Archive settings for Lotus Notes 8.5

bugenigmaSoftware and s/w Development

Oct 30, 2013 (3 years and 9 months ago)

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Archiv
e settings for Lotus Notes 8.5

Please read this section carefu
lly to fully understand how,
why to

archive email and how to retrieve

email once archived.

The last page is a check list for the Archive Setting.


There are several key poi nts to remember
when archi ving wi thi n Lotus Notes. They are as fol l ows:

1)

The archive process is the same for either the PC or the MAC computers.

2)

The archive process creates a
local copy of your email account on the computer from which you issue the
archive command.

A loc
al copy means the archive is not on the email server,
but on
your

computer.

Lotus
Notes can still use the archive to read and send email
, but the archive file is physically on your computer.

3)

Always archive from the same computer.

Since the archive comma
nd will create a new archive file if
necessary, always archive from the same computer to keep your archive email in one file.

4)

Your emails are not deleted when archiving, the emails are copied from the email server to the local
computer.

5)

If you delete an
email in the archive, the email is not recoverable, do not delete archived emails.

6)

You must have a Lotus Notes client to archive. You cannot archive from Webmail.

Preparing the Archive Settings


First
and one
-
time set
-
up.



The first time you archive
you will create the

archive file


on your
local computer.

This will only need to be set up one time.

The process to accomplish this is as follows:

From your Lotus Notes Inbox:

Actions


Archive


Settings…




This will open the Archive Settings di
alog box. The

Archive Settings
dialog box opens to the ‘
Criteria
’ tab on
the left
-
hand side. This is the tab which we will edit for
the Archive settings.


The ‘Criteria’ Tab


Select the ‘
Edit
’ button on the right
-
hand side of the
dialog box.

This will

open the ‘
Edit Archive Criteria’
dialog box as
shown below.



The

Edit Archive Criteria


is separated into four sections and an

OK


button.


Specify General Criteria Information
’, this is the name of
the Archive, use the default or rename as you wa
nt.
The
important point here is check the ‘
Enable this criteria
’. If
no Archive criteria are enabled, there is no Archive agent to
run.


What
Should be Used to Select Documents?
’,

this is the
Date and Folder picker. We will review in detail below.


(
<
See Below
>

Then come back to the next

step
.
)


What Should Happen to the Selected Documents?
’, this is
what and where. Click the first option, ‘
Copy documents
into … then
clean up
this application.
’ This option tells the
agent to remove emails from the s
erver to the local
computer. The path to the Archive file is listed below in the
white space. You can click the yellow folder icon to see the
complete file path.


How do You Want to Clean up
Documents in this
Application
’, this is the final option. Pl
ease select ‘
Remove
archived documents from this application.


Select ‘
OK
’ to close the dialog box and return to the Archive
settings box.


(
<>
)

The ‘Selection Criteria…’ button mentioned above is
where the Date and Folder picker is located.

The ‘
Archiv
e Selection Criteria’

dialog box is where you
will set the Number of Days, ‘
All Documents
, not
modified in more than, 30
, days.’

This tells the Archive
agent to remove the emails that are older than
30

days.

Select ‘
In all views or folders’
, to tell the

Archive agent
to archive all Sent, Received, Drafts and emails in
Folders.

You should not modify this setting.

Select ‘
OK
’ to accept the settings and return to the
previous dialog box.

This will return you to the ‘Edit
Archive Criteria’ box.


The r
emaining settings are on the ‘
Advanced’

tab and the ‘
Schedule’

tab.

On the left
-
hand side of the panel, click

Advanced’
. This will open the ‘
Advanced’

selection.


There should
not be any check marks on any of the selections

on this screen.
If
either

box has a check mark, click it one time to remove the check mark.


The grayed
-
out check mark is associated
with the
‘Log all archiving…’ and is not
active.




C
lick ‘
Schedule’

on the Left
-
hand tab to review the

‘Schedule Archiving
settings

.


If you wi
sh to schedule your archiving, you will set the schedule from this
screen.

-

Put a check mark next to ‘
Schedule archiving’
.

-

Set the time to archive

-
-

Set the dates you want to archive by putting check
marks next to the days of the week.




There sho
uld be a selection next to ‘
Any Location’
.


Please remember

For

Scheduled Archiving
:

-

Computer must be on and Lotus Notes opened.

-

The archive agent will run at the scheduled time no matter what else you are
doing in Lotus Notes and will restrict your
Lo
tus Notes
access until finished.
Schedule the Archiving for off hours and leave the computer running.


Click ‘
OK’

to close the ‘
Archive Settings’

dialog box.

The Archive is set to run.



Running the Archive of the first time
--

This may take up to an

hour the first time the Archive is run, depending upon the size of the email account. Please plan
accordingly. You may wish to wait until the end of the day or lunch to run the first Archive.

From the top menu in Lotus Notes


Select ‘Actions’


‘Arch
ive’


‘Archive Now’.







This will start the Archive agent and build the copy of the email account on your local computer.



You will be asked to confirm that you want the agent to run now, select

Yes’
.





At this point a status box on the scree
n will informing you the agent is working…


You will not be able to use Lotus
Notes until the Archiving process is
complete.

Accessing the Archive Email File

--


When the Archiving process is finished, you will be able to access your Archived
email by

selecting the ‘
Archive


Default for Last Modified
’ menu in the Mail
file.

The Archive

email

file
is a duplicate of the original email account and will
contain all the same folders
(including the user created folders)
as the original
email account.
All e
mail moved to the Archive file will be in the same folder as
in the original email account. If the email was in the Inbox, it is moved to the
Archive Inbox; Sent to Sent, personal folder to personal folder.
All email which
fits in the Archive Criteria is

moved to the local Archive file.

Please remember:

1)

The settings and selections described above are the standard and



easiest to use.

2)

You must Archive from the same computer each time.

3)

Archived emails are only available from the computer where the lo
cal



archive file is located.

4)

Deleted email from an Archive

is not recoverable.

5)

Be aware that Archived email acts the same as email on the
server;


you can Reply, Forward and Send archived emails.

6)

The first time you Archive, connect to the wired Ethe
rnet network
instead of the wireless network. This will assist the transferring of data
over the network.



If you need assistance with setting the Archive or for more information, please contact the Help Desk at 414
-
8324 or enter a Heat Self Service tick
et at
http://HELP

Archive Settings Check List:


1.


__

Open your Lotus Notes to the Inbox.

Make sure the computer is wired to the Ethernet network.

2.


__

From the top menu, select
‘Actions


Archive


Archive Settings’

3.


__

Select
‘ Default for Last Modified’

(it will be blue when selected).

4.


__

Click on
‘Edit’
on the left
-
hand side.

5.


__

Verify that ‘
Enable this Criteria’

is selected.

6.


__

Click on ‘
Selection Criteria’
.

7.


__

Verify the settings read ‘
All Documents ‘not Modified in mor
e than’, ‘30’, ‘Days’.

8.


__

Verify the selection ‘
In all Views or

Folder
s


is selected.

9.


__

Click ‘
OK’

to return to the ‘
Edit Archive Criteria’

dialog box.

10.


__

Verify the file path is correct. This should be to C:
\
Program Files
\
IBM
\
Lotus
\
Notes
\
Data
\
Archive
\
a
-
E1234.nsf or C:
\
Program Files
\
Lotus
\
Notes
\
Data
\
Archive
\
a_E1234.nsf or
\
Data
\
Archive
\
E_1234.nsf or the
destination path of your choice.

11.


__

Verify the select
‘Remove Archived documents from this Application’

is selected.

12.


__

Click ‘
OK’

to return to the


Archive Settings’

dialog box.

13.


__

Click the ‘
Advanced Tab’

on the left
-
hand side of the dialog box.

14.


__

Verify that neither select on the Advanced Tab is selected.

15.


__

Click the ‘
Schedule Tab’

on the left
-
hand side of the dialog box.

16.


__

Verify the selec
tion ‘
Schedule Archive’

is selected.

17.


__

Verify the selection ‘
Any Location’

is selected.

18.


__

Click ‘OK’ to close the ‘
Archive Settings’

dialog box.

19.


__

Return to the
top

Actions


menu and select “
Actions


Archive


Archive Now’
.

20.


__

Click ‘Yes’ when pro
mpted,
‘Do you wish to Archive Now?’
.

21.


__

Wait for the Archive process to complete.

22.


__

Verify you can open the Archive file by selecting ‘
Archive


Default for Last Modified…
’ on the left
-
hand menu.

The archive process is complete. If you need assistance

with this process, please contact Help Desk at 414
-
8324
or enter a Heat Self Service ticket at HTTP://HELP