Domino Admin Tools
Centralized and Automated Account Management Tools on Domino
Domino Admin Tools streamline IT administrators' daily tasks by centralizing and automating the management of Notes accounts, mailboxes, and Web Mail replicas. These tools enable IT operations to efficiently create, update, manage, and delete accounts in a single step.
​
This comprehensive account management solution is cost-effective and easy to install.
Features Highlight of Domino Admin Tools
Account Management
Set up a new Domino account,
including a mailbox and
Web Mail replica, all in one go.
Automatically update the Post Title Group and Internet address according to your defined schedule.
Remove and archive accounts, including mailboxes and replicas, removing users from the
Post Title Group.
Perform account analysis with options to inactivate, remove, and archive accounts.
Mail Service
Use Centralized Agent Management to consolidate agent lists in mailboxes and enable or disable agents.
Manage Posting Email Groups to update group members at your specified date and time.
Daily Maintenance
Automatically create or remove mail replicas and
update replication conditions.
Generate lists of Orphan Mailboxes that still occupy server storage.
Automatically and remotely deploy Notes IDs and Notes client configurations to user workstations.
Use Case
Accounts Management
Inactive User Detection to Optimize User Management
Streamline User Management by Detecting and Handling Inactive Accounts
​
Automated Account Review
The Domino Admin Tool conducts daily checks on all user accounts, automatically reviewing login frequency to identify inactive users.
​
Proactive Notification
The system generates a list of accounts that have not logged in for 90 days and sends it to the IT Administrator, prompting follow-up on potentially inactive users.
​
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, which includes:
-
Removing or archiving inactive user profiles from the Domino Directory to optimize the user base.
-
Removing inactive users from assigned groups.
-
Deleting mailbox copies, except for the one on the user’s home mail server.
​
Admin Access to Login Data
The IT Administrator can access the latest login activity details anytime via the Domino Admin Tool portal, allowing for ongoing monitoring and management.
Streamlined Account Creation for New Joiners
Efficiently Create New Employee Accounts with a Streamlined Process.
​​
Account Request Form
Complete the form to request a Notes Account, allowing you to configure key settings:
-
Set the internet address
-
Select mail services, including Webmail
-
Assign Post Title Group and other dedicated group(s) with an effective start date
Automated Account Creation
After submission, the Domino Admin Tool will automatically create new accounts and corresponding mailboxes based on the provided configurations.
​
Mailbox Replication
The tool replicates mailbox details to the selected mail services and ensures ongoing synchronization according to the pre-configured replication criteria.
​
Group Updates
Update the dedicated group(s), such as the Post Title Group, with the new user details.
Internet Address Update
Ensure the newly created accounts are updated with the assigned internet addresses for seamless communication.
Scheduled Group Member Updates
Efficiently Manage Group Membership Changes with Scheduled Updates
​
Advance Group Member Change Requests
The Domino Admin Tool enables you to submit changes to your group members in advance. You can specify the effective date, expiry date, and time when creating or modifying accounts.
Automated Execution
The tool automatically processes the scheduled group member changes based on the specified dates and times.
​
This feature is especially useful for managing large volumes of promotions, rotations, or new staff joiners, allowing you to plan and implement changes efficiently.
Agents Management
Centralised User's Mailbox Status with the Domino Admin Tool
Enable/Disable Out-of-Office Notifications
Easily manage out-of-office notifications for users on leave without disrupting the notification sender. Customize different messages for various groups:
-
Standard Notification: Sent to all email senders, including external contacts.
-
Alternate Notification: Sent to specific individuals, including internal colleagues.
-
Exclusions: Prevent out-of-office messages from being sent to certain groups.
Enable/Disable Auto-Forward Agent
Set up email auto-forwarding for users who are out of the office. The Domino Admin Tool allows you to filter emails before forwarding:
-
Prevent sensitive emails, such as e-payslips, from being forwarded.
-
Restrict forwarding to internal emails only.
Mailbox Management
Single 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
Efficiently identify and manage abandoned mailboxes with the Orphan Mailbox Report.
​​
Scheduled Orphan Mailbox Scan
Set the Orphan Mailbox Agent to run during non-peak hours (e.g., 1:00 a.m. nightly) to minimize disruption.
Mailbox Scanning Process
The agent scans mailboxes within the designated Mail Services Profile Databases, identifying any orphaned or replica mailboxes.
​
Orphan Mailbox Report Delivery
The Orphan Mailbox Report is automatically emailed upon completion, detailing all abandoned mailboxes.
​​
Report Review Options
Review reports based on:
-
Action (scan records)
-
Specific details of the orphan mailboxes
​
Mailbox Management
Support batch-remove mailboxes from the Orphan Mailbox Report or drill down into individual mailboxes for further review with a single click.
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
