabled, then the database is archive enabled
immediately after running the EnableArchiving agent.
• Wait until the agent runs.
• Select the corresponding databases, and click Activate Scheduled
Agents in the action buttons toolbar.
Now the user database is enabled for archiving. The entry disappears
in this view, but you can see a related entry in any views of the
Databases section.
Design elements
Copy to target database

To copy all design elements to a database that will be enabled for archiving
for the first time, select Yes.
Replace existing elements
To replace existing design elements of a database that was already enabled
for archiving, select Yes.
Add missing elements
To copy missing design elements to a database that is already enabled for
archiving, select Yes.
Database archiving profile
Create/Replace DAP
Creates or replaces a Database Archiving Profile, respectively. Yes is selected
by default.

Mailing
Important
If you choose to use the Offline Extension, the Archiving Toolbar, or
both, the mail databases to which you want to assign this DAPT must
not have the setting preferred MIME in the person documents of the
Domino directory. Otherwise, the email with the installation instructions
will be corrupt. The ACL of the application databases must have the
relevant recipient group that is configured in the Global Settings
document for the Archiving Toolbar. The Offline Extension cannot be
assigned to application databases.
Distribute Offline Extension

To send an installation email with the Offline Extension for local access to
archived emails, select Yes.
Important
The Offline Extension flag must be activated in the DAPT.
Distribute Archiving Toolbar

To send an installation email with the Archiving Toolbar, select Yes.
Important
The Archiving Toolbar flag must be activated in the DAPT.
3. Specify the settings and click OK.

A protocol is displayed that shows the results and a log file.
To Use a Configuration File to Enable Databases For Archiving:

You can use a configuration file to assign a DAPT and to enable users for archiving
in one step.
1. Click Enable Archiving - From File.
2. Enter the path and name of the file that contains the abbreviated server name,
mail file, and DAPT, separated by commas:
<servername>,<database name>,<DAPT>
Radiator/IXOS/DE,mail/asmith.nsf,MyDAPT

Important
• The DAPT name is case sensitive.
• The text file must not contain blank lines, neither on top nor in be-
tween nor at the end. Therefore, do not press ENTER at the end of
the configuration file.
3. Specify all other settings, as described and click OK.

A protocol is displayed that shows the results and a log file.
Important
You must copy all design elements to the databases, otherwise the database
will not be enabled for archiving correctly.
For further information on the icons and functions available in the DAPT views, see
“DAPTs Section” on page 29.
To Modify a DAPT:
The database is already enabled for archiving.
1. When you change a DAPT, all settings except the scheduling and language
settings will be updated in all archive enabled databases that use this DAPT.
a. For scheduling settings
The following information refers only to the fields Agent runs, Agent runs
on and Agent runs at.
Click Assign DAPT, and click Enable Archiving. For a detailed description,
see “To Enable Selected Databases for Archiving:” on page 67.
b. For language settings
Click Assign DAPT, and click Enable Archiving. For a detailed description,
see “To Enable Selected Databases for Archiving:” on page 67.
2. Click Disable Archiving - Assign DAPT, and click Enable Archiving. For a
detailed description, see “To Enable Selected Databases for Archiving:” on
page 67.
To Use a Different DAPT:

1. To use a different DAPT, select the corresponding database, and click Disable
Archiving.
2. Click Assign DAPT, and click Enable Archiving.

To Use a Standard Template with the Open Text Design Elements:

In a productive environment, you can add the archiving design elements manually
to a standard template or you can create a new template consisting of the standard
design and the Open Text/IXOS design.
1. Copy the design elements from the Lotus\Domino\Data\arcdesign.ntf
template to your mail template, and distribute it to your mail databases.
2. Click Assign DAPT, and click Enable Archiving, and select No for all copy
design operations.
Database view
The following table and figure show the different statuses.
Color Status
Red The database is enabled for archiving, but the assigned profile and the design
elements do not match or the status of the design elements is not known. For in-
formation on checking the status of the design elements, see “Checking the Com-
pleteness of the Design Elements” on page 86.
Green The database is enabled for archiving.
White The database does not have any design elements assigned yet.

3.6 Starting the Archiving Service
Figure 3-7: Action Plan: Starting the Archiving Service
After you have configured the ACMF, you must start the Archiving Service.
Important
Lotus Notes must not be running when you start the Archiving Service on
the Archiving Bridge.
To start the Archiving Service, click Start - Control Panel - Administrative Tools -
Services, select Email Archiving Service for Lotus Notes, and click Start.

3.6 Starting the Archiving Service

Chapter 4
Administering the Open Text Email Archiving
Bridge for Lotus Notes
This chapter describes the following additional administrative tasks:
Section 4.1: “Managing Servers”........................................................................................ 75
Section 4.2: “Managing Databases”................................................................................... 76
Section 4.3: “Archiving Application Databases” ............................................................. 82
Section 4.4: “Restoring Archived Documents” ................................................................ 82
Section 4.5: “Administering Order Databases” ............................................................... 83
Section 4.6: “Managing the Design Elements” ................................................................ 86
Section 4.7: “Distributing the Offline Extension and the Archiving Toolbar” ............ 89
Section 4.8: “Configuring Failover Support for Clusters”.............................................. 91
4.1 Managing Servers

4.1.1 Deactivating a Lotus Domino Server
To exclude a server from archiving, you have to deactivate it in the ACMF.
Therefore, a number of conditions have to be met:
• All databases on the server must be disabled for archiving.
• No active Archiving Service must monitor an Order Database on the server to be
deactivated.
During deactivation, the archiving master templates, Order Databases, and the
database documents of this server will be removed. The Order Database
configuration document will be removed from the ACMF.
To Deactivate a Lotus Domino Server:

1. In the ACMF, select an activated server in the Servers > By Name or By Status
view.
2. Click Deactivate Server.
3. A dialog box summarizes the result of the action. Click OK to close it.

Chapter 4 Administering the Open Text Email Archiving Bridge for Lotus Notes
4.1.2 Removing a Lotus Domino Server

You can remove a configuration document of a server that you do not need
anymore.
Important
A server must be deactivated before you can remove it to remove all
relevant information from the ACMF.
To Remove a Lotus Domino Server:

1. In the ACMF, select an activated server in the Servers > By Name or By Status
view.
2. Click Remove Server.
3. A dialog box summarizes the result of the action. Click OK to close it.
4.2 Managing Databases

4.2.1 Archiving a Database
Instead of archiving single documents of a database, you can archive a whole
database.
Important
Before you archive a complete database, you must ensure that it does not
contain any stubs. To do this, restore all documents of this database, see
“Restoring Archived Documents” on page 82.
After archiving, the system tries to remove the database. If the removal was
not successful, delete the database manually. From now on, the only
information about the archived database is kept in the ACMF. Therefore you
must back up the ACMF regularly.
Prerequisites
• A DAPT must be assigned to the database.
• The database must not be enabled for archiving.
• The database must not contain archived documents.
To Archive a Database:
1. Open the Databases > By Name view.

2. Select the database, you want to archive.

3. From the action buttons bar, select Tools > Archive Database(s).
4. Confirm the security message.
The database is archived. It will be removed from the Lotus Domino server. The
removal of the database fails when it is still in use.
4.2.2 Restoring a Database

You can restore a database to its original location or to a new location. The latter can
be necessary if the original server is not available anymore.
To Restore a Database to its Original Location:

1. Open the Databases > Archived view.
2. Select the database you want to restore.
3. Click Restore Database(s) > To Original Location.
Important
The database is restored. If the DAPT assigned to the database is
configured with the option Delete Archived Content after Restore, the
database will be deleted from the archive.
To Restore a Database to a New Location:

Note: The DAPT assigned to the archived database must point to an existing
order database.
1. Open the Databases > Archived view.
2. Select the database you want to restore.
4. In the following dialog box, enter the target server and the target directory.

5. Click Restore Database(s) > To New Location.

The order is sent to the order database for processing.
Important
The database is restored. If the DAPT assigned to the database is
configured with the option Delete Archived Content after Restore, the
database will be deleted from the archive.
4.2.3 Copying an Archived Database

You can restore an archived database to a specified path without removing it from
the archive. The copy of the database is stored on the Lotus Domino server
specified.
Important
No database with the same name must exist at the new location of the copy
as the service refuses to overwrite an existing database.
To Copy an Archived Database:

1. In the ACMF, select a database in the Databases > Archived view.
2. Click Copy Database(s).
4. In the following dialog box, enter the target server and the target directory.

5. Click OK.
The database is copied to the specified path.
4.2.4 Enabling Mail-In Databases for Archiving

For standard mail databases, the owner of the database is used to map to the
corresponding user in Livelink Enterprise Server. The meta and full-text data is
stored under the personal email volume of this user. For mail-in databases, the
database owner does typically not correspond to a real user in the Lotus Domino
directory. Therefore, the normal mapping does not work. For that reason, an
alternative mail owner must be specified for a mail-in database in the Database
Description document.
You recognize a mail-in database by its symbol .
To Enable a Mail-In Database for Archiving:

1. In the ACMF, select the mail-in database in the Databases view, and open it.
2. In the Mail-in database section, select Yes for the option Is it a mail-in
database?.
3. In the Owner field, specify the user in the Lotus Domino directory which should
be mapped to the user in the Enterprise Server.
4. Click Save & Close to apply your changes.
4.2.5 Displaying User Database Profile Values

You can view all parameters and profile values that are assigned to a database in its
archiving profile. The list of values is generated at runtime and contains all fields
with their according values.
To Display User Database Profile Values:

1. In the ACMF, select a database in the Databases view, and open it.

2. Click Show Profile Values in Database > Archiving Profile. The Archiving
Profile dialog displays.
The information provided is for adept administrators or support consultants.

For example, the field kwdActivatedFeature describes what features are
activated for the database, where 1 means Archive and 2 means Restore and
so forth.
4.2.6 Counting the Documents of a Database

To Count the Documents of a Database:
1. In ACMF, select a database in the Databases > By Size view.
2. From the Action buttons toolbar, select Tools > Count Database Documents.
A protocol dialog box displays details of the action. The number of counted
documents is displayed in the Counts column.
4.2.7 Collecting Statistics for a Database

You can view statistics of archiving enabled databases.
To Collect Statistics:
1. In the ACMF, open the Databases > Statistics view.
2. Select the databases for which you want to collect the data.
3. Click Collect Statistics.
A message informs you that this operation may take some time, depending on
the number and size of the selected databases. Click Yes.

The Statistics view is being refreshed.
4.2.8 Disabling Archiving for a Database

You can disable archiving for a database.
To Disable Archiving for a Database:

1. In the ACMF, select a database in one of the Databases views.
2. Click Disable Archiving.
3. A dialog box shows the settings for the database. Click OK to start disabling.
Alternatively, change the template that you want to use for disabling.
Caution
Be cautious when changing the template. Disable Archiving deletes all
design elements of the selected template from the database.
A protocol dialog box confirms that archiving for the database has been
disabled.
4.2.9 Unassigning a DAPT

You can remove a DAPT assignment for a database. The database must not be
enabled for archiving.
To Unassign a DAPT:
1. In the ACMF, select a database in the Database > By Name or Database > By
DAPT view.
2. From the action buttons bar, select Tools > Unassign DAPT.
3. A protocol dialog box confirms the unassignment.
4.2.10 Removing Database Documents

You can remove a Database Description document for a deleted database or a
database that cannot be accessed from the ACMF.
Important
You cannot remove Database Description documents for archived database.
See “Archiving a Database” on page 76.

To Remove Database Documents:

2. Click Delete Document and confirm the security message.
4.3 Archiving Application Databases

Besides mail databases, you can also archive and restore a whole application
database. To enable an application database for archiving, you must first activate it.
To Activate a Database:
1. In the ACMF, open the view Databases > Application inactive.
2. Select the application that you want to enable for archiving. Use the Refresh
function if your application is not yet displayed, see “To Refresh the Databases
on the Server:” on page 50.
3. From the action buttons bar, select Tools > Set DB Active.
The application database is now visible in the view Application active.
4. Open the view Application active.
Active application databases are also displayed in other views of the Databases
section, for example By Name or By Template.
5. Assign a DAPT, see “Assigning DAPTs to Databases” on page 65.
6. Archive the database, see “Archiving a Database” on page 76.
With an archived database you can do the following:
• restore the database, see “Restoring a Database” on page 77
• copy it to a new location, see “Copying an Archived Database” on page 78.
To Set an Application Database Inactive:

You can exclude an application database from archiving by setting it inactive.
1. Open the view Databases > Application active.
2. Select the database you want to set inactive.
3. From the action buttons bar, select Tools > Set DB Inactive.
The application database is now visible in the view Application inactive.
4.4 Restoring Archived Documents

You can restore all archived documents of a database from the archive without
opening the user's mail database.

4.5 Administering Order Databases
Prerequisites A DAPT must be assigned, and the Lotus Notes user ID you are using must have at
least read access rights to the user's mail database and editor access rights on the
Order Database.
To Restore All Archived Documents:

1. In one of the Databases view, select the user's database from which you want to
restore the documents.
2. From the action buttons bar, select Tools > Restore All Documents.
4. The Agent Protocol dialog box informs you about the action. Click OK. For
detailed information, click Open Log Entry.
All archived documents will be restored to the database.

The ACMF displays all processing queues of the selected Order Database.
4.5.1 Opening an Order Database

You can view detailed information about the queues of an Order Database. The
Order Database provides special views for the queues.
1. In the ACMF, open the Order databases > By Name view.

2. Double-click the Order Database configuration document.
3. Click Open Database.
The ACMF changes to the Queue view:

On the left side, you see all queues available for this Order Database.
in STOCK – The views in STOCK show orders with error status only.
Columns in Order Database Table

Status
Green light: The document is currently being processed.
Red light: Documents could not be processed. For details, double-click the
document.
Date
Date and Time the document was sent to the Order Database.
Originator
Name of the order creator (normally the service user).
Type
Type of the processing request, e.g. Archiving or Retrieve.
Pending – number of docs not yet processed.
Failed – number of docs with error status.
All – total number of docs in order document.
Priority
Documents the priority of processing. This field is relevant for retrieve
orders only.
Low priority – background synchronization of archived emails.
Normal priority – Archived emails that are synchronized directly via
Synchronize now.
High priority – User double-clicked the email in its client. With high priority
processing, the Lotus Notes client will be busy and cannot be used during
synchronizing.
4. To update the view of the orders, click Refresh.
5. To return to the ACMF, close the database tab.
4.5.2 Viewing Details of an Order

You can view detailed information about an order.
1. To view the details for an order, double-click the order.

2. The following information about the order is displayed.
Order Database: Details for Orders

Order type
The order type, e.g. archive or restore.
Created by
The Lotus Notes Service User.
Creation date
The date and time when the order was sent.
Error
For documents with error, a description of the error. To view a detailed error
description, click Show log entry.
Server name
The server of the database whose items are archived.
Database path
The name and the path of the database whose items are to be archived.
Folder
For copy orders the folder selected for copying back.
Log Doc
A log document created during scheduled archiving in the user's mail
database. The universal ID of the log is displayed.
Only Attachments
Indicates if only attachments are archived. 1 = Yes, 0 = No.
Config Kind
The type of configuration, for example REREAD DAPT when a DAPT is
changed.

Config Param
The configuration parameters. For example, when the name of the DAPT is
changed this is the DAPT name.
Doc UNIDs
The Lotus Notes universal document IDs.
Order submitter/owner
The user who has read access to the document to be archived.
Error Handling In case an error occurs, a notification displays details in the order and suggests
opening the log for further details.
• To open the logging database, click on the document icon of the error
message.
4.5.3 Re-processing Failed Orders

You can send orders that could not be processed properly to be processed again.
To Re-Process a Failed Order:

1. In any Order Database view, select the orders you wish to re-process.
2. Click Process Again.
4.6 Managing the Design Elements

The design elements are needed to add the archiving functionality to the user's mail
databases.
4.6.1 Checking the Completeness of the Design Elements

You can check if the design elements of a database are complete compared to the
design elements of a master template, the arcdesign.ntf template.

2. From the Action buttons toolbar, select Tools > Design Elements > Check.
The Open Design Template dialog displays.

4.6 Managing the Design Elements
3. In the Open Design Template dialog box, specify the Server and the name of
the master template. Click the binoculars to search for the database.
A protocol shows the results.
4. If design elements are inconsistent or missing, click Enable Archiving, and

select Replace existing elements or Add missing elements, respectively. For
information, see “Assigning DAPTs to Databases” on page 65.

4.6.2 Upgrading the Design Elements from a Previous

Version
You can use an agent to delete old or add new design elements in a database. The
way of upgrading versions must follow this pattern:
1. 9.6 to 9.7
2. 9.7 to 9.7.5
If you upgrade from version 9.6, you must first upgrade to 9.7, then to 9.7.5.
Note: To use the upgraded design elements, you must enable archiving for the
selected databases again.
Tip: You can also use the upgrade options in the ACMF Guideline. See section
13 "Upgrading to Open Text Email Archiving/Management for Lotus Notes
9.7.5" in Open Text Email Archiving/Management for Lotus Notes - Installation
Guide (NA-IGD).
To Upgrade the Design Elements:

2. From the Action buttons toolbar, select Tools > Design Elements > Update for
the upgrade procedure you want to perform.

4.7 Distributing the Offline Extension and the Archiving Toolbar
3. In the Update Version dialog, select to upgrade service description documents

and design elements in user databases.
4. Click Select to select the Lotus Domino with the databases you want to update.
5. Click OK to start the upgrade.
4.7 Distributing the Offline Extension and the

Archiving Toolbar
You can distribute the Archiving Toolbar and the Offline Extension to the user's
databases enabling them to archive documents.
Prerequisite The database must be archiving enabled and the DAPT assigned must permit the
distribution of the Offline Extension and the Archiving Toolbar. For information, see
“Creating a Database Archiving Profile Template” on page 51.
To Distribute the Offline Extension and the Archiving Toolbar:

1. In the ACMF, select one or more user databases in one of the Databases views.

2. From the Action button toolbar, select Tools > Distribute > Archiving Toolbar
or Offline Extension.
The agent opens the selected databases and tries to determine an owner for each
database. For this purpose, the agent tries to get the Calendar Profile document
and determines its owner. A dialog window opens with a list of these databases.
Note: If you distribute the Offline Extension and the Archiving Toolbar, as
described in the dialog above, the owners of the databases are listed in a
dialog as default values. If you use the Enable Archiving option, this
dialog appears only if no owner could be determined.
For the Offline Extension, you always have to select the recipients for mail
databases. For application databases, the recipients are provided by the profile
document in the ACMF. Application databases are supported for the Archiving
Toolbar only.
Each user receives an email with an Install button to install the Offline
Extension/Archiving Toolbar.
After a user clicks Install, the following actions are performed:
For the Offline Extension

• The attached dll is detached and saved to the Lotus Notes client directory.
• The notes.ini file of the client is extended with the following entry:
EXTMGR_ADDINS=nextrepl.dll
If the client extension DLL is already installed on the client, that is the DLL
already exists in the \notes directory, and the entry in the notes.ini file also
exists, the detachment of the DLL will fail because the DLL file is in use by Lotus
Notes.
In this case, exit Lotus Notes, and remove the DLL file manually.
Restart Lotus Notes, and click the Install button again. The new DLL will be
installed properly.
The creation of the notes.ini entry should be handled correctly in any case. If
such an entry already exists, there might be other extension DLLs in use.
For the Archiving Toolbar

• SmartIcons are distributed to the Lotus Notes client directory. To make the
toolbar visible, restart Lotus Notes or click File > Preferences > Toolbar
Preferences or Toolbar (depending on the Lotus Notes client version). Then click
OK.

4.8 Configuring Failover Support for Clusters

4.8.1 Configuring Failover Support for Lotus Domino
The Archiving Service supports failover for servers within a Lotus Domino cluster.
The following failover events can be handled by the Archiving Service if two servers
are in a Lotus Domino cluster:
• Primary Lotus Domino server fails during the startup
If the connection to the primary Lotus Domino server fails during the startup,
the Archiving Service tries to connect to the secondary Lotus Domino server. If
one of these servers is available, the Archiving Service continues starting. If both
servers fail, the Archiving Service waits for a specified time interval (60 seconds),
and then tries to initialize a new Lotus Notes session again.
• Lotus Domino server goes down while the Archiving Service is running
If the connection to the primary Lotus Domino server fails during the run-time of
the Archiving Service, the Archiving Service terminates all running threads, and
tries to initialize a new Lotus Notes session, as described above.
How does the The Archiving Service does not check whether the primary server runs again, and
Archiving continues communicating with the secondary server as long as the connection lasts
Service react?
and the Archiving Service is not restarted.
Important
Both Lotus Domino servers must host the ACMF database. A log database
must exist on both servers.
To Configure Failover Support in the ACMF and on the Lotus Domino Servers:
1. To synchronize the configuration and to keep it up to date on each Lotus
Domino server, replicate the ACMF databases to the secondary Lotus Domino
server. The databases must be in the same directory on each server.
2. Create log databases in the same directory on each server. For details on
creating the log databases, refer to “Getting Started: Open Text Email
Archiving/Management for Lotus Notes” on page 15.
Log databases do not need to be replicated. If you replicate them, the Archiving
Service logging will be visible in any log database. If you do not replicate them,
the log databases will only contain information about orders processed with the
corresponding Lotus Domino server. The replication may affect the
performance.
3. Create and activate each Lotus Domino server in the ACMF with separate Order
Databases but with identical path and name.

4. Create Order Databases in the same directory as the log databases on each
server. For details on creating the Order Databases, refer to “Getting Started:
Open Text Email Archiving/Management for Lotus Notes” on page 15.
How are orders Order Databases must not be replicated. The Archiving Service will watch the Order
handled? Databases on each Lotus Domino server where the mail databases are. Orders will
be created in Order Databases according to the location of the user mail databases.
Orders waiting on a server that is down will be processed as soon as it is up again.
Example 4-1: Cluster with Two Servers

Assume that you have a cluster of two Lotus Domino servers hosting email
databases (server A and server B). The email databases are split in two parts, the
first part is on the first Lotus Domino server A, and the second part is on the second
Lotus Domino server B. The email databases are replicated from A to B and vice
versa. If the Lotus Domino server A fails, the Lotus Domino server B substitutes it
and vice versa. All Lotus Notes clients are able to work.
1. Activate both email Lotus Domino servers in the ACMF. Both Order Databases
created by activating Lotus Domino servers must have the same file name and
path, and they must not be replicated.
2. Create DAPTs which use the same Order Database name.
3. Assign the DAPTs and enable archiving only for databases on the home mail
server. For example, you have two Database Description documents for one
database, one on server A, and one on server B. Enable only the database which
is on the home mail server of the user.
Orders for the Archiving Service will be created on the server where an email
database is hosted; they will not be duplicated. If the Lotus Domino server A fails,
new orders for users from server A will be created on the Lotus Domino server B.
The Archiving Service will still process the orders of all users.
Even if the server that failed is back, the Archiving Service will still watch the Order
Database on server B. If you restart the Archiving Service it will watch the Order
Database on server A again.
4.8.2 About Failover Support for the Archive Server

How does it The Archive Server supports a feature called remote-standby; a read-only server can
work? be configured to substitute the primary server in case of a failure. If the
communication with the Archive Server fails, the Archiving Service tries to connect
to the secondary server. It will not continue using the secondary server; it will
always try to contact the primary one in every call until the primary server is up
again. If the secondary server fails too, processing of the relevant order fails.
However, if the primary Archive Server fails already during the start of the
Archiving Service, the Archiving Service will wait for a specified time interval (60
seconds), and then try to initialize the whole service again. The remote-standby

configuration must be read from the primary Archive Server once.
Important
The secondary Archive Server configured for the remote-standby feature is
read-only, thus archiving and delete orders will fail and remain in the stock.
Therefore, these orders have to be processed again when the primary
Archive Server is running again.
Manually process all orders that were not processed. Open the Order Database, go
to the queue Archive in STOCK, and click Process again.

Chapter 5
Logging Methods and Statistics
This chapter describes the following logging methods and the statistics options:
Section 5.1: “Using Logging Methods”............................................................................. 95
Section 5.2: “Using Archiving Service Statistics” .......................................................... 100
5.1 Using Logging Methods

The Archiving Bridge provides different logging methods:
• Archiving and restoring events as well as issues concerning the ACMF itself are
logged in a dedicated database: “Database Logging” on page 95.
• File logging is a complementary option to database logging and mainly used for
debugging: “File Logging” on page 97.
• Issues concerning the start and stop events of the service wrapper are written to
a separate log file: “Service Wrapper Logging” on page 99.
• Issues concerning the archive connector library which is used to connect to the
Livelink ECM – Archive Server are written to a separate log file: “Archive
Connector Logging” on page 99.
• Logging of the Offline DLL is written to a separate file: “Offline DLL Logging”
on page 99.
• Statistics information on the operation of the Archiving Bridge is written to
several files in a dedicated directory: “Using Archiving Service Statistics” on
page 100.
5.1.1 Database Logging

Database logging is the main logging method of the Archiving Bridge. Two types of
log events are written to the log database:
• Issues regarding archiving and retrieving of documents provided by the
Archiving Service and the Synchronization Service. Only errors or warnings are
written to the logging database. Informational and debug messages are written
to a log file on the Archiving/Synchronization Service machine. See “File
Logging” on page 97.
You can customize service logging in the Service Configuration of the ACMF.

Chapter 5 Logging Methods and Statistics
For information on how to configure the Archiving Service logging, see

“Configuring the Archiving Service” on page 39.
For the Synchronization Service, see “Configuring the Synchronization Service”
on page 106.
• Issues provided by the ACMF itself, such as connection failures or missing access
rights.
ACMF logging is configured in the Global Settings. For information, see
“Editing the Global Settings” on page 35.
arclog.ntf For database logging, you need a dedicated log database based on the arclog.ntf
template, which is part of the Archiving Bridge installation.
Tip: You can use separate databases for each event source, such as the services
and the ACMF. You can just as well use only one database for the logging of
both services and ACMF.
To Open the Log Database:

You have the following options to view the log database:
1. In the ACMF, open the Log Info section and select a view. For information, see
“Logging Section” on page 31.
2. Open the log database directly.
To Read the Log Database:

1. Select one of the views provided: By Date or By Level.
2. Open the branched entries by clicking the + sign.
Each entry, that means date, level or queue, contains sub-branches: one for
entries of the ACMF and one for each Service, sending log entries.
3. Double-click a log entry to open it and read its information in detail.
4. Click Refresh to update the view.
5. Click Delete all to clear the database of all entries.

5.1.2 File Logging

The logging database receives only events of the log level Fatal, Error or Warning.
All other events, i.e. the Info, Debug and Entry messages are written to a log file on
the Archiving Service machine only. The log file, of course, also contains the Fatal,
Error or Warning messages.
In practice, you should use the Info log level as default and only activate Debug or
Entry log level to track an issue. The Debug and Entry log level will decrease the
performance of the Archiving Service. Therefore, activate these log levels only
temporarily.
Table 5-1: Log Levels
Log level Recommended Description

Fatal X All errors that endanger correct archiving execution
Error X All errors encountered during normal operation
Warning X Issues that might be of interest, but do not cause
incorrect service operation
Info X The more interesting detail messages concerning the
connection to Lotus Domino servers and the archiv-
ing and retrieving operations.
Debug Problem tracking only

Log level Recommended Description

Entry Same as Debug
Log files Log files are stored in the %TEMP%\LNArchivingService\<service name>\Log

directory directory for the Archiving Service and
%TEMP%\LNSynchronizationService\<service name>\Log for the
Synchronization Service. The %TEMP% variable denotes the temporary directory of
your local system account, for example C:\windows\temp.
In some situations, it may be necessary to change the default location of the log files.
This might be the case
• if you do not want to use the \windows\ directory to store the log files.
• if you want to use a directory on a faster hard drive to store the log files.
To change the default location of the log files, you have to adapt the %TEMP%
variable of the local system account.
To Change the Default Location of the Log Files:

1. Click My Computer - View system information - Advanced tab - Environment
Variables - System variables.
2. Change the following variables
• from TEMP=%SystemRoot%\Temp (C:\WINDOWS\Temp) to the path you want to
use.
• from TMP=%SystemRoot%\Temp (C:\WINDOWS\Temp) to the path you want to
use.
With each start of the service, a new log file named Service.log is created in the
log directory. The existing Service.log file is renamed to Service.log.N, where N
is a counter starting from 1.
Maximum log file By default, the maximum size of a single log file is set to 50000 lines. If the
size and log maximum number of lines is exceeded, the old log file is renamed to <filename>N,
rotation
where N is a counter starting from 1, and a new log file with the original name is
created. After the maximum number of backup files is exceeded, the old backup files
are overwritten again. Therefore, only a maximum number of backup log files are
kept in the log directory, for example:
Service.log
Service.log.1
Service.log.2
...
You can customize the maximum number of lines and backup files using parame-
ters. For details, see “Additional Settings and Functions” on page 145.

5.1.3 Service Wrapper Logging

The log file for the Windows Service process that is used as a wrapper for the
underlying Java program contains start and stop events of the batch file
Service.bat. Usually, you need this log only to detect severe startup errors. It does
not contain detailed information about the running Archiving Service or
Synchronization Service.
The log file ServiceWrapper.log is located in the same directory as the other log
files, which is %TEMP%\LNArchivingService\<service name>\Log for the
Archiving Service and %TEMP%\LNSynchronizationService\<service name>\Log
for the Synchronization Service.
5.1.4 Archive Connector Logging

The archive connector library is used to connect to the Archive Server. This
component logs to the following file:
%TEMP%\LNArchivingService\<ServiceName>\Log\ArchiveConnector.log for
the Archiving Service and
%TEMP%\LNSynchronizationService\<ServiceName>\Log\ArchiveConnector.-
log for the Synchronization Service.
For some reasons it might be necessary to increase the log level. The log level can be
configured in the following file: <Installation directory>Archiving Service\-
ixos.setup for the Archiving Service and <Installation
directory>\Synchronization Service\ixos.setup for the Synchronization
Service.
Within that file a global log level for all classes can be specified with the LOG_LEVEL
parameter. Then for all used namespaces or classes the global log level can be
overwritten with the LOG_CLASS_<N> parameters.
The following log levels are possible: ALL, DEBUG, INFO, WARN, ERROR,
FATAL.
Example: The following example defines the WARN level for all classes but the
DEBUG log level for all classes with the com.opentext.ecm.lea and ixos.dms
namespace:
LOG_LEVEL=WARN
LOG_CLASS_0=com.opentext.ecm.lea=DEBUG
LOG_CLASS_1=ixos.dms=DEBUG
LOG_CLASS_2=ixos.base=WARN
LOG_CLASS_3=ixos.sec=WARN
LOG_CLASS_4=org.apache= WARN
LOG_CLASS_5=httpclient=WARN
5.1.5 Offline DLL Logging

To log the action of the offline.dll, add the following parameters to the
notes.ini file.

NEXTREPL_LOGLEVEL
NEXTREPL_LOGLEVEL=WARNING
Set this parameter to log information to the user's local log.nsf database.
Values are FATAL, ERROR, WARNING, INFO, DEBUG. The default value is WARNING.
NEXTREPL_DUMP_SKIPPED
NEXTREPL_DUMP_SKIPPED=1
Set this parameter to 1 to write a dump file. With the value 0 or with this
parameter omitted, no dump file is written.
NEXTREPL_DUMP_FILE
NEXTREPL_DUMP_FILE=1 <absolute path to a dump file>
Path to an additional file with log information: If the parameter is set to 1 and the
file name is omitted, the file %TEMP%\nextrepl_dump.log is used.
This file contains all documents including the fields that were skipped by the
nextrepl.dll during replication.
5.2 Using Archiving Service Statistics

The Archiving Service provides statistics which helps you monitor and control your
archiving scenario. You get information for example about the number of processed
documents, the status of the orders and who submitted the orders.
The Archiving Service writes a dedicated file with document statistics in the
configured statistics directory. This file is renewed daily, with a configurable history
of files being kept. The default length of the history is 10 files, which can be
configured through the StatisticsHistory parameter.
To View Statistics Files:

• On the Archiving Bridge, go to the installation directory of the Archiving
Service and open the subdirectory statistics, for example D:\Program
Files\Open Text\Email Archiving for Lotus Notes\Archiving Service\-
statistics.
Statistics are written to .log files, which you can open in an Editor or import to
Microsoft Excel for further analyzing.
Statistic Files
docstats[YYYYMMDD].log
Daily statistic file provides the following comma-separated information in one
line per document:
Date and Time, Notes UID, Notes database path, database server, order UID,
User, Type of Order, Status, LEA docId (DocID on Archive Server), LES nodeId
(node ID on Enterprise Server), overall duration , LEA duration, LES duration
(processing duration on Archive Server and Enterprise Server).

Tip: When an operation failed or did not create an archived document, the
values for the LEA docId and LES nodeId remain empty. In these cases, the
duration might be 0, too, as already flagged documents are processed very
quickly.
Example 5-1: docstats.log

2009/12/15
11:55:35,453AA61AE705D387C1257685004559AB,mail\msmith.nsf,CN=MyDom
inoServer/O=MyDomain,E856014A8891A7CBC125768D0041A665,MSmith,Archi
veDocument,SUCCESS,abb4z2xjnlkuwduxwamodbmv4odgm,227670,1813,344,1
156
2009/12/15
11:55:35,E507147C4FED3E38C12576850038EF23,mail\msmith.nsf,CN=MyDom
inoServer/O=MyDomain,18A7FDF23DEF82ACC125768D0041A3A6,MSmith,Archi
veDocument,SUCCESS,abb4xntn3n1ewduxwamodbmv4odgm,227889,6672,531,1
375
2009/12/15
11:55:35,312395E20AEC8578C1257685004530BC,mail\msmith.nsf,CN=MyDom
veDocument,SKIPPED,,0,0,0,0
2009/12/15
11:55:35,453AA61AE705D387C1257685004559AB,mail\msmith.nsf,CN=MyDom
veDocument,SKIPPED,,0,16,0,0
2009/12/15
12:08:15,7EAA5F1CE1C5B992C1257687002DA87E,mail\msmith.nsf,CN=MyDom
inoServer/O=MyDomain,2AAEB4429B3DF697C125768D0042E69B,MSmith,CopyD
ocument,FAILURE,aaa1ivr5hc2ewduxwaimxnmv4odgm,226136,1234,422,0
2009/12/15
12:09:17,6EF569D36667A7F1C125767E003990D7,mail\msmith.nsf,CN=MyDom
inoServer/O=MyDomain,83F182C517B69596C125768D0043012A,MSmith,Archi
veDocument,SUCCESS,abb423raj4zuwduxwamojpev4odgm,228440,2750,890,1
41
orders.log
List of processed scheduled archiving orders on the Archiving Bridge with
information on date and time, user, database server and database name.
problemdocs.log
Detailed list of documents which caused serious processing errors with the
following information: Date and Time, Type of error, server, database, document
ID, document version, detailed error message.
Example 5-2: problemdocs.log

2010/01/22
13:34:54,DXLProcessingError,CN=deneb/O=sol,mail\licht02.nsf,500A2B
C434B627FD59AB1EECFAA73534,2,"Cannot import a document from a DXL
input to the database with the handle 0x0000003D. Insufficient

memory. Status code: 263, package: 256, local. DXL log: <?xml
version='1.0'?><DXLImporterLog><error id='263'>Insufficient
memory.</error><warning id='7031'>Import operation incomplete; 0
notes(s) imported successfully</warning></DXLImporterLog>
(location: notes::Dxl::ImportNote, Dxl.cpp:423)"
2010/01/28
14:12:07,DXLProcessingError,CN=deneb/O=sol,mail\aldisueds.nsf,EB0E
894AAA30422EC12576B80058263E,2,"Cannot import a document from a
DXL input to the database with the handle 0x0000006C. DXL importer
failed. Status code: 7002, package: 6912, local. DXL log: <?xml
version='1.0'?><DXLImporterLog><error id='7066'>Table right margin
must be greater than the left margin.</error><error
id='7066'>Table right margin must be greater than the left
margin.</error><error id='7066'>Table right margin must be greater
than the left margin.</error><error id='7066'>Table right margin
than the left margin.</error><error id='7066'>Table right margin
than the left margin.</error></DXLImporterLog> (location:
notes::Dxl::ImportNote, Dxl.cpp:433)"
frozenThreads.log
A list of information and Java stack-traces of all frozen threads, which were
processed by the frozen thread handling mechanism.
To Configure Statistics:
You can configure the location of the statistics directory and the length of the daily
history.
1. Edit the Service.ini of the Archiving Service.
2. Add the following parameters
StatisticsDirectory
StatisticsDirectory=statistics
Path to a directory where the statistics files are stored. Default is statistics
relative to the installation directory. You can also enter an absolute path, for
example C:/statistics.
StatisticsHistory
StatisticsHistory=10
Number of days on which the history file is kept. Default is 10.

Handling of Some errors in the underlying software stack can lead to a difficult state of the
systematic errors Archiving Bridge, causing series of documents to fail during processing. To improve
stability and availability in such situations, the Archiving Bridge now tracks errors
while processing orders. When ten documents from an order cause a sequence of
processing errors, the Archiving Bridge slows down processing that order. When
thirty documents in a row failed, the Archiving Bridge aborts processing the order.
When aborting the order, the sequence of error messages is investigated: If all
documents failed due to memory allocation errors of the Lotus Notes API, the
Archiving Bridge is shut down, as there is no other way to get back to an
operational status. This behavior of trying to deal with more systematic errors can
be deactivated by setting the configuration parameter HandleRepeatedErrors to
false. For details, see “Service.ini Parameters” on page 145.
Handling of Threads of the Archiving Service regularly report their current activity to a central
frozen threads location. This information is already used to detect “frozen” threads, which have
failed to report for a certain amount of time. The maximum processing duration of
such a thread, before it is considered frozen is configured through the
LongestProcessingTime parameter, with the default being 600s. Threads, which
remain frozen for more than five minutes (default value), will be interrupted,
destroyed and restarted. The default value of 300 seconds (5 minutes) can be
changed through the MaxThreadFreezeDuration configuration parameter. If it is
found, that restarting the thread does not solve the problem because the thread
freezes again, then it might be necessary to restart the service. This can be triggered,
by setting the configuration parameter RestartServiceOnFrozenThread to true.

Chapter 6
Synchronizing Archive and Email Database
This chapter contains the following information about synchronization:
Section 6.1: “Restrictions”................................................................................................. 106
Section 6.2: “Prerequisites”............................................................................................... 106
Section 6.3: “Configuring the Synchronization Service” .............................................. 106
Section 6.4: “Enabling Synchronization” ........................................................................ 109
Section 6.5: “Managing Delayed Deletion” .................................................................... 110
Section 6.6: “Executing the Synchronization Service” .................................................. 111
Section 6.7: “Reviewing the Protocol File” ..................................................................... 111
To delete an archived document, the user should use the Delete from archive action
in Lotus Notes. In practice, however, they often remove the document manually by
pressing the DEL key, which deletes the document from the Lotus Notes database,
but does not remove the corresponding document in the archive.
The Synchronization Service finds these orphaned documents in the archive and
deletes them permanently after a defined delayed deletion period. For further
information, see “Managing Delayed Deletion” on page 110.
Warning
This feature deletes documents automatically. Do not use this feature if total
data security is vital for your company.
Purpose The detection and deletion of orphaned objects is mainly needed for the following
scenarios:
• Clean-up of disc space or file system space in Livelink ECM – Enterprise Server
and Livelink ECM – Archive Server.
• Legal or internal regulations within a company: Synchronization ensures that all
traces of documents which are deleted from the Lotus Notes databases are
completely removed.

Chapter 6 Synchronizing Archive and Email Database
Important
When using the Synchronization Service, Open Text strongly recommends
setting the Delete After Restore to Yes. Otherwise, restored documents are
considered orphaned on the Archive Server and, in consequence, keep the
Synchronization Service unnecessarily busy.
6.1 Restrictions
Mail databases Synchronization works with email databases only. Application or other databases
only are ignored.
Single User Synchronization premises that each email volume in Livelink corresponds to exactly
email volumes one mail database on a Lotus Domino server. In detail, there must be a one-to-one
mapping between the mail database owner and the email volume of the Livelink
user. The email volume of a Livelink user can only exist on one Livelink server; if
the volume is moved to another server all documents must be copied as well. Users
with more than one database will be ignored.
Multiple Multiple documents with the same archive document ID for the same archived
documents with document can not be synchronized. Multiple documents occur when a user copies a
the same
document ID document which has already been archived from one email database to another. In
that case, two documents exist in different email databases that reference the same
archived document. In consequence, if one document is deleted and the other not,
the document is considered an orphaned object and the Synchronization Service
would delete the archived content. If a user tries to retrieve or restore the document
from the second document, an error occurs. The protocol file which is written by the
deletion service can be used to verify such a situation.
6.2 Prerequisites
The Synchronization Service must be installed on a standalone server. For the
windows service, the start type must be manual.
For detailed information, see section 10.1 "Installing and Configuring the Archiving
Service and the Synchronization Service" in Open Text Email Archiving/Management
for Lotus Notes - Installation Guide (NA-IGD).
6.3 Configuring the Synchronization Service

After installation, you configure the Synchronization Service in a separate tab of the
ACMF.
To Enable Synchronization in the Global Settings:

1. Open the Global Settings in the ACMF.
2. Select Yes for the Enable synchronization handling option.

6.3 Configuring the Synchronization Service
3. Close the ACMF and reopen it.

The link list of the ACMF now contains a Synchronization Service section.
To Create and Edit a Synchronization Service Configuration Document:

1. Open the Synchronization Service > By Name view.
2. Click Create Synchronization Service Configuration.
3. Go to the Basic tab.
Synchronization Service Section
Service name
Specify the name of the Synchronization Service that you entered during
installation. You can look it up in the Service.ini file located in the
installation folder of the Synchronization Service. The service name must be
unique within your configuration.
Information period
Specify the period of time (in seconds) after which the Synchronization
Service notifies you of its status. The default value is 180. The minimum
value should be 60.
Comment
A field for descriptive text.
Domino servers to observe
A list of all the Lotus Domino servers that the Synchronization Service han-
dles. The servers must be in the list of activated servers within the ACMF.

Important
If a Lotus Domino server is part of a cluster configuration, you must
only add one server of the cluster to the list of Lotus Domino servers
to observe, since all servers of the cluster contain the same replicated
databases.
Database processing threads

The number of threads the service uses. In the most cases, it is recommended
that you leave the default value.
Write protocol file
Select if you want to create the protocol file for review purposes.
Important
Open Text strongly recommends writing a protocol file to get audit
information about the deleted objects.
Protocol file base directory

Leave this field blank to write the protocols in a subdirectory of the
Synchronization Service installation directory. Enter a directory path if you
want to change it.
Error handling
E-mail error notification

The type of notification sent by email if an error occurs. Select No to disable
the notification. Select Yes and enter further options for error notifications.
Error message
The message to send to the persons specified when an error occurs.
Person/Groups to be notified
Person or group to whom the error notification will be sent.
4. Go to the Logging tab to configure the log settings.
Log database
The name and location of the database used for the logging.

6.4 Enabling Synchronization
Log level
Select the category of the incident that produces a log entry.
For details on log levels, see .
For further information about logging, see “Logging Methods and Statistics”
on page 95.
5. Go to the Server Settings tab to configure the connection to the Livelink ECM –
Enterprise Server.
To copy the settings of an existing Archiving Service to the Synchronization

Service, click Insert Values from an Archiving Service Configuration and
select the appropriate service.
For further information about the possible settings, see “Server Settings” on
page 41.
6. Open the History tab to view information about the creation and last changes of
the Synchronization Service.
6.4 Enabling Synchronization

To use the Synchronization Service, you must create a DAPT or edit an existing
DAPT for databases with synchronization enabled.

For information on how to create a DAPT, see “Creating a Database Archiving

Profile Template” on page 51.
To Enable a DAPT for Synchronization:

1. Open a DAPT or create a new DAPT.
2. On the Synchronization tab, select Yes for the Enable synchronization
handling option.
3. Enter a value in days for the Deletion delay time. For the duration of this time,
an orphaned document is stored in a database together with a time stamp.
When the delay time is exceeded it will be deleted. A value of 0 deletes all
documents immediately without delay. For information on delayed deletion, see
“Managing Delayed Deletion” on page 110.
4. Select whether you want to run the Synchronization Service in test mode. In test
mode, the service does not actually delete the files but writes a protocol file. You
can check the file without any documents deleted.
6.5 Managing Delayed Deletion

Delayed Deletion The deletion of synchronized documents is permanent and irreversible. Therefore,
the Synchronization Service detects orphaned documents and stores a reference to
the document in a delayed deletion database together with a time stamp. The actual
deletion takes place after a customizable time delay. This gives you time to restore
unintentionally removed documents from a backup medium. If, for example, the
backup media are stored for 30 days, it is possible to restore all documents which
were deleted within the last 30 days. Therefore, the Synchronization Service must
not delete an orphaned document before the 30 days time frame. You set the
deletion delay time in the DAPT.
Note: Documents may stay longer in the delayed deletion database than the
preset time frame, when the Synchronization Service does not run daily and
therefore misses the day a document expires and should have been deleted. It
will be deleted the next time the Synchronization Service is running.

6.6 Executing the Synchronization Service
Delayed Deletion The Synchronization Service uses an external relational database to handle the
Database deletion requests for the orphaned objects. As the deletion is not performed
immediately but with the configured delay time, it is necessary to temporarily store
the deletion requests in a database.
The Synchronization Service stores a deletion request for each orphaned document
in this database. Within each run, the Synchronization Service checks whether the
time has exceeded the deletion delay time. If the time has exceeded, the document is
finally removed from the archive and the deletion request is removed from the
database. If the document was restored in the meantime to the original email
database, the deletion request is also removed from the delayed deletion database.
Backup of the As each run of the Synchronization Service can recreate the complete database, it is
Delayed Deletion not essential to backup the database.
Database
However, if it is crucial to exactly keep the deletion delay time for each document,
you should back up the database. If the database is lost because of a system crash,
the initial deletion delay time of a document is lost, too, and therefore the orphaned
documents might be deleted too late. In the worst case it can be twice the deletion
delay time. Therefore, if the accurate deletion time is important, you must perform a
backup of the database in regular intervals.
6.6 Executing the Synchronization Service

Scheduled task You can run the Synchronization Service as a scheduled task, for instance each
night. The task then checks all servers described in the service configuration
document for archiving enabled email databases. It identifies orphaned documents.
The service then stores references to the documents found in a database and deletes
them after the delay time.
Start manually You can start the Synchronization Service manually if you want to run it
immediately for testing purposes.
To Start the Service Manually:

1. Open Administrative Tools from the Control Panel.
2. Open Services.
3. Right-click the Email Synchronization Service for Lotus Notes and select Start
from the context menu.
The service stops after it has finished its task.
6.7 Reviewing the Protocol File

The Synchronization Service writes a protocol file which lists each deleted orphaned
document. You can configure the location of the protocol files in the Service
Configuration document. By default, the protocols are written to the installation
directory of the service, in the protocol subdirectory followed by subdirectories

indicating the year, month, day and start time of the service.<Installation
Directory>\Protocol\<Service name>\<year>\<month>\<day>\<time>.
Example 6-1: Protocol.log

The following directory path gives you the following information:
C:\Program
Files\LNArchivingService\Protocol\de03360s\Log\2009\12\15\11-19-06-
578\Protocol.log
The Archiving Service named de03360 has created a protocol on December 15, 2009
at 11:19:06 and 578 milliseconds.
The protocol contains entries about detected orphaned documents that are written
to the Delayed Deletion Database as well as actually removed objects.
Protocol entry for
a deletion INF 09/12/12 17:08:59:421 ** Added a new deletion request for the
request
Livelink node id '7137' of user 'msmith' for the database
'mail\msmith.nsf' with replica id 'C1256FFE004B0C4C' on server
'MyDomainServer/MyDomain/de'. [DatabaseProcessingThread-1]
Protocol entry for

a deletion INF 09/12/09 17:09:06:281 ** Removed the Livelink e-mail node
'566842' from the e-mail volume of user 'msmith' for the database
'mail\msmith.nsf' with replica id 'C125720300468161' on server
'MyDomainServer/MyDomain/de'. [DatabaseProcessingThread-1]

Chapter 7
Offline Access
Different methods are available for synchronization of archived messages. The user
works with a local replica of their mail database. The replication occurs either
automatically or manually.
Direct If the user clicks Synchronize Now, archived emails will be synchronized
Synchronization immediately and you will see the synchronization progress. The Lotus Notes client
will be busy during synchronization. Afterwards, replication starts automatically. If
you are synchronizing a great number of documents, you can switch to background
synchronization. Click Cancel in the progress bar dialog. The Lotus Notes client will
no longer be busy and the synchronization will continue in the background.
However, the user must replicate manually afterwards.
Background If you click Synchronize in Background, archived emails will be synchronized in
Synchronization the background. That is, the Lotus Notes client will not be busy and the selected
emails are synchronized step by step. The user will not get a notification that the
synchronization has been completed. Afterwards, the user must replicate manually.
In case of a failure, a notification is sent.
Removing To clean up your local mail database, you can remove synchronized emails. The
Synchronized E- archived emails will still be locally visible, but the data that is needed to view an
Mails locally
archived document will be on the Archive Server. Thus, you can save space in your
local mail database.
7.1 Configuring the Cleaning Time

To use archived documents in the Offline mode, users can synchronize archived
documents and keep them in their database. The Archiving Bridge provides an
agent to clean the local database from old archived documents. The agent removes
the content of all archived documents that are older than the specified period of
time.
You can schedule the agent to check for old documents using the default set in the
ACMF. Users can also change the default time and execute the agent manually.

Chapter 7 Offline Access
Prerequisites Scheduled background agents must reside in the default directory or in a

subdirectory of the data directory.
For locally scheduled agents to run, the agents must be signed by the user ID that is
in use when the agent runs. If the agent is signed by an ID other than the ID that is
in use when the agent runs, the following error will appear in the log: AMgr: Agent
<AgentName> in <database> does not have proper execution access, cannot be
run.
To Edit the User Preferences:

To use this scheduled agent, users must enable scheduled agents in their user
preferences:
1. In Lotus Notes, select File > Preferences > Basic Notes Client Configuration.
2. Select the Enable scheduled agents locally option.
3. Exit Lotus Notes and restart it.
To Configure the Default Cleaning Time:

1. Open the DAPT and go to the General tab > Offline Mode.
2. For the Default cleaning time period, keep the default entry or enter the period
in days which an archived document can reach before its content is deleted.

Chapter 8
Connection Types for Archive Server and
Enterprise Server
Section 8.1: “Security Settings for Archive Server Connections” ................................ 115
Section 8.2: “Connection Types for the Enterprise Server”.......................................... 116
8.1 Security Settings for Archive Server

Connections
With SecKeys, you can protect the connections between the Archiving Bridge and
the Archive Server.
SecKeys are signed URLs that are used to ensure that only authorized requests from
the Archive Server are answered. A SecKey contains a digital signature and a
signature time or date. The signature is created for the relevant parameters in the
URL and contains an expiry time. It is stored in a pem file. The Archive Server
verifies the signature and only executes the requested action if the verification was
successful and the SecKey's expiry time has not been exceeded.
To Enable SecKeys on Archive Server:

Note: The description is based on version 9.7 of Livelink ECM – Archive Server
and gives a brief overview of the required configuration steps. For detailed
information, see section 7.2 "SecKeys / Signed URLs" in Open Text Archive and
Storage Services - Administration Guide (AR-ACN).
1. Activate SecKeys in the configuration of Archive Server (Archive
Administration client):
a. Open Configuration and search for the Security Behaviour (internal name:
SEC_ARCHIVESECURITYMODE) variable.
b. Open the Security Behaviour (internal name: SEC_ARCHIVESECURITYMODE)

variable for editing.
c. Select SEC_R3L2 (PKCS7 signatures) and click Finish.
2. Create a certificate or request a certificate from a trust center.

Chapter 8 Connection Types for Archive Server and Enterprise Server
You can use the certtool script to generate a certificate or to create a request to
a trust center, which then issues a certificate for you. You can download the
script for your operating system from the Open Text Knowledge Center
(https://knowledge.opentext.com/knowledge/llisapi.dll/open/15491558).
The SSLkey.pem file contains the private key that the client application uses to
sign the URL. The SSLcert.pem file contains the public key that Archive Server
uses to verify the signatures.
3. Import the certificate to Archive Server (Archive Administration client):
a. Select Original Archives in the Archives object in the console tree.
b. Click Import Global Certificate for Authentication in the action pane. A
window to specify the certificate opens.
c. Enter a new ID or select an existing ID if you want to replace an existing
certificate.
d. Click Browse to open the file browser for the archive server file system and
select the designated Certificate. Click OK to resume. Click OK to start the
import. A protocol window shows the progress and the result of the import.
e. Select a logical archive in the console tree and select the Certificates tab in
the result pane. All available certificates are listed.
f. Check the certificate (fingerprint).
g. Select the imported global certificate and click enable in the action pane. The
global certificate is activated for all archives.
4. Configure the security settings for the logical archive used by the client
application.
For detailed information, see section 5.2.2 "Configuring the archive security
settings" in Open Text Archive and Storage Services - Administration Guide (AR-
ACN).
8.2 Connection Types for the Enterprise Server

Livelink Application Programming Interface (LAPI) is a programmatic interface to the
Enterprise Server that allows external programs to interact with data in the Livelink
database. LAPI is needed for the different connection types.
8.2.1 Non-secure Tunneling

Non-secure tunneling is when a LAPI application exchanges data with an Enterprise
Server by transmitting unencrypted (plaintext) Hypertext Transfer Protocol (HTTP)
messages through the Web server integrated with an Enterprise Server. Since most
LAPI functions include sensitive data, such as a user ID and password (and may
include a document added to or retrieved from the Enterprise Server), it is
important that non-secure tunneling transmissions are made over a secure network.

How Non-Secure Tunneling Works

i. A LAPI client application sends data in an HTTP request to the Web server
integrated with the Enterprise Server.
ii. The Livelink CGI process acts as a proxy that forwards the request to the
Enterprise Server (similar to how it responds to a Livelink request made over a
socket connection).
iii. The Enterprise Server processes the LAPI client application's request, generates
a response, and returns it to the Livelink CGI.
iv. The Livelink CGI process forwards the Livelink Server's response to the Web
server, which returns the response to the LAPI client application.
8.2.2 Non-Secure Proxy Server Tunneling

Non-secure proxy server tunneling is when a LAPI application exchanges data with an
Enterprise Server by transmitting unencrypted (plaintext) Hypertext Transfer
Protocol (HTTP) messages through the Web proxy server, which passes messages to
the Web server integrated with an Enterprise Server. Since most LAPI functions
include sensitive data, such as a user ID and password (and may include a
document added to or retrieved from the Enterprise Server), it is important that
non-secure proxy server tunneling transmissions are made over a secure network.
How non-secure proxy server tunneling works

i. A LAPI client application sends data in an HTTP request to the Web proxy
server, much like a Web browser requests data from a Web server through the
Web proxy server.
ii. The Web proxy server forwards the request to the Web server integrated with
the Enterprise Server.
iii. The Livelink CGI process acts as a proxy that forwards the request to the
Enterprise Server (similar to how it responds to a Livelink request made over a
socket connection).
iv. The Enterprise Server processes the LAPI client application's request, generates
v. The Livelink CGI process forwards the Enterprise Server's response to the Web
server, which returns the response to the LAPI client application through the
Web proxy server.
8.2.3 Secure Tunneling

Secure tunneling is a method for encrypting an otherwise unsecured connection
between a server and a client by the means of Public Key Encryption and
certificates.

Chapter 8 Connection Types for Archive Server and Enterprise Server
Note: Secure tunneling requires Livelink Secure Connect. You must separately
purchase and install Livelink Secure Connect before you can use this kind of
connection.
For further information, refer to the Livelink Secure Connect documentation in
the Open Text Knowledge Center
LAPI applications that do not implement LAPI security functions cannot ensure the
confidentiality of data passed over the Internet or any unsecured network. By
default, data exchanged between LAPI client applications and Enterprise Servers is
passed in unencrypted messages (plaintext). If someone intercepts a plaintext
message, they may be able to view its contents. Since most LAPI functions include
sensitive data, such as a user ID and password (and may include a document added
to or retrieved from Enterprise Server), it is important to protect any LAPI
transmission made on an unsecured network. LAPI security relies on Secure Socket
Layer (SSL) protocol to maintain secure connections between LAPI applications and
Enterprise Servers.
Public Key SSL security employs Public Key Encryption to create a secure connection between a
Encryption client and a server. Public Key Encryption is a method that relies on a client or
server (or optionally, both) having a private and public key. An application makes
its public key available to any application with which it wishes to have secure
communication. The public key is used to encrypt messages that can be decoded
only by the application with the corresponding private key.
Certificates Public keys are distributed in a file called a certificate. A certificate contains an
application's public key and registration information. Certificates are generated and
digitally signed by a trusted source called the Certificate Authority (CA). When an
application receives a certificate, it can verify its authenticity by contacting the CA
that created the certificate. The CA may be provided by a third-party service (for
example, VeriSign Inc. or Entrust Technologies), or it can be a process set up within
your company.
How secure tunneling works

A LAPI application can establish a secure connection only with an SSL-enabled Web
server. An application requests a secure connection by calling LAPI functions that
allocate a secure connection. The functions accept parameters that define how to
make the secure connection. A secure LAPI connection is established as follows:
i. A LAPI client application sends data in a Secure Hypertext Transfer Protocol
(HTTPS) request to the Web server integrated with the Enterprise Server.
Browsers use the HTTPS protocol to encrypt user page requests and decrypt
pages returned by a Web server.
ii. The Web server negotiates the SSL connection with the LAPI client application
through the handshake process described above and decrypts the application's
request.
iii. The Livelink CGI process acts as a proxy that forwards the request to the
Enterprise Server (similar to how it responds to a typical Livelink request).

iv. The Enterprise Server processes the LAPI client application's request, generates
v. The Livelink CGI process forwards the Enterprise Server's response to the Web
server, which encrypts the response and returns it to the LAPI client process.
To Activate Secure Tunneling for the Archiving Service:

1. Install the Livelink Secure Connect module on the Archiving Service host. In the
following steps, the installation directory of the Secure Connect module is
referenced as < LSC_home>.
2. Copy the certificate file (.cer) to the LSC_home\certs directory.
3. Copy the llssl.jar file from the LSC_home\lib directory to the installation
directory of the Service, e.g. C:\Program Files\Open Text\-
LNArchivingService.
4. Select the Secure Tunneling (HTTPS) connection type in the configuration and
specify the correct path to the LSC_home\certs directory for the field Path to
CA Certificates.

Chapter 9
Document Pipelines: Transferring Large Numbers
of Documents
Document Pipelines (DPs) are chains of processing modules, DocTools, which
prepare documents for archiving on the Archive Server or process them in another
way. Document Pipelines are used, for example, when you have a large number of
documents to transfer to the Archive Server (mass archiving, COLD interface) or
when very large documents need to be split into sub-documents. As a rule,
Document Pipelines run on the Archive Server or on an extra Document Pipeline
server. The Document Pipeline - Info client application is used to monitor the
Document Pipelines. This program presents the individual DocTools of the
pipelines and the transitions between the DocTools in the form of a list, and
provides information about processing and any errors that occur. To configure
Document Pipelines for the Archiving Bridge, refer to “Creating a Database
Archiving Profile Template” on page 51.
For further information about the configuration and handling of the Document
Pipeline, refer to the Open Text Knowledge Center in general, and to Open Text
Document Pipelines - Overview and Import Interfaces (AR-CDP) in particular, or to
Open Text Global Services.

Chapter 10
Configuring Open Text Email Management for
Lotus Notes
In order to work with Email Management for Lotus Notes, you must perform some
configuration settings:
Section 10.1: “Introducing Open Text Email Managed Folders for Lotus Notes” .... 123
Section 10.2: “Configuring Open Text Email Managed Folders for Lotus Notes
Settings” .............................................................................................................................. 124
Section 10.3: “Defining Open Text Email Managed Folders for Lotus Notes” ......... 125
Section 10.4: “Configuring Automatic Login to Enterprise Server” ........................... 130
Section 10.5: “Modifying the Mail Template”................................................................ 131
Section 10.6: “Handling Managed Folders for Lotus Notes Display in Lotus Notes
Client” ................................................................................................................................. 133
Section 10.7: “Refreshing Managed Folders for Lotus Notes” .................................... 135
Section 10.8: “Cleaning the Import Folder” ................................................................... 138
10.1 Introducing Open Text Email Managed Folders

for Lotus Notes
In Email Management for Lotus Notes, Open Text Email Managed Folders for Lotus
Notes allow exporting emails by drag and drop directly to the Livelink ECM –
Enterprise Server. Managed Folders for Lotus Notes are displayed in the folder
structure of the Lotus Notes mail database. Furthermore, users have direct access to
the Enterprise Server inside Lotus Notes. A single click on a Managed Folder
displayed in the Lotus Notes mail database displays the Enterprise Server inside the
Lotus Notes client.
Open Text Email Managed Folders for Lotus Notes lets you define a limited set of
Livelink folders allowing you to restrict the number of folders Livelink users can
select when filing documents or emails in Livelink ECM – Enterprise Server. This
makes document filing more user-friendly. As a records manager, you are able to
control where users file their content.
You can define folders according to groups. Livelink users can navigate the assigned
folder sets when filing different items.
Also, you can assign the role of Managed Folders for Lotus Notes administrator to a
specific user group allowing those users to define folder sets for Livelink groups. A

Chapter 10 Configuring Open Text Email Management for Lotus Notes
Managed Folders for Lotus Notes administrator does not require Livelink
administrator privileges to define folder sets.
10.2 Configuring Open Text Email Managed Folders

for Lotus Notes Settings
On the Configure Open Text Email Managed Folders for Lotus Notes Settings page,
you can assign the role of Managed Folders for Lotus Notes administrator to a
Livelink group allowing those users to define Open Text Email Managed Folders for
Lotus Notes sets for Livelink groups.
Note: By default, the Define Open Text Email Managed Folders for Lotus
Notes page is only available via the Livelink Administration page. If you
assign the role of Managed Folders for Lotus Notes administrator to a group
that does not have Livelink administrator privileges, you have to provide the
link to the Define Open Text Email Managed Folders for Lotus Notes page to
the group users. You may add the link to a shared location in Livelink or to the
Livelink Enterprise menu.
For information on how to add items to the Enterprise menu, go to the Livelink
Admin help (Server Configuration – Editing the Enterprise Menu).
The URL of the page may look as follows (example):
http://<server>/Livelink/livelink.exe?func=managedfolders.Define.
Tip: If you want to assign the role of Managed Folders for Lotus Notes
administrator to more than one Livelink group, define a custom group that
contains these groups.
Select a group that you want to assign the role of Managed Folders for Lotus Notes
administrator, and click the Save Changes button.
10.2.1 To Configure Open Text Email Managed Folders for

Lotus Notes Settings
To configure Open Text Email Managed Folders for Lotus Notes settings:
1. On the Livelink Administration page, click the Configure Livelink Managed
Folder Settings link in the Managed Folders Administration section.
2. On the Configure Open Text Email Managed Folders for Lotus Notes Settings
page, click the Select User icon .

10.3 Defining Open Text Email Managed Folders for Lotus Notes
3. On the Select a Group page, type a search term in the starts with field.
Note: If you leave the starts with field blank, Livelink retrieves all groups
in the system.
4. Click the Find button.
A list with Livelink groups displays on the page.
5. Select a group and click the Select link.
6. On the Configure Open Text Email Managed Folders for Lotus Notes Settings
page, click the Save Changes button.
10.3 Defining Open Text Email Managed Folders for

Lotus Notes
On the Define Open Text Email Managed Folders for Lotus Notes page, first select a
group and then configure a set of folders for that group. This allows you to restrict
the number of folders Livelink users can select when filing documents or e-mails in
Livelink ECM – Enterprise Server. Different types of Managed Folders for Lotus
Notes are available enabling you to build up a folder hierarchy.
Note: Define Open Text Email Managed Folders for Lotus Notes pages are
only available to you if you have Livelink administrator privileges or your
group has been assigned the role of Open Text Email Managed Folders for
Lotus Notes administrator.
If you are an Open Text Email Managed Folders for Lotus Notes administrator
without Livelink administrator privileges, your administrator must provide the
link to the Define Open Text Email Managed Folders for Lotus Notes page to
you.
Building up a Managed Folders for Lotus Notes hierarchy

You can use three types of Open Text Email Managed Folders for Lotus Notes to
build up a folder hierarchy:
• Linked to a Livelink folder.

This type of Managed Folder can contain other Managed Folders for Lotus
Notes.
• Linked to a Livelink folder and all its subfolders.
All Livelink subfolders will be automatically added to the Managed Folders for
Lotus Notes hierarchy. As all subordinate items are defined by the actual
Livelink subfolders of the linked Livelink folder, this type of Managed Folder
cannot contain other Managed Folders.
• Unlinked grouping folder (radio button None).
Use grouping folders to organize the hierarchy of Managed Folders for Lotus
Notes. Grouping folders are not linked to any Livelink item and can contain
other Managed Folders for Lotus Notes. For example, you can create a grouping
folder named Correspondence to collect folders where users file e-mails.
Important
• When the Livelink folder which is linked to a Managed Folder is
removed, Livelink does not automatically delete the Managed Folder.
You must remove orphan Managed Folders manually.
• When the Livelink folder which is linked to a Managed Folder is
renamed, Livelink does not automatically update the Managed Folder.
You must rename the Managed Folder manually.
• Livelink does not verify whether all members of a group assigned to a set
of Open Text Email Managed Folders for Lotus Notes are entitled to ac-
cess the associated Livelink folders. Make sure that all group members
have sufficient access rights.
For each Managed Folder, you define a Display Name that is used in the folder
selection lists provided to the users for navigating to a Livelink location.
Note: Use descriptive names when naming folders to make folder selection
easy. You can use any display name as they are not linked to the Livelink
names.
Navigating the Managed Folders for Lotus Notes hierarchy

The subfolders of a selected Managed Folder are listed on the page. Click a
subfolder's title to open the Managed Folder. The folder path is shown in the upper
part of the window. Click the title links to navigate the folder hierarchy.

Figure 10-1: Sample folder hierarchy
10.3.1 To Select a Group for a set of Open Text Email Managed

Folders for Lotus Notes
To select a group for a set of Open Text Email Managed Folders for Lotus
Notes:
1. Go to the Define Open Text Email Managed Folders for Lotus Notes page. For
this purpose, do one of the following:
• As a user with Livelink administration privileges: On the Livelink
Administration page, click the Define Livelink Managed Folders link in the
Managed Folders for Lotus Notes Administration section.
• As a user with the Open Text Email Managed Folders for Lotus Notes
administrator role, but without Livelink administration privileges: Click the
link to the Define Open Text Email Managed Folders for Lotus Notes page.
Note: The administrator has to make the link to the Define Livelink
Managed Folders page available to you.
2. On the Define Open Text Email Managed Folders for Lotus Notes: Select Group
page, type a search term in the starts with field.
Note: If you leave the starts with field blank, Livelink retrieves all groups
in the system.
3. Click the Find button.
A list with Livelink groups displays on the page.
4. Click the Edit link to select a group.

The Define Open Text Email Managed Folders for Lotus Notes: <group name>
page opens.
10.3.2 To Create or Edit a Set of Open Text Email Managed

Folders for Lotus Notes
To create or edit a set of Open Text Email Managed Folders for Lotus Notes
for a selected group:
2. Select a group and click the Edit link.
3. On the Define Open Text Email Managed Folders for Lotus Notes: <group name>
page, use the folder list to navigate to the level where you want to add or edit a
Managed Folder. If the folder set is new, the folder list is empty.
4. On the <group name> page, do one of the following:
• To insert a new Managed Folder, enter the parameters for the new folder:
• Display Name
Enter a display name for the Managed Folder. This name is used in the
folder selection lists provided to the users for navigating to a Livelink
location.
Note: The display name must be unique for the current level.
• Link to
Click one of the radio buttons to select the type of Managed Folder: a
single Livelink folder, a Livelink folder including its subfolders or None
to create a grouping folder for other Managed Folders.
• Livelink Folder
Click the Browse Livelink button to navigate to the Livelink folder.
Click the Add button.
The selected folder and (if you selected this option) its subfolders are added
to the Managed Folder hierarchy.

• To change the display name of an existing Managed Folder, click the

Rename link beside the Managed Folder name.
• To remove an existing Managed Folder, click the Remove link beside the
Managed Folder name.
The Managed Folder and all subfolders will be deleted from the folder
hierarchy.
10.3.3 To Rename a Livelink Managed Folder

You can rename Managed Folders. The name of a Managed Folder is independent of
the name of the associated Livelink folder.
To Rename a Livelink Managed Folder:

page, use the folder list to navigate to the Managed Folder.
4. Click the Rename link beside the Managed Folder name.
5. On the Define Open Text Email Managed Folders for Lotus Notes: Rename
page, enter the New Display Name.
6. Click the Rename button.
10.3.4 To Remove a Livelink Managed Folder

You can remove a Managed Folder from the hierarchy of Open Text Email Managed
Folders for Lotus Notes. If the Managed Folder is linked to a Livelink folder, the
Livelink folder will not be deleted.

To remove a Livelink Managed Folder:

page, use the folder list to navigate to the Managed Folder.
4. Click the Remove link beside the Managed Folder name.
The Managed Folder including all Managed Folder subfolders will be removed
from the folder hierarchy.
10.4 Configuring Automatic Login to Enterprise

Server
To open Open Text Email Managed Folders for Lotus Notes in the Lotus Notes
client, to export documents to Enterprise Server, and to access Enterprise Server
itself, users need authentication to Enterprise Server. You can configure automatic
login for users on the Enterprise Server using one of two methods:
• Persistent password cookie
To enable an automatic login for users, you can use a persistent password cookie.
See section 4.3 "Configuring Security Parameters" in Livelink Administration -
Admin Online Help (LLESWBA-H-AGD).
• Single-sign-on feature of Livelink Directory Services
The single-sign-on feature of the Livelink ECM – Directory Services module
enables an automatic login for users. For a comprehensive description of the
Livelink ECM – Directory Services module, see “Appendix:Installing and
Configuring Livelink ECM – Directory Services” on page 161
For detailed information about Livelink ECM – Directory Services, see Livelink
Directory Services - Installation and Administration Guide (LLESDIR030000-IGD)

10.5 Modifying the Mail Template
10.5 Modifying the Mail Template

To use the functionality of Open Text Email Management for Lotus Notes, you must
modify the mail template, for example mail85.ntf. The modifications listed below
are necessary for the respective feature:
Note: With Lotus Notes Client 8.5, the Domino Designer is based on the
“Standard Client” (previous versions used the “Basic Client”). Together with
this change, the layout and some notations changed. In this guide, notations
introduced with the Domino Designer 8.5 are used.
Disable design refresh for the outline NotesMailOutline (for Basic Client) and
NotesMailOutlineH (for Standard Client)
This allows displaying additional nodes in the tree in the mail outline, that is
Open Text Email Managed Folders for Lotus Notes, configured for user groups
on the Livelink ECM – Enterprise Server and accessible in the Lotus Notes mail
database. For details, see “To Disable Design Refresh for the Outline
NotesMailOutline and NotesMailOutlineH:” on page 131.
Modify the Database Script in the Code node
To allow drag and drop on the Managed Folders for Lotus Notes, it is necessary
to add lines of code in the Database Script code within the Code node. For de-
tails, see “To Modify the Database Script in the Code node:” on page 132.
Important
• These changes must be done on every mail server.
• If you use more than one independent mail template (for example for
DWA) it is necessary to modify each of them. If there is a master
template from which the others inherit, it is enough to do the changes in
the master template. The descendant templates are refreshed as soon as
the Designer task runs or the refresh is performed manually for them.
This is the case for the DWA template, for example. It inherits from the
standard mail template, which alone needs to be modified. The DWA
template does not need to be touched. The Designer refreshes it to
include the changes.
Notes:
• The modifications are inactive until the Email Management feature is
enabled for a particular user database.
• Even if they are present in every user database inheriting from the mail
template they do not have any influence on other functionality.
To Disable Design Refresh for the Outline NotesMailOutline and

NotesMailOutlineH:
1. Open the mail template in the Lotus Domino Designer.

2. Select Shared Elements > Outlines > NotesMailOutline (for basic client) and
NotesMailOutlineH (for standard client). Do not open it, just select it.
3. Open Properties.
4. Click on the Design tab.
5. Check the checkboxes Prohibit design refresh or replace to modify and
Propagate this prohibition of design change.
6. Ensure that the steps step 2 to step 5 are executed for both outline entries,
NotesMailOutline and NotesMailOutlineH.
7. Run the designer task to distribute the modification in all mail databases.
To Modify the Database Script in the Code node:

To modify the database template you must copy code from the Archive Design
Template to the mail template.
1. Open the mail template Mail*.ntf, for example Mail85.ntf in Lotus Domino
Designer and select Code > Database Script.
2. Open the Archive Design Template arcdesign.ntf in Lotus Domino Designer.
3. Select Code > Script Libraries > ArchiveFunctionsLib.
Tip: ArchiveFunctionsLib is available in several languages indicated by a
country code suffix, for example de-DE for German.ArchiveFunctionsLib
without suffix is for English versions.
4. On the Objects tab, select the IxosPostDragDrop function from the list.
The script contains a description of the function as well as the code you must
copy.
5. Add the new PerformIxosDandD function to the Database Script.
a. Find the following lines and copy them to the clipboard:
Function PerformIxosDandD ...
....
SubEnd:
End Function
b. Copy the new function to the Database Scripts of Mail*.ntf and save the
template.
6. Return to arcdesign.ntf and copy the following lines to the clipboard.
' ---------- BEGIN OF THE DRAG & DROP CODE ...
....
' ---------- END OF THE DRAG & DROP CODE
7. Go to the mail template and select Code > Database Script.

10.6 Handling Managed Folders for Lotus Notes Display in Lotus Notes Client
8. In the Postdragdrop function, add the copied code to the beginning of the method,
between the first line
Sub Postdragdrop(Source As Notesuidatabase, Entryname As Variant,
Continue As Variant)
and the first source code line of the method.

9. Save your changes.
10. Run the designer task to distribute the modification in all mail databases.
10.6 Handling Managed Folders for Lotus Notes

Display in Lotus Notes Client
Managed Folders for Lotus Notes are displayed in the folder structure of the Lotus
Notes mail database. The following sections describe the settings and properties of
the Managed Folders display:
• “Configuring Additional Icons for Managed Folder Types” on page 133
• “Disabled Managed Folders” on page 134
10.6.1 Configuring Additional Icons for Managed Folder Types

Note: This feature can only be used in the Lotus Notes basic client.
Open Text Email Managed Folders for Lotus Notes are displayed in Lotus Notes
with corresponding icons. There are default icons for the standard Managed Folder
types that are available with Email Management for Lotus Notes, for example
common folder, project, email folder, compound document, and transaction binder.
Table 10-1: Standard Managed Folder Types and Corresponding Icons
Managed Folder type Type Icon file Icon

number
Common folder 0 ll_folder.gif
Project 202 ll_project.gif
E-mail folder 751 ll_email_folder.gif
Compound document 136 ll_compound_document.gif
Transaction binder 31066 ll_transaction_binder.gif
E-mail volume 750 ll_email_volume.gif
Enterprise workspace 141 ll_enterprise_workspace.gif
Grouping/Unlinked folder none ll_grouping_folder.gif
Other types are displayed using the common folder icon.

You can, however, create and configure your own icons to be displayed with other
Managed Folder types.
To Create and Configure Additional Icons for Managed Folder Types:

1. Create an icon 16 x 16 x 8 (width x height x bits for color per pixel) with a
transparent background, preferably violet: r, g, b = 255, 0, 255. If there are more
languages used, the icon must be copied for every language (with the according
value of the item $Language).
2. Import this image to arcdesign.ntf and distribute this extended template to
every Lotus Domino server which is activated for email archiving.
3. Select all the databases in the ACMF that are enabled for archiving and enable
them again. This distributes the new image to all the user databases.
4. Add an entry to the list of additional icon assignments in the ACMF > Global
Settings > Email Management > Additional icons for managed folders. It must
have the format
<folder type number> = <image name>
5. Restart the Archiving Service to force it to update the configuration.
10.6.2 Disabled Managed Folders

It may happen that the user has no access privileges for a certain Enterprise Server
folder but the folder is displayed in the Lotus Notes folder structure nevertheless.
For example, if the user has privileges for a sub-folder. In such a case, the folder is
displayed grayed out to show that it is disabled for exporting documents to
Enterprise Server.

10.7 Refreshing Managed Folders for Lotus Notes

Note: This feature is only relevant for Open Text Email Management for Lotus
Notes.
Managed Folders for Lotus Notes can be changed in Livelink ECM – Enterprise
Server. For example, folders can be added or removed. Thus, the display of the
Managed Folders for Lotus Notes in the Lotus Notes mail database can be outdated.
There are two possibilities to synchronize the display of the Managed Folders for
Lotus Notes in Lotus Notes with the current settings on the Enterprise Server.
• To refresh the Managed Folders for individually selected databases, you can use
the Refresh Managed Folders menu entry in the Tools menu.
• To refresh the Managed Folders for all databases which are activated for Email
Management for Lotus Notes you should use the Refresh Managed Folders
agent.
To Refresh Managed Folders for Individually Selected Databases:

This option should be chosen if you only want to refresh the Managed Folders for
Lotus Notes tree of individually selected databases.
1. In one of the Databases views of the ACMF, select the user's mail database for
which you want to refresh Managed Folders.
2. From the action buttons bar, select Tools > Refresh Managed Folders.
This operation puts a Refresh Managed Folders order into the Order Database
which is configured in the corresponding DAPT. The Archiving Service is
processing this order like all other types of orders. As soon as the order is processed,
the new Managed Folders tree is updated in the outlines (NotesMailOutline and
NotesMailOutlineH) of the user’s mail database. The user’s mail database has to be
closed and re-opened in order to see the updated Managed Folders tree.
Note: The Refresh Managed Folders order is created automatically, when you
enable databases for archiving and Email Management for Lotus Notes is
activated in the DAPT.
10.7.1 Refreshing the Managed Folders for all Databases

which are Activated for Email Management for Lotus
Notes:
The Refresh Managed Folders agent puts a Refresh Managed Folders order into
the Order Databases which are configured in the corresponding DAPTs for all
databases where Email Management for Lotus Notes is activated. The Archiving
Service is processing those orders like all other types of orders. As soon as the
orders are processed, the new Managed Folders tree is updated in the Lotus Notes
mail outlines of the user’s mail databases.

This operation can take some time. Therefore you should plan the scheduled
settings of the Refresh Managed Folders agent very carefully. The scheduled
settings depend on the amount of databases which are activated for Email
Management for Lotus Notes and how often the Managed Folders tree changes in
the Enterprise Server. If the Managed Folders tree in the Enterprise Server does not
change very often it may be enough to run it only once a night or even once a week.
At any time you are free to run the Refresh Managed Folders agent manually.
To Refresh the Managed Folders for all Databases which are Activated for
Email Management for Lotus Notes:
1. Open the ACMF database with the Domino Designer and navigate to the agent
named RefreshManagedFolders.
2. By default, this agent is not enabled. Configure the scheduled settings of this
agent if you want to run it regularly in order to refresh the Managed Folders
tree in all databases where Email Management for Lotus Notes is activated in
the DAPT. Specify, for example, Once a day at 3:00 am.
10.7.2 Correcting the URL to access the Livelink Web GUI of

Open Text Email Managed Folders for Lotus Notes on
Enterprise Server:
Each Livelink folder in the Lotus Notes mail outline represents a Managed Folder. If
the user clicks on a Livelink folder in the Lotus Notes client, the embedded or
external browser displays the Livelink Web GUI. The URL to this Livelink folder is
added to the Source property of the Lotus Notes mail outline entry that represents
the Managed Folder in Livelink. The Refresh Managed Folders function triggers
this whenever it is called.
1. Start the function with one of the following options:

• Refresh Managed Folders menu entry in the Tools menu of the Databases
views in the ACMF
• Automatically, by using the Refresh Managed Folders agent
When the Refresh Managed Folders function is called, the Enterprise Server (E-
mail Management module) returns the Livelink URL. The Enterprise Server
generates a URL for each folder in the Managed Folders tree. The base part of
the URL, for example http://llserver/livelink/livelink.exe, is retrieved
from the following entry in the Livelink database:
• Table: KIni
• entry: Livelink.WebInfo
In most cases, the Livelink.WebInfo URL should point to the Livelink front-end
server and not to the Admin/Index server or to localhost. Normally, the
Livelink installation program inserts the Livelink.WebInfo URL. If you have to

change this URL manually later, call the following command in a Browser
window:
http://<LivelinkFrontendServer>/<LivelinkInstanceName>/livelink.e
xe?func=admin.iniinfoset
This command will set the Livelink.WebInfo URL to the following.

http://<LivelinkFrontendServer>/<LivelinkInstanceName>/livelink.e
xe
2. After the change of the Livelink.WebInfo URL, recreate the Managed Folders
tree in the Lotus Notes mail outline by using the Refresh Managed Folders
function. The URL is now updated to the correct Livelink front-end server. For
details, see procedure above.
10.7.3 Correcting the URL to access the Livelink Web GUI of

Open Text Email Managed Folders for Lotus Notes by
replacing the URL prefix on the Archiving Bridge
For each Managed Folder, Enterprise Server provides an URL. This URL is created
based on the entry Livelink.WebInfo in the database table KIni on the Enterprise
Server. Additionally, the URL stored in the Managed Folders can be adapted by
specifying a ManagedFolderURLPrefix in the Archiving Service configuration in the
ACMF. This is helpful if you have different frontend servers or a hardware load
balancer. You can specify a different ManagedFolderURLPrefix for each Archiving
Service.
Configure a Managed Folder URL prefix for each Archiving Service in the ACMF.
To specify a Managed Folder URL prefix for an Archiving Service in the ACMF:
1. In the ACMF, open the Archiving Services > By Name view.
2. Double-click the desired Archiving Service.
3. In the Archiving Service Configuration, select the Server Settings tab and click
Edit.
4. In the Managed folder URL prefix field, specify an URL in the following
format:
<http protocol>://<livelink host>:<port>/Livelink/livelink.exe
5. Click Save & Close.

6. For the changes to take effect you must refresh all Managed Folders on the
corresponding servers.
Open Databases > By Server view.
7. Select all databases managed by the affected Archiving Service.

8. Select Tools > Refresh Managed Folders or use the Refresh Managed Folders
agent.
A RefreshManagedFolders order is created and the Archiving Service
generates the content of the NotesMailOutline and NotesMailOutlineH
outline. You have to close and reopen the Lotus Notes client for the changes to
take effect.
10.8 Cleaning the Import Folder

You can schedule the CleanImportFolder agent to periodically delete all imported
documents in the import folder.
You schedule the agent in a DAPT. For details, see “Scheduled deletion of Import
Folder (Deletion)” on page 58.
Important
The agent deletes all documents from the import folder completely. To view
a document you must retrieve it from Livelink.

Chapter 11
Technical Advice for the Email Archiving Bridge for
Lotus Notes
Section 11.1: “Tips and Hints” ......................................................................................... 139
Section 11.2: “Troubleshooting” ...................................................................................... 141
Section 11.3: “Measures to Improve Stability of the Archiving Bridge” .................... 143
When you have Archiving Service up and running, you will have relatively little
administration work to do.
However, under certain circumstances, errors can occur. This chapter provides hints
on how to recognize them and how to solve the problems.
The second section of this chapter explains some frequent errors and how to solve
them.
11.1 Tips and Hints

11.1.1 Load Balancing
For every Lotus Domino server which gets activated in the ACMF, an Order
Database is created on this server. Afterwards, during the server activation you
must select an already existing Archiving Service which monitors the just created
Order Database.
That means for each Lotus Domino server one Order Database is created, however,
you can assign for several Order Databases the same Archiving Service.
The task of the Archiving Service is to watch the Order Database and to process the
orders in it. If the count of mailboxes in a company increases or high traffic peaks
occur you should increase the number of hosts with an Archiving Service installed.
Refer also to “Configuring Failover Support for Lotus Domino” on page 91.
11.1.2 Speeding Up Archiving of Documents with the Same

Subject
If you archive many documents with the same subject, e.g. mass emails, the
Archiving Service experiences a decrease in performance.

Chapter 11 Technical Advice for the Email Archiving Bridge for Lotus Notes
You can bypass this issue by adding extra information, such as the ReceivedDate to
the subject.
• Edit the following line to the [OTEmailManagement] section of the

opentext.ini file on the Enterprise Server:
AppendDateToNodeName=ReceivedDate
Important
Using the SentDate option, does not work with spam mail, which
oftentimes does not contain a Sent Date.
11.1.3 Display Settings for Archived Documents

You might want to display in the mail databases if an archived email had an
attachment or if an email in the Sent view has been archived. For this purpose, you
have to modify the user's mail databases.
To Add a Paperclip Icon to All Archived Emails with Attachments:

1. Open a mail database in the Lotus Domino Designer.
2. Add a column in the view (for example, the Livelink Archiving/Archived
Documents view) where you want to display an icon for all archived emails that
had an attachment.
3. For the Column value, select the Field IXOS_ATTACHMENTICON.
4. Select Display values as icons in the column properties.
5. A paperclip icon displays for archived attachments in the view you have
selected.
To Add a CD Icon to All Archived Emails in the Sent View:

1. Open a mail database in the Lotus Domino Designer.
2. Add a column in the Sent view.
3. For the Column value, select the Field _ViewIcon.
4. Select Display values as icons in the column properties.
5. A CD icon displays for all archived emails in the Sent view.

11.2 Troubleshooting
11.2 Troubleshooting
For the most up-to-date information about known technical issues, refer to the
relevant information resources available to licensed Open Text customers at the
Open Text Knowledge Center.
The following section deals with one of the most commonly encountered
configuration problems.
11.2.1 Client Components

Most problems on the Lotus Domino server side relate to incorrect access control
lists, user permissions for databases, and such. In general, the agents supply enough
information to fix possible problems.
Below you will find a list of possible error events that might occur while you work
with the Archiving Bridge.
• If you use the connection type “Secure Tunneling (HTTPS)” for the Livelink
ECM – Enterprise Server and did not enter the correct Livelink web server URL
query in the Server Settings tab of the Archiving Service configuration, the
Archiving Service does not start correctly. It seems to “hang”. This means, that
the service seems to be started and running but does not do any work. As a
result, the last message in the log file is:
ServiceMain Configuration of the Livelink e-mail management module
is being read.
(LivelinkAttributeStorage.initializeEmailConfiguration)
This log message is only visible if the log level is set to Debug or higher.
In this case, you must stop the Archiving Service in the Windows Service panel
and afterwards kill the java.exe process belonging to the Archiving Service.
After this, you must correct the configuration in the Server Settings tab of the
Archiving Service configuration and restart the Archiving Service.
• If you try to retrieve a document with an in-place OLE object, an error message
displays, telling you that this document cannot be retrieved. You are asked to
use Restore/Copy Back in this case.
• A document listed in a view that uses the property Form as a selection criterion
will not be listed in the view when the document is archived. This is due to the
fact that the value of this property is changed.
• An archived document is only marked by a CD icon, if the current folder or view
has a column to display the property _Viewicon as an icon. See also “To Add a
CD Icon to All Archived Emails in the Sent View:” on page 140.
• When you use the Lotus Notes command print, reply with history, forward, or
copy into new memo on an archived document, the original document is not
used for the action, but rather the form first displayed when an archived
document is opened. If you want to use the original document in context with
these instructions, you have to restore the archived document.

11.2.2 About Database Documents

The ACMF database, the log database, the Order Database and the design template
provide overview documents that can be accessed by opening the respective
database and selecting Help > About This Database. The About Database
documents contain a short description of the database's function and build
information of the current version of the Email Archiving Bridge for Lotus Notes.
Issue When Upgrading

There is an issue with the About Database documents of the ACMF and the log
database, when upgrading existing databases of an earlier installation of the Email
Archiving Bridge for Lotus Notes. The design template and the Order Database are
not affected by this issue. When opening the About Database document after an
upgrade of the ACMF and the log database, an error message displays:
Special database object cannot be located.
The reason for this is the standard behavior of Lotus Notes if there is no About
Database document (not even an empty one). This is the case for newly created
databases. Trying to open the About Database document in this case results in the
error message above.
1. Open the affected database in the Domino Designer and navigate to the Other –
Database Resources section.
2. Open and save the empty About Database document. This creates a new,
empty About Database document.
3. Uncheck the Prohibit design refresh or replace to modify property for the
About Database document and the Database Script.
4. Refresh/replace the design of the database with the new version of the Email
Archiving Bridge for Lotus Notes.
This overwrites the empty About Database document with the new one.
Prohibit design refresh Issue

Additional issues for the About Database document might occur, if the Prohibit
design refresh or replace to modify properties are set for the About Database
document and/or Database Script in the Lotus Domino Designer client, Database
Resources section. In the About Database document, the build number might be
invisible or wrong, or the About Database document does not display, at all.
1. Open the affected database in the Domino Designer and navigate to the Other –
Database Resources section.
2. Uncheck the Prohibit design refresh or replace to modify property for the
About Database document and the Database Script.
3. Refresh/replace the design of the database with the new version of the Email
Archiving Bridge for Lotus Notes.

11.3 Measures to Improve Stability of the Archiving Bridge
11.3 Measures to Improve Stability of the Archiving

Bridge
The following features have been introduced to improve the stability of the
Archiving Bridge despite problems with the lower software layers:
• Detection of unexpected shutdowns of the Archiving Bridge and marking of the
documents responsible
• Marking of documents which caused DXL processing errors
• Improved shutdown behavior of the Archiving Bridge
General Documents which cause an unexpected shutdown of the Archiving Service or DXL
description processing errors will be marked. Marked documents will be silently skipped
during processing of an order by the Archiving Service, without reporting this as an
error in the order. Thus, a “problem-document” will only be visible as such during
the first processing attempt, or through a later, deliberate reprocessing run.
Note: Marked documents will not be filtered out during order generation to
avoid having to modify the agents in the mail-databases to learn of these is-
sues.
Marking of A document is being marked, by adding the following attributes
documents
IXArchiveFailed = <version-number>
Marks the document as failed. The version number which is written can
configured in the Service.ini file.
IXArchiveFailedCause = <text>
States the reason for the marking in the same document, where the text
differentiates between DXL processing errors and unexpected shutdowns.
The Archiving Bridge recognizes these attributes when the document is to be
processed again and thus repeated failures on the same document can be avoided.
Detection of An unexpected shutdown is detected, by storing a CurrentDocRetries attribute in
unexpected the order before the next document is being processed. This attribute is removed
shutdowns of the
archiving bridge after successful processing of each document. When this attribute is found in an
order, this is a sign of a previous unexpected shutdown. The attribute holds a
counter, which is incremented and compared with the allowed maximum value
(default =2) which can be configured through MaxCrashRetryCount setting in the
Service.ini. When the allowed number of retries is reached, the document will
not be processed again but rather marked as described above.
Effects of As several processing threads of the archiving bridge are active at the same time, the
multiple parallel current documents of all these threads will be marked when an unexpected
threads
shutdown occurred, even though just one of the documents actually caused the
shutdown. Only through a second processing attempt of the “suspicious”
documents, which will again cause a shutdown, can the problematic document be
identified more precisely. In this situation, you can decide whether the correct
identification of such documents is more important in your environment, than the

disruptive effects of subsequent shutdowns of the archiving service.

Problems with Archiving of documents usually fails without a shutdown of the Archiving Service,
DXL processing for example when DXL operations fail on the lower layers, or when temporary
problems with the backend systems such as Archive Server or Enterprise Server
occur. A document will be marked accordingly and not processed again, if the cause
of an archiving failure lies in a DXL operation on the document. No retries are done
for these DXL processing errors.
Reprocessing of Reprocessing of all marked documents can be desirable, typically when a fix for
marked some DXL processing problem or other is available. Reprocessing is activated by
documents
incrementing the version number in the Service.ini through the configuration
parameter ProblemDocVersion.
When processing a marked document, the configured value of the version number
is compared to the value stored in the document. Only those documents will be
reprocessed, where the configured value is greater than the value in the document.
The following configuration settings exist to provide greater control over the
reprocessing and to restrict the type of affected documents:
• DoRetryDXLErrorDocuments with default true
• DoRetryCrashDocuments with default false
So, documents which cause an unexpected shutdown are not automatically

reprocessed when the version number is incremented, to avoid the effects of such
shutdowns. Reprocessing these documents must be deliberately forced by
incrementing the version number and setting the configuration parameter
DoRetryCrashDocuments to true.
Logging With unexpected shutdowns and DXL errors it is useful to analyze the specific
documents to find the root problem. Information on the affected documents is
written to a dedicated log file problemdocs.log on the Archiving Bridge, in the
default path of statistics, see “Using Archiving Service Statistics” on page 100.
Shutdown The sub-processes of the Archiving Bridge were modified, so that the Archiving
behavior Bridge shuts down with all processes when a serious problem occurs in the lower
layers. This enables a controlled restart through the standard windows service
restart mechanisms.

Chapter 12
Additional Settings and Functions
Section 12.1: “Service.ini Parameters” ............................................................................ 145
Section 12.2: “Changing the Password of the Archiving Service or Synchronization
Service User” ...................................................................................................................... 152
Section 12.3: “Changing the Interval for the Automatic Restart of the Archiving
Service” ............................................................................................................................... 152
Section 12.4: “The recreate stub Feature in Livelink Explorer”................................... 153
You can add different parameters for the Archiving Service, in the <installation
directory>\Service.ini file. Via the command processor, you can change the
password, for example.
This chapter covers the following topics:
12.1 Service.ini Parameters

The mandatory variables do not have default values and must always be specified.
To change the settings that you have set during the installation, refer to the
following list.
Mandatory Entries in the Service.ini File
DominoServer
DominoServer=MyDominoServer/MyDomain
Specify the hierarchical name of the primary Lotus Domino server hosting the
ACMF.
ConfigurationDatabase
ConfigurationDatabase=acmf.nsf
Specify a relative path to the ACMF on the Lotus Domino server. It must be a
mandatory, valid and existing path to an existing ACMF. The folder must be in
the Domino Data directory.
ServiceName
ServiceName=de03360
This entry is the name for the Archiving Service. It is used to find and read the
related configuration settings for this Archiving Service in the ACMF database.

Chapter 12 Additional Settings and Functions
The Archiving Service also writes update and status information into the related
monitoring documents in the ACMF. The ServiceName must be unique over all
service instances.
ServiceUserPassword
ServiceUserPassword=7SvGJdZjWPE\=
Password of the user to log in to the Lotus Domino server. The Archiving Service
generates an encrypted password when called with the following parameter:
SetServicePassword.bat <password>
ProductComponentName
ProductComponentName=LNArchivingService
ProductComponentName=LNSynchronizationService
The name of the service which is to be used as a part of the path to log and
temporary files. This value is written by the setup program and must not be
changed or removed.
Optional Service.ini Parameters
LogLevel
LogLevel=3
This is the initial logging level of the Archiving Service. Default value is 3.
• 0 = Fatal
• 1 = Error
• 2 = Warning
• 3 = Info
• 4 = Debug
• 5 = Entry/Exit
The default value is used until the log level has been read out from the ACMF.
Afterwards the value configured in the ACMF is used.
MaxLogMessagesPerDocument
MaxLogMessagesPerDocument=5000
Maximum number of log traces that are logged in a single document before a
new log document is created. Default value is 5000.
MaxLogMessagesPerFile
MaxLogMessagesPerFile=50000
Maximum number of log traces (log entries) in a single log file. The default value
is 50000. If the maximum number of messages is exceeded, the old log file is
renamed to <filename>.0N (where N is a counter starting from 1) and a new log
file with the original name is created. After a maximum number of backup files
is exceeded, the old backup files are overwritten again. Therefore, only a

maximum number of backup log files are kept in the log directory, e.g.
ArchivingThread1.log, ArchivingThread1.log.01, ArchivingThread1.-
log.02 ....
MaxBackupLogFiles
MaxBackupLogFiles=9
Maximum number of backup files that are created; if the maximum number is
reached, old backup files are overwritten again. The default is 9.
ServiceRootDirectory
ServiceRootDirectory=C:/Temp/de03360
Path to the root directory for temporary data of this service instance (log files
and temporary databases). If this value is not set or empty, the default root
directory is: %TEMP%\LNArchivingService\<servicename>. Other
subdirectories are created under this root directory, e.g. Log, Work.
CreateComponentRetryCount
CreateComponentRetryCount=2
If the connection to the Archive Server fails, it can be the result of an accidental
failure on the network or a drop-out of the HTTP connection. The connection is
retried the specified number of times. The default value is 2; valid values are 0 to
<maxint>.
CreateComponentRetryWaitPeriod
CreateComponentRetryWaitPeriod=1
If the connection to the Archive Server fails, it can be the result of an accidental
failure on the network or a drop-out of the HTTP connection. The connection is
retried after the specified period. The default is 1; valid values are 0 to <maxint>
in seconds.
DumpThreadInRunningStatus
DumpThreadInRunningStatus=true
If set to true the status file %TEMP%\<service name>\Log\ServiceStatus.log

receives the current stack information of all running threads. The default value is
true, valid values are true and false.
RunningStatusWatcherInterval
RunningStatusWatcherInterval=60
Time interval in seconds after which the status file %TEMP%\<service

name>\Log\ServiceStatus.log is updated. The default value is 60.
ReplaceMacintoshWithUnknown
ReplaceMacintoshWithUnknown=true
This parameter helps to prevent problems with the IBM DXL Importer by setting
the hosttype property of attachments sent from a Macintosh computer to
Unknown rather than Macintosh.

Important
When switching the workaround off, you may provoke data loss or a
Lotus Domino server freeze-up whenever a Macintosh attachment is
restored.
The default value is false, valid values are true and false.
LeaveTemporaryFiles
LeaveTemporaryFiles=false
Controls if temporary files should be left intact or deleted after that part of a task
is finished which would normally delete temporary files. It concerns processing
of an order which stores temporarily archived documents in a working directory.
The default value is false, valid values are true and false.
LogRichtextItems
LogRichtextItems=false
Controls whether rich text items extracted from Lotus Notes documents should
be logged as a DEBUG message in the logging document or file. Currently the
only rich text item which is extracted to be stored in Livelink is the Body item of
an email. For troubleshooting reasons it may be helpful to see the complete body
text in the log file. The default value is false, valid values are true and false.
PollingThreadLongestProcessingTime
PollingThreadLongestProcessingTime=60
For polling threads this parameter specifies the longest processing time in
seconds or operations before sleeping, e.g. queue refreshes and other tasks.
Default is 60 seconds, valid values are from 1 to <maxint>.
DeleteWorkingFilesInOtherThread
DeleteWorkingFilesInOtherThread=true
Working files used during archiving or restoring documents are deleted not in
the same thread right after a document is archived. The deletion is deferred to be
performed later by a separate thread. This speeds up the document processing.
The default value is true, valid values are true and false.
DeletionQueueCapacity
DeletionQueueCapacity=100
Specifies the maximum number of deletion requests for the cleaning thread. The
cleaning thread is responsible for deleting temporary data created during
archiving or restoring of documents. The default value is 100.
WarnAboutRestoringFromNsfOnly
WarnAboutRestoringFromNsfOnly=true
The archiving service version 6.0D or older archive only a single file (DATA.NSF)
if there were no attachments in the document or if the document was archived in
the non-Single Instance Archiving mode (with attachments inside). Since the

system can not distinguish such a document from an incomplete one. Setting this
parameter to true, creates a WARNING log entry in he log database with the
reference to the archived document. If set to false an INFO level entry will be
created.
MaximumWaitingOrdersInPriorizedQueue
MaximumWaitingOrdersInPriorizedQueue=10
Number of orders to be processed in sequence before the queue with the order
documents is refreshed and the list of pending orders is rebuilt. Retrieve orders
have priorities and if there were many orders with the low priority in progress
newly coming orders with the high priority would have to wait. According to
the value of this variable they will wait only until this number of low-priority
orders is finished. After the list of pending orders is refreshed the high priority
orders will be at the beginning.
MaxRetryCount
MaxRetryCount=52
During startup of the services the information from the ACMF database must be
read. If the connection to this database fails, for example because the Lotus
Domino server is down, then an incremental waiting is initiated. The interval
between two connection retries in minutes, starts with the following values 3, 5,
7, 15, 30 and continues with 30 minutes up to MaxRetryCount repeats. A value of
3 means that a maximum waiting time of 3 + 5+ 7 = 15 minutes is used, before
the service restarts. The value 52 means a waiting time of 24,5 hours.
LongestProcessingTime
LongestProcessingTime=600
Specify the longest time in seconds you expect to process a single document.
Default value is 600 seconds.
HandleRepeatedErrors
HandleRepeatedErrors=true
Some errors in the underlying software stack can lead to a difficult state of the
Archiving Bridge, causing series of documents to fail during processing. To
improve stability and availability in such situations, the Archiving Bridge now
tracks errors while processing orders. When ten documents from an order cause
a sequence of processing errors, the Archiving Bridge slows down processing
that order. When 30 documents in a row failed, the Archiving Bridge aborts
processing the order.
MaxThreadFreezeDuration
MaxThreadFreezeDuration=300
The maximum processing duration of a thread before it is considered frozen is

configured through the LongestProcessingTime parameter. Threads which
remain frozen for more than MaxThreadFreezeDuration seconds will be
interrupted, destroyed and restarted.

RestartServiceOnFrozenThread
RestartServiceOnFrozenThread=false
If it is found that restarting the thread does not solve the problem, for example
the thread freezes again, then it might be necessary to restart the service. This
can be triggered by setting the configuration parameter to true.
StatisticsDirectory
StatisticsDirectory=statistics
The Archiving Bridge writes a dedicated file with document statistics in the
configured statistics directory. This file is renewed daily with a configurable
history of files being kept. This parameter specifies the location of the file in the
file system. The directory can be specified with a relative path to the
<ArchivingService Installation directory> or as an absolute path, for example
C:/Programs/Open Text/Archiving Service/statistics.
StatisticsHistory
StatisticsHistory=10
The Archiving Bridge writes a dedicated file with document statistics in the
configured statistics directory. This file is renewed daily with a configurable
history of files being kept. This parameter specifies the number of files being
kept.
DoRetryDXLErrorDocuments
DoRetryDXLErrorDocuments=true
Archiving of documents usually fails without a shutdown of the Archiving

Bridge, e.g. when DXL operations fail on the lower layers, or when temporary
problems with the backend systems such as Livelink ECM – Enterprise Server or
Livelink ECM – Archive Server occur. A document will be marked accordingly
and not processed again, if the cause of an archiving failure lies in a DXL
operation on the document. When the ProblemDocVersion will be incremented
and all matching documents get reprocessed, this parameter specifies if the
documents with a failure in the DXL operation should be considered.
DoRetryCrashDocuments
DoRetryCrashDocuments=false
Specifies if a document which leads to a crash should be also reprocessed if the

version-number comparison based on ProblemDocVersion considers this
document. Documents which cause an unexpected shutdown are not
automatically reprocessed by default when the version-number is incremented,
to avoid the effects of such shutdowns. Reprocessing these documents must be
deliberately forced by incrementing the version number and setting the
configuration parameter DoRetryCrashDocuments to true.
ProblemDocVersion
ProblemDocVersion=1
When processing a marked document, the configured value of the version

number is compared to the value stored in the document. Only those documents

will be reprocessed where the configured value is greater than the value in the
document.
Reprocessing of all marked documents can be desirable, typically when a fix for
some DXL processing problem or other is available. Reprocessing is activated by
incrementing the version number in the Service.ini through this configuration
parameter. Since the problem doc version is also stored in the document, this
value must be higher than the highest version in any document. That means you
should always set this value to the same value on all your Archiving Bridge
hosts.
PipelineDisableCharactersEscaping
PipelineDisableCharactersEscaping=false
Forbids prepending of a character \ before the special characters ,, | and \

which have a special meaning in a string value. Setting this parameter to true
turns on the feature, the value false writes the strings escaped. This parameter
can be used to force compatibility with old versions. Default value is false.
PipelineJoinMultilineStrings
PipelineJoinMultilineStrings=true
Joins strings extending over more lines with the delimiter \n. It can be used to
get a string value always on a single line. The value false writes multi-line
strings on multiple lines. The default value is false.
PipelineStringEncoding
PipelineStringEncoding=UTF-8
Defines character encoding for string values written to the COMMANDS file for the
archiving pipeline. The encoding must be available on the operating system
where the archiving service runs. The parameter value Default is reserved for
the default system character encoding (code page). The default value is UTF-8.
PipelineIntegerNumbersOnly
PipelineIntegerNumbersOnly=false
Restricts numerical values written to the COMMANDS file to their integral part only
and limits their range from -2147483648 to -2147483647 (32 bits). This can be used
to force compatibility with old versions. The value false allows bigger numbers
and the decimal fraction to be written, possibly in the scientific notation. The
default value is false.
PipelineDateTimeFormat
PipelineDateTimeFormat=ISO
Chooses a format for values of the type DATETIME. Possible values are ISO and
OLD. The ISO 8601 format is YYYY-MM-DDThh:mm:ss,fffTZD and the old format
is DD.MM.YYYY. You can use the old format to force compatibility with old
versions. Fraction seconds in the ISO format are not supported.
PipelineMultipleStringsOnly
PipelineMultipleStringsOnly=false

Disallows support for multiple values for other types than the string. This can be
used to force compatibility with old versions. The default value is false.
Java System Properties
user.dir
Alternative directory to search for the configuration file Service.ini. It is the
home directory of the current user.
java.io.tmpdir
Root directory for temporary data of the service, e.g. log files and temporary
files; sub directories are created there: %TEMP%\LNService\<ServiceName>.
Another possibility to change the root directory for the service is the
ServiceRootDirectory variable in the configuration file Service.ini. The
default values are the system temporary directory - environment variables TEMP
and TMP, valid is any existing path.
com.opentext.notes.mediator.LocalNotesMediator.nativeLibrary
Name of a shared object library with an implementation of NotesMediator. The
default value is OTNotesMediatorMT. Other libraries can be supplied here, for
example a debug or an alternative version.
12.2 Changing the Password of the Archiving Service

or Synchronization Service User
For each service, you can change the password of the Service User. This function can
be useful if you entered a wrong password during the installation or changed the
password afterwards. The password is encrypted and saved in the configuration file
(Service.ini) of each service.
Note: The Service.ini can be found in the corresponding installation
directory of the Archiving Service or Synchronization Service.
You can change the password using the Configuration Tool, see .
12.3 Changing the Interval for the Automatic Restart

of the Archiving Service
The recovery of the Archiving Service is handled by the Windows Service Control
Manager (SCM). In the Recovery tab, an action for the first, second and subsequent
failure can be specified. The option Restart service after XX minutes gives the
waiting time between the next try.
The following default values are used:
• First failure: Restart the Service
• Second failure: Restart the Service
• Subsequent failures: Restart the Service

12.4 The recreate stub Feature in Livelink Explorer
• Reset fail count after: 0 days

• Restart service after: 1 minute
12.4 The recreate stub Feature in Livelink Explorer

Using the recreate stub feature, you can create stubs from archived documents in
Livelink.
To activate the recreate stub feature in Livelink ECM – Explorer Professional or
Livelink ECM – Explorer E-mail, edit the following entry in the
[OTEmailManagement] section of the opentext.ini:
ShowImportAsStubCheckbox=1

Chapter 13
Administering Livelink ECM – Billing and Quota
Management
Section 13.1: “Enabling the Quota Management Agent” ............................................. 155
Section 13.2: “Configuring Settings” ............................................................................... 156
Livelink ECM – Billing and Quota Management is an optional Livelink module that
provides the ability to track each Livelink user's storage usage of their personal
email volume, and facilitate billing to users or groups, based on their total usage. In
the Administration of Livelink ECM – Enterprise Server, you can administer the
module's settings.
13.1 Enabling the Quota Management Agent

When a Livelink user exceeds their assigned quota threshold for storage usage, an e-
mail notification will be sent to the user (if the feature is enabled). Once they exceed
their quota, an additional e-mail notification is sent to both the user and the Livelink
administrator (or any other designated recipient).
Enabling the Quota Management Agent will allow you to send quota and threshold
e-mail notifications. You can also specify the days and times the system will check
for thresholds and quotas that have been exceeded.
13.1.1 To Enable the Quota Management Agent

1. On the Livelink Administration page, in the Notification Administration
section, click the Configure Scheduled Activities link.
2. On the Configure Scheduled Activities page, in the Quota Management Agent
section, click the Enable radio button.
3. In the Activity Schedule section, specify the days and times the system checks
for exceeded thresholds and quotas.
4. Click the Submit button.

Chapter 13 Administering Livelink ECM – Billing and Quota Management
13.2 Configuring Settings

You can enable or disable billing management and quota management for all
Livelink users.
Note: If information about the data volume for e-mails is all that is required,
Open Text does not recommend enabling billing management, because the
billing tables contain extensive information on user actions that can cause them
to become very large. The quota management tables contain sufficient data.
If quota management is enabled, you must set the default quota, in megabytes, and
the default threshold, which is a portion of the user quota defined as a percentage.
When the threshold and the quota are reached, you can choose to have an automatic
e-mail notification sent to the Livelink user. You can then modify the default format
for these e-mail notifications. The following table displays replacement strings that
you can use to dynamically insert content into the e-mail.
Table 13-1: E-mail format replacement strings
String Description
$CURRENT$ This value will be the current usage of a user from the
QuoteUsage.CurrentUsage field.
$LIMIT$ This value will be the default quota limit specified in

either Livelink Admin or the user profile (if defined).
$THRESHOLD$ This value will be the default threshold limit specified
in either Livelink Admin or the user profile (if defined).
$USERLOGIN$ This value will be the user name for the user.
$USERID$ This value will be the user ID for the user.
Quota e-mail notifications are also sent to the Livelink Administrator by default.
You can specify another user as the recipient of these e-mail notifications.
You can specify which object types – Documents (144) or E-mails (749) – will be
managed by Billing and Quota Management.
Note: If quota management or billing management is enabled, the content of at
least one object type must be managed.
You can limit billing and quota management of e-mails to the Personal E-mail
Volumes of users. In doing so, other areas of Livelink will be ignored.
As the Livelink Administrator, you can modify the quota settings for an individual
Livelink user via their user profile.
The QuotaBilling table stores data on the storage usage of a user each time they add
or delete supported managed objects in Livelink. If necessary, you can purge the
events from the QuotaBilling table that are older than a specified date.
You can also perform a one-time update of the quota statistics for users by bulk
populating the QuotaUsage table. This feature determines the byte count for all

users and then, based on the settings configured in Livelink Administration,

populates the table with this data. This bulk population will not affect Billing
Management.
13.2.1 To Enable or Disable Email Billing & Quota Management

for All Livelink Users
1. On the Livelink Administration page, in the Billing and Quota Management
Administration section, click the Configure Billing and Quota Management
link.
2. On the Billing and Quota Management Administration page, select or clear any
of the following check boxes:
• Enable Quota Management
• Enable Billing Management
3. If you selected the Enable Quota Management check box, do one of the
following:
• To set a default quota, type the per-user quota in the Default User Quota
field and then type the percentage of the user quota at which to send a
notification that the threshold has been exceeded in the Default User
Threshold field.
• To have an unlimited quota, ensure that the Default User Quota and
Default User Threshold fields are blank.
4. Click the Save Changes button.
5. Restart Livelink ECM – Enterprise Server.
To... do the following...

enable or disable quota email notification, Select or clear the Enable Quota Emails
check box.
modify the default email format for quota Do any of the following:
and threshold notifications, • Modify the content in the Over Quota
Email Format field.
• Modify the content in the Over
Threshold Email Format field.
Optionally, you can click the View Sample

button next to the Over Quota Email For-
mat field or the Over Threshold Email
Format field to view a sample of the e-mail
format.
specify a different recipient for quota email Type the recipient's name in the Display
notifications, Name field and then type the recipient's e-
mail address in the Email Address field.

Chapter 13 Administering Livelink ECM – Billing and Quota Management
To... do the following...

enable or disable content to be managed, Select or clear any of the following check
boxes:
• Manage Documents
• Manage Emails
limit management of emails to Personal E- Select the Limit to PEV check box.
mail Volumes for users,
13.2.2 To Modify the Quota Settings for a Livelink User

1. Find the user for whom you want to modify quota settings.
2. In the Actions column, click the Edit link for the user.
3. On the General Info page, select the Exclude from Quota Management check
box to exclude the user in quota management.
4. If you did not select the Exclude from Quota Management check box, do any of
the following:
• Type the quota for the user, in megabytes, in the Quota field.
• Type the quota threshold for the user, as a percentage, in the Quota warning
at field.
5. Click the Update button.
Note: If you do not specify a quota and a threshold for the user, the
defaults specified on the Billing and Quota Management Administration
page will be used.
13.2.3 To Purge the QuotaBilling Table

Administration section, click the Purge Billing Table link.
2. On the Purge Billing Table page, click a month, date, and year in the
corresponding drop-down lists.
3. Click the Purge button.
4. Click the OK button.
13.2.4 To Bulk Populate the QuotaUsage Table

Administration section, click the Bulk Population of Quota Tables link.
2. On the Bulk Population of Quota tables page, click the Bulk Populate button.


Chapter 14
Appendix: Installing and Configuring Livelink ECM
– Directory Services
Section 14.1: “Installing Livelink ECM – Directory Services” ..................................... 161
Section 14.2: “Configuring Livelink ECM – Directory Services” ................................ 162
Section 14.3: “Performing a Synchronization”............................................................... 170
Section 14.4: “Setting a Synchronization Schedule”...................................................... 171
Section 14.5: “Configuring Microsoft IIS for NTLM” ................................................... 172
Function of the The Livelink ECM – Directory Services module is used to make the Windows Active
module Directory users known to Enterprise Server and allows seamless single sign-on for
users working with Explorer E-mail (for E-mail Archiving) and Livelink ECM –
Explorer Professional (for E-mail Management).
Notes:
• This section describes the installation and configuration of Livelink
Directory Services for synchronization with Active Directory, using the
Microsoft Internet Information Server (IIS). The Domino Directory and
Active Directory must already be synchronized with each other.
• For detailed information on installing and configuring Livelink ECM –
Directory Services, refer to the Livelink ECM - Directory Services - Installation
and Administration Guide (LLESDIR-IGD), which you can download from the
Open Text Knowledge Center
14.1 Installing Livelink ECM – Directory Services

You install any optional Livelink module in two stages. First, run an .exe file or
extract a .tar file (depending on your operating system) to unpack the installation
files into Livelink’s staging directory. Next, go to the Livelink Administration page
and click the Install Modules link in the Module Administration section to
complete the installation.
Note: For specific information about the installation process in Windows or
UNIX environments, see “Administering Livelink Modules: Installing and
Uninstalling a Module” in the Livelink Admin online help or see “Installing

Chapter 14 Appendix: Installing and Configuring Livelink ECM – Directory Services
and Uninstalling Modules” in the Livelink Enterprise Server First-Time

Installation Guide.
For specific information about the upgrade process in Windows or UNIX
environments, see “Administering Livelink Modules: Upgrading a Module” in
the Livelink Admin online help or see “Upgrading Modules” in the Livelink
Enterprise Server Upgrade Installation Guide.
These guides are available in the Open Text Knowledge Center
14.2 Configuring Livelink ECM – Directory Services

After the software is ready to be used you must activate the synchronization.
To activate the LDAP synchronization:

1. On the Livelink Administration page, navigate to the Directory Services
Administration section.
After the installation of the Livelink ECM – Directory Services, this section looks
like this:
2. Click the Configure Authentication Source link.

3. On the Configure Authentication Source page, select Integrated Windows
Authentication.
For Username Style, select Username Only. Leave the other settings as they are.
Note: To use Integrated Windows (NTLM) authentication, you must
configure the Microsoft Internet Information Server accordingly. Refer to
“Configuring Microsoft IIS for NTLM” on page 172 for more information.
Livelink saves the changes and then displays the Restart Livelink ECM –
Enterprise Server page.
4. Restart the Livelink services, Livelink and Livelink Admin, and your Web
application server and then click the Continue link on the Restart Livelink ECM
– Enterprise Server page.

Before you can synchronize Active Directory with Enterprise Server, you must
specify several synchronization parameters on Enterprise Server.
To configure synchronization methods:

1. In the Directory Services Administration section of the Livelink Administration
page, click the Configure Synchronization Sources link.
2. Click the Add Synchronization Source button.
3. On the Add Synchronization Source page, enter a name and choose LDAP
Synchronization (Read Only).
4. Confirm by clicking the Add button.
14.2.1 Configuring the LDAP Server

On the Configure Synchronization Sources page, you enter the information that
Livelink ECM – Enterprise Server needs to connect to the Active Directory server at
synchronization time.
Note: Some of the settings which are relevant for Email Archiving for Lotus
Notes are explained in the following sections. For detailed information on all
the parameters on the LDAP Read-Only Parameters page, refer to the Livelink
Admin help.
To specify the LDAP directory for synchronization:

1. On the Configure Synchronization Sources page, click the Edit Parameters link.
The Edit Parameters page displays.
2. On the Edit Parameters page, scroll down to the LDAP Server section.

3. Type the name or IP address of the LDAP directory server in the LDAP Server
field.
4. In the LDAP Server Port field, type the port number on which your LDAP
directory server accepts connections (default = 389).
5. In the SSL field, specify if you want to enable the Secure Sockets Layer (SSL)
protocol to encrypt and protect communication between Livelink and the LDAP
server. By default, SSL is disabled.
When you enable SSL, specify the path to the CA Root certificate file in
Certificate Path.
For detailed information, see section 4.2 "Configuring SSL for Use with LDAP
Synchronization" in Livelink Directory Services - Installation and Administration
Guide (LLESDIR030000-IGD).
6. In the LDAP Username field, type the Distinguished Name of a user that binds
to the LDAP directory with which you want to synchronize Enterprise Server
users and groups . This user must have Read access to the LDAP directory.
Important
Do not use a personal Administrator account for this purpose, as any
password changes prevent LDAP synchronization. You can use a Service
User account for this purpose.
7. In the LDAP Password and Verify Password fields, type the password
associated with the user name that you specified in the LDAP Username field.
8. In the Search Root field, type the Distinguished Name of the base object in the
LDAP directory with which you want to synchronize Livelink users and groups.
At synchronization time, this routes LDAP queries to the proper directory.
For Microsoft Active Directory, the base object is, for example:
OU=People,DC=qaw2k5,DC=de
where the Windows domain is qaw2k5.de.
Tip: You can use the Microsoft ADSI Edit utility to retrieve the required
information on the base object.
14.2.2 User Attribute Mapping

Attribute mapping is required because different directories use different
terminologies to locate a specific attribute of an object.
In the User Attribute Mapping section of the LDAP Read-Only Parameters page,
you map specific LDAP schema elements to the corresponding user information on
Enterprise Server. Each field in this section contains a default value that you can
either accept or modify. The field names correspond to the Enterprise Server user

information, while the values in the fields represent the corresponding element in
your LDAP directory.
To specify mappings between LDAP schema elements and Livelink user
information, either accept or edit the default values in each of the following fields as
shown below.
To configure the attribute mapping:

1. On the LDAP Read-Only Parameters page, scroll down to the User Attribute
Mapping section.
2. In the Log-in Name field, enter sAMAccountName.

Note: For the sAMAccountName attribute to be used, you must set
Username Case Sensitivity to lowercase.
3. In the other fields, enter appropriate values.
Note: Log-in Name and Department are mandatory for user creation. All
other fields are optional for user creation in Enterprise Server.
14.2.3 User Privileges

As LDAP Read-Only synchronization does not copy individual user privileges from
the LDAP directory server, you must specify default privileges for all synchronized
LDAP users.
To specify privileges for synchronized LDAP users:

1. On the LDAP Read-Only Parameters page, scroll down to the Set Privileges
section.

2. For Email Archiving for Lotus Notes, at least the following check boxes must be
selected:
• Log-in enabled
• Public Access
14.2.4 Department Mapping

Department mapping allows you to map users to a department different from the
one specified by the value of the Department attribute in the User Attribute
Mapping section of the LDAP Read-Only Parameters page.
If Department mapping is disabled, Directory Services puts the user into the
department that corresponds to the value of the Department attribute, if a group
with that name exists in Livelink. If the group does not already exist in Livelink and
is not a group that exists in Active Directory that is also being synchronized into
Livelink, the user will be put into a designated default group, which is Livelink's
DefaultGroup.
To enable department mapping, check the Enable radio button for Department
Mapping in the User Attribute Mapping section of the LDAP Read-Only
Parameters page. For configuring the department mapping settings, navigate to the
Configure Synchronization Sources page and click the Edit Department Mapping
link. The Department Mappings page displays. You can add, edit and delete
department mappings.
To add a department mapping:

1. On the Department Mappings page, click the Add Department Mapping
button.
2. On the Add Department Mapping page, type the name of the department you
are mapping in the LDAP Department field.
3. Type the name of the corresponding Livelink group in the Livelink Group field.
Note: The Livelink group is not created, nor is the existence of a Livelink
group verified at this point.
4. Click the Add button.

To edit a department mapping:

1. On the Department Mappings page, click the Edit link of the mapping you want
to edit.
2. On the Edit Department Mapping page, type a new department name in the
LDAP Department field.
3. Type a new group name in the Livelink Group field.
Note: The Livelink group is not created, nor is the existence of a Livelink
group verified at this point.
4. Click the Update button.
Note: When editing the Default LDAP Department mapping, you cannot edit
the value Default in the LDAP Department field.
To delete a department mapping:

1. On the Department Mappings page, click the Delete link of the mapping you
want to delete.
Note: You cannot delete the Default LDAP Department mapping.
2. Click the OK button in the confirmation dialog.
3. Click the Done button.
14.2.5 Search Filter

The search filter fields let you specify which users and groups to synchronize.
To specify a search filter for synchronization:

1. On the LDAP Read-Only Parameters page, scroll down to the Search Filter
section.
2. Enter a filter expression in the User Search Filter and/or Group Search Filter
field.
Example: The user search filter objectcategory=user searches all users
whereas objectcategory=group searches all groups.
14.2.6 Synchronization Options

You can configure the way user names and passwords are created when
synchronizing. You can also delete, disable, or ignore non-synchronized users and
re-enable user accounts, synchronize groups, and specify a synchronous or
asynchronous search type.

To configure synchronization options:

1. On the LDAP Read-Only Parameters page, scroll down to the Synchronization
Options section.
2. In the New User Password Policy section, configure the way new user
passwords are set up. The following values are possible:
• Hidden: the password authentication is controlled by the Directory Server.

Important
• Hidden passwords only work when either LDAP or Integrated
Windows Authentication is enabled within Directory Services.
Otherwise, if users are created with hidden passwords (or have
their passwords reset to a hidden value), they will not be able to
log into to Livelink.
• This setting is only used when first creating users in Livelink via
LDAP synchronization. If a different setting was selected when
users were created during synchronization, select Reset User
Passwords on the Livelink Administration page (beneath
Directory Services Administration) and reset passwords for a
specific source, multiple sources or all users in the system to
Hidden.
• The setting Hidden is mandatory to enable single sign-on on
Enterprise Server. However, you must configure some more set-
tings on the Microsoft Internet Information Services (IIS) to make
single sign-on work, see “Configuring Microsoft IIS for NTLM”
on page 172
• Random: the password is stored in the Livelink database. If you select this
option, the passwords will be added to a password log file for the
administrator's use.
• Use this: the password is stored in the Livelink database. If you clicked the
Use this radio button, you must type and verify a password in the
appropriate fields.
3. In the Username Case Sensitivity section, click the appropriate radio button to
preserve the case of login IDs or to convert all login IDs to lowercase letters.
Important
Because Livelink is case-sensitive and the Windows domain/Active
Directory is not, you must select Lowercase to configure your server to
authenticate against your network.
4. In the Username Style section, click the appropriate radio button to choose a
user name style.
Note: The user name style should match the setting on the Configure
Authentication Source page.
5. Unsychronized User Accounts: If a user is not found in Active Directory during
a synchronization, Directory Services will
• delete the user in Livelink, if the Delete radio button is selected.

• disable the user in Livelink, which means revoke the log in privileges to
Livelink, if the Disable radio button is selected.
• ignore the user, which means, the user can continue to log in to Livelink, if
the Ignore radio button is selected.
For Email Archiving for Lotus Notes, it is not recommended to select the Delete
radio button.
Selecting Disable makes sure that a user who is intentionally removed from
Active Directory will not be able to continue logging in to Livelink.
6. Re-enable User Accounts: Select this check box to give log in privileges to
anyone in the Directory Service that already exists in Livelink.
7. Synchronize Groups: Select this check box to create groups in LDAP. For Email
Archiving for Lotus Notes, it is not required to select this check box. For Email
Management for Lotus Notes, it is essential.
14.3 Performing a Synchronization

To perform an LDAP Read-Only synchronization:
1. On the Synchronization Sources page, click the Synchronize now button. The
Synchronize Directory Source page appears.

14.4 Setting a Synchronization Schedule
2. Verify the current settings. If the settings need to be adjusted, click the Admin
Home link, and make changes on the Configure Synchronization Sources page;
otherwise, continue with the next step.
3. For configuring Unsychronized User Accounts, Re-enable User Accounts and
Synchronize Groups, see “To configure synchronization options:” on page 168.
4. Click the Log Level radio button that corresponds to your need for detail in the
status messages; choices, with increasing levels of detail, are Minimal,
Expressive, and Verbose. These messages appear in your browser window and
are also written to a log file in the Livelink_home/logs directory during each
synchronization.
5. To start the synchronization process, click the Synchronize button.
The LDAP Read-Only Synchronization Status page appears. It refreshes
periodically, displaying logging messages. When the synchronization is
complete, a Continue link appears at the top of the page.
6. To return to the Livelink Administration page, click the Continue link.
You can connect to Enterprise Server now and verify that the users are in fact
being synchronized to Enterprise Server. When you search for user accounts
you should see all users like in the figure below.
14.4 Setting a Synchronization Schedule

The central directory changes occasionally, for example, when new employees join
your organization. To keep your Enterprise Server user information up-to-date, the
Synchronization Schedule page allows you to specify a Synchronization Schedule
to synchronize directories automatically at regular intervals. You can also
temporarily disable automatic synchronization from this page.
Note: The Livelink Notification feature must be configured and enabled to use
a Synchronization Schedule.
To schedule automatic synchronization times:

1. On the Configure Synchronization Sources page, click Edit Schedule.
2. On the LDAP Read-Only Synchronization Schedule page, do one of the
following:
• To enable automatic synchronization, select the Enable radio button.

• To disable automatic synchronization, select the Disable radio button.

3. Select the check boxes of the days, hours, and minutes at which you want to
synchronize directories. These times are based on Enterprise Server's internal
date and time.
Notes:
• You should synchronize directories before scheduled, automatic
archiving starts. If new users have been added, these must be
synchronized before archiving starts.
• For information about enabling new users for archiving, see “Assigning
4. Click the Submit button.
14.5 Configuring Microsoft IIS for NTLM

If you enabled NTLM authentication for the users synchronized from the LDAP
directory server (see “Configuring Livelink ECM – Directory Services” on page 162),
you must configure Microsoft IIS accordingly.
To configure NTLM authentication in IIS:

1. Start the Internet Services Manager. To do so, click Start – Programs –
Administrative Tools – Internet Information Services (IIS) Manager.
2. Expand the Web Sites node.
3. Select the Livelink website and choose Properties from the context menu.
4. In the Livelink Properties dialog box, select the Directory Security tab and then
click the Edit button in the Authentication and access control section.
5. In the Authentication Methods dialog box, clear the Enable anonymous access
check box.
Note: This setting is mandatory to enable single sign-on.
6. In the same dialog box, select the Integrated Windows authentication check
box.
Note: This setting is mandatory to enable single sign-on.
7. Click the OK button in the Authentication Methods dialog box and in the
Livelink Properties dialog box.
Notes:
• If you enable NTLM authentication, you must create a virtual directory,
named, for example, Livelink Admin, which is mapped in the same way as
the Livelink virtual directory. This is required to enable login as an

14.5 Configuring Microsoft IIS for NTLM
administrator. It is also needed for the Archiving Service to connect to (see

“Server Settings” on page 41).
• For the Livelink support and the Livelink Admin websites, the Enable
anonymous access check box has to be enabled in the Authentication
Methods dialog box.
• For NTLM authentication to work properly, Livelink must be entered as a
local intranet zone in the security setting of the Internet Explorer. As this
must be done on all client computers that need to access Enterprise Server,
you should distribute this setting automatically, for example via GPO.

Glossary
Archive Configuration and Management Facility (ACMF)
The Archive Configuration and Management Facility (ACMF) is the main
administrative utility of the Archiving Bridge. It is a Lotus Notes database
created from the arcacmf.ntf template.
See also: Section 1.2: “Email Archiving Bridge for Lotus Notes”.
Archiving Service
The Archiving Service is a Windows service that handles all archiving and
restoring requests which are queued in the Order Database.
Archiving Toolbar
The Archiving Toolbar offers the functions of the archiving menu through icons
that appear in Lotus Notes. The client design elements of the Archiving Toolbar
are added to the local database bookmark.nsf, and are so made available to the
user's database.
DAP
See: Database Archiving Profile (DAP)
Database Archiving Profile (DAP)

When a database is enabled for archiving, a Database Archiving Profile (DAP) is
created in the target database. This DAP is based on the settings of the Database
Archiving Profile Template. The DAP controls the archiving functionalities of a
database that is enabled for archiving.
Database Archiving Profile Template (DAPT)

The Database Archiving Profile Template (DAPT) helps you to create archiving
profiles that you can easily assign to one or more databases. A DAPT is a Lotus
Notes document that contains all relevant archiving information for one or more
databases.

Glossary
DocTools
Programs that perform single, discrete actions on the documents within a
Document Pipeline.
See also: Document Pipeline (DP).
Document Pipeline (DP)

Mechanism that controls the processing of documents at a high security level
until the documents are transferred to the Document Service.
See also: Document Service (DS).
Document Service (DS)

The Document Service is the heart of the archiving activities performed on the
Archive Server. The Document Service assigns the document IDs by which all
archived documents are requested. It writes the address of each document along
with the document ID into the archive database. The document service
communicates with the WORM and CD servers, which perform the actual
writing of documents to partitions. The DS writes documents to hard disk
partitions and buffers directly.
Domino Web Access/Lotus iNotes

If no Lotus Notes client is available, you can access your archived emails with
Domino Web Access/Lotus iNotes (DWA). The functionality of Email
Management for Lotus Notes is not available via DWA or Lotus iNotes,
respectively.
See also: Introduction : “Introduction”.
DP
See: Document Pipeline (DP)
DS
See: Document Service (DS)
LAPI
See: Livelink Application Programming Interface (LAPI)
Livelink Application Programming Interface (LAPI)

Livelink Application Programming Interface (LAPI) is a programmatic interface
to the Enterprise Server that allows external programs to interact with data in the
Livelink database. LAPI is needed for the different connection types.
See also: Section 8.2: “Connection Types for the Enterprise Server”.

Glossary
Livelink ECM – Directory Services

Livelink Directory Services are needed to make the Windows Active Directory
users (that are enabled for archiving) known to the Enterprise Server.
Managed Folders for Lotus Notes

In Email Management for Lotus Notes, Open Text Email Managed Folders for
Lotus Notes allow exporting emails by drag and drop directly to the Livelink
ECM – Enterprise Server. Managed Folders for Lotus Notes are displayed in the
folder structure of the Lotus Notes mail database. Furthermore, users have direct
access to the Enterprise Server inside Lotus Notes. A single click on a Managed
Folder displayed in the Lotus Notes mail database displays the Enterprise Server
inside the Lotus Notes client.
See also: Section 10.1: “Introducing Open Text Email Managed Folders for Lotus
Notes”.
Non-secure proxy server tunneling

Non-secure proxy server tunneling is when a LAPI application exchanges data
with an Enterprise Server by transmitting unencrypted (plaintext) Hypertext
Transfer Protocol (HTTP) messages through the Web proxy server, which passes
messages to the Web server integrated with an Enterprise Server. Since most
LAPI functions include sensitive data, such as a user ID and password (and may
include a document added to or retrieved from the Enterprise Server), it is
important that non-secure proxy server tunneling transmissions are made over a
secure network.
See also: Section 8.2.2: “Non-Secure Proxy Server Tunneling”.
Non-secure tunneling
Non-secure tunneling is when a LAPI application exchanges data with an
Enterprise Server by transmitting unencrypted (plaintext) Hypertext Transfer
Protocol (HTTP) messages through the Web server integrated with an Enterprise
Server. Since most LAPI functions include sensitive data, such as a user ID and
password (and may include a document added to or retrieved from the
Enterprise Server), it is important that non-secure tunneling transmissions are
made over a secure network.
See also: Section 8.2.1: “Non-secure Tunneling”.
Offline Extension
The Offline Extension is a client component that enables you to manage your
archived documents when your Lotus Notes client is in local mode. The
functionality is made available to the users by changing the Lotus Notes file
notes.ini and distribution of nextrepl.dll. Refer also to “Offline Access” on
page 113.

Glossary
Order Database
The Order Database is a Lotus Notes database where all archiving and restoring
requests are queued for asynchronous processing. It is based on the
arcorder.ntf template.
SecKeys
SecKeys are signed URLs that are used to ensure that only authorized requests
from the Archive Server are answered. A SecKey contains a digital signature and
a signature time or date. The signature is created for the relevant parameters in
the URL and contains an expiry time. It is stored in a pem file. The Archive Server
verifies the signature and only executes the requested action if the verification
was successful and the SecKey's expiry time has not been exceeded.
See also: Section 8.1: “Security Settings for Archive Server Connections”.
Secure tunneling
Secure tunneling is a method for encrypting an otherwise unsecured connection
between a server and a client by the means of Public Key Encryption and
certificates.
See also: Section 8.2.3: “Secure Tunneling”.
Service User
The Archiving Service is connecting to all necessary Lotus Notes databases with
one special user. This user is called Service User. Therefore, this Lotus Notes user
must have the proper access permissions to the following databases: the ACMF
database, the Order Database, the logging database, the mail databases, the
application databases, etc.
See also: Section 1.3.3: “Users and Permissions”.
Single Instance Archiving

The Single Instance Archiving feature of the Archive Server guarantees that
identical attachments will be stored only once. Archiving in single instance mode
decomposes emails, which means that the attachments are removed from the
original email and are stored as separate components on the Archive Server. As
soon as an email is retrieved from the Livelink ECM – Enterprise Server, the
Open Text Archive Storage Provider checks whether the email needs to be
recomposed. If so, it forwards the request to the Email Composer, which
reinserts the appropriate attachments into the email and passes the complete
email to the Livelink ECM – Enterprise Server.
Synchronization Service
The Synchronization Service handles archived Lotus Notes documents whose
referencing documents do no longer exist in the Lotus Notes database. These

Glossary
“orphaned” objects are removed from the Livelink ECM – Enterprise Server and
the Archive Server by the Synchronization Service.

Index
Scheduled 15
speeding up 139
Archiving Bridge 33
Archiving Service 16, 16, 175
A configuring 39
Abbreviations creating 39
terms 11 permissions 19
Access Levels 18 polling intervals 40
ACMF 33 starting 72
global settings 35 Archiving Service: Threads
guideline 21 polling intervals 39
overview 21 Archiving services 30
permissions 18 Archiving Toolbar 16, 89
views 22 arclog.ntf 16, 95
Administration 75 arcorder.ntf 16
Administrative tasks Assigning
Order Database 83 DAPT 65
Agent Info 27 Authentication
Application database 82 configure NTLM in IIS 172
arcacmf.ntf 16 configure NTLM in Livelink 162
arcdesign.ntf 16 Automatic logon
arcdocpipe.ntf 16 Livelink Directory Services 130
arcdwa*.ntf 16 persistent password cookie 130
Archive single sign on 130
application database 82
Archive Configuration and Management B
Facility (ACMF) 16, 175 Billing settings
Archive Server configuring 156
connections 115
Archived documents
C
display settings 140
CD icon
restoring 82
in the Sent view 140
Archived emails
Changing
cd icon in the Sent view 140
password 152
Archived emails with attachments
Cleaning time 113
paperclip icon 140
Configuration
Archiving
Email Management for Lotus Notes 123
database 76
user authentication 130
disable 81
Manually 15

Index
Configuring managing 86
billing and quota settings 156 updating 88
Directory Services 162 Directory Services
Open TextEmailManaged Foldersfor Lotus configuration 162
Notes 124 configure for NTLM 162
Configuring icons for Managed Folder department mapping 166
types 133 installation 161
Connection perform synchronization 170
Domino server 47 search filter 167
Connections user attribute mapping 164
Archive Server 115 user privileges 165
Enterprise Server 116 Disable
Conventions 10 archiving 81
Conventions in this documentation 10 DAPT 81
Copying Disabled Managed Folders 134
archived database 78 Display settings
CurrentDocRetries 143 for archived documents 140
Distributing
D Archiving Toolbar 89
DAP 175 Offline Extension 89
DAPT 29 DocTools 62, 62
assigning 51, 65 Document Pipeline 121
creating 51 Documentation 9
unassign 81 Documents
Database counting 80
archiving 76 restore archived 82
copying archived 78 Domino Web Access/Lotus iNotes 8, 176
counting documents 80 DoRetryCrashDocuments 143
restoring 77 DoRetryDXLErrorDocuments 143
statistics 80 DP 176
views 24 DS 176
Database Archiving Profile (DAP) 16, 175
Database Archiving Profile Template E
See “DAPT” Email Archiving Bridge for Lotus Notes
Database Archiving Profile Template 16
(DAPT) 16, 175 Email Archiving for Lotus Notes
Database logging 95 introduction 15
Deactivating Email Management for Lotus Notes
Lotus Domino server 75 configuration 123
Defining modifying mail template 131
Open TextEmailManaged Foldersfor Lotus Email Management for Lotus Notes and
Notes 125 Open TextEmailManaged Foldersfor
Delayed deletion 110 Lotus Notes 123
Deleting documents Enabling
See “Synchronization” archiving 65
Department mapping Quota Management Agent 155
for LDAP synchronization 166 synchronization 109
Design elements Enabling users for archiving 67
checking 86 using a configuration file 69

Index
Enterprise Server L
connections 116 LAPI 176
LDAP server
F activate synchronization for Livelink 162
Failed orders configure in Livelink 163
re-processing 86 configure synchronization of Livelink users
Failover support 162
Archive Server 92 LDAP synchronization
Lotus Domino 91 activate 162
Failure configure LDAP server 163
Enterprise Server 92 department mapping 166
Feedback 13 schedule 171
File logging 97 search filter 167
Folder sets user attribute mapping 164
define for Open TextEmailManaged user privileges 165
Foldersfor Lotus Notes 125 Livelink
permissions 19, 19
G Livelink Application Programming
Global settings 35 Interface (LAPI) 116, 176
Group Livelink ECM – Directory Services 161
for defining Open TextEmailManaged configuration 162
Foldersfor Lotus Notes 124 installation 161
for Open TextEmailManaged Foldersfor Load balancing 139
Lotus Notes 128 Log Info
Guideline 21 See “Logging”
Logging 95
database logging 95
H file logging 97
HTTP 116, 117 JDSAPI 99
HTTPS 117 offline DLL 99
service wrapper 99
I Lotus Domino server
IIS deactivating 75
configure for NTLM 172 removing 76
Installation
Directory Services 161 M
Livelink module 161 Mail template
Integrated Windows authentication modifying for Email Management for Lotus
configure in IIS 172 Notes 131
configure in Livelink for LDAP users 162 Manage design elements 86
Introduction 7 Managed Folder types
IXArchiveFailed 143 configuring icons 133
IXArchiveFailedCause 143 Managed Folders
disabled 134
J refreshing 135
JDSAPI Managed Folders for Lotus Notes 177
logging 99 Managed Foldersfor Lotus Notes 123, 123
defining 125
select group 128

Index
Map departments P
for LDAP synchronization 166 Paperclip icon
Map user attributes for archived emails with attachments 140
for LDAP synchronization 164 Parameters 145
MaxCrashRetryCount 143 Password
Microsoft Internet Information Services changing 152
configure for NTLM 172 Permissions 18
Modifying mail template for the Archiving Service 19
for Email Management for Lotus Notes for the Service User 18
131 in Livelink 19, 19
in the ACMF 18
N Persistent password cookie 130
Non-secure proxy server tunneling 117, Polling intervals
177 Archiving Service 40
Non-secure tunneling 116, 116, 177 Synchronization Service 107
NTLM threads 39
configure in IIS 172 Prerequisites
configure in Livelink for LDAP users 162 Archiving Bridge 17
Lotus Domino server 17
O Privileges 18
Offline access for users synchronized from LDAP 165
synchronization 113 ProblemDocVersion 143
with local mail database 113 Proxy 117
Offline DLL
logging 99 Q
Offline Extension 16, 89, 177 Quota Management Agent
Open Text Online 12 enabling 155
Open TextEmailManaged Foldersfor Lotus Quota settings
Notes 123 configuring 156
configuring 124
defining 125 R
select group 128 Re-processing failed orders 86
select group as Managed Foldersfor Lotus Refreshing Managed Folders 135
Notes administrators 124 Removing
selecting a group 127 Lotus Domino server 76
Order Database 16, 178 Restoring
administrative tasks 83 archived documents 82
configuring 47 database 77
open 83 documents 82
process orders 86 Introduction 15
view orders 84 Retrieving
Order Databases 30 Introduction 15
Orders Rights
failed orders 86 for users synchronized from LDAP 165
view details 84
S
Schedule
for LDAP synchronization 171

Index
Scheduled agent arcdocpipe.ntf 16

CleanImportFolder 59 arcdwa*.ntf 16
RemoveLocallyScheduled 59 arclog.ntf 16
RemoveRetrieved 59 arcorder.ntf 16
ScheduledArchive 60 Troubleshooting 141
Search filter client components 141
for LDAP synchronization 167 Tunneling
SecKeys 115, 178 non-secure 116
create certificate 115 non-secure proxy server 117
enable on Archive Server 115 secure 117
security 115 Typography 10
Secure tunneling 117, 178
Security U
SecKeys 115 Updating design elements 88
Server 23 Upgrade
Service User 18, 18 Livelink module 161
Service wrapper User attribute mapping
logging 99 for LDAP synchronization 164
Service.ini 100, 143, 145 User authentication 130
Settings 145 User database
Single sign on 130 profile values 79
Speeding up archiving 139 User privileges
Starting configure for LDAP synchronization 165
Archiving Service 72 User Rights 18
Synchronization Service 111
Statistics V
databases 80 Views 22
StatisticsDirectory 100 Agent Info 27
StatisticsHistory 100 archiving services 30
Stub 15 DAPT 29
Synchronization 109 databases 24
archive and local database 105 logging 31
Synchronization schedule (LDAP) 171 order databases 30
Synchronization Service 105 overview 22
configuration 106 servers 23
delayed deletion 110 Synchronization services 31
polling intervals 107 Virus scanner 17
prerequisites 106
protocol file 111
restrictions 106
starting 111
Synchronization services 31
T
Technical advice 139
Template
arcacmf.ntf 16
arcDesign.nsf 59
arcdesign.ntf 16

Open Text Email Archiving - Management For Lotus Notes 9.7.5 Administration Guide

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Open Text® Email

Archiving/Management for Lotus Notes®

This guide describes the administration and configuration of the

Copyright © by Open Text Corporation, Open Text Inc.

PRE Introduction ............................................................................... 7

1 Getting Started: Open Text Email Archiving/Management

2 Introducing the Archive Configuration and Management

3 Configuring the Open Text Email Archiving Bridge for

4 Administering the Open Text Email Archiving Bridge for

NA090705-AGD-EN Open Text Email Archiving/Management for Lotus Notes iii

5 Logging Methods and Statistics .............................................95

6 Synchronizing Archive and Email Database........................105

8 Connection Types for Archive Server and Enterprise

9 Document Pipelines: Transferring Large Numbers of

11 Technical Advice for the Email Archiving Bridge for Lotus

12 Additional Settings and Functions .......................................145

iv Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

12.2 Changing the Password of the Archiving Service or Synchronization

13 Administering Livelink ECM – Billing and Quota

14 Appendix: Installing and Configuring Livelink ECM –

GLS Glossary................................................................................. 175

NA090705-AGD-EN Administration Guide v

NA090705-AGD-EN Open Text Email Archiving/Management for Lotus Notes vii

viii Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

i Structure of the Documentation

Livelink® ECM - Email Archiving/Management for Lotus Notes® -

NA090705-AGD-EN Administration Guide ix

x Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

iii Abbreviations and Terms

ACL Access Control List

NA090705-AGD-EN Administration Guide xi

NTF Notes Template File (file extension)

xii Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

NA090705-AGD-EN Administration Guide xiii

1.1 Understanding Archiving

NA090705-AGD-EN Open Text Email Archiving/Management for Lotus Notes 15

1.2 Email Archiving Bridge for Lotus Notes

Database Archiving Profile Template

16 Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

1.3 Prerequisites for the Configuration of the

1.3.2 Virus Scanner

NA090705-AGD-EN Administration Guide 17

1.3.3 Users and Permissions

18 Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

Table 1-2: Necessary Permissions for the Service User

Table 1-3: Necessary Permissions for Livelink

Table 1-4: Necessary Permissions for Lotus Notes

NA090705-AGD-EN Administration Guide 19

2.1 ACMF Guideline

To open the Guideline:

NA090705-AGD-EN Open Text Email Archiving/Management for Lotus Notes 21

Figure 2-1: ACMF Guideline

2.2.1 Overview Section

22 Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

2.2.2 Servers Section

Server is a Lotus Domino server.

Create a new server description document. For information, see

NA090705-AGD-EN Administration Guide 23

Remove the server description document. For information, see “Removing a

2.2.3 Databases Section

24 Open Text Email Archiving/Management for Lotus Notes NA090705-AGD-EN

NA090705-AGD-EN Administration Guide 25

Database description document (DD).