2.7 Integrating Lotus Notes with Oracle IRM Desktop

2.7.1 Introduction to Lotus Notes Integration

These sections describe how to use the Lotus Domino Designer to integrate sealing options into a mail template on a Lotus Domino Server. The procedure applies to Domino 7 and might differ for other versions.

When you have completed the integration tasks, users will see a Seal on Send checkbox when composing new email.

When sending an email containing sensitive information, users simply need to tick the Seal on Send checkbox. When users are ready to send the email, they click the Send button as usual, and will be prompted to choose the appropriate context for the email. The email will be sealed to the selected context before being sent. If the email is ever forwarded, it will only be accessible to users who have rights in the context.

As a prerequisite for this procedure, you might need to load the Lotus Domino Designer application, which is not installed on the Domino Server by default.

If you do not integrate sealing options into your mail template, users can still access sealing options from menus. However, for ease of use and to encourage users to remember to seal email when appropriate, Oracle recommends that you integrate the options into your template as described here.

The process of integrating sealing options into a mail template comprises:

• Adding a Seal on Send checkbox to a subform and propagating the changes to mail databases, then

• Checking that the integration works

2.7.2 Defining the Seal and Send Action

Define the Seal and Send action as follows:

1. Start the Lotus Domino Designer application.

2. Choose Open an Existing Database and select the server to customize.

3. Select the relevant database, for example, Mail (R7), and click Open.

4. Expand the Shared Code folder and select Subforms.

5. Open the DelOptionSubform subform.

6. Make a copy of the Encrypt field that you can edit to create your Seal on Send checkbox. For example, create an Encrypt_1 field.

7. Double-click the new field so that you can edit it as follows.

   1. Change the field name to SMSealOnSend.

   2. On the second tab, in the choices list box, enter Seal on send|1.

   3. On the sixth tab, amend the Hide if formula to ensure that the checkbox only appears for users who have Oracle IRM Desktop installed. You need to append the following to the formula:

      @Environment("SMSealAndSend") != "1"

      For example, the formula might now read:

      getCal := @GetProfileField("CalendarProfile"; "showOptions"); From != @UserName | @IsAvailable($HideMailHeader) | getCal = "0" | @Environment("SMSealAndSend") != "1"

8. Save the changes.

2.7.3 Propagating the Mail Template Change to All Mail Databases

Having changed the mail template, the change needs to be propagated to all mail databases. Changes are usually scheduled to be propagated automatically at night. If you want to propagate the changes immediately, do the following:

1. Open a command prompt.

2. Go to the Domino installation folder, for example, C:\Program Files\Lotus\Domino.

3. Execute the following command:

   ndesign -d mail

2.7.4 Checking that the Lotus Notes Integration Works

Having propagated the changes, you need to check that they work correctly. This involves using Lotus Notes on a computer that has Oracle IRM Desktop installed and that has the Lotus Notes integration enabled. It also involves having the right to create sealed email, which means that you need to have a Contributor role in at least one context.

Use the following procedure to check that the Lotus Notes integration works:

1. Close any open Lotus Notes windows and enable Lotus Notes integration in Oracle IRM Desktop (by checking the Lotus Notes box on the Email tab of the Oracle IRM Desktop Options dialog).

2. Start Lotus Notes and send a test memo to yourself.

3. Expose the suboptions of the memo, and check that the Seal on Send checkbox is present.

4. Check the Seal on Send checkbox, then click Send.

   You should be prompted to select a context for the memo. If no contexts are listed, use the Refresh Available Contexts option. When you receive the memo, you should find that it is sealed.

5. Finally, use another computer to check that the Seal on Send checkbox is not exposed to users who do not have Oracle IRM Desktop installed and the Notes integration option enabled.