Onboarding refers to all the steps that are done to get users up and running with mail files and mail servers in the cloud.
Before you begin
Before you onboard users, configure the service and, optionally, customize settings.
Deciding whether to use the Notes client
IBM SmartCloud Notes web is the mail client that is available automatically to all IBM SmartCloud Notes users through a browser. Before you prepare to onboard users, decide whether you want them to use the optional IBM Notes client in addition to or instead of SmartCloud Notes web.
About this task
For the following reasons, many companies decide to use SmartCloud Notes web and not the Notes client:
v Users get access to new features automatically as they are available in the service.
v IT departments save money by avoiding the need to upgrade and maintain Notes clients.
v SmartCloud Notes web is easy to use and the interface is similar to that of recent versions of IBM iNotes and Notes. There might be little or no training needed.
v Most Notes clients features are available in SmartCloud Notes web.
A recommended approach is to start all users in the service with SmartCloud Notes web. After users become familiar with it, you have a better sense of which users, if any, still need the Notes client. The following table describes some reasons to use the Notes client, as well as alternative options.
Table 27. Reasons you might use the Notes client
Reason Considerations and alternatives
Users need access to IBM Domino applications on-premises.
The Notes Browser Plug-in is an alternative option to the Notes client. This plug-in provides access to on-premises Notes applications through a browser.
Users need access to mail when disconnected from the network.
Currently, only the Notes client supports local, disconnected access to mail. Local mail file access is provided through managed mail replicas (in hybrid environments) or standard local mail file replicas (in service-only environments).
Before you choose the Notes client for this reason, consider that with the increased use of mobile devices, some users might no longer require offline access through notebooks or desktops.
Table 27. Reasons you might use the Notes client (continued)
Reason Considerations and alternatives
Internet connections are slow. In hybrid environments, users with slow Internet connections, for example, users with limited bandwidth connections, see better performance if they use managed mail replicas on Notes clients. In service-only environments, these users benefit from using standard local mail file replicas on Notes clients.
Users are starting with new mail files in the service and want access to old mail archived on-premises.
Currently, accessing mail that is archived on-premises requires a Notes client.
Users want features that are available only with the Notes client.
For a feature comparison, see the technote
“Comparison tables of features between IBM Notes, IBM iNotes, and IBM SmartCloud Notes web”.
In hybrid environments, users want to manage (be delegates for) the mail files of on-premises users.
Managing on-premises mail files of users who are not provisioned for the service requires the Notes client.
Related information:
Technote: Comparison tables of features between IBM Notes, IBM iNotes &
IBM SmartCloud Notes web Notes Browser Plug-in
IBM SmartCloud Notes client requirements
Preparing for onboarding
To prepare for onboarding, complete these tasks to prepare users, clients, and mail files.
Before you begin
Before you prepare for onboarding, complete the following tasks:
v Chapter 4, “Configuring the service,” on page 25 v “Deciding whether to use the Notes client” on page 101
About this task
Table 28. Tasks to prepare for onboarding Task
Why the task is important your project team to sign off on it.
This step ensures that provisioning happens in planned stages that take into account factors such as pilot users, work manage mail files of provisioned users.
For more information see “Mail file
delegation” on page 118.
Table 28. Tasks to prepare for onboarding (continued) Task
Why the task is important
This step allows for a smooth transition to training” on page 117
Develop a method to track provisioning.
This step helps you understand at what stage users are at in the transition to the cloud and is also useful for providing for users who have trial accounts. users will not use the IBM Notes client with the service, verify that the users have Notes ID files to which they or administrators have local access.
Though not required,Notes ID files enable users to sign email, read encrypted email, and to recall mail
messages. ID files are typically required to
This step is required if you want to allow people who are not the owners of mail files to access mail files without being delegates. Typically this access is
provided by adding a customer-specific administrator group to mail file ACLs.
“Preparing
customized mail file ACLs” on page 68
Familiarize yourself with password requirements for logging in to the service method” on page 45
Table 28. Tasks to prepare for onboarding (continued) Task
Why the task is important
This step helps to ensure a smooth only if users have more than one Internet email address, for example, if users have two email addresses as a result of a company merger.
(Optional) Ensure that a custom mail template is uploaded to the service, if you plan to use one.
You can apply the custom template during user
provisioning so that users see the custom design when they first use the service.
See “Preparing to use custom mail file
This step allows you to use
comma-separated-value (CSV) files to provision batches of users.
See the section on user provisioning each type of client that can be used with the service.
v “Preparing for the web client”
Preparing for the web client
Before you provision users who will access IBM SmartCloud Notes using the web client, prepare for the web client.
Before you begin
Read about the web client.
About this task
Table 29. Tasks to prepare for the web client Task
Why the task is important
Additional
information Complete?
Prepare for onboarding.
There are tasks to prepare that apply to all or most clients.
“Preparing for which to use, and upgrade browsers if
If users currently use IBM iNotes, compare the features that are supported for users aware of the few differences can that your site has the network capacity to support the number of web client users you plan to have
“Network capacity for the web client”
on page 14
If the Notes client is used with shared login enabled, but the client won't be used in the cloud, disable the shared login feature before you provision users.
This step enables administrators or web client users to upload Notes ID files to the vault in the service manually after provisioning.
An ID enabled for shared login cannot be uploaded to the service ID vault manually by a web client user or an administrator. It can only be uploaded automatically through the use of a Notes client. For more information on shared login, see the Securing section of the Domino documentation.
(Optional) Deploy an extension forms file to customize the web client
Use an extension forms file if you want to customize the visual theme, fonts, the action bar, and other aspects of the web client.
“Using extension forms files to
customize the look of the web client” on page 64
Table 29. Tasks to prepare for the web client (continued) Task
Why the task is important that users are not redirected to their on-premises mail servers after the move to the cloud.
For information on
Preparing for Notes Traveler devices
Before enabling users to use IBM Notes Traveler mobile devices with the service, prepare your environment and the devices.
Before you begin
Read about Notes Traveler devices.
About this task
Before you provision users with a Notes Traveler subscription, complete the tasks in the following table to prepare.
Table 30. Tasks to prepare for Notes Traveler devices Task
Why the task is important
Additional
information Complete?
Prepare for onboarding.
There are tasks to prepare that are not client-specific. in the service over Port 443 are required for WiFi access.
Table 30. Tasks to prepare for Notes Traveler devices (continued) Task
Why the task is important system level that is required in the enabled to connect to the service and to sync mail on devices.
Review Notes Traveler device policy settings.
Be aware of policy settings that the
This step makes you aware of any changes that users might see after the move to the cloud.
Notes Traveler
This step is required only if your 9.0.1.3 or a higher are not used.
Notes Traveler device settings
The service enforces the following device settings.
v Device passwords of at least 4 characters are required.
v Device lockout occurs after 30 minutes of inactivity.
v There is no limit to the number of incorrect password attempts.
v On Android, Apple, Windows Tablet, and BlackBerry 10 devices, there is no size limit to attachments in received emails. Attachments are always downloaded during device syncs.
v On Windows Mobile devices, there is a 4 MB limit to attachments in received emails. When the combined attachment size exceeds the limit, attachments are removed from emails that are synced to the device.
Note: Windows Tablet requires a device password of at least eight characters. The password must include at least three of the following types of characters: upper case, lower case, number, special character.
Preparing for Notes clients
Use of the IBM Notes client to connect to the service is optional. If you want your users to use the Notes client, understand the steps to prepare.
Before you begin
Read about the “Notes client” on page 7 and decide whether to use it.
About this task
Skip this task is you do not plan to use the Notes client.
Table 31. Tasks to prepare for the Notes client Task
Why the task is important
Additional
information Complete?
Prepare for onboarding.
There are tasks to prepare that apply to all or most clients.
“Preparing for onboarding” on page 102
Compare the features that are supported for the on-premises client to the featured that are supported in the cloud.
Most features are also supported in the cloud, but there are some differences to be aware of.
Technote:
Comparison tables of features between IBM Notes, IBM iNotes & IBM SmartCloud Notes web
Table 31. Tasks to prepare for the Notes client (continued) Task
Why the task is important versions of the client.
A version of Notes (Standard
configuration) that is supported in the cloud is required.
To ensure a smooth transition, leave plenty of time to complete client upgrades, and, if necessary, related hardware upgrades, before you provision users for the cloud.
There are various v Search for “Using
Notes Smart quick, local access to their mail when this step before you provision users so that you can resolve any issues specific to this feature ahead of time.
Assess network capacity
This step ensures that your site has the network capacity to support the number of Notes client users that will connect to the cloud.
“Network capacity for the Notes client”
on page 14
Table 31. Tasks to prepare for the Notes client (continued) Task
Why the task is important
If you prepare a custom mail file template in advance, you can apply the custom template during user
provisioning so that users' first experience with the cloud is with the custom design.
A short contract with IBM Software Services for Collaboration is required to test and approve the template design. For more information on requirements and steps, see “Preparing to use custom mail file templates” on page 61.
In hybrid
environments, review policy settings
Be aware of policy settings that the
After users move to the cloud, they can import the contacts and calendar entries into their new mail files.
Exporting calendar entries allows users to save calendar entries in local .ics files. After users are provisioned, they can import the files into their new mail files in the service. mail files, create mail archives on-premises before the move to the cloud.
Mail archives provide users with access to old mail content after the move to the cloud.
Note: Users cannot create local archives of their on-premises mail after the move to the cloud.
You can use Domino policies to archive policies in the IBM Domino
documentation.
Alternatively, you can use a third-party archiving
application.
Table 31. Tasks to prepare for the Notes client (continued) Task
Why the task is important
Additional
information Complete?
(Optional) Install the IBM Connections Activity Plug-in
If your company purchases a collaboration subscription, this step provides access to cloud Activities from the Notes client sidebar.
“Connecting to cloud Activities through the Notes client sidebar” on page 113
How the Client Configuration tool configures the Notes client
To set up the IBM Notes client for use with the service, users download and run the Client Configuration tool (config.nsf) from their workstations. The tool performs the following configuration checks and tasks on the client.
v Checks for the following information:
– The client is a version supported for IBM SmartCloud Notes access.
– The config.nsf file contains information needed to perform the configuration.
– The downloaded data is less than 24 hours old. If it is older than 24 hours, an message informs users. They can continue to use the tool if they choose.
v Performs other small consistency tests, such as checking that the current Location document can be located.
v Creates a wildcard Connection document that the client will use to connect to a mail server in the service through the proxy server in the service. The server name in the Connection is */your_certifier, where your_certifier is the name of the OU certifier you provided for your mail servers during service
configuration.
v If the user is already using the Notes ID that they will use in the service, tests connectivity to their new mail server on port 1352.
v If the tool needs to close the Notes client to force a download of the user ID file, it attempts to find an Offline location:
– If an Offline location is found, the tool switches to it to prevent the client from doing a final replication when it closes.
– If no Offline location is found, the tool creates an Offline location (named Offline) for this purpose.
– If a location named Offline already exists, but is not suitable for configuration purposes, a the tool creates a location named “Temporary location for cloud mail setup - safe to delete”.
Note: If the tool closes the Notes client for reasons other than to download the Notes ID an Offline location is not needed.
v Creates a Location document called SmartCloud for username, or updates it if it already exists and is incorrect.
v If the user has Connection documents (Contacts > Advanced view) that restrict which locations can be used, and the list includes the current location, then the tool updates those connections to allow the cloud location document. This is necessary so that users can continue to access on-premises application servers using the new cloud location.
v If the user has Account documents (Contacts > Advanced view) that restrict which locations can be used, and one of the locations is the current location, the tool updates the Account documents so that they can be used from the cloud location.
v If the user is not yet using the Notes ID file they will use in the service, the tool sets the Notes client to download the new ID the next time the user logs in to the Notes client. This is done by assigning values to the following Notes.ini settings:
– Location – KeyFileName
– KeyFileName_Owner – MailServer
– MailFile ID
– VaultLastServer ID – VaultLastFlushTime
Note: The IDVault settings are cleared. Then when the user logs in to the Notes client using the service Notes ID, they are prompted to change their password (in most cases). When they do, the client immediately updates the Notes ID in the Connections Cloud ID vault.
v Depending on the configuration tasks that have been completed at this time, the tool might shut down the Notes client. If so, a message informs the user, and provides instruction for what to do next (for example, restart Notes and enter the password for your SmartCloud Notes ID, to download the ID file). Again note that sometimes the shutdown is done for purposes other than downloading an ID file.
Downloading Notes client software and other entitled software
You can easily access the IBM Software Download Center to download IBM Notes and other software to which your company is entitled. Software entitlement is governed by the service Terms of Use and applicable License documents.
About this task
You can access the site if you have the Administrator account role. You can use the site to download software before or after user subscriptions are activated.
To access the Download Center, complete the following steps:
1. Log in to the service as an administrator.
2. Click Apps > Downloads and Setup.
3. In the Software Entitlements section, click View available software to get to the Download Center.
4. In the Software Downloads page, type the partial or full name of the entitled software in the Find by search text box. Then, click the search icon.
Search filter options are available to narrow product results by language and operating system. For more information, see Technote 1674504.
Related information:
Technote 1674504
Connecting to cloud Activities through the Notes client sidebar
Users with collaboration subscriptions in addition to SmartCloud Notes
subscriptions are automatically logged in to the cloud Activities server through the Activities sidebar.
About this task
The Activities sidebar must be installed on the client. To install the Activities sidebar in Notes 8.5.2 or later 8.5x versions, select the IBM Connections Notes installation option.
To install the sidebar in IBM Notes 9.0 Social Edition or later versions, install the IBM Connections Plug-ins. For more information, see the wiki article Where is the Activities Sidebar for Notes 9.0 Social Edition?
Activities integration is not supported for Notes 8.5.1.
Preparing for IMAP clients
If you plan to use IMAP clients, complete these tasks to prepare.
Before you begin
Read about IMAP clients.
About this task
Table 32. Tasks to prepare for IMAP clients Task
Why this task is important
Additional
information Complete?
Prepare for onboarding.
There are tasks to prepare that apply to all or most clients.
“Preparing for onboarding” on page 102
Verify that users have a supported IMAP
Be aware of the IMAP client
Ports 993 and 465 must be open to allow connections to the service via IMAP.
“Configuring the
IMAP access is not enabled by default.
“Configuring IMAP
“Configuring IMAP