First, I am a user, not an admin. I used Notes 4 years ago at my old company and loved it.
Background: Our company was forced to migrate from Outlook to Notes last week to get in line with our new company’s owner (they all use Notes).
There was no migration policy (for old mail, contacts, calendar) - we simply started using Notes. To read old mail, we are required to launch Outlook, but to reply or send, we must copy/paste into Notes (Outlook can no longer send mail).
Being familiar with Notes, I created a local mail replica:
Set to not replicate TO the server, only from
Set to not replicate server deletions
Imported all my old Outlook mail into it via “nupgrade.exe”
Today, however, when I tried to send, I got the error that I was over the 63.5 MB quota (I am at 64 megs).
My server mailfile is only 21 megs.
Is there any way to free my local replica from the quota? I do not want to use a separate Archive, since I want all my mail in the same database.
Our IT department appears either totally unfamiliar with Notes, or determined to sabotage the migration (as payback for being forced to do it). When I forwarded instructions to my department on how to migrate their Outlook mail to a local “Mail Archive”, they freaked out and broadcast “DO NOT DO THIS, IT WILL RUIN THE NETWORK AND CRASH ALL THE SERVERS” (showing they do not understand local databases, or they have an axe to grind).
Can anyone help? If it is something only a Notes admin can do, I may be able to talk my management into asking, by showing them how helpful it will be…
Subject: Local mail replica is enforcing server quota!
This may not be the answer, but this was my experience from the past with a similar problem. I found that local databases were enforcing the quota but this was caused by my method of rollout where I actually sent a copy of the mail file to the Notes workstation instead of making a local replica the normal way. So, the flag that sets the quota was present on the local replica. Through normal replication this flag doesn’t replicate down, but stays only on the server replica. To fix it, I had to send a lotuscript button to unset the quota flag on the local replica.
Subject: RE: Local mail replica is enforcing server quota!
Since the mail files are local, the user automatically has manager level access to the file (unless consistent access is turned on in the ACL which it is not the default for mail files). I’ll look up the lotusscript I used and post it here shortly.
Hi, This is the button’s script. If you want it to run automatically without the user knowing, you could also add it to the postopen event of the template temporarily if you remove all the lines that start with messagebox which are just informational.
Sub Click(Source As Button)
Dim session As New NotesSession
Dim db As Notesdatabase
Set db=session.CurrentDatabase
'check if local and if not stops the script
If db.Server<>"" Then
Messagebox "This database is on the server. This script is intended to run on your local database only. Switch to a local replica and try again. Script ending"
End
End If
quota& = db.SizeQuota
If quota&=0 Then
Messagebox "There is no size quota for this database. Returned " & quota&
Else
Messagebox "There is a size quota on this local database of " & quota& & " MB. This will be corrected."
db.SizeQuota=0
End If
Thanks for the script! It took me a while to figure out how to use LotusScript… and in the end, I got it to run.
Unfortunately, that did not solve my issue - my database quota is 0. What I have since discovered is that the database template that our company used (custom mail6ex) has a “quota check” when you click NEW MEMO (etc). It compares the database size with a hard-coded size.
I can get around that by replacing my local design with the standard mail6ex – but now I have lost the time in the date column of my inbox.
My next goal is to figure out how to customize a Notes template… (the folder design is greyed out for the inbox, etc, so I cannot change the date format).
Glen, Looks like some well-intentioned, but short-sighted customization by a developer bit you. It would be much better to use the quota enforcement features you can control via the administraton client than hard-coding. It will work even when you upgrade your server which we do at least twice a year, usually about 6-8 weeks after a new release.
As for the time column, that is added to the standard Mail template in Notes 6.5. There are other great things in that release you may want to look into. I am just running the 6.5 client myself right now and am enjoying the productivity enhancements even while we are running on a 6.02 server.
I am curious why you are using mail6ex as a base? Are you using Outlook or web browsers as clients? Again 6.5 does Outlook properly, they’ve rebuilt how they support it. Whatever you do, I highly recommend getting off any custom mail template and onto a standard one, it will be much less grief as you upgrade.
Subject: RE: Local mail replica is enforcing server quota!
“Since the mail files are local, the user automatically has manager level access to the file (unless consistent access is turned on in the ACL which it is not the default for mail files).”
This is no longer true as of 6.0. Any database that is replicated locally from a server-based replica will have the ACL enforced regardless of whether the “enforce consistent” flag is selected.
“This is no longer true as of 6.0. Any database that is replicated locally from a server-based replica will have the ACL enforced regardless of whether the “enforce consistent” flag is selected.” David Bell
David, your statement quoted above is very provocative. That’s a significant change in behavior from R5 to 6. I’ve tried to verify the change by looking in the Administration Help database, the Release Notes, and the Lotus Support Knowledgebase. So far I can’t find any reference to this change. Can you (or anyone) point me to any Lotus document that references this change?
By the way, the reason I bring this up now is because I have encountered this behavior and it’s causing problems. We have databases in which users, named individually in the ACL with Reader access, are expected to make a local replica, then make and save local edits. Users of Notes 6.0.1 are prevented from making the local edits. The “access” icon in their status bar indicates that they have Reader access not Manager access. The error message when they try to save is “not authorized”.
I’ve found some workarounds that allow the users to edit documents locally. One is to not replicate the ACL when making the local replica. Another is to make a second local replica from the first local replica. This is more work but preserves the ACL settings in the local replica (in case one cares about this). Yet another workaround is to make a local copy (no longer a replica).
Subject: RE: Local ACL enforcement has changed in 6?
Have you heard anything more on this subject? I am involved with an application that is running into problems with this also.
The user replicates only a subset of the database documents (all of which he has at least author access to), makes modifications (progresses documents through their workflow). This changes the users’ access so he is no longer is allowed to modify the documents, but also makes the documents fall outside of the replication formula.
Under Notes 5, the modified documents would replicate up to the server AND be removed from the user’s replica.
Under Notes 6, the documents remain in the user’s replica which he can not longer do anything with.