Overview
In a IBM SmartCloud™ Notes (SmartCloud Notes) Hybrid configuration, the process to remove a user from the SmartCloud Notes environment is performed by the company administrator. There are two options for removing a user from SmartCloud Notes. The first option is to remove the user's SmartCloud Notes subscription from the IBM SmartCloud for Social Business (SmartCloud for Social Business) service; this is the recommended option. The second is to completely delete the SmartCloud for Social Business user account. Both methods are supported.
| # | Use Case | Actions | Background/Considerations |
| 1 | Company administrator wants to convert user's mail file from SmartCloud Notes service to on-premises Domino® environment |
- Company administrator removes SmartCloud Notes Mail subscription.
- Company administrator manually edits the user's on-premises Domino Person document to point to the on-premises Domino mail server and mail file for the user.
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- Some company administrators may want a user to try the SmartCloud Notes service for short time, and have the option to move the user's account back to on-premises (for example, if they are doing initial testing).
- Once a user's account is converted to on-premises, some company administrators want the option of moving the account back to the service in the future.
- User may or may not have other SmartCloud for Social Business subscriptions that need to be kept active. The company administrator can re-provision the user for the service within 30 days of the conversion to on-premises.
- If, after the conversion of a user account to on-premises, a company administrator chooses to move the user account back to SmartCloud Notes ("re-provision"), they have the option to provision the user either without data migration or with data migration (moving the mail file into the service). Data migration is purchased as an optional service.
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| 2 | Company administrator wants to remove user's mail file from SmartCloud Notes service and does not want to preserve mail file or leave any other SmartCloud for Social Business subscriptions active, |
- Company administrator uses the Delete User Account menu in SmartCloud for Social Business User Accounts.
- Company administrator deletes the user in the on-premises Domino Directory, removing the Person document, etc.
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- This case is applicable, for example, if the user has left the company.
- Deleting a user's account should be done only if the user has no other SmartCloud for Social Business subscriptions that need to be kept active and the company administrator does not want the option to reinstate the user's SmartCloud Notes subscription.
- When you delete a user account, all subscriptions, such as SmartCloud Engage, will also be removed, and the user's data will be lost.
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There are two procedures in this document. Procedure A below corresponds to Use Case 1, where the company administrator removes the user's SmartCloud Notes subscription and converts the user's data from the SmartCloud Notes environment to the Lotus® Domino on-premises environment. Procedure B corresponds to Use Case 2, where the company administrator deletes the SmartCloud for Social Business account, which includes removal of the SmartCloud Notes subscription and any other SmartCloud for Social Business subscriptions the user has. Decide on the use case that best fits your goal, and execute the corresponding procedure. Do not perform both procedures.
Objectives
After completing this exercise, you should be able to:
- Cite the difference between removing a user's SmartCloud Notes subscription and deleting a SmartCloud for Social Business user account.
- Remove a user's SmartCloud Notes subscription.
- Delete a user's SmartCloud user account.
Glossary
| Term | Definition |
| IBM® SmartCloud for Social Business user account | An account that allows a customer to access IBM SmartCloud for Social Business and subscribe to several services including, but not limited to SmartCloud Notes, SmartCloud Engage, and SmartCloud Meetings. |
| IBM SmartCloud Notes subscription | A SmartCloud for Social Business subscription that provides a user with access to the SmartCloud Notes mail service. |
Parent topic: Managing IBM SmartCloud Notes user accounts
Previous topic: Exercise 2.4: Provisioning users without data migration
Next topic: Exercise 2.6: Changing user names
Procedure A: Remove the user's SmartCloud Notes subscription
Use case: You want to convert a user's mail account from the SmartCloud Notes service to your on-premises Lotus Domino environment.
- Before you remove a user's SmartCloud Notes subscription, create a replica of the SmartCloud Notes user's mail file from a Lotus Notes client that is connected to the SmartCloud Notes service.
Important: The local replica should not be encrypted if you will use an operating system copy command to copy the replica to an on-premises server. You should copy the local replica to the on-premises mail server that will be the user's new mail server after the conversion.
- (Optional) To minimize message loss during the conversion process, perform the following steps to suspend the SmartCloud for Social Business account for the user. Suspending the account stops mail delivery to the SmartCloud Notes mail file. Note that suspending the account suspends all SmartCloud for Social Business subscriptions the user has, not just the SmartCloud Notes subscription.
- Perform a final replication between the mail file replica on the SmartCloud Notes server and the replica on the Lotus Notes client.
- Log on to the service ( https://www.ibmcloud.com/social
 ) using the e-mail address and password of a SmartCloud Notes user with the Administrator role.
- If your user account also has the User role, you will see your inbox. Click Administration -> Manage Organization on the action bar at the top. Otherwise, skip to the next step.
- From the left navigation pane, click User Accounts.
- Click the arrow next to the user's name that you would like to remove.
- Click Suspend Account from the drop-down menu.
- Select Suspend when prompted with the question, Are you sure you want to suspend?
Notice the User Accounts page now shows the Status for the user as "Suspended".
- Replicate the local mail file you created in step 1 above on the client, to the on-premises Domino mail server the user is switching to.
- If you did not perform step 2 above, log on to the service using the e-mail address and password of a SmartCloud Notes user with the Administrator role. If you are already logged into the service, skip to step 6.
- If your user account also has the User role, click Administration -> Manage Organization on the action bar at the top. Otherwise, skip to the next step.
- Click User Accounts in the left navigation pane.
- If you performed Step 2 above to suspend the user account, click the arrow next to the name of the user to convert and select Unsuspend Account. Otherwise, go to the next step.
Select Unsuspend when prompted with the question, Are you sure you want to Unsuspend?
Note: Note: It may take a minute or two for the Unsuspend process to take place. If you experience any issues with performing the next step, wait another minute or so and try again.
- Click the arrow next to the user's name and select Edit User Account
..
- On the Edit User page, under Subscriptions, notice that the Mail option currently shows the SmartCloud Notes subscription. Click the Change link next to the SmartCloud Notes subscription.
- Select None selected from the Mail drop-down.
- Click Save Changes.
..
- Once the change is processed, check the Subscription column for the user. The "SmartCloud Notes" subscription should no longer be present.
- In your on-premises Lotus Domino Administrator client, select File -> Open Server and select an on-premises Domino server where the user's mail file will be located or a server that replicates with it.
- Click the People & Groups tab.
- In the left navigator, expand Domino Directories, expand your company's Directory, and click People to open the People view.
- Select the user's Person document in the People view and click the Edit Person button.
- In the Mail section of the Person document change the Mail server and Mail file fields from the SmartCloud Notes mail server and mail file name (example below) to the appropriate on-premises Domino mail server and mail file name. Note: At this point, it is assumed that a replica of the user's mail file has been copied to the on-premises server.
- Click the Save & Close button.
Procedure B: Delete the SmartCloud for Social Business user account
Use case: If you do not want your user to access any SmartCloud for Social Business subscriptions, you can delete the user account rather than remove the user's SmartCloud Notes subscription. For example, if the user has left the company, this is an appropriate procedure to follow.
Important: Deleting a SmartCloud for Social Business user's account should be done only if the user has no other SmartCloud for Social Business subscriptions that need to be kept active and you do not want the option to reinstate the user's SmartCloud Notes subscription. When you delete a user using the process below, all of their SmartCloud for Social Business subscriptions, including subscriptions in addition to Mail, such as Engage and Collaboration, will also be removed, and the user's data will be lost.
- Log on to the service using the e-mail address and password of a SmartCloud Notes user with the Administrator role.
- If your user account also has the User role, click Administration -> Manage Organization at the top of the dashboard. Otherwise, skip to the next step.
- From the left navigation pane, click User Accounts.
- Click the arrow next to the user's name that you would like to delete.
- Select Delete User.
Important: Be sure that you are deleting the correct user. Deleting a SmartCloud for Social Business user should be done only if the user has no other SmartCloud for Social Business subscriptions and you do not plan to reinstate the user's SmartCloud Notes subscription. When you delete a user using this process, all of their SmartCloud for Social Business subscriptions, in addition to their SmartCloud Notes Mail subscription, will also be removed, and the user's data will be lost.
- You will be prompted with a confirmation window. If you are sure that you want to delete the user, click Delete.
- The deletion may take a few minutes. After the deletion is processed, verify that the user no longer appears in the User Accounts view. Once the removal process is complete, the name is removed from the User Accounts screen and the subscriptions total increments by 1.
- In the on-premises Domino Administrator client, delete the user. Make sure to delete the on-premises mail database if you did not already do so as a part of Exercise 2.4: Provisioning users without data migration.
For more information on deleting the user from the on-premises environment refer to the Lotus Domino help topic, Deleting a user.
- If you later determine that the user should not have been deleted, two different scenarios apply depending on how long ago you created the user:
- If you deleted the user's account within 7 days of originally creating the account, you can create a new account with the same name or internet address. This user will be a brand new user. Any information or data from the previous instance of the user's account will not be carried over to this new account.
- If you deleted the user's account after the 7 day window, you must wait 30 days until the user may be added as a new account, with the same name or internet address, into the service. Remember that when a user is deleted, their personal data, such as the messages in their mail file cannot be recovered. If you do not want to wait 30 days, and you want to add back a user with the same name or internet address, you must revoke the user first, before you re-add the user. To do this, refer to the SmartCloud Notes admin topic, Revoking a user account .
Once you have revoked the user, you may immediately recreate the user in the service with the same name and e-mail address. A new mail file is created for the user. Messages from the previous mail file are not carried over.
Test Yourself
| Question | Answer |
| What are the implications of deleting a SmartCloud Notes user with User Accounts > Delete User? |
- The user is completely deleted from the entire SmartCloud for Social Business service. This means their SmartCloud for Social Business identity is removed. Any other subscriptions the user had (SmartCloud Engage, SmartCloud Meetings, SmartCloud Connections, etc.) are removed in addition to their SmartCloud Notes subscription.
- Mail is not delivered to the mailbox.
- The mailbox cannot be opened by the owner or another SmartCloud Notes user who has delegation access to the mail file.
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Resources
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