Restore Folders Installation and Configuration
A Notes folder does not contain the actual documents but simply contains a list of ‘pointers’ to the actual documents. So when a user chooses to remove or delete a folder, the folder is removed from the mail file, but the documents contained within the folder are not deleted from the mail file. The documents still appear in the All Documents view.
When a user deletes a folder by accident, this action is irreversible. The helpdesk must restore the entire mail file from a backup, to return the folder to the user’s mail file. Just copying the folder from the backup to the mail file is not possible (the folder will be empty), while Notes folders does not contain documents but only ‘pointers’ to the documents. The Folder Restore application will solve this problem. This application will be placed on each Domino Server where the mail files resides, to make it possible to restore folders and to link the associated documents to the ‘pointers’ in the folders.
The Folder Restore application is a tool used for restoring deleted folders in Notes databases. The application contains an Import agent that can be scheduled. This agent backs up the current state of folders in each database and also checks for changes in the folder since the last run. When a folder is deleted from a Notes database, this folder can be restored by 1 simple button click.
Note that the Import agent will only run on the server and will not restore folders to other databases than the source database. Manual agents are available for importing and restoring selected folders from one database to another on any location, or within the same database.
OS Windows and Linux. Domino 8.5 or higher.
- The Restore Folder Solution creates a record of each mail folder name present in the mail files enabled in this solution. This information is only visible for users who have the Admin role of the Restore Folder database ACL.
- The Restore Folder Solution creates a record of each mail document in each folder by recording the email document ID. This ID is a number. Only this number is stored in the Restore Folder database, no other information like email subject is stored.
- Regular mail users can open the Restore Folder database when this access is allowed the database ACL, in this case the user will only see his own personal folders. Notes Reader fields are used to limit access to regular users.
- No information of any sort is passed from the Restore Folder database to Lialis.
Installation And License Key
Feel free to view the following movies:
Restore Folders installation movie
Restore Folders User guide movie.
Download the Restore Folders solution by entering your contact details. After submit you will receive an email with a download link and Lialis will email you the 10 user licence key a soon as possible, but it can take up to 6 hours before we do so (because of time zones differences). Without the licence key you may continue the installation and enter the licence key later on.
The Restore Folders solution offers 2 ways to restore folders: the server based and the manual.
With the server based approach the Restore Folders solution is installed on a Lotus Domino server that holds the mail files. The Restore Folders solution agent will collect all folder details on this Domino server. After this you will be able to restore deleted folders. This is the main feature of this solution.
With the manual approach the Restore Folders solution can remain locally on the Notes client or be installed on a Domino server. Users can select one or more (mail) files to collect folder details from and choose to restore the folders in a different (mail) file. This approach can for instance be used to restore certain folders from a backup database to the users server based mail file.
Restore Folders solution Server Based approach – setting up
- You will receive the Restore Folder package download link email first and a license key email a bit later.
- Extract the received zipped package to any folder on your work station (not on the Domino server).
- Open the RFolders.nsf database with your Notes client and ignore the licence messages.
- Create a database copy of RFolders.nsf on the Domino server where the mail files are on. If you have multiple Domino servers you must create database copies of RFolders.nsf on each Domino server. Replicating RFolders.nsf among Domino servers is not advisable. Please start with one Domino server first.
- Check the RFolders.nsf ACL, give administrators and servers groups manager access with the role Admin. The -Default- ACL entry should be set to Author Can Create.
- Open RFolders.nsf, you should see in the left navigator the options “Server based Folder Documents”, “Manual Folder Documents”, “Agent Log”, “Configuration” and “Licence”.
- Please press “Licence” and enter the licence code you received by email. Please make sure the Domino server name you entered on the Lialis.com website matches the Domino server you are installing RFolders.nsf on. If this is not the case please go to Lialis.com download page and enter the correct details again.
- Press the “Configuration” link and adjust the values on the Settings tab. Each question mark displays a pop-up with additional information when you click on it.
- Select the mail directory/ies or files to be included.
- You may choose to exclude certain files or folders in the second setting.
- Leave the outdated interval to 30 days and the Maximum ID’s per document to 2500.
- Depending on the quantity of data that is to be processed, and the Notes Agent run-time settings, you may leave the settings “Resume from interruption point” and/or “Start from top after completion” enabled. Click the question mark for more information.
- Enable the setting Ignore deletion stubs.
- Verbose logging should only be enabled for troubleshooting purposes. If the tool is running fine, leave this check box unchecked. More information about these two settings can be found under the question mark hot spot.
- On the second tab “Design” of the configuration you may choose to add design elements to the mail file template in order to give the users the possibility to restore folders them self without interaction of Domino administrators. For now please leave this setting disabled by selecting “No” on the “Add Restore design elements to mail files setting”. More information on this setting can be found in this document more to the bottom.
- At the bottom of the configuration screen there will be a Red button with the text “The agent is disabled – Press here to start the import agent”. Please press this button to start the Import agent which will collect all folder details on the Domino server based on the configuration you have set in this database. The Import agent should start in a few seconds. You can change the agent run time of the Import agent by opening the RFolders.nsf database in the designer. The Domino server agent manager is now running the Import agent. If the maximum run time of the agent manager is not sufficient please increase the run time in the Domino server document, and/or enable the ‘Resume from interruption point’ and/or the ‘Start from top after completion’ checkboxes. The first import run will take more time than the second update run. To get an impression on how much time is needed for the Import agent to do its job please read the Restore Folders performance overview of the Import agent.
- The view “Server based Folder Documents – Active” displays the mail files and the folder details.
- If a user has deleted a folder, this deleted folder will show up in the view “Server based Folder Documents – Deleted” after the Import agent run has finished. From both views (Active and Deleted) its possible to restore selected folders to the users mail file.
- The view “Server based Folder Documents – Advanced” shows 4 advanced views.
- “Outdated” view. If a folder has been deleted from the mail database, you may specify the number of days to which this deleted folder should be available for restore in the configuration. If this interval is exceeded, the document will be moved to the ‘Outdated Folder Documents’ view. For instance, if the Outdated interval is set to 30 days, a folder document with status ‘Deleted’ will remain available for restore for 30 days. On the 31st day, the document will be moved to the Outdated Folder Documents view and will not be available for restore anymore. If, for some reason, somebody wants to restore a folder that has been set to Outdated, you can use the action ‘Move selected to ‘Deleted folders” in the Outdated Folder Documents view, to make the folder available for restore again. There is also the option to set folder documents with status ‘Deleted’ to status ‘Outdated’ manually. You can do this by clicking the ‘Move selected to ‘Outdated folders” button in the ‘Deleted Folder Documents’ view.
- “Removed From Config.” view. This view displays the folders of mail files that are no longer configured to be included in the Restore Folders configuration.
- “Removed From Server” view. This view displays the folders of mail files that are no longer stored on the Domino server.
- “No Database Access” view. This view displays the folders of mail files that are not accessible by the agent signer (Admin or server)
Restore Folders solution Server Based approach – Add Restore design elements to mail files
When the Folder Restore solution is configured to add the ‘Restore Folder(s)’ and ‘Copy Folder(s)’ actions to the users mail file (via the mail template), users will be able to access the Folder Restore database from within their mail file. From the action menu, a user can click ‘Folder Restore’ and then choose for ‘1. Restore Folder(s)’ or ‘2. Copy Folder(s)’. The ‘Restore Folder(s)’ option will open the ‘Serverbased Folder Documents’ view in the Folder Restore database. The user will only see documents from his/her own mail file, i.e. documents where the user is listed in the ‘Authors’ field. From this view, the user can restore any folder to the user’s mail file. The ‘Copy Folder(s)’ option will open the ‘Manual Folder Documents’ view in the Folder Restore database. The user will only see documents that are imported by the user him/herself. From there, the user can copy/(re)store folders from and to any database where the user has access to. You may choose to, for example, only add the first option ‘1. Restore Folder(s)’ to the users mail file by deleting the second option ‘2. Copy Folder(s)’ in the mail template.
Restore Folders solution Manual approach
The manual restore approach enables Notes administrators to restore folders from one Notes mailfile to another Notes mailfile. In fact, it is a copy action of folders with content. For this operation, the Administrator needs a backup copy of the users mail file where the deleted folders are still present. Although this is what the manually approach was designed for, with this approach it is also possible to copy folders from multiple databases on multiple locations to another Notes database at once. Whether the databases are located on a local disk or on a Domino server does not matter, as long as they can be accessed by the tool.
From version 4.1.1 it is also possible to restore private (on first use) folders, as long as the user running the tool has access to these folders. In version 4.1.1, private source folders will be restored to the target database as standard shared folders, whereas in version 4.1.2, private source folders will be restored to the target database as private on first use folder. Note that you can only restore one private (on first use) folder at a time. This is because the folder needs to be opened at the front end, after the restore operation has finished.
The option to restore to a private target folder only applies to manual restore option. Source folders that are private, are marked with a red exclamation mark (!) in front of the view entry.
The manual restore approach does not need a licence key, so its 100% free.
The first step is to import folders and their document references into the Lialis Restore Folder application. By pressing the button “Step 1: Import folders of a database of your choice”, you can select a (local or server-based) Notes database and select the folders you want to import. You can repeat this step for each folder-containing database you want to include.
When done the Administrator may select all or a subset of folders to be restored to a Notes (mail) file stored on a local drive or on a Domino server. In this example, folders from a local and a server-based mail file will be copied to another local database
When the selection is made, press button “Step 2: Restore selected folder(s) to a database of your choice”. Choose the Notes database where you want to store these folders.
When the destination database is selected, an interface is displayed where you can configure how the folders are copied to the destination database.
The upper pane displays the folders that you are going to copy, and the location of the source database(s). Note that in this example, folders from multiple databases on multiple locations are copied to one destination database.
The upper pane has a link that enables you to copy the whole folder tree, or just the main folders. When you click the link to exclude source folder tree from the restore, the source folder list will be updated immediately, as well as the Target DB preview (destination database) in the bottom pane.
The middle pane shows all available folders in the destination database. Here you can select a folder to which you want to copy the folders and documents. When you select a folder, the Target DB preview will be updated immediately. The – root folder – option will copy the folders in the folder root of the destination database.
You can also create a new folder(path) in the destination database where you can restore the folders. To do so, select the – new target folder – option and enter a folder(path) in the ‘New target folder’ field. Then press the [Refresh Preview] link to update the Target DB preview with this new folder.
When you have configured it to your liking, press the ‘OK’ button to start the copy/restore process.
Because of the flexibility to copy folders to any location, there is a chance that the restore process finds an existing folder with the same name in the destination database. Each time this happens, the user is prompted to overwrite this folder, or to add a folder with a postfix name “[originalfoldername]-RESTORED-n“. In this example, this will happen when the tool starts processing the second ($Inbox) folder.