Archiving with Lotus Notes Domino

There are a couple of options for archiving mails with REDDOXX MailDepot.
This document describes implementing journaling on Lotus Domino Server with the REDDOXX POP3 Connector.
The mails are collected and processed by the POP3 Connector and then archived in the MailDepot.

This document is for the Reddoxx Administrator and Lotus Domino Administrator.
An installed and configured Lotus Domino Server is needed.
For configuration, a privileged administrator needs to access the Lotus Domino Server.

Supported are all versions of Lotus Domino Server from 8.5.1 and newer.
The following document describe the installation and configuration of the Lotus Domino Server as well as the Reddoxx MailDepot Connector

The POP3 service may be selected with the first installation of the Lotus Domino Server.

The service can be added and activated later by following this steps:

  1. Start the domino administrator and open the server where the POP3 service needs to be activated.
  2. The serverdocument must be opened in edit mode.
  3. Click the register „Ports“ –> „Internet Ports“ -> „Mail“.
  4. Make sure that „TCP/IP Port Status” is set to „enabled“ in the MAIL (POP) row.
  5. Save and close the serverdocument.
The POP3 service may be started manual or automatic. Action Howto
POP3-Service manual start Enter the following in the server console:
load POP3
POP3-Service automatic start Edit the servertask settings in the notes.ini file:
ServerTasks= Update,Replica,Router,AMgr,AdminP,CalConn,Sched,http,POP3,RnRMgr
POP3-Service stop Enter the following in the server console:
tell POP3 quit

The Mail-IN Database is configured for receiving mail, without adding this mailfile to a person.

  1. Open “People & Groups” in Lotus Domino Administrator and select the view „Mail IN and Ressouces“.
  2. Click at “Add Mail IN Datenbase”
  3. Fill in all fileds in the register „Basics“
  4. The MAIL-IN Database will be created with “Save & Close”.

  1. Open the register “Configuration” in Lotus Domino Administrator and expand the section „Messaging“.
  2. Click “Configuration”.
  3. Select the configuration document of the corresponding server, where journaling needs to run.
    Click „Edit Configuration“.
  4. Click the register „Router /SMTP“ -> „Advanced“ –> „Journaling“.
  5. Fill in the all fields.
  6. The configuration is saved with “Save & Close”.

The POP3 user needs a userdocument to access the Lotus Domino Server maildatabases.

  1. Open the register „People & Groups“ in Lotus Domino Administrator.
  2. Select the section „Directories- Address Book – People“.
  3. If no userdocument exists for the user, click “Add Person” to create a new user document.
  4. Fill in the fields.
  5. It is important to set the value for MailSystem to „POP or IMAP“ and the format preference for incoming mail to „Prefers MIME“.
  6. Enter the earlier created Mail-IN Database in the field “Mail file”.
  7. Assign a password for “Internet password”.
  8. The configuration is saved with “Save & Close”.

Each POP3 user needs a maildatabase at the Lotus Domino Server.
This can be added automatically on user registration or can be created manually.

  1. Select File → Application → New (or STRG+N).
  2. Fill in all fields.
  3. Select the template “mail85.ntfs” and confirm with “OK”.

The ACL for the database needs to be edited after the Lotus Domino has created the mailfile.

  1. Select the register “Files” in Lotus Domino Administrator and mark the Mail In Database.
  2. Create a new ACL Entry in the new view.
    Click “Add” and select the Reddoxx POP3 user in the Domino Addressbook.
  3. Set the user type to “Person” and the access to “Manager” with the option “delete Documents”.
  4. Click “OK” to confirm the settings and close the ACL

You can create filter rules for content on a server that are processed for certain messages.
If a new message that gets into the MAIL.BOX matches a certain rule, the IBM® Lotus® Domino® will automatically perform the configured Action.

  1. Open the register “Configurations” in Lotus Domino Administrator and expand the section “Messaging”
  2. Select and edit the configuration document.
  3. Click the register „Router/SMTP“ –> “Restrictions and Controls“ –> Rules
  4. Create a new serverrule
    A. Internal archiving: all internal mails will be recorded and stored.
    Select “sender” + “contains” + your internal domino domain in the condition.
    Select “journal this message” as action by using the “Add Action” button.
    This setting requires, that all external mails are already archived with the configured REDDOXX MailDepot.

    B. Internal and external archiving: all incoming and outcoing mails will be recorded and stored:
    Select “all documents” in the condition

The configuration document shows the new mailrules, after the document has been saved.
New rules will be processed when the server has reloaded the mailrules.
This is done automatically, as soon as the server task is aware of the new configuration document.
The routine check for this is running in about 5minutes intervals.
With a console command you may force the server to load the new rules.
Enter the following command in the server console:

set rules

The POP3 Connector configuration is descriped in the Reddoxx manual.

In the POP3 Connector you can configure mailboxes to be checked for new mails in an interval.
Mails in the mailbox will be moved to the connectors spooler and deleted from the Mailbox.
The collected mails will be moved to the global spooler and then archived in the default Container.

Important: The mails collected by the POP3 Connector will be deleted from the Mailbox!

  1. Login via Webbrowser to your Reddoxx Appliance (http://Appliance-IP/rws/desktop) and select "MailDepot"
  2. Select "POP3 Connector"
  3. Create a new POP3 Account (Add Account)
  4. Insert the hostname of your Lotus Domino Server (Hostname or TCP IP Address).
  5. Set Transport security to “None”.
  6. Provide the POP3 User credentials for the user that you created earlier in Lotus Domino.
  7. Confirm the settings with "Save"
  8. Start the POP3 Service via "Enable Service"

Notes to internal E-Mail Addresses and maintenance:
* Each user in the domino directory needs an assigned SMTP e-mail address.
* Each mailgroup needs an assigned SMTP e-mail address.
* It is recommendet to compress the reddoxx mail database in intervals.
Example command in domino console: load compact –B mailin\reddoxx_journal.nsf