Though IBM is responsible for the administration and maintenance of the mail servers, there are tasks that you perform through an administration interface at http://www.ibmcloud.com/social.
Related information:
Notes Traveler
Removing user accounts from on-premises Notes Traveler servers
After a user sets up a device to connect to the service, if you use a hybrid
environment, remove all accounts the user has on on-premises IBM Notes Traveler servers.
About this task
To remove users’ on-premises Notes Traveler accounts, deny users access to the on-premises Notes Traveler server as described in the topic "“Restricting access using server document access fields”." Then delete the users from the Notes Traveler server.
In addition, remove any previous on-premises Notes Traveler client software or account from mobile devices.
Restricting access using server document access fields:
Deny service users access to on-premises IBM Notes Traveler servers.
Procedure
1. From the Domino Administrator client, select the IBM Notes Traveler Server document.
2. Click Edit Server.
3. Click the IBM Notes Traveler tab.
4. Populate either the Access Server or Not Access Server field with the names of users and groups.
Users defined as Domino 'Full Access Administrators' have access regardless of how the Not Access Server or Access Server fields are configured. Users denied access to Domino through the Domino Not Access Server or Access Serverfields under the Security tab of the server document cannot access Notes Traveler.
Table 40. Server access fields
Field Description
Access Server Select the option users listed in all trusted directoriesto allow access to Notes Traveler only to people that have person documents in either the primary directory of this server or any secondary directories that trusted credentials using Domino directory assistance.
You can also select individual names of users and groups to allow access to this Notes Traveler server. A blank entry means that all users can access Notes Traveler except any who are listed in the Not Access Serverfield.
Table 40. Server access fields (continued)
Field Description
Not Access Server Select the names of users and groups that should be denied access to this Notes Traveler server. A blank entry means that no users are denied access.
Note: Entering names in the Access Server field automatically denies access to those names not listed.
5. Click Save & Close.
What to do next
Delete users from on-premises Notes Traveler servers.
Deleting a user from Notes Traveler servers:
Remove service users from all on-premises IBM Notes Traveler servers.
Procedure
1. Run the following command:
tell traveler delete * <username>
2. Run the following command:
tell traveler security delete * <username>
Note: If the user has already been deleted from the Domino directory, then the full user name must be specified. For example:
tell traveler delete * "CN=John Doe/OU=Raleigh/O=IBM"
The previous two steps should completely remove the user, but you can verify with these additional steps:
3. Open the Notes Traveler administration application and verify that there are no entries for the user.
4. Open ntsclcache.nsf and verify that there are no entries for the user.
Getting started with the Notes client
If the IBM Notes client is used with the service, complete the following tasks to help users get started.
Before you begin
Complete the procedures “Providing account information to users” on page 125 and “Preparing for Notes clients” on page 108.
About this task
Table 41. Getting started with the Notes client Task
Why this task is important
Additional
information Complete?
Point users to the documentation. connect to a mail server in the cloud.
For more
information, see the Notes section of the IBM SmartCloud Notes user documentation.
For complete documentation on using Notes, see the help that comes with the client.
Prepare to troubleshoot any problems.
If a user has trouble connecting the Notes client to the cloud mail server, you can quickly resolve the mail files, import the entries into the new mail files in the cloud.
If mail files are not transferred to the to connect to the service instant messaging community.
One reason to do this is if you want users to be able to connect to both an clients to connect to the service instant messaging
community” on page 87
Getting started with IMAP clients
If IMAP clients are used, complete the following tasks to help users get started with them.
Before you begin
Complete the procedures “Adding a SmartCloud Notes subscription to a user account” on page 119 and “Configuring IMAP access” on page 98.
About this task
Table 42. Getting started with IMAP clients Task
Why this task is important
Additional
information Complete?
Point users to the documentation.
The documentation describes how to get started with each supported IMAP client.
Enabling IMAP access
Read the
documentation on IMAP client limitations.
This information can be helpful with troubleshooting.
IMAP client limitations
Getting started with BlackBerry devices
If BlackBerry devices supported by a Hosted BlackBerry Services subscription are used, complete the following tasks to begin using the devices with the service.
Before you begin
Complete the procedures “Providing account information to users” on page 125 and “Preparing to use BlackBerry devices” on page 114.
About this task
Note: If BlackBerry 10 devices are used, see “Getting started with the Notes Traveler devices” on page 127, instead.
Accepting the Research In Motion terms of use
An authorized person from your company must accept the Research In Motion® terms of use. This person receives an email notification with instructions that include a link to the terms of use document.
About this task
After you accept the Research in Motion terms of use, you must wait to receive a notification from an IBM Customer Service Representative indicating that your company’s BlackBerry®subscription setup is complete. You must receive this notification before you can add BlackBerry subscriptions to user accounts.
Related tasks:
“Preparing to use BlackBerry devices” on page 114
If you plan to use BlackBerry devices that are supported by a Hosted BlackBerry Services subscription, complete these tasks to prepare.
Adding a BlackBerry subscription to a user account
To enable a user to connect to the service through a BlackBerry®smartphone, add a SmartCloud Notes for Hosted BlackBerry®Services subscription to the user account.
Before you begin
Before you can add BlackBerry®subscriptions to user accounts, you must receive a notification from an IBM Customer Service Representative that the subscription for your company has been set up.
About this task
The following steps describe how to add the subscription to a user account that has already been created with a SmartCloud Notes subscription. You can also add the subscription at the same time you create the user account.
Procedure
1. Log on to the service as an administrator.
2. If your account also has the User role, click Admin > Manage Organization.
3. In the navigation pane, click User Accounts.
4. Click the arrow next to a user's name and select Edit User Account.
5. Click Next.
6. Under Subscription Add-ons, select SmartCloud Notes for Hosted BlackBerry Services.
7. Click Next and then Finish.
Related tasks:
“Adding a SmartCloud Notes subscription to a user account” on page 119 Perform the steps in this procedure to add a IBM SmartCloud Notes subscription to a user account. Adding a subscription is also referred to as provisioning.
Removing user accounts from an on-premises BlackBerry Enterprise Server
If your company uses a hybrid environment and you have transferred user mail files to the service, before you activate devices for the service, remove all accounts users have from any on-premises BlackBerry®Enterprise Servers, and then wipe the user devices. If you do not complete these steps, obsolete on-premises information can be provided to the service. Completing these steps is also
important to prevent on-premises servers from consuming resources by repeatedly attempting to access mail files in the service to which they no longer have access.
About this task
For information on removing accounts, see BlackBerry Knowledge Base document KB04169.
Related information:
BlackBerry Knowledge Base document KB04169
Activating a user's BlackBerry smartphone
After you add a BlackBerry®subscription to a user account, the user's smartphone must be activated to enable it to be used with the service.
Before you begin
The user's wireless carrier plan must be an Enterprise plan rather than a Personal plan. A smartphone cannot be activated for the service when a Personal plan is used.
Complete the procedures “Adding a BlackBerry subscription to a user account” on page 132 and “Removing user accounts from an on-premises BlackBerry Enterprise Server” on page 133.
About this task
To begin the activation process, a one-time activation password is created in the service. You can create this activation password, or the user can create it.
After creation of the activation password, the user's smartphone is ready to be activated. To activate the smartphone, the activation password and the user's service Internet email address are entered on the smartphone using the Enterprise Activation option.
The following steps are performed to activate a user's smartphone. You can perform these steps, or the user can perform them as described in Using your BlackBerry smartphone with SmartCloud Notes.
Procedure
1. If the smartphone has been used before, perform the following steps.
a. Back up any existing data. For instructions, see the BlackBerry Knowledge Base article How to back up the data on a BlackBerry smartphone.
b. Wipe the smartphone. For instructions, see the BlackBerry Knowledge Base article How to delete all data and applications from the BlackBerry
smartphone using the Wipe Handheld option.
2. To begin the activation process, perform the following steps to create an activation password:
a. Log on to the service as an administrator.
b. If your account has the user role, click Admin > Manage Organization.
c. In the System Settings section of the navigation pane, click IBM SmartCloud Notes.
d. Under User and Groups, click Users.
e. In the Search box, type the beginning characters of any of the following user values to display the user's name:
v Distinguished name, for example, Samantha Daryn/Renovations.
v Internet email address, for example, sdaryn@renovations.
v Last name, for example, Daryn.
Note: You cannot use the wildcard character (*) when you search.
A “starts with” search is done and the names of any users with matching values in the directory are displayed. For example, the results of a search on mainclude the names of users with the following values in the directory:
v Madison Armond/Renovations v masmith@renovations
v Kristin MacGyver
This search does not match the following values:
v Emarie Klein/Renovations v tamado@renovations v Ted Amado
Search results can include a maximum of 1000 names.
f. Click the user's name in the search results.
g. Click Manage BlackBerry Smartphone.
h. Click Activate Now, create a one-time activation password, and then click Set Password.
Note: Alternatively, the user can create the activation password through the service web site.
3. To activate the smartphone, refer to the following table and perform the steps that are shown for the operating system (OS) version of the smartphone.
Activation can take from a few minutes to an hour, depending on the size of the mail file. After performing these steps, look for the Activation Complete message on the smartphone, which indicates that activation is successful.
OS version Steps to activate
OS4, OS5 1. From the Home screen of the
smartphone, click Manage Connections and then enable your Mobile
Connection.
2. From the Home screen of the
smartphone, click Options > Advanced Options> Enterprise Activation.
3. Enter your SmartCloud Notes Internet email address, for example
[email protected]. 4. Enter the activation password.
5. Click the track ball and select Activate.
Note: Leave the Activation Server Address field blank, if you see it.
OS6, OS7 1. From the Main screen of the smartphone,
click Options > Device > Advanced System Settings> Enterprise Activation.
2. Enter the SmartCloud Notes Internet email address, for example
[email protected]. 3. Enter the activation password.
4. Click the Activate button.
4. If you backed up data before activating, restore the data now. For information, see the BlackBerry Knowledge Base article How to use BlackBerry Desktop Software to restore data to a BlackBerry smartphone from a backup file.
Related tasks:
“Providing documentation to your BlackBerry smartphone users” on page 136 BlackBerry®smartphone users with a hosted BlackBerry subscription can activate and manage their smartphones themselves using options available through the service website at http://www.ibmcloud.com/social. To help users perform these tasks and to troubleshoot problems, point them to the user documentation.
Ensuring that mail encryption is available for BlackBerry smartphone users
To encrypt and sign mail with a BlackBerry®smartphone, a user’s IBM Notes ID file must be uploaded to the ID vault in the service.
About this task
If a user is unable to send and receive encrypted mail, the user’s ID file is not in the ID vault. This situation can occur if the user waits more than five days to log on to the service after being provisioned. To upload the ID file in this situation, use SmartCloud Notes Administration to reset the Notes password. The smartphone prompts the user to provide the new password and then to change the password.
After that point, the user no longer provides a Notes password. The user provides only the smartphone password.
Related tasks:
“Resetting passwords for Notes IDs” on page 31
Reset the password on an IBM Notes ID file to change the current password.
Typically you do this because a user has forgotten the current password.
Providing documentation to your BlackBerry smartphone users
BlackBerry®smartphone users with a hosted BlackBerry subscription can activate and manage their smartphones themselves using options available through the service website at http://www.ibmcloud.com/social. To help users perform these tasks and to troubleshoot problems, point them to the user documentation.
About this task
BlackBerry smartphone users can perform the following tasks themselves:
v Activate a smartphone
v Reactivate a smartphone to correct a problem v Activate a different smartphone
v Wipe a smartphone
Instructions for performing these tasks can be found in the “Using your BlackBerry smartphone with SmartCloud Notes ” section of the user documentation.
Note: For information on using a BlackBerry®10 device, see the Notes Traveler documentation for SmartCloud Notes.
Related information:
Using your BlackBerry smartphone with SmartCloud Notes Notes Traveler documentation
Chapter 6. Administering user accounts
Though IBM is responsible for the administration and maintenance of the mail servers, there are tasks that you perform through an administration interface at http://www.ibmcloud.com/social.
About this task
You must have the Administrator role assigned in a user account to perform most administration tasks. An exception is resetting the service login password for a user account, which can also be performed by someone with the Admin Assistant role.
Viewing assigned mail file templates
You can view the mail file template that is assigned to a service user.
About this task
If only the template ID displays in the field, the template assigned to the user has been removed from the template repository. Although the user's mail file is not affected, you should assign a new template.
Procedure
1. Log on to the service as an administrator.
2. If your account also has the User role, click Admin > Manage Organization.
3. In the System Settings section of the navigation pane, click IBM SmartCloud Notes.
4. Click Users.
5. In the Search box, type the beginning characters of any of the following user values to display the user's name:
v Distinguished name, for example, Samantha Daryn/Renovations.
v Internet email address, for example, sdaryn@renovations.
v Last name, for example, Daryn.
Note: You cannot use the wildcard character (*) when you search.
A “starts with” search is done and the names of any users with matching values in the directory are displayed. For example, the results of a search on ma include the names of users with the following values in the directory:
v Madison Armond/Renovations v masmith@renovations
v Kristin MacGyver
This search does not match the following values:
v Emarie Klein/Renovations v tamado@renovations v Ted Amado
Search results can include a maximum of 1000 names.
6. Click the user's name in the search results.
7. Look in the Mail Template field, which includes the following information:
v Name v Version v Language
v Template ID number Related concepts:
“Language versions of the standard mail file template”
The mail file template supported in the service is the IBM Notes Standard 8.5 template (STDR85Mail). This topic lists the languages in which this template is provided.
Related tasks:
“Configuring mail file templates” on page 63
Configure which mail file templates can be applied to user mail files and configure a mail file template to use by default.
Language versions of the standard mail file template
The mail file template supported in the service is the IBM Notes Standard 8.5 template (STDR85Mail). This topic lists the languages in which this template is provided.
v English (en) v Arabic (ar) v Catalan (ca) v Czech (cs) v Danish (da) v German (de) v Greek (el) v Finnish (fi) v French (fr) v Hebrew (he) v Hungarian (hu) v Italian (it) v Japanese (ja) v Korean (ko) v Dutch (nl) v Norwegian (no) v Polish (pl) v Portuguese (pt)
v Portuguese, Brazil) (pt_BR) v Russian (ru)
v Slovak (sk) v Slovenian (sl) v Swedish (sv) v Thai (th) v Turkish (tr)
v Chinese, China (zh_CN) v Chinese, Taiwan (zh_TW)
v Spanish (es)
Changing user mail file templates
You can change the mail file template assigned to a user. For example, change the mail template if the IBM Notes client of a user is upgraded to a new version.
Before you begin
Make sure that users are offline when you change their templates.
About this task
When you change a user's mail file template, custom folders in the mail file inherit the design of the Inbox folder. Custom folders are user-created folders or
company-created folders from a custom template that is used in the service.
Note: If you change the languages of a user's IBM SmartCloud Notes subscription, you then also need to change the language of the mail file template.
Procedure
1. Log on to http://www.ibmcloud.com/social using the email address and password of a SmartCloud Notes user with the Administrator role.
2. If your account also has the User role, click Admin > Manage Organization.
3. In the System Settings section of the navigation pane, click IBM SmartCloud Notes.
4. Click Users.
5. In the Search box, type the beginning characters of any of the following user values to display the user's name:
v Distinguished name, for example, Samantha Daryn/Renovations.
v Internet email address, for example, sdaryn@renovations.
v Last name, for example, Daryn.
Note: You cannot use the wildcard character (*) when you search.
A “starts with” search is done and the names of any users with matching values in the directory are displayed. For example, the results of a search on mainclude the names of users with the following values in the directory:
v Madison Armond/Renovations v masmith@renovations
v Kristin MacGyver
This search does not match the following values:
v Emarie Klein/Renovations v tamado@renovations v Ted Amado
Search results can include a maximum of 1000 names.
6. Select the name of each user to change to a specific template. You can search
6. Select the name of each user to change to a specific template. You can search