domino archiving: tips, tricks, and troubleshooting techniques · domino archiving: tips, tricks,...

© 2014 IBM CorporationPowered by IBM SmartCloud Meetings

Domino Archiving: Tips, Tricks, and Troubleshooting Techniques

Amy KnoxIBM Staff Software EngineerOctober 15, 2014

| © 2014 IBM Corporation2

Agenda

■ Why Archive?■ Archiving Basics

● Background● How it Works● How and What to configure

■ Archive Policies■ Answers to some Common (maybe not so common) questions■ Other Known Issues and Gotchas■ Troubleshooting Domino Archive Issues

● Troubleshooting Checklists● Troubleshooting Tools● Troubleshooting Steps

■ Resources■ Q&A

●


Why Archive?

■ Data and Storage Management■ Faster, Easier Database Maintenance ■ Domino 9.x “Search in All Mail and Archives” feature:■

■

■

■

■

■

■

■

■

■

■ TIP: “Archive” not the same as a “backup”; Backing up all data, including archives, is essential!

← Configure in the client User Preferences;

Toggle in the top right menu →


■

■

■

■

Archiving Basics


Archiving Basics - Background

■ 2 Ways to Trigger archiving in Notes/Domino:● Manually (local or server)● Automated (local or server)

■ 2 Places where archiving could take place:● Local Notes client● Domino server

■ 2 Ways to access your Archive database(s):● Mail Navigator pane: Archive twistie● File → Application → Open: Navigate to your archive db.

■ 3 Types of Archiving in Notes/Domino:● Cleanup only = delete only● Copy docs to archive db and delete original docs in primary database● Copy docs to archive db and truncate original docs in primary database (leave doc

summary)

■ 3 Destinations for archive databases:● Local client machine● Domino server – either current or different target Domino server● File server (Windows mapped drive or other disk) i.e. z:\archive\... = non-Domino server

■



2 Ways to Access the “Archive settings”

a.) File → Application → Properties; First tab → 'Archive Settings' button●

b.) Db Open on Screen: Actions → Archive → Settings

*Side note about Truncate-style archiving: Leaves the doc in the primary db view, removes body data, indicates status:



■ 5 Components Used in Notes/Domino Archiving:a.) (Manual/scheduled, local/server) Archive Profile document in each mail database indicates what, to where, and how often to archive

b.) (Manual only, local/server) Menu Actions in the mail file trigger some LotusScript agents

c.) (Manual only, local/server) Agents in the mail file determine criteria/profile, trigger source code

d.) (Manual or Scheduled, local or server) Archive policies – set the options in Archive Settings

e.) (Manual or scheduled, local or server) Back-end source code executes the main work

Interesting side note: it is possible to archive an archive database. ■

■

■

■

■

■

■

■

■

■

■

Additional Requirements: ACL requirements: Other requirements:

Archive your own mail db ● Editor or above● Delete rights

● Must be database owner● Must have an archive profile doc

Archive any other db ● Manager● Delete rights

● Must have an archive profile doc


Archiving Basics – How it works

How Scheduled Server Side Archiving Works:■ Source code checks to see if a db is a 'mailfile':

● Does it have a calendar profile? ● Is the Owner field of that calendar profile field populated?

■ If both are true, then it looks for an archive policy for the listed Owner● Possible caveat: Non-mail dbs (ie. R&R or mail journal) could have a calendar profile

document● Development is aware of this behavior and is considering a change to prevent this

■

■ In General, Exit the archive function if: ● Archiving not allowed, or this is a Calendar Cleanup operation + Calendar Cleanup not

allowed● Archiving is not enabled ● No enabled criteria● Client archiving is enabled but running on a server

■

●


Archiving Basics – Calendar Cleanup Agent

■ Found in the Calendar View:● “More” action button menu options

OR● Actions → More → “Calendar Cleanup”:●

●

●

●

■

■

■ Uses $NoPurge time/date value for removal determination■ Permanently removes the documents that fit requested criteria■ Safest way to remove “older” calendar documents■ Uses the ($Meetings) view:

● In certain cases, the parent note for a meeting does not show up in the ($Meetings) view; end result is that none of these docs are removed;

● Use LotusScript and client notes.ini solution in TN# 1444622 to workaround this behavior

■

■ ■

http://www.ibm.com/support/docview.wss?uid=swg21444622


Archiving Basics – Calendar Cleanup Agent

■ Manually triggered by user or admin, within the db itself;● Enhancement # JBAR94VVY4 for automated, policy-driven, server-side Calendar cleanup

■ Requires that archiving is allowed and enabled in the database:■

■

■

■

■

■

■

●

●

● In this example, Calendar Cleanup will NOT occur, since no archive criteria is enabled at this time. Further, the administrator has prevented archiving via the policy.

■ Docs edited by anyone before the target criteria date are not deleted■ Not all Repeat Meetings deleted unless all related docs qualify for removal■

■


Archiving Basics: Notes/Domino Document Basics

■ Default mail views/folders display either DeliveredDate, PostedDate, or Created date values in the “Date” column:● @If(DeliveredDate != ""; DeliveredDate; PostedDate != ""; PostedDate; @Created)●

■ All Documents in Notes/Domino have several doc Identifiers (NoteID, OID, etc.)● “Universal Note ID” (UNID) consists of 2 parts:

● OF (a random value) ● ON (translates to the doc creation date)

● Example of a UNID:ID: OF0000039D:3836C29F-ON85255DC9:0056FB94

SD00255DF4:0057B8FA-SN00000003

DB85255CD9:00567287-NT0000C092

●

●

■

■


■

■

■

■

■

Archive Policies


Archive Policies

Background:■ Used to globally set the db “Archive settings” for local or server-side archiving■ Consist of 2 Settings docs (other types of policies only have one):

● Archive Settings● Archive Criteria Settings

■ Policy doc only refers to 1 Archive Settings doc ● Archive criteria doc embedded in Archive settings doc

■ Archive Settings doc may contain references to multiple archive criteria ■ Require a server-based compact program doc, for server-initiated automated

archiving■ Require valid signatures ($Signature field) – current Signer with correct authority■ Apply to all designated mail files for Notes client and/or iNotes users■


Archive Policies

■ Archive Settings – Basics Tab:■


Archive Policies

■ Archive Settings – Selection Criteria Tab:■


Archive Policies

■ Archive Settings – Logging Tab:■

■


Archive Policies

■ Archive Settings – Advanced tab:■

■

■

■

■

■

■

■

■

● Decide if you wish to archive ALL docs that meet criteria Or if you wish to use the “Delete a document only when the criteria can delete all responses as well”

● Use of custom expiration field not common

■


Archive Policies

■ Archive Criteria Settings -->

Basics Tab

■

Decide the following:a.) Delete only OR copy/deleteb.) Delete vs. Truncatec.) Criteria based on doc age, last modified date/time, expiration date, or last accessed date/time.d.) Target template server and template (Typically Mail template)e.) All docs that meet criteria across all views/folders vs. those in certain views/folders only


Archive Policies

■ Archive Criteria Settings → Destination tab:■

■

■

■

■

■

■

■

■

*If you choose copy/delete style archiving, designate location of the archive databases

*Directory location is relative to the Domino data directory, unless working with external location


■

■

■

■

Common (and some not-so-common) Questions and Their Answers


Question 1: What happens to archive databases when users are renamed?

■

■ Answer: When a user is renamed via adminp, Server-side database ACLs will get updated to reflect the new name. This also applies to all server-based archive databases, and users should be able to seamlessly use all server mail and archives, along with local primary mail.

■ Starting with 8.5.3FP3, Local user archive db ACLs now gets updated in ALL cases, and this occurs via the Notes client source code during the local user.id rename process. This code is invoked after authentication handshake, after user.id gets updated.● Before this fix, most local database ACLs were already getting updated with

user's new name. There was one case where it was not: If there was an Administration server in the ACL (set to a server) but no replication history. If these 2 conditions were present, the local database ACL would not get updated with the renamed username, including local archives.

● Otherwise, it was assumed that if there was a replication history, then we have a server-side replica which would automatically get updated via adminp anyway (then that change would be replicated to the local replica.)

●


Question 2: Which fields are most important to review and verify on the Archive profile document?

Answer: Here is a Breakdown of some of the archive profile fields and values:Archive Profile:

ArchiveOnClientOrServer 1 for client, 2 for server based archiving

ArchiveServer the destination server of the archive; “” for local archiving

ArchivingServer the server where the source database is located

ArchSrcServer only valid for Server-side archiving; = server where the source db located

ArchiveLocation blank for client, Servername for server-side; dup of ArchiveOnClientOrServer

ArchiveLog "Yes" if logging is enabled, blank otherwise

ArchiveLogDBPath location of archive logging path, controlled by ArchiveLog

ServerEnabled "Yes" if server archiving, blank otherwise; dup of ArchiveOnClientOrServer.

ServerName = the destination server name, blank for local archiving; dup of ArchiveServer.

Archive Criteria Profile:

ArcEnbl Designates whether this archive criteria is currently enabled or not

ArcSlctAge 1 = 'not accessed in more than'; 2 = 'not modified in more than'3 = 'with expiration date older than'; 5 = 'older than'

howToArc 1 = "Copy old documents into archive database; then clean up database; 2 = "Clean up database without archiving

howToClean "Delete older documents from the database | 1" "Reduce the size of documents in the database | 2")


Question 2 (cont'd): Which fields are most important to review and verify on the Archive profile document?

■ Screen Shot of the Archive profile in NotesPeek:■


Question 3: Why does my Primary mail file now look like an archive?

Answer: Each mail db contains an “Archive Database Profile.” If the “ArchiveDatabase” field is present and set to “1”, then this database is considered an “archive” database and will display in the UI as such:

■

■

■

■

■

■

■

■

■

■

■


Question 3 (cont'd): Why does my Primary mail file now look like an archive?

Solution: Run a LotusScript agent in the primary mail file to change the “ArchiveDatabase” field to “0”, OR completely remove the ArchiveDatabaseProfile document:

Sample code:Sub Click(Source As Button)

Dim s As New NotesSession

Dim db As Notesdatabase

Dim doc As NotesDocument

Set db = s.CurrentDatabase

Set doc = db.GetProfileDocument("archive database profile")

If Not Doc.IsNewNote Then

Print "Found Profile"

Print "Field Deleted"

Call doc.RemoveItem("ArchiveDatabase")

Call doc.Save( False, True )

End If

End


Question 3 (cont'd): Why does my Primary mail file now look like an archive?

Solution (cont'd): Explicit Steps to use the sample code:

a.) Create a new memo in the Mail db. In the body field, create a Button (Create → HotSpot → Button)

b.) Change the 'Run' attribute to Client → LotusScript, in the Programmer's pane (bottom)

c.) On the Left, click on “Click” event. Add the LotusScript code in the pane on the right.

d.) Save the Memo as draft.

e.) Open the memo again and click the button to execute the code.

f.) Close and reopen the database;

*Note: It may be necessary to execute the code, then close the entire Notes client, as profile data is cached in the Notes client, for that session.

■


Question 4: How do I archive a Domino database to a non-Domino (file) server?Answer: The key to this is an OS mapped drive (winOS) and a Domino Directory link.

Steps:

1. Establish a mapped network drive OR create a new drive on the current server. Create the target folder.

2. Configure your Archive Criteria Settings doc, “Archive Directory” field with the full path to mapped drive.

*Note: Do not archive to the root directory:

3. Create a Directory Link within the Domino Admin client.

Notes:

a.) Do not nest directory links

b.) Directory links should not point to the root of any drive

c.) Use mapped network drives instead of UNC naming convention:

EX: z:\DominoArchives

*End Result: New dbs get created if they did not exist before. Data gets copied (when applicable). Archiving and logging to target location occur no matter if the target server is running Domino or not.


Question 5: Why do some of my docs report date fields with “****” instead of a 4-digit year?

Answer: Example: ...created by on 05/18/5849 05:59:02 PM

...created by on 08/18/**** 08:42:27 PM

...created by on 02/08/**** **:**:** AM

Background: Feature Change in Notes/Domino 8.0: “Support Response Thread Hierarchy”; additional change in the way the UNID is generated for SMTP mail:

● Starting with 8.0, the ON part of the UNID no longer corresponds to creation date/time; now it translates to a hashed value of the MessageID ($MessageID field)

● Because of this new functionality, a new field ($Created) added to the documents by the router.

● Archive process was looking at the $Created field, not the actual @Created value. ● Sometimes the translation of $Created does not yield a valid date/time value (i.e. ****)● Invalid date/time fields cannot be processed successfully via archive process – skips

Affects versions: 8.x – 8.5.2FP3; only some SMTP mail

Reported in: SPR# JSTN8BBNTX/RCAA89TMFX

Fixed in: 852FP4

Workaround (prior to 852FP4): *Prevents the issue in future docs; does not fix existing ones ● Disable 'Support Response Thread Hierarchy' in Application properties → Advanced tab● OR Disable this on the SMTP server, using the notes.ini parameter

SMTPImportDisableThreads=1■

■


Question 6: Can I archive non-mail databases?

Answer: Yes, at this time, you can technically archive non-mail databases. ■ Use File → Application Properties (Archive Settings) button to configure the

Archive profile document for any database. ■ Use File → Application → Archive to actually archive documents in any

databases ■ However, if you wish to use an archive policy to archive custom applications, the

application must have a Calendar Profile document with a populated Designated Mail File Owner field.

■

Caveat: System Databases with a Calendar profile (R&R, mail journal) with a populated Owner field are also subject to archiving at this time.

■

■

■


Question 7: How does Domino archiving work when multiple archive criteria are assigned to users?Answer: You may set and enable multiple criteria in a database.

● You can easily have different criteria set to archive data to multiple destinations. ● All criteria will be processed and considered:

● The criteria is processed in the order listed in the archive settings, from the top down.

● If one criteria deletes docs but another one prunes, deletion takes precedence.

-----------------------------------------------------------------------------

TEST1: Archive docs from different views to different, separate locations

End Result: Different dbs created at separate locations, each with desired docs; this works OK

TEST2: 3 Enabled criteria, all docs older than 90, 120, and 365 respectively, same destination

End Result: 3 passes at the data; All docs older than 90 days appear archived

TEST3: 3 enabled criteria for all docs, 3 different “older than” values, archive to 3 destinations

End Result: The first time archiving runs, the 3 different archive dbs would have the appropriately aged documents. However:

● If you archive a week later, the 90 day db would then get documents that were 90day + 1 week.

● The 120 day db wouldn't get anything new because the docs deleted by the 90 criteria removed them. Same for the 365 db.

● In summary, different time ranges to different destinations from the same views is problematic.


Question 8: How does archiving work with DAOS-enabled dbs?

Answer:

1. Source db Daosified; target server NOT daosified: ■ Attachments put back inline into their respective documents, in archived docs

● Caveat: Missing NLOs could halt the archive process and return “Invalid or nonexistent document” during the archive process

2. Source db Daosified; target server Daosified

a.) Existing archive db where DAOS already enabled:● No issues here; proceed normally with the compact -a or -A

b.) Archive does not yet exist, about to archive for the first time:● compact -a or -A alone will not daosify the target new archive db

*SOLUTION: load compact -a -DAOS on mail\userdb.nsf● Notes:

● The combination of compact options will not affect the primary database or any existing archive databases.

● Compact behavior does not change when “-a” and “-DAOS off” are used together.


Question 9: Can I Archive from iNotes?

Answer: Yes, there are 3 archive options for for iNotes users:● Background Server-Server Scheduled archiving: Same as for Notes client mail users● Triggered manually via iNotes to a server-based archive db.● Triggered manually via iNotes to a local archive database

■ What to configure for user-initiated iNotes archiving: ● Mail Policy:

● Mail Settings doc → iNotes tab: “Allow archiving on the server” and “Allow local archiving”●

●

●

●

● “tell adminp process mail policy”●

■ Archiving from iNotes to a local database uses DOLS●

●


Question 9 (cont'd): Can I Archive from iNotes?

User Experience in iNotes:


Other Known Issues and Gotchas

■ 2 Users archiving to the same archive database:● When determining the archive database file name, Domino does the following:

● Takes part of the mail database file name as specified in the "Number of characters from original filename" setting in the Archive Criteria Settings.

● Prefixes this with the value in the Archive Prefix setting, again in the Archive Criteria Settings. ● This behavior could occur if:

● a.) 2 unique Users have the same mail files, but are on different mail servers, and archiving to the same archive server/directory

● b.) Admin specifies a small number of characters (i.e. 6) for the archive db name, multiple users have the same 'n' letters of their file name, and the users all archive to the same server/directory

● To avoid this issue:● Workaround for (a.) Specify a unique “Archive Prefix”for each of the primary mail servers● Workaround for (b.) Increase the number of characters to prevent ambiguous or duplicate

names. ● This is reported in SPR# RNOG9HAT38, and a permanent fix is under way


Other Known Issues and Gotchas■ Newer Mail (that does not fit the Criteria) is being Archived

● Affects the DUCS mail template ● Also affects docs with the invalid date/time values (“****”)● Affects archive criteria set to archive docs “older than” xx date

■

■ Reported in: SPR # ENOR7XQ2DK■ Solution: A potential fix in testing right now – slated for 902*■ Workaround: Configure the archive criteria to a "last modified" criteria

*subject to change at any time


■

■

■

■

Troubleshooting Domino Archive Issues


Troubleshooting Domino Archive Issues

Information and Data to Gather:■ Is a policy applied? If so, is the correct policy applied?■ How many users are affected – one, some, or all?■ Can you reproduce at will in other databases?■ Which part of the archiving process is not functioning as expected?■ Which archive criteria are present enabled in the database(s)?■ Which archive criteria is enabled in the database(s)?■ If using server compact task to archive, does compact return any errors? ■ Which doc(s) are not behaving as expected? ■ What type of doc is it: calendar, reminder, To-Do, follow-up, notice, or mail/reply?■ Is this document in a specific folder?■ Is this document part of a conversation or thread?■ What is the Created Date of the document(s) in question?■ What are the PostedDate and DeliveredDate values of the doc(s) in question?■ Are all visible date/time fields correctly formatted?■ Does NotesPeek show any odd date/time stamps, for the specific doc in question?


Troubleshooting Domino Archive Issues - Manual/Local Archiving Configuration Checklist1. Archive Settings (Archive Profile): Actions → Archive → Settings

→ Configure all necessary options in all tabs (ie. Archive 'older than 90 days', etc.)

→ In the “Criteria” tab of Archive settings, “Enable” the desired criteria

2. Option A: Schedule: Set a schedule for local archiving then enable it:

Option B: Manual: Actions → Archive → “Archive Now”

3. Manually kick off OR request compact operation for the source database

*Recommended -b or -B, depending on config, backups, and transaction logging

Note: Selecting this option will automatically generate and enable a local program doc, which you can find in the local names.nsf, ($Programs) view.


Troubleshooting Archive Issues - Configuration Checklist for Scheduled, Server-Side Archiving

1. Archive Settings document: Create and embed into Archive policy doc

2. Archive Criteria document: Add the desired criteria to the Archive Settings doc

3. Archive Policy document: Create and Assign to users

4. Server program document for compact -A or -a in public names.nsf:

*Conditions for server-based, compact-induced archiving: ● Source database is located on a server; ● Target db is at a location accessible via the Domino server; ● Db is set to archive automatically on server

*You may, at any time manually kick off compact-induced archiving on the server console:

Example: load compact mail\dbname.nsf -a

Option: Command-lineCommand-line Description: Releases:

Archive Only -A Archives and deletes documents from a db without compacting it.

9,8,7,6,5

Archive then Compact

-a Archives and deletes documents from a db,then compacts it.

9,8,7,6,5

Delete then Archive

-j Deletes documents from a db, then compacts it.*NOTE: Not available through the Compact tool on the Files tab in Domino Administrator.

9,8,7,6


Troubleshooting Domino Archive Issues - Documents that do not Archive by Default

■ Docs with $NoPurge: Calendar Docs, ToDos■ Docs with ProtectFromArchive field■ >853FP4: Docs with Malformed $Created value(i.e. “****”)■ Deletion Stubs■ Docs marked for Follow-up ($NoPurge = "")

● $NoPurge=”” means the doc will never be purged

■ Ghost documents: What is a ghost document?● When the parent document of a response document is deleted, the response document is

considered an “orphan”● The Notes/Domino system automatically generates a “placeholder” parent document

■ Response documents – when this option is enabled: ● “Delete a document only when the criteria can delete all responses as well

■

■


Archive Troubleshooting Tools

1. Actions → Archive → Settings in the individual database. Check for:● Archive destination correctly set

● Proper archive criteria present AND enabled criteria

● Correct schedule (if applicable)

2. Document Properties:● Basics tab: Look at created date, Last modified (In this file)

● Fields: Look for $NoPurge

3. NotesPeek (or Ytria) tool to verify Archive Profile or specific documents – that the UI matches the back-end

4. The default archive log (l_archivedb.nsf) for each user

5. Log_Archiving= : Available for client or server; used with console logging

6. Designer client → Archive Profile form, if you are unsure of field names

7. Debug_Archive_Settings=1 to debug archive settings documents

When using Policies, additionally:

8. Detailed Policy Synopsis

9. Designer client → “Policy Settings\Archive Settings” and “Policy\Archive Criteria” forms

http://www-01.ibm.com/support/docview.wss?uid=swg24005686


Archive Troubleshooting Tools – Default Archive Log■ Provides basic stats on each archive execution:

● Basic db info, Number of docs archived vs. deleted, destination location, etc.● DocLinks to all the archived docs

■ Defined in the Archive profile doc, either set manually or via the policy:■

■

■


Archive Troubleshooting Tools: Log_Archiving=

Output of Log_Archiving=11 contains:

a.) Username, policy info (if applicable), last run date/time, and other basic info

b.) Archive settings/archive profile info, field breakdown of settings

c.) a NoteID table of all docs in the database

d.) a breakdown of the each note, indicating creation date vs. archive criteria date (for example); and whether each doc qualifies

e.) NoteID Match Table: lists those that qualify

f.) NoteID Delete table: lists the docs that are removed

NOTE: A doc that gets archived is not always deleted.

log_archiving=0 Disable archive logging

log_archiving=1 Logging of archive errors

log_archiving=2 Logging of archive policy information

log_archiving=10 Archive debug

log_archiving=11 Archive debug including candidate document table



Sample output:

a.) partial beginning and middle:



Sample output:

b.) middle and partial end:


Troubleshooting Domino Archiving Issues: Troubleshooting Steps

When to use:● Documents that seem to fit criteria are not Archiving● Documents are being archived but not deleted● No documents are archiving – 1 user or multiple ● Server-side or locally executed; manually triggered or automated● Archive Policy not applied or proper criteria not applied to user● Archiving Works for Some Users but not for others

■ Skip any step that may not apply (i.e not using policies, not logging, etc.)


Troubleshooting Steps

1. If logging is enabled, review the default archive log for stats or errors (slide 42)

2. (If applicable) Run Detailed policy synopsis (archive only).● For iNotes users, include Mail

a.) Verify if the correct archive policy is applied to this user:

← Is this the correct policy name?

← Is this the correct criteria?



2. (If applicable) Policy synopsis b.) Verify archive policy fields:

*Hint: If you don't know what these fields mean, look at the Archive Settings form in Designer



2. c.) (Optional) Review Field names in Designer client for clarification:● Open Designer client → names.nsf● In the Forms list, find and Policy\Archive settings and Policy\Archive Criteria forms:●



2. c.) (Optional) Review Field names in Designer client:● Open Designer client → names.nsf or pubnames.ntf● In the Forms list, find and Policy Settings\Archive settings and/or Policy\Archive Criteria

forms:●



3. After reviewing the policy, verify that the settings match, in the database:

a.) Actions → Archive → Settings (Client UI)

b.) NotesPeek → Profiles → Archive Profile and the Name of the Archive Criteria



4. Look at the Creation date in the doc properties; Compare with “date” column:

5. If the values match, grab the document NoteID from the doc properties last tab:



6. Continue to review the Document and Document Properties → Fields tab● Check for existence of $NoPurge● Check/Verify/Eliminate all other doc types that do not archive by default (see slide 40)

7. Review the doc in NotesPeek. Look for odd date values – all fields (right pane):

*Hint: Primary focus is on “date of creation”; but check also $MessageID



7.) (cont'd) NotesPeek: Example of a malformed date field:

● Note: If malformed date/time values are present, you may need to manually archive this document.



8. If everything looks correct in the Archive settings, profile, and doc properties, and still have not diagnosed the issue, implement log_archiving=n

a.) (Easiest) Make an OS copy of the db to a test machine – server or client.

b.) Add log_archiving= and console_log_enabled=1 to the notes.ini. Restart the client or server, just to get a fresh console.log.

c.) To prevent unwanted deletions/archiving while testing, open the new OS copy and: ● Disable replication: “Temporarily disable replication for this replica”

(Replication options → Other tab)● Switch to “offline” location document, is working with a local db

d.) Verify the correct Archive criteria is enabled in the Archive Settings.

e.) In the Client UI with the db open: Actions → Archive → Archive Now. Let the archiving complete

f.) Open the latest console.log in the applicable IBM_TECHNICAL_SUPPORT folder

client: ...\notes\data\IBM_TECHNICAL_SUPPORT

server: ...\Domino\data\IBM_TECHNICAL_SUPPORT



8.) (cont'd):

g.) Search for the NoteID in question (the one you pulled from step #5):

Sample output from log_archiving=11:[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31730 (7BF2) as entry 3904

[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31734 (7BF6) as entry 3905

[1A70:0002-1D40] TestNoteForArchiveSelection> note 32126 (7D7E) is deleted/ghosted

[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31510 (7B16) as entry 3906

[1A70:0002-1D40] TestNoteForArchiveSelection> note 31506 (7B12) is deleted/ghosted

[1A70:0002-1D40] TestNoteForArchiveSelection> Adding note 31514 (7B1A) as entry 3907

[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> create time of note 31510 (0x7B16) is 07/09/2007 06:37:40 PM

[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> create time from criteria is 10/11/2013 01:48:01 PM

[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> note 31510 (0x7B16) is a candidate based upon create time

[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> note 31510 (0x7B16) is NOT a candidate based upon $nopurge

[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> create time of note 31514 (0x7B1A) is 07/30/2013 05:22:44 PM


[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> note 31514 (0x7B1A) is a candidate based upon create time

[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> ARCHIVE: adding noteID 31514 to Match

[1A70:0002-1D40] 10/11/2014 01:48:25.44 PM Archiving> ARCHIVE: adding noteID 31514 to Delete



8.) NOTE: When Archiving is successful, you will see entries such as this in the console.log (with log_archiving enabled):

[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> create time of note 11402 (0x2C8A) is 02/27/2014 04:57:21 PM


[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> note 11402 (0x2C8A) is NOT a candidate based upon create time

[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> create time of note 11386 (0x2C7A) is 03/22/2013 02:11:57 PM


[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> note 11386 (0x2C7A) is a candidate based upon create time

[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> ARCHIVE: adding noteID 11386 to Match

[1A70:0002-1D40] 10/11/2014 01:48:02.67 PM Archiving> ARCHIVE: adding noteID 11386 to Delete



9. Go back to the document in the Notes client. Look again at document properties. Now, we can see a $NoPurge, set to “”:

10. Remove any barriers to archive (i.e. agent to remove unwanted fields) then kick off archiving again

*Note1: It is not recommended to use agents to remove fields preceded with $

Ex: FIELD Fieldname := @DeleteField

*Note2: If you manually “archive selected documents”, the documents will be archived/copied but not deleted.

11. Repeat Steps 1 – 10 as needed to troubleshoot specific users, databases, or documents that are not archiving as expected.


Additional Resources

Domino Archiving References:

Domino Admin Help: Understanding mail archiving and policies

Domino Admin Help: Creating an archiving policy settings document

Domino Admin Help: Creating an archive criteria settings document

TN# 7010310: Self-Training: Domino Archive policy settings documents

Video - How to use and solve problems with Calendar Cleanup

Domino wiki: Understanding Archiving feature in IBM Notes Client

Compact/Program document links:

Admin Help: Running Compact using a Program document

TN# 1088932 : How to configure a Program Document to periodically run a server command

Domino Policy References:

Mark Skurla's Slide Presentation: Domino Policies Deep Dive and Best Practices

Open Mic: Troubleshooting Policies on a Domino Server

TN# 1589912: Open Mic: "Best Practices & Troubleshooting for Lotus Domino Policies"

TN# 7010356: Self-Training: Advanced settings for Domino policies

Domino wiki: Links to all Domino archiving content

http://www-01.ibm.com/support/knowledgecenter/SSKTMJ_9.0.1/admin/conf_understandingmailarchivingandpolicies_c.dita

http://www-01.ibm.com/support/knowledgecenter/SSKTMJ_8.0.1/com.ibm.help.domino.admin.doc/DOC/H_CREATING_AN_ARCHIVE_SUBPOLICY_STEPS.html

http://www-01.ibm.com/support/knowledgecenter/SSKTMJ_9.0.1/admin/conf_creatingamailarchivepolicydocument_t.dita


http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Video_How_to_use_and_solve_problems_with_Calendar_Cleanup_(Lotus_Notes_8.5.x)

http://www-10.lotus.com/ldd/dominowiki.nsf/dx/Understanding_Archiving_feature__in_IBM_Notes_Client

http://www-01.ibm.com/support/knowledgecenter/SSKTMJ_9.0.1/admin/tune_runningcompactusingaprogramdocument_t.dita



http://www.slideshare.net/MarkSkurla/connect-2014-id112-domino-policies-deep-dive-and-best-practices

http://www-01.ibm.com/support/docview.wss?uid=swg27036076&aid=1


http://www.ibm.com/support/docview.wss?uid=swg27010356

http://www-10.lotus.com/ldd/dominowiki.nsf/xpSearch.xsp?searchValue=domino%20archiving


■

■

■

Q & A

Please press *1 on your phone to ask a question