This article provides the information you need to avoid errors and ensure success when changing the name of a SmartCloud Notes user. There are multiple names associated with a SmartCloud Notes user: an account name, an account login address, and a Notes name called a "distinguished name." In some scenarios, a user might have two email addresses -- an login address and a Notes Internet address.
The purpose of this article is to first provide an explanation of each name and address associated with the user, including where and how to change each. Secondly, to provide a description of what happens during a Notes rename. And finally, this article provides a list of recommendations for best practices to ensure a successful rename. How and where you change the names associated with a user varies, depending on whether your company environment is a service-only environment or a hybrid environment. If you are unfamiliar with the differences between these environments, click the appropriate product documentation link:
Administering SmartCloud Notes in a hybrid environment
Administering SmartCloud Notes in a service-only environment
The account name
The account name is the name that displays in the dashboard of the SmartCloud for Social Business website and in all subscriptions that the user accesses via the web site. This name is specified in the Given name
fields in the user account. Here is the name shown in the user account of the fictional user, Samantha Daryn:
The following picture shows the display of the account name in the service:
The Notes distinguished name
Only SmartCloud Notes users have a Notes distinguished name. It is a unique name that is associated with a Notes ID file. It is used to authenticate a Notes client user, and is seen in Notes mail messages, directories, in database ACLs, and in groups used by the SmartCloud Notes service. The name consists of a common name and a distinguishing organization name, for example, Samantha Daryn/Renovations.
Hybrid: In a hybrid environment, the Notes distinguished name is added to an on-premises directory during user registration. The directory then replicates to the service. Although the account name can be updated to match the common name portion of the distinguished name, the SmartCloud Notes service uses the name in the directory, not the account name, to determine the Notes distinguished name.
Service-only: In a service-only environment, the user account includes a Distinguished Name field for this name. In most instances you do not complete this field; you leave it blank and the system generates the name for the account based on the user's name and other information you provide. Keep the following important points in mind about Notes distinguished names in a service-only environment:
The login address
- They are formed using a formula that combines the common name with text in the Lotus Notes Names field of your company's Account Setup in SmartCloud Notes Administration. The exact formula is documented in the topic Forming a distinguished name, in the service-only documentation. In a service-only environment, you can change only the common name part of a distinguished name.
- It is recommended that you allow the system to create this name for you. Doing so ensures that the formula is applied correctly. Note, however, that when the system generates the name, it does not display in the Distinguished Name field. However you can see the name in the Users page of SmartCloud Notes Administration.
- The name must be unique. If the system attempts to generate a name and finds it already in use, you are prompted to create a unique name. In this scenario, the formula is provided for you, and you simply change the common name portion. The Distinguished Name field in the user account displays the name in this case.
- If you decide to create the Notes distinguished name yourself, you must use the correct formula to create it (see the link for forming a distinguished name provided in the first bullet). When you create this name yourself, the Distinguished Name field displays the name you create.
The login address is an Internet email address that is used to log in to the SmartCloud for Social Business website from a browser. The login address is always specified in the Email
field located in the Account Login section of the user account. The login address applies to all subscriptions assigned to a user. The value of the Email
field can also be the Notes Internet address, as described in the next section of this article.
The Notes Internet address
The Notes Internet address pertains only to SmartCloud Notes users and is used by the SmartCloud Notes service for Internet mail addressing and routing.
In a hybrid environment, the SmartCloud Notes service determines a user's Notes Internet address by referring to the contents of the Internet address
field that is specified in an on-premises directory that replicates to the service. You can make the login identity specified in the Email
field of the user account match the Notes Internet address for consistency, but the service does not refer to the Email
field to determine the user's address.
In a service-only environment, the address in the Email
field usually defines both a user's login identity and the Notes Internet address. One exception is when a user account is initially created without a SmartCloud Notes subscription and the SmartCloud Notes subscription is added later. In this case, an additional field, Notes Email
, is used to specify the Notes Internet address, and the Email
field is used only for the login address.
While the value of these two fields can be the same for consistency, it is important to remember that the fields serve different purposes.
The following screenshot shows the service-only user account for the fictional user Ted Amado which has both Notes Email
and the Email
How do I change each name and address?
The answer depends on which name or address your are changing and whether you use a service-only or hybrid environment.
- Account name: Regardless of your environment type, you change this name by editing the user account. Change is immediate, so the next time the user logs in to the service, the name is changed. Users can change this name themselves by editing My Account Settings from the dashboard menu. This is the only name that users can change.
- Notes distinguished name: How you change this name depends on whether you use a service-only or hybrid environment.
- Login address: Regardless of your environment type, you change the Login address by editing the Email field in the Account Login section of the user account.
- Notes Internet address: How you change this address depends on whether you use a service-only or hybrid environment.
Changing the Notes distinguished name
Hybrid: You change the name on-premises using a standard rename user procedure. You can change the common name part (Samantha Daryn), an organizational unit and/or organization part (for example, /Renovations), or both parts. After the change has replicated to the service and is in effect, you have the option to update the account name in the User Information section of the user account to match the common name portion of the distinguished name. For more information, see the topic Changing a Notes user name and the topic Rules to follow when you change a Notes name in the hybrid documentation.
Service-only: You change this name by editing the Distinguished Name field in the Account Login section of the user account. You should use extreme caution when doing so. Any errors introduced when changing this name could affect the user's ability to authenticate using Lotus Notes. And most importantly, if you do introduce an error, you must wait until the name change is completely processed before you issue a subsequent rename (read the section "Oops! I didn't mean to do that). When changing this name, use the information in Forming a distinguished name topic in the service-only documentation to determine how you form one correctly.
Changing the Notes Internet address
Hybrid: You first change the user's Internet address in the on-premises directory and let the change replicate to the SmartCloud Notes service. If you are changing both the Notes distinguished name and the Internet address, you should change the Internet address as part of the name change request. In this case, do not change the name and later edit the Person document to change the Internet address. Only edit the Person document to change the Internet address if you are not changing the Notes distinguished name.
Changing the Internet address on-premises does not update the address in the user account. So after you change the Notes Internet address on-premises, you can optionally edit the Email field in the user account. If you do so, the login address also changes.
Service-only: In the Account Login section of the user account, update the address in the Notes Email field, if there is one. If there is no Notes Email field, update the Email field, which in this case also updates the login address.
Where can I get more details about changing names and addresses?
The following topics in the documentation provide step-by-step instructions, depending on your environment, including an approximation of how long each name change takes to complete:
Changing a user name in a service-only environment
Changing a Notes user name in a hybrid environment
For additional information and step-by-step exercises on administration tasks, including changing user names, see the online course for your environment:
Course: Service-only IBM SmartCloud Notes
Course: Hybrid IBM SmartCloud Notes
What happens when a Notes rename is issued?
Whether you change the Notes distinguished name of a SmartCloud Notes user in a hybrid environment or a service-only environment, a series of server tasks are initiated. Each task may spawn other tasks, which are carrying out the name change throughout directories, in database ACLs, and in other groups used by the service. This process must complete for the name change to be successful.
Oops! I didn't mean to do that...
A frequently occurring problem when changing the Notes distinguished name of a user happens when a second rename is issued before the first one has been fully processed by the server. When you change the name of a user, you must wait until the name change as been completed before you attempt a subsequent name change. This is true for an existing user or for a new user. With new users, you must wait until the user has logged onto the service for the first time and the status of the account changes from pending to active before you issue a name change. Changing the name again in either of these scenarios will cause the rename to fail, will render the account unusable, and will require support to repair the damage.
Important: If you change a user name, and then decide you need to change it again -- maybe you typed in incorrectly, or just didn't like your first attempt at changing the name -- you must wait until the first name change takes effect before you change the name again.
What if I need to change both the common name and the certifier?
To change both items, you perform a Rename > Request Move to New Certifier process. During the steps of that process, select the option "Allow the primary name to be changed when the name is moved." You then have an opportunity to change the user's common name as part of the request to change the hierarchy.
For example, use the Request Move to New Certifier process to change Samantha Daryn/Renovations to Samantha Daryn/PowerRenovations or to Samantha Brown/PowerRenovations.
Use the Move to New Certifer process to combine both types of renames (common name and certifier), rather than issuing two separate requests of Rename -> Change Common Name and Rename -> Request Move to New Certifier. Using the single process significantly reduces the number of requests that need to be created and processed, reduces the administrative actions required in renaming users, and significantly reduces opportunities for timing errors arising from conflicting user rename requests for different types of renames.
How do I know when a rename has successfully completed?
The Notes distinguished name change is usually complete within one day. However, because renaming is a multi-step sequential process, a delay in any step might cause the rename to take longer. During the rename process, the current user name remains valid.
When the name change has successfully completed, the new name can be seen in:
Best practices for ensuring a successful rename
- the Users page of SmartCloud Notes administration (Search for the user's distinguished name, Internet address, or last name to display the user information)
- the Notes client login window
- the mail file database ACL
- Notes mail messages
- Groups that include the user
Here are a list of best practices you are strongly encouraged to follow:
- Do not change the Notes distinguished name of a user twice in a short period of time. Doing so can cause concurrent rename requests, which are less likely to complete successfully.
- If you need to change the Notes distinguished name of a user a second time, wait until the user has accessed their mail using their newest name. Then initiate the second rename.
- It is not advisable to change the name of a person who has just joined the service. Therefore, when you add a user, be very careful when specifying the name.
- If a rename fails to complete, contact IBM SmartCloud Notes Support.
In a hybrid environment, you cannot rename a user who does not have a Notes ID file that has been secured in the ID vault. Typically, an ID is uploaded to the vault automatically by the Notes client as a background task after the user has started using the Lotus Notes client, or when a mail file is transferred to the service and the ID was imported into it before the transfer. For additional information about securing an ID, see the topic Uploading a Notes ID to the vault