IBM Collaboration Solutions

Open Mic

Date: 2 March 2017

Managed Mail Replica

- How we improved customer experience

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Open Mic Team

Ranjit Rai - IBM ICS SWAT

Narendra Nesarikar – IBM ICS Support Facilitator for Open

Mics

IBM Collaboration Solutions

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Rajesh Ravella - Sunway

J Rajendran – IBM ICS SWAT

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Agenda

• Introduction

• Challenges

• Value of Managed Mail Replicas

• Problems found and Solutions

• Wrap-up

• Q & A

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Introduction

Sunway Group IT Shared Services has embarked on Shared Services initiative to transform current support functions to add more value to businesses.

• Increase sharing and better management of resources, experiences and competencies

• Realign current processes by standardization and automation to enhance efficiency and effectiveness

• Allow ease of implementation of process / policy changes

• Improve overall quality of service, performance link to Service Level Agreement

• Facilitate continuous improvement and performance benchmarking

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IT Structure in Sunway Group

Introduction…contd.

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Users Experience Vs Mail file size

Note Clients responds intermittently slow (observed when mail file size grows)

• When work from home

• Hotels / Starbucks

• Satellite branches

• Read / unread out-of-sync

• Disk I/O

• Memory hogging

Challenges

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Value of Managed Mail Replicas

Managed Mail Replica (MMR)

• Introduced in Domino 8.5.2

• Further improved 9.0.1• Automatic send/receive

• I/O primarily in background.

• Other functions (Delete, Read Marks, Folder Moves, etc.) on scheduled replication.

• Pushed from server.

• No end-user interaction needed.

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Value of Managed Mail Replicas..contd.

Benefits to customers

• Send/received works behind the scene (Less / no-latency issues)

• Server accessibility is invisible to end users.

• Mail delivery not dependent on replication schedule.

• User is not aware to server failovers.

• User experience is more consistent.

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Value of Managed Mail Replicas..contd.

Benefits to IT

• Customers are happy.

• Little admin intervention needed.

• Uses existing architecture.

• Lowers network traffic.

• Lowers server load (for on-premise replicas).

• Local Replica is self-healing (automate compact / fixup for local replicas).

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Value of Managed Mail Replicas..contd.

Setup

• Desktop Settings Document Tabs\Sections Affected• Mail Tab\Mail Settings

• Mail Tab\Managed Replica Settings

• Mail Tab\Client Settings

• Preferences Tab\Replication\Default settings for a local replica

• Preferences Tab\Replication\Default replication schedule

• Preferences Tab\Mail

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Value of Managed Mail Replicas..contd.

Mail Tab\Mail Settings

• Mail file location – Points to server until Local Replica is completed.

• Use Local mail.box to send messages – Outgoing email is sent through local mail.box immediately.

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Value of Managed Mail Replicas..contd.

Mail Tab\Managed Replica Settings

• Your discretion.

• Amount of free space . . .:IBM Recommends setting.

• We chose the defaults and did not have minimum free space.

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Value of Managed Mail Replicas..contd.

Mail Tab\Client Settings

• Auto-retrieve document setting: Enable document w/o attachment.

• Enable server to poll for new mail . . .: Enable.

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Value of Managed Mail Replicas..contd.

Preferences Tab\Replication\Default settings for a local replica

• Create a full-text index . . . : Enable.

• Encrypt replicas: Locally encrypt.

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Value of Managed Mail Replicas..contd.

Preferences Tab\Replication\Default replication schedule

• Use your normal schedule.

• Select replicate at shut down and start up.

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Value of Managed Mail Replicas..contd.

Preferences Tab\Mail

• Check for new mail – Enabled replication for after no network access or hibernation.

• Mail checking interval – Any value since live connection, but keeps the client checking the server.

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Value of Managed Mail Replicas..contd.Server Config document for concurrency

• The SmartUpgrade concurrency setting also being governing MMRs, So you might wanted to start with small and define as you go in.. For on-premise.

• However, SmartCloud later IBM will be the one managing this settings at server layer.

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Problems found and Solutions

• Symptom – Replication process stalls, looks like a semaphore issue

• PMR team suggested to updated to Latest server / note clients and eventually resolved.

• Symptom – Client continues to point to server replica

• Probable existing corruption in local replica

• PMR team answer –To delete local copy before conversion

• Our workaround – Have affected users force local copy to open

• Affected users – very few users

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Wrap-up

• How to configure polices – covered.

• Have an overview of MMR.

• You have checklist of setting up MMR (from IBM)

• You can improve your users satisfaction with Notes

Managed Replicas Explained -http://www.lotus.com/ldd/dominowiki.nsf/dx/Managed_Replicas_

Q&A: Understanding Managed Mail Replicas -http://www.ibm.com/support/docview.wss?uid=swg21448134

Configuring managed replicas using the Desktop Settings document - http://www-01.ibm.com/support/docview.wss?uid=swg21437957

References

IBM Collaboration Solutions

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Thank You

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