Updating mail files with the new design

The final task to give users the full Enterprise Vault client functionality is to replace the design of their mail file with the appropriate Enterprise Vault mail template. The template used will depend on which mail template version users are using and whether they are using iNotes/DWA.

On Domino 8.5 Lotus Notes and iNotes users should be using EV_Mail85.ntf.
On Domino 8.0.x Lotus Notes and DWA users should be using EV_Mail8.ntf.
On Domino 7.x Lotus Notes users should be using EV_Mail7.ntf, and DWA users should be using EV_DWA7.ntf.
On Domino 6.5.x, Lotus Notes users should be using EV_Mail6.ntf, and iNotes users should be using ev_iNotes6.ntf.

There are two methods of replacing the design:

To update a small number of mail files, you can click File, then Database, and then Replace Design in the Administration client.
To update a large number of mail files, stop the mail router and then use the Convert Domino server task.

Because the Convert server task is resource intensive, you are recommended to run it out of peak hours. For a large mail server it may take some hours to convert all mail files.

To stop the mail router, type the following command in the Domino server console:

tell router quit

The simplest use of Convert is when the same mail file template is applied to all users. In the following example command, EVR7mail is applied to all users:

Load convert mail\*.nsf * ev_mail7.ntf

Take care when using the asterisk for the existingtemplatename argument, because you can inadvertently convert users to the wrong template.

To examine the full syntax of the Convert task, type the following at the Domino server console:

load convert -?

Note:

To upgrade existing user-created folders in each mail file with the Enterprise Vault Lotus Notes extensions you use the -s and -u parameters of the Convert utility or choose 'Actions' and the 'Upgrade Folder Design' from within the mail file.

The following steps facilitate setting up subsequent new users. These changes ensure that the generic Domino archiving user automatically can access the new mail file and that the mail file is using the correct mail template:

In the Access Control List for the Enterprise Vault Mail Template, add the generic Domino archiving user with Editor access, and 'Delete documents' and 'Create shared folders/views' permissions. When typing in the user, enclose the name in square brackets. This ensures that the user is automatically added to the ACL of any mail file that is created from the template.
To ensure that administrators use the correct mail template when registering new users, change the default mail template in the administration preferences.

To change the default mail template, do the following:
- From the Domino Administrator client select File, then Preferences, then Administration Preferences.
- Click the Registration tab, and then click Mail Options.
- Change the mail file template to the appropriate Enterprise Vault mail template and click OK twice to save the preferences.