Let’s face it: setting up mail archiving on Lotus domino is not straightforward, as many things with Lotus domino.

There are several ways to set up mail archiving:

– Archiving on the Domino mail server.
Archiving on the Lotus Notes mail client to local folder.
Archiving on the Lotus Notes mail client to mail server.

In this post, we will focus on archiving on archiving on the mail server.

To archive mailboxes on the mail server, you must:
1- Set up mail archiving in the mailbox database properties.
2- Create a list of mailboxes to archive
3- Setup an automated task on the server to archive the mailboxes.

Indeed, the server will archive the mailboxes listed in the list during the automated task only if mail archiving is set up in the mailbox databases properties.

Setup mail archiving in the mailbox database properties

Using Domino administrator, connect to the mail server, and, on the “file” tab, navigate to the folder where the mailboxes are stored.

Right click on the mailbox you want to set up archiving on. Select “Properties”, click “Archive settings”.

In the window that appears, you should see 3 tabs: basic, settings and advanced.

Click on the basic tab. Here, you will set up the way to archive, ie on the server.
Click the “Change” button. In the window that appears, select “on the domino server”. Make sure that the name of your domino server appears in both combo box next.
Click OK.

Click on the Settings tab. Here you will set up which kind of mail you want to be archived.
In the window that appears, you can see “Default for last modified” and “Default for last accessed”. Those are 2 default mail criteria according to which the e-mails to archive are going to be selected. You can create your own mail criteria, or you can just edit 1 of them.

Today, we will just edit the “Default for last modified” criteria to adapt it to our needs.

Select “Default for last modified”, and click “Edit”.
The default settings are fine except if you have special needs. click “Select documents” at the bottom right. Now, you can select after how long you want the mails to be archived. After 1 year, after 1 month ? When you mark them as expired ? You set it here.

As an example, if you want all mails older than 1 year to be archived, select “Not modified after 1 year”.

Go back to the Archive setting window by clicking OK twice. Select the mail criteria you just edited, and check the “Enable archiving” mailbox.

Click on the “Advanced” tab. Uncheck “Do not delete documents that have responses”, and check “Log all archiving activities into a log database”.

You’re done for that part, click “OK” and close the database properties window.

Create a list of mailboxes to archive

Once you have repeated the above procedure for all the mail databases that you want to archive, the next step is to draw a list of all those databases.

Just write a text document listing all databases with their relative path from the domino root folder. Example:

mail\jlefort.nsf
mail\asmith.nsf

Save it with the name “archived_mailboxes.ind” in the domino root folder (lotus\domino\data)

Set up an automatic task on the domino server

Open the domino administrator and connect to the Domino server. Click on the “Configuration” tab, the, on the left pane, expand “Server” and select “Programs”. this is where you set up scheduled tasks.

Click “Add Programm”, and create a tasks with the following parameters:

– Program name: Compact
– Command line: archived_mailboxes.ind -a
– Server to run on: your domino server.
– Enabled/disabled: enabled
– run at time: write the time of the day (hh:mm)
-Repeat interval of: 0.
– Days of week: Select the day of the week.

Click “Save & close”.

You’re done. The mailboxes will be archived on the date and time you just set.

Advertisements