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Lotus Notes Client Setup Guide

Help for this template Document Author Name: Peter Tratechaud

Table of Contents
Lotus Notes Client Setup Guide....................................................................................................................1 Help for this template..................................................................................................................................1 Table of Contents.........................................................................................................................................1 Revision Information.....................................................................................................................................1 Lotus Notes Client Setup Guide....................................................................................................................2 1.0 Purpose..................................................................................................................................................2 2.0 Scope.....................................................................................................................................................2 Prerequisites................................................................................................................................................2 Procedure.....................................................................................................................................................3 5.0 Controls..................................................................................................................................................6 6.0 Records..................................................................................................................................................7 7.0 Definitions...............................................................................................................................................7

Revision Information
Date 28-AUG-2006 25-FEB-2009 11-MAY-2009 3-Nov-10 14-Dec-11 Revised by Paul B Stroble Paul B Stroble Paul B Stroble Peter Tratechaud Peter Tratechaud Comments Original Release Document Refresh Updated controls section Document Refresh Updated for Notes 8.5

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Lotus Notes Client Setup Guide

1.0 Purpose
The purpose of this document is to provide Lotus Notes configuration instructions for the global community. These instructions are intended for Information Technology (IT) employees with PC support responsibility. There are instructions for two cases: new PC setup and migration an existing installation of Notes to a different PC. Depending on whether you are installing on a new PC or moving Notes between two PCs, some operations described here may or may not be required. Follow the instructions carefully. The desired configuration at the completion of the process is the following: Lotus Notes program files in C:\Program Files\IBM\Lotus\Notes for Windows XP and in C:\Program Files(x86)\IBM\Lotus\Notes for Windows 7 Lotus Notes data files in C:\Documents and Settings\!USERNAME!\Local Settings\Application Data\Lotus\Notes\Data for Windows XP and in C:\Users\! USERNAME!\AppData\Local\Lotus\Notes\Data for Windows 7 Local replica of user mailbox exists, is replicated every 10 minutes, and is used for normal operation Local Directory Catalog exists and is used for all name lookups Local mail archive file exists and is used for manual retention of documents on an as-needed basis only. Scheduled/automatic archiving is not permitted.

2.0 Scope
This document will be used primarily by Global IT Solutions Center personnel, Tier II Desktop Technicians, and Lotus Notes Administrators to install and configure Lotus Notes clients to enterprise standards. A new PC installation consists of the following basic steps. Some of these operations will not be required unless you are transferring user data from a previous installation of Notes. Verify that you have all of the Prerequisites Back up Lotus Notes data files, if necessary Install the Lotus Notes client software First-time execution and initial setup Restore Lotus Notes data files, if necessary Configuration Create a local replica Create a local archive for long-term storage Optimize the Notes installation

Prerequisites
The following items are required in order to install Lotus Notes: The Altiris Agent must be installed and working

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Company Official (Not to be disclosed to unauthorized persons) You must have a valid Notes ID file and password For a new PC installation, you must request an ID file through the call center. For a migration to a different PC, you must have the password for the existing ID file. You must be logged into the PC with the end users Active Directory account. Do not attempt to use administrative accounts.

Procedure
The following procedure outlines the steps necessary to install and configure Lotus Notes data per Rockwell Automation guidelines.

4.1

Backing up Lotus Notes data files

If you are installing Lotus Notes on a new PC, proceed to the section entitled Installation of Lotus Notes client software. If you are relocating Notes from one PC to another, continue here.

4.1.1

Record the current version and installation location Record the major version of Lotus Notes that is currently installed. This information is available in the Help/About Lotus Notes screen. If the version is earlier than Notes R8.5, some additional work will be required during the restore process. Make note of the location of the Notes program files (i.e., notes.exe) and the Notes data files (i.e., names.nsf). If the files are not currently installed in the preferred locations listed in Section 1, some additional work will be required during the restore process.

4.1.2

Back up the files The following files must be backed up from the old PC in order to maintain user data and settings. These files will be found in the Notes data directory (the location of the names.nsf file, normally C:\Documents and Settings\!USERNAME!\Local Settings\Application Data\Lotus\Notes\Data). On Notes versions earlier than R8.5, many PCs currently have Notes program files in C:\Program Files\Lotus\Notes, and Notes data files in C:\Program Files\Lotus\Notes\Data. 1. NOTES.INI file This is a settings file that contains Lotus Notes startup information and personal preferences. Lotus Notes will not start without this file. This file should be found in the Notes data directory, but in some situations may have been relocated to the Notes program directory. 2. DESKTOP8.NDK or DESKTOP6.NDK files The users workspace pages, database links, and tab names are contained in these files. Depending on the current Notes version on the PC, one or both files may exist. Backup both. These files are found in the Notes data directory 3. *.NSF files These are local databases that have been replicated to the local hard drive. They must be retained so the user can maintain the ability to work in these databases while working offline. Be sure to backup all NSF files in all subfolders in and under the Notes data directory. 4. *.ID files The USERNAME.ID files are authentication keys for Lotus Notes. These files may be available from the Notes administrators, but it is always best to retain the most recent version. Backup all ID files in the Notes data directory. 5. USER.DIC file

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Company Official (Not to be disclosed to unauthorized persons) This file is the users custom dictionary. It exists in the Notes data directory, if the user has ever added a word to their personal word list during a spell check.

4.2

Installation of Lotus Notes client software

The Lotus Notes client software must be installed via the Altiris Notification Server. The Altiris package automatically configures some options. Altiris Notification Server is the preferred delivery mechanism for all Rockwell Automation software. Since Rockwell Automation is licensed to use Lotus Notes on all company-owned computers, any employee may call the help desk and request Lotus Notes deployment to their PC at no charge. The help desk will then add the users workstation name to the appropriate NS collection, and the next time the Altiris Agent configuration is updated, the software will automatically download and install. Desktop Technicians who have Software Delivery rights also have the ability to deliver the software, if necessary. On new PCs, Lotus Notes 8.5 is automatically installed as one of the core applications during the build process. Detailed instructions for Altiris software delivery are outside of the scope of this document but are available at the following location: http://rain.ra.rockwell.com/it/gcdo/NS%206_End%20User%20Training%20Presentation_Delivery %20Only.ppt

4.3

Running Lotus Notes for the first time

Once the Lotus Notes software installation is complete and the users ID file has been obtained, the software should be configured using the following instructions. If you have Notes data files from a previous PC, you should skip this section and proceed with the section entitled Restore Lotus Notes data files.

4.3.1

Complete the Setup Wizard 1. Click the Start button > Programs > Lotus Applications > Lotus Notes 8.5 to start the Setup Wizard. 2. 3. At the Welcome window review the provided information and left click Next > to continue. A User Information window will open. Enter the users full name as it appears in the Domino Directory (first, middle initial and last name) and specify rockwellcentralhub.ra.rockwell.com as the users Domino server. Note that this server name should be used for ALL installations. While this server has no mailboxes, it is the primary directory server for all of Rockwell Automation, and the Notes installer will perform a lookup there to locate the true location of the users mailbox and continue the installation. Verify that the I want to connect to a Domino Server. checkbox is selected and click Next> to proceed. NOTE: The users name must be entered as it appears in the Domino Directory or a User not found dialog box will appear. If you are unsure of the spelling, create a new mail message on a working Notes client and locate the user in the Address dialog. 4. If the user has never used Lotus Notes 8.5 before, a window appears prompting you for the location of the users Notes ID file. Click the Browse button and navigate to the location of the ID file. After selecting the Notes ID file click Next>. If the user has had Lotus Notes 8.5 before, the installation will proceed to step 6. You will be asked whether the ID file should be copied to the Notes data directory. Click Yes. Enter the password for the ID file when prompted. At the Additional Services window verify none of the boxes are checked and click Next> to continue. Click the OK button when notified that Notes setup is complete. Notes may take a while to launch the workspace for the first time.

5. 6. 7. 8.

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4.4

Restore Lotus Notes data files

If you are installing Lotus Notes on a new PC and you did not create backup files in Section 4.1 proceed to Section 4.5. The following process is used to transfer the users data files from a different workstation.

4.4.1

Exit Notes Before continuing, close the Lotus Notes client using File/Exit Notes. Restore the NOTES.INI file Restore the NOTES.INI file to the Lotus Notes data directory (C:\Documents and Settings\! USERNAME!\Local Settings\Application Data\\Lotus\Notes\Data for Windows XP or C:\Users\! USERNAME!\AppData\Local\Lotus\Notes\Data for Windows 7), overwriting any existing file. If the Notes data files were previously installed in a directory other than C:\Documents and Settings\! USERNAME!\Local Settings\Application Data\Lotus\Notes\Data) on the old Windows XP PC, or the Notes data files were installed in a directory other than C:\Users\! USERNAME!\AppData\Local\Lotus\Notes\Data for Windows 7, do NOT restore the new NOTES.INI file. Restore user contacts Rename the NAMES.NSF file that was backed up in Section 4.1.2, to OLDNAMES.NSF and copy to the Notes data directory. Do NOT replace the new NAMES.NSF with the old. If the user is migrating from a Notes version earlier than 8.5 you will need to copy their personal contacts from OLDNAMES.NSF to their new Contacts when Lotus Notes is running. Restore other data files Restore all files and folders that were backed up in Section 4.1.2, except for the NOTES.INI file, to the Notes data directory. Do NOT restore the entire contents of the data directory or any files that are not listed in Section 4.1.2 (i.e., do not restore old *.NTF files, etc). Run COMPACT The NSF files from Notes R6.5 need to be upgraded to the R8 On-Disk Structure. Click the Start button and select Run, and type C:\Program Files\IBM\Lotus\Notes\ncompact.exe c. A command window will appear, and you may be prompted for the users Notes password. Enter the password and wait for the process to complete. Be patient because this may take a while to complete, particularly if the local mailbox is large. NOTE: Compact will display errors if database corruption is present. If errors appear during the Compact process, contact the Lotus Notes support staff for assistance.

4.4.2

4.4.3

4.4.3

4.4.4

4.4.5

Start Notes Click the Start button > Programs > Lotus Applications > Lotus Notes 8.5 to launch Lotus Notes. If the users files are in Notes R6.5 format, a brief upgrade process will launch automatically. A dialog will be displayed stating that the Notes upgrade is complete, and you should again click OK, but please note that database file upgrades may still be in progress in the background. Lotus Notes is now running with the users original files.

4.5

Perform additional configuration steps

In order to optimize performance, all Lotus Notes clients at Rockwell Automation will be configured to operate using a local replica of the user mailbox wherever possible. The local replica mailbox will be synchronized automatically and will be an exact match of the one on the server: Configurations intended to automatically save mail messages in violation of company policy are prohibited.

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4.5.1

Company Official (Not to be disclosed to unauthorized persons) Enable or Customize the Lotus Notes Home Page Lotus Notes features a highly customizable productivity interface that allows users flexibility in how information is presented to them. Upon starting Notes the first time a Getting Started page is displayed to introduce the basic functions of the interface. A second tab at the top will open displaying the Home Page with shortcuts to their Mail, Calendar, Contacts, To Do, and Notebook documents. At the top is an option to customize the Home Page. Users may select from several pre-defined views or create their own using the Create a new Home Page wizard. It is also possible to set any Notes Bookmark to be the Home Page by right-clicking on it in the Open menu and selecting Set Bookmark as Home Page. Many users continue to use the legacy Lotus Notes Workspace for their Home Page to organize many different workflow applications. Enable a local replica of the users mailbox An automated process will create a replica of the users mailbox on the local disk. The local replica mailbox will be an exact representation of the server mailbox: any document that is added, modified, or deleted in one mailbox will also be added, modified, or deleted in the other mailbox automatically through the Notes replication process. 1. Locate the users mailbox on the Notes workspace (Open Button/Applications/Workspace). The icon should be labeled with the users name and the name of the server where it resides (i.e., John Doe on RANAMail03). Click on the upper-right icon dropdown menu and change the setting from the server to Local. All shortcut icons and launch buttons will direct the user to open Local mail. The background replication process will be enabled, begin automatically every 10 minutes and maintain the two replica applications.

4.5.2

2. 3. 4. 4.5.3

Optimize the Notes installation An automated process has been provided to optimize the Notes installation. This program will detect the local resources that are available (such as the local replica you have created) and optimize the client configuration accordingly. This process can be used at any time to optimize the operation of the Notes client. 1. 2. 3. Open the URL http://notes.ra.rockwell.com/Setup. Activate the link to open up the configuration optimization tool in Lotus Notes. Follow the instructions on the document that appears within Lotus Notes to initiate the configuration optimization process.

4.5.4

Configure Lotus Sametime Lotus Sametime is provided as integrated within the R8.5 client. To configure, go to File/Sametime/Log In to Sametime/I am Available. The Sametime server data will be automatically entered. Enter the users Internet Email Address ([email protected]) for their username. Enter the Lotus Notes ID password for the Sametime password. Enable the check boxes for saving the users password and automatically login. Provide the user with training materials (need new location and instructions for R8.5 training materials on portal)

4.5.5

5.0 Controls
Refer to the IT Security and Controls Risk Control Assessment (RCA) for the related controls that are in affect as of the time this document was approved in CRICit.

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6.0 Records
N/A

7.0 Definitions
N/A

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