Deploying IBM SmartCloud Notes in Service-only environment

Deploying IBM SmartCloud Notes in aService-only environment

Date: September 8th 2015

2 | © 2015 IBM Corporation

Open Mic Team

Amar Babhulgaonkar - IBM ICS Support engineer Presenter

Saif Abbas - IBM ICS Support engineer Presenter

Ranjit Rai - IBM ICS SWAT Focusing on entire Notes/Domino

Jayavel Rajendran - IBM ICS SWAT Focusing on entire Notes/Domino

Hansraj Mali - IBM ICS SWAT Focusing on Notes/Domino

Narendra Nesarikar – IBM ICS Support Facilitator for Open Mics


Agenda

● Set a password for your first IBM SmartCloud® Notes company administrator account.

● Set your company's country, language and time zone settings.

● Log onto the service as the first company administrator.

● Practice configuring your account settings.

● Get helpful tips to troubleshoot problems.

● Verify ownership of your internet domain(s).

● Configure default mail file template.

● Enable an instant messaging community for use in the IBM Notes sidebar.

● Add an additional internet domain for the IBM SmartCloud for Social Business service to

use.

● Provision a new user onto the service.


Background

We consider this presentation a continuation on the Features of SmartCloud Notes in Service-only (Hosted) & Hybrid Environments OpenMic presented by Dhananjay Desai and Shankar Venkatachalam.

We strongly recommend to go back and review the previous presentation for additional information on Service-only and Hybrid Environment.

Open Mic Webcast: Features of SmartCloud Notesin Service-only (Hosted) & Hybrid Environments

http://www.ibm.com/support/docview.wss?uid=swg27046105



Logging in as the first company Administrator

Abstract

Learn the steps that an administrator must perform to activate your company's IBM SmartCloud® Notes® account.

Overview

You will receive an email from IBM SmartCloud for Social Business team.You must activate your company's SmartCloud Notes account.Perform the activation task on the SmartCloud for Social Business registration URL you will received in the email.This is a one time task which will set the following information:

• The password for the first company administrator account• The country, language and time zone settings for your company

Important: Once set, the country setting cannot be changed except by contacting your IBM® Customer Service Representative.

Objectives

After completing the above task, you should able to:

• Set a password for your first SmartCloud Notes company administrator account• Set your company's country, language and time zone settings• Log on to the service as the first company administrator



Open the e-mail from the IBM SmartCloud for Social Business Team that was sent to the company administrator confirming your company's IBM SmartCloud for Social Business purchase.

Click the link in the e-mail, or copy the URL to a web browser, to open the SmartCloud for Social Business registration page. This URL is unique to your company and is used for registration purposes only.

Make note of the e-mail address shown on the SmartCloud for Social Business registration page. It is the logon name for the company administrator account.



● Create and confirm a logon password for the company administrator account.



● Select a country, language, and time zone.

Note: The country and language values cannot be changed without calling your IBM Customer Service Representative. However, both the language settings for individual users and the time zone values may be changed at any time.

a. Select the company country from the Country or region pull down menu.

b. Select the company language from the Language pull down menu



c. Select the company time zone from the Time zone pull down menu.

Read the "IBM SmartCloud Terms of Use" and "IBM Privacy practices," and if you agree to them, check I accept the Terms of Use.Click Submit

Enter the company administrator e-mail address and password, and click Log In.


Troubleshooting

Problem Resolution

I copied the URL from the e-mail I received from the IBM SmartCloud for Social Business Team. When I try to load the registration page, I see, Invalid registration URL:

Possible cause: The URL is invalid.

Solution: The URL may wrap across lines. Be sure you copied the entire URL from the e-mail.

Alternatively, click the URL directly in the email to launch the page in your browser. If the problem persists, contact Support.

When I try to log on, I see the error message: Possible cause: You have navigated to the URL listed in the e-mail from the IBM SmartCloud for Social Business Team, but you have already completed the account activation process.

Solution: Once account activation is complete, go to https://www.ibmcloud.com/social external link to log on.

https://www.ibmcloud.com/social


Configuring IBM SmartCloud Notes service-only environment for your company

Abstract

You will configure several account settings for IBM® SmartCloud Notes.

Overview

Configuring your account settings sets three pieces of information in the SmartCloud for Social Business service:

● your company's internet domain● an organization name● a mail server base name

Important: Once the configuration is complete, the organization and mail server base name cannot be changed. Although you can edit the internet domain, this should be done rarely, if ever.

Objectives


● Review the procedure to configure your account settings.● Gather data needed to configure your account settings.● Practice configuring your account settings.● Get helpful tips to troubleshoot problems.



● Navigate to the service (https://apps.na.collabserv.com) and click Sign In.● Enter the company administrator e-mail address and password and click Log In.

Important To configure a service-only environment, leave the Hybrid Environment box unchecked. In a Service-only environment all mail servers are owned, administered and maintained by IBM. If you have IBM Domino mail servers at your company, you may want to consider a Hybrid environment. Service-only means no IBM Domino servers at your company. If you have questions about which environment to set up, contact your IBM Customer Representative. When you are ready to setup a service-only environment, click Set Up My Account.



● You cannot change this setting after you click Continue. If you do not know whether to configure a service-only or a hybrid environment, STOP. Contact your IBM Customer Service Representative. When you are certain you want to set up a service-only environment, click Continue.

● Click Begin Setup.



● Enter your company internet domain name and click Next.Important: Check this value for accuracy. Once configuration is complete, it is not recommended you change your internet domain name.

● Enter your organization name and click Next.



Note:An organization name can contain the characters A-Z, 0-9, dash, period, space, and apostrophe.

Use of an underscore is permitted, but not recommended. It is common to choose an organization name that is a short version of your company name. For example, if you work at Renovations Corporation, your organization name can be Renovations. The reason you want to pick a short name is because the organization name becomes part of a user's IBM Notes name. For example, if Natalie Olmos works at Renovations Corporation, her IBM Notes user name would be Natalie Olmos/Renovations

● Enter your mail server base name and click Next.

● Verify your selections and make changes, if necessary.



Note: Once you click Activate My Account, the organization and mail server base names cannot be changed. You can edit the Internet domain name at a later time, but this should be avoided if possible.

When you are satisfied with your selections, click Activate My Account.

You are now ready to perform SmartCloud Notes administrative tasks.


Problem Resolution

What happens if I check the Hybrid Environment box?

Important: You will be performing a hybrid environment setup instead of a service-only environment setup. A hybrid environment has both on-premises and cloud-based servers. If you believe you need a hybrid environment, contact your IBM Customer Service Representative.

I got an error when I entered my internet domain. Possible cause: Misspelling

Solution: Check your spelling and try again.

Possible cause: Incorrect value

Solution: Verify that your internet domain name matches the name your organization provided the Customer Service Group. If you have questions, contact your IBM Customer Service Representative.

I can't find my organization name. Possible cause: It doesn't yet exist. You create your organization name as part of the configuration procedure.

Solution: Read the tips on the install screen and in the Procedure section of this exercise and choose your organization name. Remember once you complete the configuration, this will be a permanent and visible part of your users' IBM Notes names.

Troubleshooting


Verifying ownership of your domain

Abstract

You will verify ownership of the domain that you will use with IBM SmartCloud® Notes®.

Overview

IBM SmartCloud for Social Business (SmartCloud for Social Business) uses a CNAME record for the purpose of verifying an Internet domain name. The service requires you to create a CNAME record to prove ownership of a domain. Your domain host service should provide instructions for creating a CNAME record; however, if they do not, contact them directly.

Important: Once the configuration is complete, the organization and mail server base name cannot be changed. Although you can edit the internet domain, this should be done rarely, if ever.

Objectives


● Configure your CNAME record within SmartCloud for Social Business● Verify ownership of your Internet domain(s).



● Log into the service https://apps.na.collabserv.com and navigate to the IBM SmartCloud Notes Administration panel.

● Go to System Settings → IBM SmartCloud Notes● Click Account Settings. Click Internet Domains to see your existing domains.

● Click Internet Domain Verification.● Look at the list of Internet domain names, and then for any Internet domain that requires verification,

click Verify Ownership.

https://apps.na.collabserv.com/



Result: The Internet Domain Verification window shows you the information you need to create your CNAME record on your company DNS.

Example: If mycompany.com is the Internet domain name you are trying to verify, and notes-10sfnn8om3lz4-test is the unique key, then notes-10sfnn8om3lz4-test.mycompany.com is the CNAME information that points to the domain collabserv.com.com on your company DNS.

Background: SmartCloud for Social Business uses a CNAME record to verify your internet domain. A CNAME record is an entry in the domain name system that is used to define a host name alias for an internet domain.

● Copy the unique key to the clipboard, click the Begin Verification button, then configure the CNAME record with your DNS. When you click the button, the CNAME value is stored in the IBM SmartCloud Notes service. You may then use the value to create the CNAME record.



Note: Alternatively, you can leave the window open while creating the CNAME record, and then after you have configured the CNAME record in the DNS, click the Begin Verification button. But be aware that your session may expire.

To create a CNAME record for your domain, you sign into your domain hosting service and use the DNS Management settings. There are two fields to complete in a CNAME record and the field names vary by vendor. Be sure to put the unique key into the first field, which is sometimes referred to as Prefix or Alias. Enter collabserv.com in the second field, which is sometimes referred to as Destination or Target host. The SmartCloud for Social Business service uses the Alias in the CNAME record to query your domain. A successful query proves that you were able to create the CNAME record and therefore that you own the domain. If you need assistance creating a CNAME record, contact your domain provider.

Tip: If you are in the process of switching vendors, it is ok to verify the domain before you make the switch.

Tip: If you do not have the authority to create a CNAME record for your domain, extra time may be required to contact your domain hosting service and have them create the record for you.

Tip: After ownership of the domain has been verified, you can delete the CNAME record from your domain host service.



● If verification is not successful, check that the unique key shown on the screen exactly matches the one added to the CNAME record recognized by your domain host service. If the values are different, DO NOT click Restart Verification. Whenever you click Restart Verification, a new unique key is generated. Rather, add the key shown on the screen to the CNAME record configured in your domain host service, and wait again for verification to complete.

Note: Verification may complete right away and report success.

Note: Verification may take some time. If it does not complete right away, it will be reported as in progress. When verification is in progress, you may exit your browser. Domain verification may take as long as 48 hours, although usually it takes 24 hours or less.

Note: Do not Restart Verification simply because you think the current verification is taking too long.

● After 48 hours, click Account Settings -> Internet Domain Verification.



● You should see that your Internet domain (in this example, verified.com) has completed verification.

Configuring the MX record for your domain

A Mail eXchange (MX) record identifies an SMTP host to which mail for a domain is sent. To enable your service users to receive email addressed to the verified domain, edit or create an MX record. Configure the MX record to point to the IBM SmartCloud® Notes® SMTP host name. If this domain is new, create an MX record for it.

Contact your domain provider for information about the steps required to create or edit MX records. When you configure the MX record, specify one of the following SMTP host names, depending on the data center that you use.

If you use the United States data center, specify smtp.notes.na.collabserv.com. If you use the Asia Pacific data center, specify smtp.notes.ap.collabserv.com. If you use the European data center, specify smtp.notes.ce.collabserv.com.

Delete any MX records used previously for the domain.


Configuring Mail file templates

Abstract

You will configure a mail template for your company in IBM SmartCloud® Notes®.

Overview

IBM SmartCloud Notes (SmartCloud Notes) provides a mail file template catalog from which to choose templates to apply to user mail files. You can choose from a list of standard templates or design a custom template to add to the catalog. Mail file templates are applied to user mail files during SmartCloud Notes user provisioning. The mail file template can also be changed after provisioning.

Important:If you intend to use customized templates in your IBM SmartCloud for Social Business (SmartCloud for Social Business) environment, you must engage with IBM Software Services for Collaboration (ISSC) prior to doing so.

In addition to choosing a mail template to apply to user mail files, you may also customize the look of the web client. To learn more about, Using extension forms files to customize the look of the web client and Assigning extension forms files to users.

Objectives


● Discover what mail file templates may be applied to user mail files.● Configure default mail file template.

http://www-01.ibm.com/software/lotus/services/services.html

http://www-10.lotus.com/ldd/bhwiki.nsf/xpDocViewer.xsp?lookupName=Administering+SmartCloud+Notes:+Service-only+Environment#action=openDocument&res_title=Using_extension_forms_files_to_customize_the_look_of_the_web_client_SO&content=pdcontent&sa=true

http://www-10.lotus.com/ldd/bhwiki.nsf/xpDocViewer.xsp?lookupName=Administering+SmartCloud+Notes:+Service-only+Environment#action=openDocument&res_title=Assigning_extension_forms_files_to_users_SO&content=pdcontent&sa=true



● Log in to SmartCloud for Social Business and navigate to the IBM SmartCloud Notes Administration panel.

● Click Mail Templates.

● To select a mail template to apply to new user accounts by default click Standard Mail Templates, then select a template, and click Set as default.



● Although not required, you also have the option to download a template to make design changes to it. Refer to the Important notes at the top of this exercise for information on customizing templates.

● Click Confirm Set New Default to apply the change.



● To verify that the new default mail template has been applied, click Default Mail Template and note the new template name.


Troubleshooting

Problem Resolution

How can I view the Mail template currently assigned to a user?

Click the user's name in the SmartCloud Notes Administration Panel, Users' window. Look in the Mail Template field.

You have developed a new template in house but cannot see any option in to upload this template for use.

This would be considered a custom template. You must contact IBM SmartCloud for Social Business Support and request an ISSC engagement. ISSC will need to sign-off on the template (approve your design).

You have previously engaged ISSC and a new custom template was made available for IBM SmartCloud for Social Business. You have accidentally deleted this custom template from the system. What should you do?

You must contact IBM SmartCloud for Social Business Support and request an ISSC engagement to upload the custom template again. ISSC will need to sign-off again on the template.


Configuring instant messaging in IBM SmartCloud Notes

Abstract

You will configure instant messaging for use with IBM SmartCloud® Notes®.

Overview

IBM SmartCloud Notes (SmartCloud Notes) users can chat with each other through instant messaging embedded in the SmartCloud Notes web and in the IBM® Notes sidebar. This capability is enabled by default in SmartCloud Notes web; however, the IBM Notes client must be installed with the "Sametime® (integrated)" option selected. Before users can chat, you (company administrator) must enable the instant messaging community for your company. In SmartCloud Notes, you have the option to use the default messaging community, or an on-premises IBM Sametime messaging community managed by your company.

Objectives


● Enable the instant messaging community for use in the SmartCloud Notes web OR the IBM Notes sidebar


Configuring instant messaging in IBM SmartCloud Notes

● Log in to SmartCloud for Social Business (SmartCloud for Social Business) and navigate to the IBM SmartCloud Notes Administration panel.

● Click Account Settings and then click Instant Messaging and select Enable the service instant messaging community for IBM Notes and SmartCloud Notes web users. Click Save.

Note: You cannot enable both messaging communities for your company. To learn more about instant messaging integration choices, see the Admin Help topic, Configuring Instant messaging

http://www-10.lotus.com/ldd/bhwiki.nsf/xpDocViewer.xsp?lookupName=Administering+SmartCloud+Notes:+Service-only+Environment#action=openDocument&res_title=Configuring_instant_messaging_SO&content=pdcontent


Setting up an additional Internet domain

Abstract

You will configure an additional internet domain for use with IBM SmartCloud® Notes®.

Overview

If your company owns more than one Internet domain, you can configure IBM SmartCloud Notes (SmartCloud Notes) to use them in addition to the Internet domain you specified during the account setup procedure. This is an optional task that can be performed at any time.

Note: It may take up to 48 hours to set up and verify an additional Internet domain.

Objectives


● Add an additional Internet domain for the IBM SmartCloud for Social Business (SmartCloud for Social Business) service to use.


Setting up an additional Internet domain

● Log into the service and navigate to the IBM SmartCloud Notes Administration panel.

● Go to Account Settings → Internet Domains and click the Add Internet Domain button.

● Enter your additional internet domain name and click Save.

● Your domain has been added. Before it is ready for use, you need to configure the MX record for the domain and verify ownership of the domain.


Provisioning new users

Abstract

You will provision a new user in IBM SmartCloud® Notes®.

Overview

If you use a service-only environment, you can provision (register) a new user at your company for IBM SmartCloud Notes (SmartCloud Notes). If you want to provision many users at once, you need to contact your Customer Service Representative.

Objectives


● Provision a new user onto the service.

● Prepare a welcome memo for a newly provisioned user containing information necessary to access and use IBM SmartCloud for Social Business.



● Log into the service and navigate to the IBM SmartCloud Notes Administration panel.● Click User Accounts in the left navigation pane.

● In the User Accounts window, click Add User Account. In the User Information section of the Add User page, specify the following, then click Next.

Important: If you are re-adding a user that was previously deleted, the deletion can be undone within 30 days. To undo a user deletion, you must contact IBM SmartCloud for Social Business Support (Support). Also, make sure the information is correct, especially for Name (first & last) and the e-mail address. This information can not be easily changed and requires that you contact Support.



● In the Subscriptions section of the Add User page, select the IBM SmartCloud Notes subscription then click Next. On the Account Login section of the Add User page, specify the following, then click Finish.



On the User Accounts page note that newly provisioned users will have a status of Pending until they actually login to the system and change their initial password. Click Back to User Accounts You may also check the Provisioning Status page for Done and Pending status. Read more in the online documentation article, Checking user Provisioning status.

http://www-10.lotus.com/ldd/bhwiki.nsf/xpDocViewer.xsp?lookupName=Administering+SmartCloud+Notes:+Service-only+Environment#action=openDocument&res_title=Checking_user_provisioning_status_SO&content=pdcontent


Resources

Login Page service https://apps.na.collabserv.com - US DatacenterLogin Page service https://apps.ap.collabserv.com - Asia Pacific DatacenterLogin Page service https://apps.ce.collabserv.com - Europe Databcenter

Open Mic Webcast: Features of SmartCloud Notes in Service-only (Hosted) & Hybrid Environmentshttp://www.ibm.com/support/docview.wss?uid=swg27046105

https://apps.na.collabserv.com/

https://apps.ap.collabserv.com/

https://apps.ce.collabserv.com/



Thanks!


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Deploying IBM SmartCloud Notes in Service-only environment

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