Lotus Domino Administrator 6.5 Help - Creating a desktop policy settings document

USER AND SERVER CONFIGURATION

Creating a desktop policy settings document
You use a desktop policy settings document to control the user's workspace. Desktop settings are enforced the first time a user logs in to Notes and runs setup. After the initial setup, you can use them to update the user's desktop settings or to reinforce setup settings desktop settings. Users receive updates to the settings when any of the policy settings change, and then the desktop policy settings are enforced the next time users authenticate with their home server.

To use a desktop policy settings document to enforce the settings specified in the setup policy settings document, specify the same settings in a desktop policy settings document. For example, to ensure that the Sametime server specified in the setup policy settings document remains the same each time the user logs in, enter the Sametime server name in both the setup and desktop policy settings documents.

To use a desktop policy settings document to add to or update the user’s desktop workspace, change the setting in the desktop policy settings document. For example, to change the Sametime server specified in the setup policy settings document, specify a different server in the desktop policy settings. Other changes you can make to the user's desktop workspace that do not reflect setup policy settings include setting up a default home page, customizing the welcome page, customizing the Workplace, upgrading the mail template, enabling automatic diagnostic data collection for client crashes and specifying how and when Smart Upgrade runs to upgrade the Notes client. If you are updating from a previous version of Domino, you can use a desktop policy settings document to define the settings used when converting previous mail file templates to the Domino 6 mail template, mail6.ntf.

Use a desktop policy setting document to modify user Location documents, and to create Connection documents for dial-up connections that simplify server connections.

You also use a desktop policy settings document to manage and update bookmarks. You can, for example, set up a bookmark hierarchy for Notes users by creating an outline of bookmarks that includes folders and links such as database links, document links, and URL links. You can create folders that have links within the folders. All of the folders and bookmarks in the outline are then placed on the Bookmark Bar of the Notes client. To add bookmarks to an existing folder on the user's desktop, such as More Bookmarks, include the folder in the bookmark outline. Any links included in that folder are merged with the corresponding folder in the Notes client. You can also create a folder called "Startup" that includes links that open automatically every time the user logs in to Notes.

You can also set user preferences, usually set by Notes users. If you set user preferences, Notes users will still be able to change their preferences, but the changes will be only temporary. The next time the desktop policy is enforced, their preferences will be reset to the original policy settings.

Note An important user preference about which administrators should be aware is the option to "use canonical name for instant messaging status lookup." Enabling this setting for users lets them display online awareness for names when your IBM Lotus Instant Messaging server is configured to lookup Notes canonical hierarchical names (for example CN=John Smith/OU=Sales/O=Acme) instead of Note abbreviated hierarchical names (for example John Smith/Sales/Acme). (The feature described here is available only if your company has an IBM Lotus instant messaging (Sametime) server, and only for Windows versions of IBM Lotus Notes.). Enable this setting in Preferences - Instant Messaging.

For more information on seamless mail upgrades, see Using seamless mail upgrade.

To create Desktop settings

1. Make sure that you have Editor access to the Domino Directory and one of these roles:

PolicyCreator role to create a settings document
PolicyModifier role to modify a settings document

2. From the Domino Administrator, select the People & Groups tab, and open the Settings view.

3. Click "Add Settings," and then choose Desktop.

4. Under Basics, complete these fields:

Name -- Enter a name that identifies the users (and, if you are a service provider, the hosted organization) that use these settings.
Description -- Enter a description of the settings.

5. Under Server Options, complete these fields:

Field	Action
Catalog/Domain Search server	Choose the name of the server used for domain searches.
Domino Directory server	Enter the name of the server whose Domino Directory you want users to use.
Sametime server	Enter the name of the server used to connect to Sametime.
Local mailfile	Check the field Create local mailfile replica to create a local copy of the user’s mail file.
Deploy version	If you use Smart Upgrade, enter the Notes version to which you want users to upgrade.
Upgrade deadline	If you use Smart Upgrade, use mm/dd/yyyy format to enter the date by which users must upgrade. If users to do not upgrade by this date, the upgrade happens automatically.

6. Under Mail Template Information, complete these fields if you are converting from a previous Domino mail template:

Field	Action
Prompt user before upgrading mail file	Do one: Check yes to inform users before upgrading their mail files. Allows users to defer upgrade. Uncheck (default) to upgrade without notification.
Old design template name for your mail files	The default asterisk (*) uses any mail template. (Optional) Enter the name of the current template you are using.
If running this version of notes:	Enter the build version of the Notes client in the format Build Vnn_mmddyyyy (example, Build V60_06282002). To upgrade all versions, use an asterisk . Tip* To find the build version, use Help - About Domino Administrator.
Use this Mail template	Enter the new mail template file name.
Ignore 200 category limit	By default the number of folders created during conversion is limited to 200 folders. Do one: Check yes to override that limit and create as many folders as necessary (default). Uncheck to enforce the limit.
Mail file to be used by IMAP mail clients	Do one: Check if mail file will be used by an IMAP mail client. Uncheck if IMAP will not be used (default).
Upgrade the design of custom folders	The conversion does not upgrade private folders automatically. Do one: Check yes to include custom folders in the design upgrade (default). Uncheck to exclude custom folders in the design upgrade.
Prompt before upgrading folder design	Do one: Check yes to inform users before upgrading their mail folder design. Allows users to defer upgrade. Uncheck (default) to upgrade folder design without notifying users.
Notify these administrators of mail upgrade status	If you chose to notify users before updating mail template or folders, enter the names of administrators who should receive status information.

7. Under Calendaring and Scheduling, complete this field:

Field	Action
Reschedule repeating meetings using ResetTimes feature	Enable to allow users to reset repeating meetings that have been rescheduled with different start and end times to the same start and end time. This is disabled by default.

8. Specify the Homepage/Welcome Page options:

Field	Action
Corporate Welcome Pages database	Add the database link to the database containing custom welcome pages and/or custom workplace. Note You cannot use the Web Administrator to create links.
Default Welcome page	Do one: Select the welcome page that users see when they start Notes. Select Workplace if you want users to see and use Workplace for Notes instead of a default or custom Welcome page. Select "No default Welcome Page" if there is no default welcome page. (default)
Homepage selection	For the field "Do not allow users to change their home page" do one: Check to prohibit users from choosing their own home page. If you check this check box, users cannot change the welcome page or the workplace to anything other than what is defined in the policy. The drop-down list is greyed out. Uncheck (default) to allow users to change their home page.

For more information on welcome pages, see the topic Custom welcome page deployment.

9. Under Internet Browser, choose the Internet browser used from this location. If you chose Notes or Notes with Internet Explorer as the Internet browser, choose the location from which to run the Web Retriever process.

10. On the Databases tab, complete one or more of these fields to add databases to the user’s workspace:

Note

You cannot use the Web Administrator to create links.

Field	Enter
Create As new replicas on user's machine	Create a link for each database to add as a new replica to the user workspace.
Mobile directory catalogs	Create a link for each mobile directory catalog to add automatically to the user workspace.
Bookmarks to merge with users' bookmarks	Drag and drop or copy links to add to the user's bookmarks. Arrange links in the order you want them to display. However, do not add any links above the Favorites folder, because they will be added to the bottom of the user's bookmarks list.

11. On the Dial-up Connections tab, enter information about the default passthru and other remote servers.

12. On the Accounts tab, enter the default account information for Internet servers.

13. On the Name Servers tab, enter the names and addresses of secondary TCP/IP and NDS Notes name servers.

14. On the SSL tab, complete these fields:

Field Enter

Accepts SSL Site certificates Choose one:

Yes to allow the server to accept the site certificate and use SSL to access an Internet server, even if the Domino server does not have a certificate in common with the Internet server.
No to not allow this server to accept site certificates.

Accept expired SSL certificates Choose one:

Yes to allow clients to access the server, even if the client certificate is expired.
No to not allow clients to access the server with expired client certificates.

SSL protocol version Choose one:

V2.0 only to allow only SSL 2.0 connections.
V3.0 handshake to attempt an SSL 3.0 connection. If this fails and the requester detects SSL 2.0, then attempts to connect using SSL 2.0.
V3.0 only to allow only SSL 3.0 connections.
V3.0 and V2.0 handshake to attempt an SSL 3.0 connection, but start with an SSL.2.0 handshake, which displays relevant error messages. Makes an SSL 3.0 connection, if possible.
Negotiated (default) to attempt an SSL 3.0 connection. If it fails, the server attempts to use SSL 2.0. Use this setting unless you are having connection problems caused by incompatible protocol versions.Note Domino does not use this field for HTTP.

15. On the Applet Security tab, complete these fields:

Field Action

Trusted hosts Enter the name of trusted hosts.

Network access for trusted hosts Choose one:

Disable Java
No access allowed
Allow access only to originating host
Allow access to any trusted host
Allow access to any host

Network access for untrusted hosts Choose one:

Disable Java
No access allowed
Allow access only to originating host

Trust HTTP proxy Choose one:

Yes
No

16. On the Proxies tab, enter the default proxies to assign to users.

17. On the Mail tab, choose the format to use for messages to Internet addresses.

18. On the Preferences tab, choose user preferences.

19. On the Diagnostics tab, if you want to enable automatic diagnostic collection on clients, complete these fields:

Field Action

Mail-in database for diagnostic reports Click the arrow in the field and then select the database to which the diagnostic reports from client crashes are to be mailed and then click OK.

Prompt user to send diagnostic report Choose one of these:

Yes -- (Default) Choose Yes to have the user prompted as to whether they want to send a diagnostic report to the mail-in database after a client crash.
No -- Choose No to make this feature transparent to the user. The diagnostic report is automatically sent to the mail-in database by a background process.

Prompt user for comments Choose one of these?

Yes -- Choose Yes to display to the user, a message box in which they can enter information as to what they were doing when the client crashed. Choose Yes only if you chose Yes in the "Prompt user to send diagnostic report" field.
No -- Choose No to prevent the user from entering any comments.

Amount (in KB) of diagnostic output file to send Use the default value of 10240, or enter another value between 10mb and 1kb. 10240 is the upper limit. This value represents the portion of the CONSOLE.LOG file to be sent, beginning with the end of the file and moving toward the beginning of the file.

Remove diagnostic files after a specified number of days Choose one of these:

No -- (Default) Choose No to accept the default of never automatically deleting the diagnostic files on the client.
Yes -- Choose Yes to enter the number of days after which the diagnostic files are to be deleted from the client. Displays the field "Number of days to keep diagnostic files."

Number of days to keep diagnostic files Accept the default value of 365 days, or enter another value representing the number of days after which the diagnostic files are to be deleted from the client. (This field displays only if you chose Yes for the "Remove diagnostic files after a specified number of days.")

For more information on automatic diagnostic collection on clients, see the topic Collecting diagnostic information after a server or client crash.

20. Save the document.

For information on user preferences, see Lotus Notes 6 Help.

Creating a policy document

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Field	Enter
Accepts SSL Site certificates	Choose one: Yes to allow the server to accept the site certificate and use SSL to access an Internet server, even if the Domino server does not have a certificate in common with the Internet server. No to not allow this server to accept site certificates.
Accept expired SSL certificates	Choose one: Yes to allow clients to access the server, even if the client certificate is expired. No to not allow clients to access the server with expired client certificates.
SSL protocol version	Choose one: V2.0 only to allow only SSL 2.0 connections. V3.0 handshake to attempt an SSL 3.0 connection. If this fails and the requester detects SSL 2.0, then attempts to connect using SSL 2.0. V3.0 only to allow only SSL 3.0 connections. V3.0 and V2.0 handshake to attempt an SSL 3.0 connection, but start with an SSL.2.0 handshake, which displays relevant error messages. Makes an SSL 3.0 connection, if possible. Negotiated (default) to attempt an SSL 3.0 connection. If it fails, the server attempts to use SSL 2.0. Use this setting unless you are having connection problems caused by incompatible protocol versions.Note Domino does not use this field for HTTP.

Field	Action
Trusted hosts	Enter the name of trusted hosts.
Network access for trusted hosts	Choose one: Disable Java No access allowed Allow access only to originating host Allow access to any trusted host Allow access to any host
Network access for untrusted hosts	Choose one: Disable Java No access allowed Allow access only to originating host
Trust HTTP proxy	Choose one: Yes No

Field	Action
Mail-in database for diagnostic reports	Click the arrow in the field and then select the database to which the diagnostic reports from client crashes are to be mailed and then click OK.
Prompt user to send diagnostic report	Choose one of these: Yes -- (Default) Choose Yes to have the user prompted as to whether they want to send a diagnostic report to the mail-in database after a client crash. No -- Choose No to make this feature transparent to the user. The diagnostic report is automatically sent to the mail-in database by a background process.
Prompt user for comments	Choose one of these? Yes -- Choose Yes to display to the user, a message box in which they can enter information as to what they were doing when the client crashed. Choose Yes only if you chose Yes in the "Prompt user to send diagnostic report" field. No -- Choose No to prevent the user from entering any comments.
Amount (in KB) of diagnostic output file to send	Use the default value of 10240, or enter another value between 10mb and 1kb. 10240 is the upper limit. This value represents the portion of the CONSOLE.LOG file to be sent, beginning with the end of the file and moving toward the beginning of the file.
Remove diagnostic files after a specified number of days	Choose one of these: No -- (Default) Choose No to accept the default of never automatically deleting the diagnostic files on the client. Yes -- Choose Yes to enter the number of days after which the diagnostic files are to be deleted from the client. Displays the field "Number of days to keep diagnostic files."
Number of days to keep diagnostic files	Accept the default value of 365 days, or enter another value representing the number of days after which the diagnostic files are to be deleted from the client. (This field displays only if you chose Yes for the "Remove diagnostic files after a specified number of days.")