Domino Admin Tools

Centralized and Automated Account Management Tools on Domino

Highlighted function and features

Account Management

Create a New Domino Account with a mailbox, replica for Web Mail in one stop.
Auto update Post Title Group and Internet address at your defined schedule.
Inactive Account Analysis with Remove and Archive Actions
Remove and Archive the account, including the mailbox and replica, and remove the user from the Post Title Group.

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Mail Service

Manage Posting Email Group that can update group members at your specified date & time.
Centralized Agent Management consolidates agent lists in mailboxes and allows you to enable/disable the agents.

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Daily Maintenance

Auto-create or Remove mail replica and update replication conditions.
Generate a list of Orphan Mailboxes that still occupy your server storage.
Auto and remotely deploy the Notes ID and Notes client configuration to the user workstation.

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Accounts management

Inactive User Detection to Optimize User Management

Objective: Streamline the total number of users by detecting and managing inactive accounts, improving efficiency and reducing overhead.

1. Automated Account Review

The Domino Admin Tool performs daily checks on all user accounts, automatically reviewing login frequency to identify inactive users.

2. Proactive Notification

The system generates a list of accounts that have not logged in for 90 days and sends it to the IT Administrator as a reminder to follow up on potential inactive users.

3. Inactive Account Management

Accounts with no login activity for 180 days, as defined by the system’s inactivity criteria, are flagged for further action. This triggers an approval process for account deletion, including:

They are removing or archiving inactive user profiles from the Domino Directory to optimize the user base.
They are removing inactive users from assigned groups.
I am deleting mailbox copies, except for the one on the user’s home mail server.

4. Admin Access to Login Data

The IT Administrator can also access the latest login activity details at any time via the Domino Admin Tool portal, allowing for ongoing monitoring and management.

Streamlined Account Creation for New Joiners

Objective: Efficiently create new accounts for incoming employees in a single streamlined process, ensuring all necessary configurations are set up.

1. Account Request Form

Submit a Notes Account request by completing the form, which allows configuration of key settings:

Set internet address.
Select mail services (e.g., Webmail).
Assign dedicated group(s) (e.g., Post Title Group) with an effective start date.

2. Automated Account Creation

Once the form is submitted, the Domino Admin Tool will automatically create the new accounts and corresponding mailboxes based on the provided configurations.

3. Mailbox Replication

The tool replicates mailbox details to the selected mail services and ensures ongoing synchronization according to the pre-configured replication criteria.

4. Group Updates

Update the dedicated group(s), such as the Post Title Group, with the new user details.

5. Internet Address Update

Ensure the newly created accounts are updated with the assigned internet addresses for seamless communication.

Scheduled Group Member Updates

Objective: Efficiently manage group membership changes by scheduling updates to occur on a specified effective date, ensuring seamless transitions.

1. Advance Group Member Change Requests

The Domino Admin Tool allows you to submit group member changes ahead of time. You can set the effective date, expiry date, and time when creating or modifying accounts.

2. Automated Execution

The Domino Admin Tool allows you to submit group member changes ahead of time. You can set the effective date, expiry date, and time when creating or modifying accounts.

This feature is particularly useful when handling large volumes of promotions, rotations, or new staff joiners, allowing you to plan and implement changes efficiently.

Agents Management

Centrally Manage Users’ Mailbox Status with the Domino Admin Tool

1. Enable/Disable Out-of-Office Notifications

Easily manage out-of-office notifications for users when they are on leave without disrupting the notification sender. You can customize different messages for various groups:

Standard Notification: Sent to all email senders, such as external senders.
Alternate Notification: Sent to specific people, such as internal colleagues.
Exclusions: Prevent out-of-office messages from being sent to certain groups of people.

2. Enable/Disable Auto-Forward Agent

Set up email auto-forwarding for users who are out of the office. The Domino Admin Tool allows filtering of emails before forwarding:

Prevent sensitive emails, such as e-payslips, from being forwarded.
Restrict forwarding to internal emails only.

Mailbox Management

ONE CLICK to update replication settings for ALL mailboxes

The Domino Admin Tool enables you to update replication settings across all or selected mailboxes with just one click, whenever needed.

Orphan Mailbox Detection for Efficient Housekeeping

Objective: Identify and manage abandoned mailboxes efficiently with the Orphan Mailbox Report, ensuring streamlined housekeeping and reducing unnecessary resource usage.

1. Scheduled Orphan Mailbox Scan

Configure the Orphan Mailbox Agent to run during non-peak business hours (e.g., 1:00 a.m. nightly) for minimal disruption.

2. Mailbox Scanning Proces

The agent will scan mailboxes within the designated Mail Services Profile Databases and identify any orphaned or replica mailboxes.

3. Orphan Mailbox Report Delivery

Upon completion, the Orphan Mailbox Report is automatically sent via email, detailing all abandoned mailboxes.

4. Report Review Options

Review reports based on (a) Action Date (scan records) and (b) Specific Details of the Orphan Mailboxes.

5. Mailbox Management

From the Orphan Mailbox Report, you can batch-remove mailboxes or drill down into individual mailboxes with one click for further review.

6. Comprehensive Logging

All actions are fully logged for audit and housekeeping purposes, including:

Scan start and completion times
Number of orphaned mailboxes detected
Deletion of mailboxes
Error logs

Domino Admin Tools

Highlighted function and features

Accounts management

Inactive User Detection to Optimize User Management

Streamlined Account Creation for New Joiners

Scheduled Group Member Updates

Agents Management

Centrally Manage Users’ Mailbox Status with the Domino Admin Tool

Mailbox Management

ONE CLICK to update replication settings for ALL mailboxes

Orphan Mailbox Detection for Efficient Housekeeping

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Secure Solution?

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Details & Information

Domino Admin Tools

Highlighted function and features

Accounts management

Inactive User Detection to Optimize User Management

Agents Management

Centrally Manage Users’ Mailbox Status with the Domino Admin Tool

Mailbox Management

ONE CLICK to update replication settings for ALL mailboxes

Feel Interested in our Secure Solution?

Contact Us for More Details & Information

Feel Interested in our
Secure Solution?

Contact Us for More
Details & Information