Oracle eMail Server Administrator's Guide
Release 5.2
A86653-01

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13
Managing Directory Information

To send e-mail to coworkers, schedule rooms and equipment, create e-mail distribution lists, and assign user aliases, you must have a comprehensive and accurate directory. Tasks for managing directory information include adding and modifying directory entries.

You should add, modify, and delete directory entries in the eMail Server Directory, rather than in Oracle Internet Directory, or any other LDAP directory. The eMail Server Directory is synchronized with Oracle Internet Directory (or other LDAP directory) by the LDAP server processes.

The following topics describe how to manage the eMail Server Directory:

Displaying a Directory Entry

You can display any entry in your eMail Server Directory to verify information or determine whether information should be updated. You can display one item, selected items of a certain type, or all items of a certain type. The Administration Tool and OOMGR always display the information for all of the entries that meet your specifications.

Steps for Displaying a Directory Entry

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the right pane, select the domain and node that you want to search.

  4. In the Search In list box, select the type of directory entry that you want to display.

  5. Enter your search criteria.

  6. Click Search.

The results of the search appear in the lower portion of the right pane.

In OOMGR

  1. Start OOMGR on the node containing the directory information that you want to display.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>fetch <class> <attribute>=<value>;

    See Also:

    "FETCH" for additional variations of this command 

Example:

Creating an eMail Server User Account

To create an e-mail account for an eMail Server user, you must insert a person entry in the directory. Refer to "Creating a User for a Foreign E-mail System" or "Creating a User Without E-mail" for instructions on creating accounts for people who are not eMail Server users. The user's INBOX and other standard folders are created automatically on the node you specify as the user's home node (the uanode attribute).

Steps for Creating an eMail Server User Account

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating an eMail Server User Account" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Person from the Type list box.

  5. In the General tab, select eMail Server Account from the Kind list box.

  6. Complete the rest of text boxes in the dialog box.

    See Also:

    "Person Class Attributes" for more information about the values to enter 

  7. Click OK.

In OOMGR

  1. Start OOMGR on the node that is going to be the user's home node or e-mail host.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert person username=<username> 
2>lastname=<last_name> firstname=<first_name> password=<password>
3>employeeID=<employee_id> workphone="<work_phone>"
4>office=<work_location> homeaddress="<home_address>"
5>homecity="<home_city>" homestate=<home_state>
6>homezip=<home_zip> homecountry=<home_country> homephone="<home_phone>" 
7>birthday=<birth_date> language=<language> mailstop=<work_mailstop> 
8>manager=<manager_username> primaryrole="<role>" 
9>primaryorg=<org> osname=<os_username> uanode=<home_node>;

This command displays a portion of the available attributes.

See Also:

"Person Class Attributes" for a complete list of attributes for the person class 

Example:

Guidelines for Creating an eMail Server User Account

Creating a User for a Foreign E-mail System

To create an account for a user who uses a foreign e-mail system other than eMail Server, you can insert a person entry in the directory. This means that your eMail Server users can exchange messages with the foreign users. You can define the same information for your foreign users as you do for your eMail Server users.

Steps for Creating a User for a Foreign E-mail System

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a User for a Foreign E-mail System" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Person from the Type list box.

  5. In the General tab, select Foreign Mail System Account from the Kind list box.

  6. Complete the rest of text boxes in the dialog box.

    See Also:

    "Person Class Attributes" for more information about the values to enter 

  7. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert person username=<username>
2>foreignstring=<qualified_foreign_username>
3>lastname=<last_name> firstname=<first_name>
4>homephone="<home_phone>" homefax="<home_fax>"
5>workphone="<work_phone>";

This command displays a portion of the available attributes.

See Also:

"Person Class Attributes" for a complete list of the person attributes and their descriptions 

Example:

Guidelines for Creating a User for a Foreign E-mail System

Creating a User Without E-mail

To create an account for someone who does not use e-mail, you can insert a person entry in the directory. This is useful if you want to include someone without e-mail in a meeting invitation, or if you want to make the names and phone numbers of outside contacts available in your directory.

Steps for Creating a User Without E-mail

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a User Without E-mail" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Person from the Type list box.

  5. In the General tab, select Non-Emailable Account from the Kind list box.

  6. Complete the rest of text boxes in the dialog box.

    See Also:

    "Person Class Attributes" for more information about the values to enter 

  7. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert person username=<username> homephone="<home_phone>";

    This command displays a portion of the available attributes.

    See Also:

    "Person Class Attributes" for a complete list of the person attributes and their descriptions 

Example:

Guidelines for Creating a User Without E-mail

Setting a User's Password

You can set or change users' passwords if they forget them, or if the password needs to be change for security reasons.

Steps for Setting a User's Password

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Setting a User's Password" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the right pane, search for the user for whom you want to set the password. Refer to "Displaying a Directory Entry" for instructions.

  4. In the search results, double-click the appropriate user name.

  5. In the Person dialog box, select the Advanced tab.

  6. Under the Advanced tab, select the General tab.

  7. In the General tab, enter the new password in the Password text box and in the Confirm Password text box.

  8. Click OK.

In OOMGR

  1. Start OOMGR on the user's home node.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>setpwd user name=<username>
  3. When you are prompted for the new password, enter the new password.

  4. When you are prompted to verify the new password, enter the new password a second time.

Guidelines for Setting a User's Password

You must set a user's password on the user's home node.

Creating a Location

You can create location entries for places within your company. For example, the headquarters building for Global Business Services, Inc. could be a location. Users can use the location entries to send messages to all users in a particular location.

Steps for Creating a Location

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a Location" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Location from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

    See Also:

    "Location Class Attributes" for more information about the values to enter 

  6. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert location name="<location_name>"
2>administrator=<admin_username>
3>description="<description>";

This command displays a portion of the available attributes.

See Also:

"Location Class Attributes" for a complete list of the location attributes and their descriptions 

Example:

Guidelines for Creating a Location

Creating a Room Entry

You can create room entries for designated areas within a location. For example, an office, conference room, or lab could be represented by a room entry.

Note:

Users with clients that support the XAPIA-CSA scheduling standard can schedule meetings or other events in rooms.  

Steps for Creating a Room Entry

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a Room Entry" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Room from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

    See Also:

    "Room Class Attributes" for more information about the values to enter 

  6. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert room name="<room_name>"
2>administrator=<admin_username> type="<room_type>"
3>location=<location> capacity=<capacity> 
4>description="<description>"
5>uanode=<home_node>;

This command displays a portion of the available attributes.

See Also:

"Room Class Attributes" for a complete list of the room attributes and their descriptions 

Example:

Guidelines for Creating a Room Entry

Creating an Organization Entry

You can create an organization entry to group people within your system. Organizations differ from locations because they do not represent physical regions. For example, a Sales Organization may have locations throughout the world.

Steps for Creating an Organization Entry

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating an Organization Entry" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Organization from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

    See Also:

    "Organization Class Attributes" for more information about the values to enter 

  6. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert organization name=<organization_name> parent=<parent_org> 
2>manager=<mgr_username> administrator=<admin_username> 
3>costcenter=<cost_center> mailstop=<work_mailstop> 
4>description="<description>" 
5>address="<address>" city="<city>"
6>state=<state> zip=<zip_code> country=<country>
7>phone="<phone_number>" faxnumber="<fax_number>";

This command displays a portion of the available attributes.

See Also:

"Organization Class Attributes" for a complete list of the organization attributes and their descriptions 

Example:

Guidelines for Creating an Organization Entry

Creating a Role Entry

You can create role entries to group people who perform a certain function within the enterprise. For example, Manager and Lead Designer are two roles in the Global Business Services Inc. system. You can use roles as another means of identifying users and to create dynamic distribution lists.

Steps for Creating a Role Entry

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a Role Entry" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Role from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

    See Also:

    "Role Class Attributes" for more information about the values to enter 

  6. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert role name="<role_name>"
2>description="<description>";

This command displays a portion of the available attributes.

See Also:

"Role Class Attributes" for a complete list of the role attributes and their descriptions 

Example:

Guidelines for Creating a Role Entry

Creating an Equipment Entry

You can create an equipment entry to define any resource, such as a projector, that the people in your enterprise can share. Once a piece of equipment is defined in the eMail Server Directory, your users can use eMail Server to schedule the use of the equipment.

Note:

Users with clients that support the XAPIA-CSA scheduling standard can schedule an equipment entry for meetings or other events. 

Steps for Creating an Equipment Entry

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating an Equipment Entry" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Equipment from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

    See Also:

    "Equipment Class Attributes" for more information about the values to enter 

  6. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert equipment name=<equipment_name>
2>location="<location>" administrator=<admin_username>
3>type="<equipment_type>"
4>movable={yes | no} uanode=<home_node>;

This command displays a portion of the available attributes.

See Also:

"Equipment Class Attributes" for a complete list of the equipment attributes and their descriptions 

Example:

Guidelines for Creating an Equipment Entry

Creating a Public Alias

You can create public aliases as short identifiers for people or other entries in the directory. You can use aliases to make it easier for your users to find other users and resources, such as rooms or equipment, and address messages to them. You can also use a public alias to temporarily reroute e-mail for a person whose account is being moved from one node to another.

Steps for Creating a Public Alias

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a Public Alias" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Public Alias from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

    See Also:

    "Public Alias Class Attributes" for more information about the values to enter 

  6. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert alias name=<alias_name> 
2>address=<actual_address> description="<description>";

This command displays a portion of the available attributes.

See Also:

"Public Alias Class Attributes" for a complete list of the public alias attributes and their descriptions 

Example:

Guidelines for Creating a Public Alias

Creating a Public Distribution List

You can create a public distribution list for a list of users who should logically receive the same e-mail messages. A public distribution list has the same advantages that a role or an organization has because one message can be delivered to an entire group without having to specify individual user names. You can also use public distribution lists to replicate shared folders.

See Also:

"Replicating Shared Folders Manually" for more information 

Steps for Creating a Public Distribution List

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a Public Distribution List" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Public Distribution List from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

    See Also:

    "Public Distribution List Class Attributes" for more information about the values to enter 

  6. Click OK.

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert dl name=<list_name>
2>member=<item1>, <item2>, <item3>, ... ;

This command displays a portion of the available attributes.

See Also:

"Public Distribution List Class Attributes" for a complete list of the public distribution list attributes and their descriptions 

Example:

Guidelines for Creating a Public Distribution List

Creating a Public Template

You can create a public template to use as the electronic equivalent of a printed form. Users can use public templates to request information and services in a consistent manner.

Prerequisites to Creating a Public Template

The first step in creating a public template is to create a private template. To create a private template, you must have a client that supports creating server-side templates.

Steps for Creating a Public Template

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

See Also:

"Guidelines for Creating a Public Template" for more information about performing this task 

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the toolbar, click (Create).

  4. In the New Entry dialog box, select Public Template from the Type list box.

  5. Complete the rest of text boxes in the dialog box.

  6. Click OK.

In OOMGR

  1. Start OOMGR on the DCN.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>publish template owner=<username>
2>oldname=<private_template_name> 
3>[newname=<new_template_name>];

Guidelines for Creating a Public Template

All users with clients that support creating templates can create their own private templates for personal use. Only the system administrator can convert a private template to a public template, making it available to all users.

Displaying Access Privileges

You can display the access privileges of users, organizations, and roles, to determine what kind of administrative or other system-use privileges they have.

Steps for Displaying Access Privileges

This task can only be performed through the OOMGR command-line interface.

In OOMGR

  1. Start OOMGR.

  2. Enter one of the following commands at the OOMGR prompt:

    To perform this task:  Use this command: 

    Check a user's privileges 

    		 
    IOFCMGR>check user=<username> 
2>item=<item>;
     

    Check an organization's privileges 

    		 
    IOFCMGR>check user=<org_name> 
2>userclass=organization
3>item=<item>;
     

    Check a role's privileges 

    		 
    IOFCMGR>check user=<role_name> 
2>userclass=role 
3>item=<item>;
     

    See Also:

    "CHECK" for additional variations on this command 

Example:

Granting Access Privileges

You can grant privileges to any directory entry such as a person or an organization, providing that entry with certain administrative or other system-use abilities.

Steps for Granting Access Privileges

This task can only be performed through the OOMGR command-line interface.

See Also:

"Guidelines for Granting Access Privileges" for more information about performing this task 

In OOMGR

  1. Start OOMGR.

  2. Enter one of the following commands at the OOMGR prompt:

    To perform this task:  Use this command: 

    Privileges 

    Letters representing each privilege that the user has been granted. These letters are displayed in the order of the privileges list that appears at the end of the results of the check command. This list displays all the possible privileges for both directory entries and shared folders. However, the only privileges that are used for directory entries are the first four:

      l represents the list privilege. This gives the user or class permission to view a class of entries, such as the organization class, in eMail Server.

      s represents the send privilege. This gives the user or class permission to send messages to collective addressable entries (public distribution lists, roles, locations, and organizations).

      s represents the save privilege. This gives the user or class permission to save and print the results of directory searches.

      a represents the admin privilege. This gives the user or class permission to perform any administrative operation on the entries in a given domain.

    If the user does not have a particular privilege, there is a dash.

    Lowercase letters indicate privileges that have been inherited. For example, a user account could inherit privileges from the role to which it belongs. Uppercase letters indicate explicit privileges assigned to the particular user. 

    Grant a user privileges 

    		 
    IOFCMGR>grant user=<user>
2>item=<item_name | all>
3>priv=<admin | list | send | save>;
     

    Grant an organization privileges 

    		 
    IOFCMGR>grant userclass=organization
2>item=<organization_name | all>
3>priv=<admin | list | send | save>;
     

    Grant a role privileges 

    		 
    IOFCMGR>grant userclass=role
2>item=<role_name | all>
3>priv=<admin | list | send | save>;
     

    See Also:

     

Parameters for Granting Access Privileges

Guidelines for Granting Access Privileges

Revoking Access Privileges

You can revoke privileges to users, organizations, and roles, taking away their administrative or other system-use abilities.

Steps for Revoking Access Privileges

This task can only be performed through the OOMGR command-line interface.

See Also:

"Guidelines for Revoking Access Privileges" for more information about performing this task 

In OOMGR

  1. Start OOMGR.

  2. Enter one of the following commands at the OOMGR prompt:

    To perform this task:  Use this command: 

    Revoke a user privileges 

    		 
    IOFCMGR>revoke user=<user>
2>item=<item_name | all>
3>priv=<admin | list | send | save>;
     

    Revoke an organization privileges 

    		 
    IOFCMGR>revoke userclass=organization
2>item=<organiztion_name | all>
3>priv=<admin | list | send | save>;
     

    Revoke a role privileges 

    		 
    IOFCMGR>revoke userclass=role
2>item=<role_name | all>
3>priv=<admin | list | send | save>;
     

    See Also:

     

Guidelines for Revoking Access Privileges

Deleting a Directory Entry

You can delete any entry that you no longer want to appear in your eMail Server Directory.

Steps for Deleting a Directory Entry

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. In the navigation tree, select Messaging System > Directory Entries.

  3. In the right pane, search for the entry that you want to delete. Refer to "Displaying a Directory Entry" for instructions.

  4. In the search results, select the appropriate entry.

  5. In the toolbar, click (Remove).

In OOMGR

  1. Start OOMGR.

  2. Enter the following command at the OOMGR prompt: 

    IOFCMGR>delete <class> <key_attribute>=<value>
Example:

Migrating Directory Accounts to Another Node or Domain

You can move a directory account (users, rooms, or equipment) from one node to another, or from one domain to another. For example, you might want to move a group of user accounts to another home node if the node they are on is getting full. Or, if a user moves from a US office to a European office, you might need to move the user from us.acme.com to eu.acme.com. You can also change both the user's node and domain.

When you migrate accounts using the Administration Tool, eMail Server automatically creates accounts on the new node or domain using the same usernames as the old accounts. Then it renames the accounts on the old node or domain to username_old. When using OOMGR to migrate accounts, you must create and rename accounts manually.

Steps for Migrating Directory Accounts to Another Node or Domain

This task can be performed through either the Administration Tool GUI, or the OOMGR command-line interface.

In the Administration Tool GUI

  1. Start the Administration Tool GUI.

  2. Select Message System > Account Migration... from the menu.

    The Migration wizard appears. You can use this wizard to move one or more directory accounts to a new node or domain.

    See Also:

    The online help in the Administration Tool for more information about using the Migration wizard 

In OOMGR

This procedure explains how to use OOMGR to move a directory entry to another node in the same domain.

  1. Start OOMGR on the DCN for the domain containing the two nodes.

  2. Add the suffix _old to the existing directory entry that you want to move.

    Enter the following command at the OOMGR prompt: 

    IOFCMGR>update <class> <key_attribute>=<value> 
2>to <key_attribute>=<value_old>;
  3. Create a new entry for the old entry, recreating all the attributes of the original one, except the uanode attribute. Enter the new home node for the uanode parameter.

    Enter the following command at the OOMGR prompt: 

    IOFCMGR>insert <class> <key_attribute>=<value>
2>uanode=<new_node>
  4. Export the new entry to a file. You must create and name a file for each entry you are exporting. Add the suffix Info to the file.

    Enter the following command at the OOMGR prompt: 

    IOFCMGR>export <filename>Info;
IOFCMGR>fetch person username=<value_old>;
IOFCMGR>export end;
  5. Move the export file to the new node. Options for moving the file include:

    • Use a file transfer program such as FTP if there is a direct connection.

    • Copy the file to a storage medium and load it onto the new computer.

    • Send the file as a text attachment in an eMail Server message.

  6. Start OOMGR on the new node.

  7. Add the data to the directory, specifying the name of the export file you just created.

    Enter the following command at the OOMGR prompt: 

    IOFCMGR>import filename=<filename> owner=<value>;
Example:
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