Hi,
What is the best practice for disabling the email account? I do not want to delete the accounts. What I did is to assign the account to a Deny Access Group. But this denied accounts still show in the Address directories. Is there a way to disable an account and at the same time this disabled account is removed (or maybe hidden) from the address directory? I do not want the disabled account to appear in the user’s address directory.
Thx & Regards,
Robin
Subject: How to disable email account?
When you say “disable”, what do you mean? Do you want the address to disappear, or to stay, or to be invisible to users but still be valid for SMTP mail? Do you want the ID file to be denied access to the server?
If you do not want a disabled “account” to appear in the Domino Directory (for address lookups), you really should delete it (or let the Admin Process delete it) from the directory. However, there is nothing to stop you from taking a copy of the person document before it is deleted, and pasting it into a ‘deleted users directory’.
The alternative is to have create a flag in the person document, and modify all the necessary views in the directory to exclude person documents with the flag set - which is a very dicey proposal, as there are so many views.
Subject: RE: How to disable email account?
Thanks. I’m very new to Lotus Notes/Domino. Yes. I’d like the account to be invisible to all users and the account won’t be able to access the SMTP mail any longer. If I were to remove the account from the Domino Directory, can I still open its database? how?What I’d like to do is when employees left the company, I want to deactivate the email account so that they can no longer able to access their emails and any new incoming emails, it’ll be forwarded to another account. I (Administrator) must still be able access their past email if required.
Subject: RE: How to disable email account?
When you delete a person from the Domino Directory (using the action button ‘Delete Person’ in the People view), Notes should present you with a dialog asking whether you want to delete the mail file as well. If you say no, then the mail file will not be removed by the Admin Process when the rest of the deletion is processed. You can open it with File - Database - Open…
If you want to redirect new e-mails to another mailbox, you could try creating a mail in database record in the directory. It can point to an existing user’s mail file, or to a dedicated database. The effective SMTP address of the mail in DB will depend on the settings in your Global Domain document.
Maybe try creating a dummy user, send mail to it, then delete it, and test everything. Is the user effectively locked out? Is new mail delivered to your mail-in database?
cheers,
P