In a hybrid environment in which some mail files are on IBM SmartCloud
® (SmartCloud Notes
) servers and some are on-premises on company Domino
® servers, Domino
Administrators can use can use explicit group policies to ensure that all users have the same Notes
client experience. Some policy settings are enforced for all SmartCloud Notes
users and cannot be overridden by a group policy. Other policy settings can be set by customer administrators and applied using explicit group policies via policy documents that are in their on-premises Domino
In this exercise you will create an explicit policy for a SmartCloud Notes
users that mirrors an organizational policy for on-premises Notes
users. You will also review the policy settings for an assigned group of SmartCloud Notes
users with the Policy Synopsis tool.
After completing this exercise, you should be able to:
- Duplicate an organizational policy and apply that policy explicitly to SmartCloud Notes users
- Create a group to be used for policy assignment for SmartCloud Notes users
- Create an explicit policy for SmartCloud Notes users that mirrors settings in an organizational policy for on-premises Notes users
- Assign an explicit policy to SmartCloud Notes users
- Use the Policy Synopsis tool to review policy settings
Using a policy, administrators control how users work with SmartCloud Notes clients. A policy is a document that identifies a collection of individual policy settings documents. Each policy settings document, such as a Security Settings document or a Desktop Settings document, defines a set of defaults for a particular administrative area. There are two types of policies, organizational and explicit.
An organizational policy automatically applies to all users registered in a particular organizational unit.
An explicit policy assigns default settings to individual users or groups.
Note: Currently, on-premises Domino administrators can assign explicit policies in two different ways, only one of which is supported by SmartCloud Notes. The first way is to add a user, either by using a group or listing the user's name, directly in the Policy Assignment field of the Policy document itself. This method is supported by SmartCloud Notes. The second way, which is not supported by SmartCloud Notes, is to modify a user's Person record in the Domino Directory and specify the policy name. If you have set up this kind of policy model, you must switch to a direct assignment in the Policy document itself.
Policy Synopsis Tool
The Policy Synopsis tool is a tool that allows administrators to determine the effective policy governing a selected user.
The organizational policy for on-premises Notes
users enforces encryption on sent and saved mail. This procedure details how to create an explicit policy for SmartCloud Notes
users that mirrors the encryption settings in the organizational policy that governs on-premises users. The same procedure would be used to set policies for any other settings that are contained in an organizational policy for on-premises users.
- Log into Notes as a SmartCloud Notes user, click File -> Preferences and view the default mail encryption settings. Note that by default, encryption for sending mail and saved mail is not enabled. In the remaining steps, you will create an explicit policy for SmartCloud Notes users that enforces these settings in order to match a hypothetical scenario where on-premises users have these settings enforced by an organizational policy.
- Log in to the Domino Administrator client as an on-premises administrator.
- Create a group document and add SmartCloud Notes users. Name the group SmartCloud Notes Users. Use values similar to the following. For any values not listed, leave at the default.
- Create a policy settings document. Populate the fields on the Basics tab similar to this screenshot:
Populate the highlighted fields on the Mail tab as they appear in the screenshot below:
- Create an explicit policy. Populate the fields on the Basics tab similar to this screen capture:
Populate the Policy Assignment
tab similar to this screen capture. This is where you assign the policy to the SmartCloud Notes
users via the group you created in Step 3.
- Save and close the settings and policy document if you have not already done so.
- Ensure that the policy you have just created is at the top of the policy precedence list. Do this in the Domino Administrator client on the People & Groups tab by highlighting the policy and clicking the Increase Precedence button until the policy LLNusers is at the top of the list.
- Apply the policy to a SmartCloud Notes user. Do this by...
- Exiting the Notes client and/or Domino Administrator client(s).
- Launching the Notes client. (this can be either the Notes client or the Domino Administrator client)
- Open your mail file on the server. This will push down the policy settings.
You should see a message in the client status bar stating that Notes
configuration has been refreshed.
- In the Notes client, re-open User Preferences and check the mail settings. At this point you should see the encryption settings have been pushed down to the Notes client of the SmartCloud Notes user.
- In the Domino Administrator client, run the Policy Synopsis tool and review the policy settings. The tool can be run on both on-premises and LLN users to review policy settings and maintain consistency between an explicit policy for SmartCloud Notes users, and on-premises users that are governed by an organizational policy.
On the People and Groups
tab, select a SmartCloud Notes
user and then click Policy Synopsis
in the Tools
- Select the following settings when you run the tool:
- When you run the tool, a Policy Synopsis document is written to the results database. Use the information here to compare settings between on-premises users and SmartCloud Notes users to ensure parity of the end user experience.