|Task||Why the task is important||Additional information||Complete? |
|Create a detailed provisioning schedule and require your project team to sign off on it.||This step ensures that provisioning happens in planned stages that take into account factors such as pilot users, work schedules, geographic locations, and clients used. ||Delegates of mail files must provisioned to manage mail files of provisioned users. For more information see Mail file delegation.|
|Prepare communications and training.||This step allows for a smooth transition to the service and reduces help desk calls.||Preparing communications and training|
|Develop a method to track provisioning.||This step helps you understand at what stage users are at in the transition to the cloud and is also useful for providing status reports to executive management.|
|Request removal of trial accounts.||Provisioning can fail for users who have trial accounts. ||Contact Support to determine whether users at your company have trial accounts.|
|In hybrid environments, if users will not use the IBM® Notes client with the service, verify that the users have Notes ID files to which they or administrators have local access.||Though not required,Notes ID files enable users to sign email, read encrypted email, and to recall mail messages. ID files are typically required to enable administrators to change users' Notes names.||
|Customize mail file access.||This step is required if you want to allow people who are not the owners of mail files to access mail files without being delegates. Typically this access is provided by adding a customer-specific administrator group to mail file ACLs.||Preparing customized mail file ACLs|
|Familiarize yourself with password requirements for logging in to the service||The password requirements might be different from ones that are currently used in your on-premises environment.||
|In hybrid environments only, verify that users’ Person documents comply with service requirements.||This step helps to ensure a smooth transition to the service.||See the section about Person documents in the topic Requirements for synchronized directories.|
|(Optional) In hybrid environments only, configure multiple Internet addresses for users||This step applies only if users have more than one Internet email address, for example, if users have two email addresses as a result of a company merger. ||Adding multiple Internet email addresses to Person documents|
|(Optional) Ensure that a custom mail template is uploaded to the service, if you plan to use one.||You can apply the custom template during user provisioning so that users see the custom design when they first use the service.||See Preparing to use custom mail file templates.|
|(Optional) Set up batch user provisioning with the integration server.||This step allows you to use comma-separated-value (CSV) files to provision batches of users.||See the section on user provisioning and identity management in the Integration server documentation.|
|Prepare for specific clients.||There are special considerations for each type of client that can be used with the service.||
Preparing for the web client
Before you provision users who will access IBM SmartCloud Notes
using the web client, prepare for the web client.
Preparing for Notes Traveler devices
Before enabling users to use IBM Notes
Traveler mobile devices with the service, prepare your environment and the devices.
Preparing for Notes clients
Use of the IBM Notes
client to connect to the service is optional. If you want your users to use the Notes
client, understand the steps to prepare.
Preparing for IMAP clients
If you plan to use IMAP clients, complete these tasks to prepare.
Preparing to use BlackBerry devices
If you plan to use BlackBerry devices that are supported by a Hosted BlackBerry Services subscription, complete these tasks to prepare.
Preparing communications and training
Prepare a communications and training plan to help your users, administrators, and help desk personnel make the transition to the service.
Adding multiple Internet email addresses to Person documents
You can include multiple Internet email addresses in a Person document.
Mail file quota
Currently a size limit (quota) of 25 GB is enforced on the mail files of users who were provisioned before November 22, 2014; the mail file size limit of users who are provisioned after this date is 50 GB. An exception is the mail files of SmartCloud Notes
Entry users, whose mail files have a 1 GB limit.
Mail file delegation
Using delegation preferences, users can allow other users to manage their mail, calendar, contacts, and to do items. Depending on which client is used, there are some differences in how delegation works with IBM SmartCloud Notes