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Basic Information
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How to archive Notes MailIntroductionGetting that pesky popup message, something about being close, over, or dangerously near your email threshold? Getting emails from the Notes Admin about how you got a "quota error warning"? Well here's a solution that can fix those! It's called archiving. Relatively simple to do and prevents your email from being filled up so that you won't receive any new emails. Want to know how to do it? Read on! DirectionsWritten by Andy Trembly.This process can be used to set up a new archive, migrate an existing local archive, or rebuild the profile settings for a broken archive. It is important that you follow the instructions in this document precisely. Skipping steps (unless you're specifically instructed to skip steps) will result in an unsupportable archive configuration. Please print a copy of this document, and check off steps as you complete them. Collect the existing set-up data Open the customer's person document in the Domino Directory Notes Link Write down the customer's "Mail server" Write down the customer's "Mail file" Open the customer's inbox. Scroll down in the left-column to find the "Tools" section. Click on the "+" next to "Tools" Click on the "+" next to "Archive" to show the archive criteria name
If, after clickng on the "+" next to "Archive," there is no named archive criteria listed below "Archive" like the screen capture above shows, the customer has no archive yet. You may skip to "Create a new archive profile for the customer" click on the archive criteria name to open the customer's archive. Check the left hand column in the archive.
In the "File" menu, select "Database" and then select "Properties..." Write down the archive database's "Server" Write down the archive database's "Filename" These filenames and servers should be sufficient to set up archiving. If you wish, you may check the customer's existing archive settings in their inbox and record the archive expiration criteria to reproduce them. Migrating a local archive database to the NotesArch/SJSU Server Skip to "Resetting the customer's Archive Profile" if the archive database's "Server" you recorded in step #10 of "Collecting the existing set-up data" is "NotesArch/SJSU" or if no archive exists. Open the customer's archive database From the "File" menu, select "Replication" and then "Find Replica..." Type "NotesArch/SJSU" in the "Servers" blank and click "OK" If a replica is not found, please continue. If a replica is found, open the replica, repeat steps 9-11 of "Collecting the existing set-up data," collect the server and filename for the server replica of the archive and then skip to "Resetting the customer's Archive profile" From the "File" menu select "Replication" and then "New replica..." Change the "Server" to "NotesArch/SJSU" Write down the archive database's "File Path" Click "OK" to create the new replica Resetting the customer's Archive profile Domino archive profile settings have changed with each version, and old archive profile information can cause problems with archiving. It's important to clear old archive profile information and start from scratch. This should be done even if no archive existed already. Open the "RESET Archive Profile" document Notes Link and follow the instructions to clear the customer's existing archive profile. Create a new archive profile for the customer Right-click the customer's mail bookmark. Select "Open Replica" and then their home server. Select "Archive" from the "Actions" menu and then select "Settings" Click on the "Basics" tab
In the pull down next to "Domino server based on" select the customer's home server. In the pull down next to "to the Domino Server" select/enter NotesArch/SJSU. Click on the "criteria tab.
Select "Default for Last Modified" and click edit. In the "Descriptive name of these archive" change "Default for last modified" to "YYY day Expiration" where YYY is the number of days documents are to be retained in the mailbox before archiving.
Click the radio button next to "Copy documents into my archive database specified here..." If the archive database already exists on NotesArch/SJSU (as noted in "Collect the existing set-up data" or "Migrating a local archive database to the NotesArch/SJSU Server") enter the archive database's "File Name" (or "File Path" depending on in which section it was noted) in the blank below "Copy documents into my archive database specified here..." If the database does not exist on the server, just accept the default file/path. Click the radio button next to "Remove archived documents from this database" NOTE: This will not leave an attachment summary with a blue "tear-off" icon in the source database. You may choose instead to mark "Reduce the size of documents in this database" and select "Remove attachments, leave summary" but this can cause inbox problems. There is an uncommon but known bug in which some Notes views and folders that have over 10,000 documents in them may fail Click the "Selection Criteria" button
For more thorough archiving, "older than" may be chosen instead of "not modified in more than." This will ensure that all mail documents, regardless of activity, will be archived immediately after the expiration date Click "OK" in the "Archive Selection Criteria" window Click "OK" in the "Edit Archive Criteria" window Click on the "Advanced" tab
Un-check "Log all archiving activity into a log database." This setting should only be used to diagnose archive settings Click "OK" in the "Archive Settings" window. Close the customer's mailbox. Quit and restart Notes. If the archive database already existed, click on the new archive criteria name in the Inbox (see steps 5-7 of "Collect the existing set-up data" if you need to review the process) to ensure it's properly linked. If no archive database existed before you created the archive criteria, the database will be created automatically at night. Return the next day to verify that the archive criteria name link is working. Last updated on 27 June 2007 |
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