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Identity Manager 8.2.1 - Administration Guide for Connecting to HCL Domino

Managing HCL Domino environments Synchronizing a Domino environment
Setting up initial synchronization of a Domino environment Domino server configuration Setting up a gateway server Creating a synchronization project for initial synchronization of a Notes domain Adjusting the synchronization configuration for Domino environments Running synchronization Tasks following synchronization Troubleshooting Ignoring data error in synchronization
Managing Notes user accounts and employees Managing memberships in Notes groups Login information for Notes user accounts Using AdminP requests for handling Domino processes Mapping of Notes objects in One Identity Manager
Notes domains Notes user accounts Notes groups Notes certificates Notes templates Notes policies Notes mail-in databases Notes server Reports about Notes objects
Handling of Notes objects in the Web Portal Basic data for managing a Domino environment Configuration parameters for managing a Domino environment Default project template for Domino Processing methods of Domino system objects Domino connector settings

Notes user accounts

Use the One Identity Manager to manage users and employee documents in Domino. These are mapped in the One Identity Manager database as Notes user accounts. All user accounts known to the Domino Directory are mapped. Users obtain access to network resources through membership in groups and through assigned policies.

When a user is added, the user ID file for authentication, the mailbox file and the user’s personal address book are added. The mailbox file is created on the given mail server, the ID file and the personal address book are created on the gateway server.

If no certificate is assigned when a new user account is added in One Identity Manager, only the employee document is created in the target system. No user ID file, mailbox file nor personal address book is created.

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Creating and editing Notes user accounts

A user account can be linked to an employee in One Identity Manager. You can also manage user accounts separately from employees.

NOTE: It is recommended to use account definitions to set up user accounts for company employees. In this case, some of the main data described in the following is mapped through templates from employee main data.

NOTE: If employees are to obtain their user accounts through account definitions, the employees must own a central user account and obtain their IT operating data through assignment to a primary department, a primary location, or a primary cost center.

To create a user account

  1. In the Manager, select the HCL Domino > User accounts category.

  2. Click in the result list.

  3. On the main data form, edit the main data of the user account.

  4. Save the changes.

To edit main data of a user account

  1. In the Manager, select the HCL Domino > User accounts category.

  2. Select the user account in the result list.

  3. Select the Change main data task.

  4. Edit the user account's resource data.

  5. Save the changes.

To manually assign a user account for an employee

  1. In the Manager, select the Employees > Employees category.

  2. Select the employee in the result list.

  3. Select the Assign Notes user accounts task.

  4. Assign a user account.

  5. Save the changes.
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General main data for Notes user accounts

Enter the following data on the General tab.

Table 30: General main data of a Notes user account




Employee that uses this user account. An employee is already entered if the user account was generated by an account definition. If you create the user account manually, you can select an employee in the menu. If you are using automatic employee assignment, an associated employee is found and added to the user account when you save the user account.

You can create a new employee for a user account with an identity of type Organizational identity, Personalized administrator identity, Sponsored identity, Shared identity, or Service identity. To do this, click next to the input field and enter the required employee main data. Which login data is required depends on the selected identity type.

No link to an employee required

Specifies whether the user account is intentionally not assigned an employee. The option is automatically set if a user account is included in the exclusion list for automatic employee assignment or a corresponding attestation is carried out. You can set the option manually. Enable the option if the user account does not need to be linked with an employee (for example, if several employees use the user account).

If attestation approves these user accounts, these user accounts will not be submitted for attestation in the future. In the Web Portal, user accounts that are not linked to an employee can be filtered according to various criteria.

Not linked to an employee

Indicates why the No link to an employee required option is enabled for this user account. Possible values:

  • By administrator: The option was set manually by the administrator.

  • By attestation: The user account was attested.

  • By exclusion criterion: The user account is not associated with an employee due to an exclusion criterion. For example, the user account is included in the exclude list for automatic employee assignment (configuration parameter PersonExcludeList).

Account definition

Account definition through which the user account was created.

Use the account definition to automatically fill user account main data and to specify a manage level for the user account. One Identity Manager finds the IT operating data of the assigned employee and enters it in the corresponding fields in the user account.

NOTE: The account definition cannot be changed once the user account has been saved.

NOTE: Use the user account's Remove account definition task to reset the user account to Linked status. This removes the account definition from both the user account and the employee. The user account remains but is not managed by the account definition anymore. The task only removes account definitions that are directly assigned (XOrigin=1).

Employee documents can also be created through account definitions.

Manage level

Manage level of the user account. Select a manage level from the menu. You can only specify the manage level can if you have also entered an account definition. All manage levels of the selected account definition are available in the menu.

First name

The user’s first name.

Middle name

User's middle name.

Last name

The user’s last name.

Short name

The user’s short name.

Phonetic name

The user's name in phonetic letters.

Notes domain

User account's user account.


Certificate with which the user ID file and the user's mailbox file will be registered (when first added) or were registered. If you have assigned an account definition, the input field is automatically filled out with respect to the manage level. No certificate is assigned to pure employee documents.

If a certificate is not assigned when a new user account is saved, the certificate cannot be assigned later.

If a certificate is assigned when a new user account is saved, the certificate cannot be removed later.

Organizational unit

Additional organization unit belonging to the user account.

Display name

User account display name. The display name is made up of the full name or the first and last names.


User's title.

Generational affix

User's generational affix, for example, Junior.

Alternative language

Alternative language for the alternative names.

Alternative name

Alternative name in the user's local language.

This can be used to display and search for names in the Domino environment. The alternative name has to linked to one of the user account‘s alternative language.

Email system

Type of email system used by the user. 1 - Notes is entered by default. The other input fields shown on the main data form depend on the type of email system selected.

Risk index (calculated)

Maximum risk index value of all assigned groups. The property is only visible if the QER | CalculateRiskIndex configuration parameter is set. For detailed information, see the One Identity Manager Risk Assessment Administration Guide.


Categories for the inheritance of groups by the user account. Groups can be selectively inherited by user accounts. To do this, groups and user accounts or contacts are divided into categories. Select one or more categories from the menu.

User account is disabled

Specifies whether the user account is blocked from logging in to the domain.


User account's identity type Permitted values are:

  • Primary identity: Employee's default user account.

  • Organizational identity: Secondary user account used for different roles in the organization, for example for subcontracts with other functional areas.

  • Personalized administrator identity: User account with administrative permissions, used by one employee.

  • Sponsored identity: User account to use for a specific purpose. Training, for example.

  • Shared identity: User account with administrative permissions, used by several employees. Assign all employees that use this user account.

  • Service identity: Service account.

Privileged user account.

Specifies whether this is a privileged user account.

Groups can be inherited

Specifies whether the user account can inherit groups through the linked employee. If the option is set, the user account inherits groups through hierarchical roles, in which the employee is a member, or through IT Shop requests.

  • If you add an employee with a user account to a department, for example, and you have assigned groups to this department, the user account inherits these groups.

  • If an employee has requested group membership in the IT Shop and the request is granted approval, the employee's user account only inherits the group if the option is set.

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Notes user account email system

Select the email system that the user uses from the Email system menu on the general main data form. You have the following options:

  • 1 - Notes

  • 2 - cc:Mail

  • 3 - Other

  • 4 - X.400

  • 5 - Other Internet Mail

  • 6 - POP or IMAP

  • 100 - None

    If no mail system is used, enter None.

The properties described in the following are displayed depending on the selected email system.

NOTE: Check whether the mail server and the mailbox file name are required for the selected email system. Enter the data necessary to create the mailbox file.

Table 31: Notes user account email system data

Email system





Mail server

Notes server used as a mail server. All Notes servers marked with the Has Notes mailbox files option are available.


Mailbox template

Name of the Notes template to use for creating the mail-in database. The template determines which client version is used to create the mailbox file for a user. The template must exist on the gateway server.

The data can be determined with the employee’s IT operating data. If you do not enter a template, the template entered in TargetSystem | NDO | DefTemplatePath is used.



Mailbox file

Name and path of the mailbox file. These are created using the template.

The mailbox file is stored on the given mail server in a special directory under the installation directory. The directory name is given in the TargetSystem | NDO | MailFilePath configuration parameter. To use another directory, edit the value of this configuration parameter in the Designer.



Mailbox file display name

Display name of the mailbox file. A template is used to make up the name from the first and last names and the postfix Mailfile.



Other Internet Mail


Forwarding address

Email address to which to forward messages. The email address must be complete (including domain).



Message storage

Visible part of the mailbox storage. You have the following options:

  • 0 - Notes

  • 1 - Notes and Internet Mail

  • 2 - Internet Mail




Other Internet Mail


Internet address

Complete SMTP address of the user account. The Internet address is used to identify the message recipient when a message is received through SMTP in the Domino environment. The Internet address is created from the employee’s default email address depending on the manage level of the user account.


cc:Mail post office

Post office containing the user's mailbox.


cc:Mail user name

Mailbox's user name.


cc:Mail location type

Location type of the mailbox. Select LOCAL or REMOTE.


X.400 server

Notes server used as X.400 server. All Notes servers marked with the Has Notes mailbox files option are available.


X.400 address

User's mail address in X.400 format (including domain name).

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