To use a desktop policy settings document to enforce the settings specified in the setup policy settings document, specify the same settings in a desktop policy settings document. For example, to ensure that the IBM Lotus Sametime server specified in the setup policy settings document remains the same each time the user logs in, enter the IBM Lotus Sametime server name in both the setup and desktop policy settings documents.

You can use a desktop policy settings document to add or set NOTES.INI variables for Notes client users. This is an easy way to assign NOTES.INI variables to all Notes client users, or to a specific subset of Notes client users, at one time.

For more information about using policies to assign NOTES.INI variables to Notes client users, see the topic Using policies to assign NOTES.INI settings to Notes client users.

To use a desktop policy settings document to add to or update the user’s desktop workspace, change the setting in the desktop policy settings document. For example, to change the IBM Lotus Sametime server specified in the setup policy settings document, specify a different server in the desktop policy settings. Other changes you can make to the user's desktop workspace that do not reflect setup policy settings include setting up a default home page, customizing the welcome page, customizing the My Work Welcome page, upgrading the mail template, enabling automatic diagnostic data collection for client crashes, specifying how and when Smart Upgrade runs to upgrade the Notes client, and configuring a Smart Upgrade Tracking Reports database. If you are updating from a previous version of Domino, you can use a desktop policy settings document to define the settings used when converting previous mail file templates to the Domino 7 mail template, mail7.ntf. Based on the settings that you enter, an agent can automatically be run to upgrade the user's mail folders the first time the user opens their mail file after the client has been upgraded.

For information about the Smart Upgrade Tracking Reports database, see the topic Smart Upgrade Tracking Reports database.

Use a desktop policy setting document to modify user Location documents, and to create Connection documents for dial-up connections that simplify server connections.

You also use a desktop policy settings document to manage and update bookmarks. You can, for example, set up a bookmark hierarchy for Notes users by creating an outline of bookmarks that includes folders and links such as database links, document links, and URL links. You can create folders that have links within the folders. All of the folders and bookmarks in the outline are then placed on the Bookmark Bar of the Notes client. To add bookmarks to an existing folder on the user's desktop, such as More Bookmarks, include the folder in the bookmark outline. Any links included in that folder are merged with the corresponding folder in the Notes client. You can also create a folder called "Startup" that includes links that open automatically every time the user logs in to Notes.

You can also set user preferences, usually set by Notes users. If you set user preferences, Notes users will still be able to change their preferences, but the changes will be only temporary. The next time the desktop policy is enforced, their preferences will be reset to the original policy settings.

The desktop policy settings document includes a Notes Application Plug In section on the Basics tab. Use these settings to specify whether instant messaging services are provided by IBM Workplace Collaboration Services, or by IBM Lotus Sametime. You also specify whether instant messaging name resolution (converting Notes names to Internet names) is performed by IBM Workplace Managed Client or the Domino Directory. To use the IBM Workplace Managed Client for name resolution, you must have specified IBM Workplace Collaboration Services as the infrastructure to use to connect to instant messaging. These settings can also be specified using NOTES.INI settings $USE_ST_IM and WCT_IM_USE_LOOKUP instead of policies.

Note If the desktop policy settings document is saved with the default settings selected for the fields in the Notes Application Plug In section, the "Use IBM Lotus Sametime instant messaging" user preference is de-selected each time the user exits the Notes client. To avoid this, choose IBM Lotus Sametime in the Instant Messaging Provider field (to always use Sametime) or choose Don't Change so that the policy does not affect the current instant messaging selection. The user preferences are in Workplace Managed Client, File - Preferences - User Preferences.

For more information about the NOTES.INI settings, see the topic NOTES.INI Settings.

Note An important user preference about which administrators should be aware is the option to "use canonical name for instant messaging status lookup." Enabling this setting for users lets them display online awareness for names when your IBM Lotus Sametime server is configured to lookup Notes canonical hierarchical names (for example CN=John Smith/OU=Sales/O=Acme) instead of Note abbreviated hierarchical names (for example John Smith/Sales/Acme). (The feature described here is available only if your company has an IBM Lotus Sametime server, and only for Windows versions of IBM Lotus Notes.) Enable this setting in Preferences - Instant Messaging.

For more information on seamless mail upgrades (upgrading a mail template), see Using seamless mail upgrade.

To create Desktop settings

1. Make sure that you have Editor access to the Domino Directory and one of these roles:

• PolicyCreator role to create a settings document
• PolicyModifier role to modify a settings document

3. Click "Add Settings," and then choose Desktop.

4. On the Basics tab, complete these fields:

• Name -- Enter a name that identifies the users (and, if you are a service provider, the hosted organization) that use these settings.
• Description -- Enter a description of the settings.

6. Enable or disable the option to allow users to create private location documents.

7. If you are using the Notes Application Plug-in, complete these fields to set up instant messaging:

Field	Action
Allow users to change the settings in this section
Instant Messaging Provider	Choose one: IBM Workplace Collaboration Services -- Default setting. Choosing this option initiates the display of the field "Primary instant messaging name resolution performed by." IBM Lotus Sametime -- Choose this option if you want IBM Lotus Sametime and Web Conferencing to provide instant messaging services. Don't change -- Choose this option to prevent this policy from changing the instant messaging provider established for the user in the user preferences for the Notes client.
Primary instant messaging name resolution performed by:	Choose one: IBM Workplace Managed Client -- Default setting. Choose this option if you want name resolution (Notes names converted to Internet names) performed by the Workplace Managed client. Domino Directory -- Choose this option if you want name resolution (Notes names converted to Internet names) performed by the Domino Directory.

8. Specify whether to allow Private Location documents. A private location document is created by a user, who designates who can use that document in the Only for user field on the Advanced - Basics tab of the the Location document.

9. In the Server Options section, complete these fields:

Field	Action
Catalog/Domain Search server	Choose the name of the server used for domain searches.
Directory server	Enter the name of the server whose Domino Directory you want users to use.
IBM Lotus Instant Messaging server	Enter the name of the server used to connect to IBM Lotus Instant Messaging.
Local mailfile	Choose this option to create a local copy of the user’s mail file.
Internet browser	Choose the Internet browser used from this location.
Retrieve/open pages	If you chose Notes or Notes with Internet Explorer as the Internet browser, choose the location from which to run the Web Retriever process.

10. Under Mail Template Information, complete these fields if you are converting from a previous Domino mail template:

Field	Action
Prompt user before upgrading mail file	Do one: Check yes to inform users before upgrading their mail files. Allows users to defer upgrade. Uncheck (default) to upgrade without notification.
Old design template name for your mail files	The default asterisk (*) uses any mail template. (Optional) Enter the name of the current template you are using.
If running this version of Notes:	Enter the build version of the Notes client in the format Release Vnn Month dd, yyyy (for example, Release 7.0.1 January 21, 2006). To upgrade all versions, use an asterisk *. Tip To find the build version, use Help - About Domino Administrator.
Use this Mail template	Enter the new mail template file name.
Ignore 200 category limit	By default the number of folders created during conversion is limited to 200 folders. Do one: Check yes to override that limit and create as many folders as necessary (default). Uncheck to enforce the limit.
Mail file to be used by IMAP mail clients	Do one: Check if mail file will be used by an IMAP mail client. Uncheck if IMAP will not be used (default).
Upgrade the design of custom folders	The conversion does not upgrade private folders automatically. Do one: Check yes to include custom folders in the design upgrade (default). Uncheck to exclude custom folders in the design upgrade.
Prompt before upgrading folder design	Do one: Check yes to inform users before upgrading their mail folder design. Allows users to defer upgrade. Uncheck (default) to upgrade folder design without notifying users.
Notify these administrators of mail upgrade status	If you chose to notify users before updating mail template or folders, enter the names of administrators who should receive status information.

11. Under Internet Browser, choose the Internet browser used from this location. If you chose Notes or Notes with Internet Explorer as the Internet browser, choose the location from which to run the Web Retriever process.

12. Under Calendaring and Scheduling, complete this field:

Field	Action
Reschedule repeating meetings using resettles feature	Enable to allow users to reset repeating meetings that have been rescheduled with different start and end times to the same start and end time. This is disabled by default.

13. On the Smart Upgrade tab, complete these fields according to whether you use the Smart Upgrade feature, and if you are using it, according to how you use it.

Deploy version	If you use Smart Upgrade, enter the Notes version to which you want users to upgrade.
Upgrade deadline	If you use Smart Upgrade, use mm/dd/yyyy format to enter the date by which users must upgrade. If users to do not upgrade by this date, the upgrade happens automatically.
Remind me every hour after "upgrade deadline" has passed	Check this field if you want to send an hourly reminder to users who have not updated their clients by the deadline set in the field "Upgrade deadline."
Mail-in Database for Smart Upgrade reports:	Enable Smart Upgrade Tracking for the user by selecting the mail-in database name.
Remove Smart Upgrade tracking files after a specified number of days:	Choose one: Yes -- Automatically deletes the Smart Upgrade tracking files when the specified time period for maintaining files is exceeded and the Notes Client is restarted. When field appears, enter number of days. No -- Maintains the Smart Upgrade tracking files after the specified time for maintaining the files is exceeded. The files are not deleted.
Number of days to keep Smart Upgrade Tracking reports files	Enter the number of days to keep the Smart Upgrade Tracking files before they are deleted. Default is 365 days. Note This field appears only if you choose Yes in the field "Remove Smart Upgrade Tracking files after a specified number of days:"

14. On the Databases tab, complete one or more of these fields to add databases to the user’s workspace:

Note You cannot use the Web Administrator to create links.

16. On the Accounts tab, enter the default account information for Internet servers.

17. On the Name Servers tab, enter the names and addresses of secondary TCP/IP, NDS and NetBIOS Notes name servers. If you want users to be able to change the settings you specify on this tab, click the check box "Allow users to change the settings on this tab."

18. On the SSL tab, complete these fields:

Field	Enter
Accepts SSL Site certificates	Choose one: Yes to allow the server to accept the site certificate and use SSL to access an Internet server, even if the Domino server does not have a certificate in common with the Internet server. No to not allow this server to accept site certificates.
Accept expired SSL certificates	Choose one: Yes to allow clients to access the server, even if the client certificate is expired. No to not allow clients to access the server with expired client certificates.
SSL protocol version	Choose one: V2.0 only to allow only SSL 2.0 connections. V3.0 handshake to attempt an SSL 3.0 connection. If this fails and the requester detects SSL 2.0, then attempts to connect using SSL 2.0. V3.0 only to allow only SSL 3.0 connections. V3.0 and V2.0 handshake to attempt an SSL 3.0 connection, but start with an SSL.2.0 handshake, which displays relevant error messages. Makes an SSL 3.0 connection, if possible. Negotiated (default) to attempt an SSL 3.0 connection. If it fails, the server attempts to use SSL 2.0. Use this setting unless you are having connection problems caused by incompatible protocol versions. Note Domino does not use this field for HTTP.

19. On the Applet Security tab, complete these fields:

Field	Action
Trusted hosts	Enter the name of trusted hosts.
Network access for trusted hosts	Choose one: Disable Java No access allowed Allow access only to originating host Allow access to any trusted host Allow access to any host
Network access for untrusted hosts	Choose one: Disable Java No access allowed Allow access only to originating host
Trust HTTP proxy	Choose one: Yes No

20. On the Proxies tab, enter the default proxies to assign to users.

21. On the Mail tab, choose the format to use for messages to Internet addresses.

22. On the Preferences tab, choose user preferences.

23. On the Diagnostics tab, if you want to enable automatic diagnostic collection on clients, complete these fields:

Field	Action
Mail-in database for diagnostic reports	Click the arrow in the field and then select the database to which the diagnostic reports from client crashes are to be mailed and then click OK.
Prompt user to send diagnostic report	Choose one of these: Yes -- (Default) Choose Yes to have the user prompted as to whether they want to send a diagnostic report to the mail-in database after a client crash. No -- Choose No to make this feature transparent to the user. The diagnostic report is automatically sent to the mail-in database by a background process.
Prompt user for comments	Choose one of these: Yes -- Choose Yes to display to the user, a message box in which they can enter information as to what they were doing when the client crashed. Choose Yes only if you chose Yes in the "Prompt user to send diagnostic report" field. No -- Choose No to prevent the user from entering any comments.
Amount (in KB) of diagnostic output file to send	Use the default value of 10240, or enter another value between 10mb and 1kb. 10240 is the upper limit. This value represents the portion of the CONSOLE.LOG file to be sent, beginning with the end of the file and moving toward the beginning of the file.
Diagnostic file patterns:	Enter a file name pattern that Domino will search for. If the pattern is located and it is listed in the file, DIAGINDEX.NBF, the file will be attached to the message that is sent to the mail-in database. DIAGINDEX.NBF contains all of the files associated with the crashing instance of the client or server. For example, the following is a file pattern: addin_log*.txt. These files would be located based on that pattern:addin_log1.txt, addin_log_2004_11_23@16_21_20.txt, etc...
Remove diagnostic files after a specified number of days	Choose one of these: No -- (Default) Choose No to accept the default of never automatically deleting the diagnostic files on the client. Yes -- Choose Yes to enter the number of days after which the diagnostic files are to be deleted from the client. Displays the field "Number of days to keep diagnostic files."
Number of days to keep diagnostic files	Accept the default value of 365 days, or enter another value representing the number of days after which the diagnostic files are to be deleted from the client. (This field displays only if you chose Yes for the "Remove diagnostic files after a specified number of days.")

For more information on automatic diagnostic collection on clients, see the topic Collecting diagnostic information after a server or client crash.

24. Save the document.

For information on user preferences, see Lotus Notes 7 Help.

See also

Creating a setup policy settings document
Creating a policy document
Client policy lock-down

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