Novell GROUPWISE 7 - POST OFFICES User manual

Post Offices

III

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153

III

Post Offices

Chapter 11, “Creating a New Post Office,” on page 155

Chapter 12, “Managing Post Offices,” on page 175

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Creating a New Post Office

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155

Creating a New Post Office

As your GroupWise®system grows, you typically need to add new post offices.

Section 11.1, “Understanding the Purpose of Post Offices,” on page 155

Section 11.2, “Planning a New Post Office,” on page 156

Section 11.3, “Setting Up the New Post Office,” on page 167

Section 11.4, “What’s Next,” on page 171

Section 11.5, “Post Office Worksheet,” on page 171

IMPORTANT: If you are creating a new post office in a clustered GroupWise system, see the

GroupWise 7 Interoperability Guide before you create the post office:

11.1 Understanding the Purpose of Post Offices

The post office serves as an administrative unit for a group of users and is used for addressing

messages. Each GroupWise user has an address that consists of a user ID, the user’s post office

name, the GroupWise domain name, and, optionally, an Internet domain name.

The following diagram illustrates the logical organization of a GroupWise domain with multiple

post offices. The two post offices belong to the domain. All of the objects under each post office

belong to that post office.

Figure 11-1 GroupWise Domain with Multiple Post Offices

As illustrated above, each post office must have at least one Post Office Agent (POA) running for it.

The POA delivers messages to users’ mailboxes and performs a variety of post office and mailbox

maintenance activities.

When you add a new post office, you must link it to a domain. The link defines how messages travel

between the post office and its domain. Links are discussed in detail in Chapter 10, “Managing the

Links between Domains and Post Offices,” on page 137.

GroupWise

Distribution

Lists

Domain Message

Transfer

Agent

Post Office

GroupWise

Users

Post Office

Post

Office

Agent

Post

Office

Agent

GroupWise

Resources

GroupWise

Distribution

Lists

GroupWise

Users

GroupWise

Resources

GroupWise

Library

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Physically, a post office consists of a set of directories that house all the information stored in the

post office. To view the structure of the post office directory, see “Post Office Directory” in

GroupWise 7 Troubleshooting 3: Message Flow and Directory Structure. The post office directory

contains user mailboxes and messages, as well as other vital information. For an overview, see

Section 35.3, “Information Stored in the Post Office,” on page 464.

11.2 Planning a New Post Office

This section provides the information you need in order to decide when, where, and how to create a

new post office. The “Post Office Worksheet” on page 171 lists all the information you need as you

set up your post office. You should print the worksheet and fill it out as you complete the tasks listed

below.

Section 11.2.1, “Determining When to Add a Post Office,” on page 156

Section 11.2.2, “Selecting the Domain That the Post Office Will Belong To,” on page 157

Section 11.2.3, “Determining the Context for the Post Office Object,” on page 158

Section 11.2.4, “Choosing the Post Office Name,” on page 160

Section 11.2.5, “Deciding Where to Create the Post Office Directory,” on page 160

Section 11.2.6, “Deciding Where to Install the Agent Software,” on page 161

Section 11.2.7, “Deciding How to Link the New Post Office,” on page 164

Section 11.2.8, “Selecting the Post Office Language,” on page 165

Section 11.2.9, “Selecting the Post Office Time Zone,” on page 165

Section 11.2.10, “Selecting a Software Distribution Directory,” on page 165

Section 11.2.11, “Selecting a Post Office Security Level,” on page 166

Section 11.2.12, “Deciding if You Want to Create a Library for the New Post Office,” on

page 166

After you have completed the tasks and filled out the “Post Office Worksheet” on page 171, you are

ready to continue with Section 11.3, “Setting Up the New Post Office,” on page 167.

11.2.1 Determining When to Add a Post Office

After you have your basic GroupWise system up and running, you might need to expand it. How do

you know when you should add a post office? The answer to this depends on your company

organization, the number of users on your network, and the physical limitations of your network

servers.

“Physical Organization” on page 156

“Logical Organization” on page 157

“Number of Users” on page 157

“Demand on the POA” on page 157

Physical Organization

If your network spans several sites, you might want to create post offices (if not domains) at each

physical location. This reduces the demands on long distance network links.

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Logical Organization

Processing messages within a post office is faster and typically generates less network traffic than

messages traveling between different post offices. As you expand GroupWise, you might find it

useful to add post offices in order to group users who frequently send mail to each other.

Grouping users into post offices, based upon company organization or job function, makes

administrative tasks, such as creating distribution lists, limiting Address Book visibility, and

distributing shared folders, easier. For example, some employees might work in corporate functions

like accounting and human resources. Other employees might be involved in sales and marketing

and frequently attend meetings together, requiring frequent busy searches. Some areas, for example

the production floor, might not need a workstation or user account for each individual.

Number of Users

Although a GroupWise post office can support more than 10,000 users, you should consider adding

a post office when an existing post office has more than about 1000 to 2500 users and you expect it

to keep growing. There are several reasons for this:

It minimizes the impact if you have a problem with a server.

It keeps the time required to perform post office and mailbox maintenance activities including

backups from becoming excessive.

It allows room to grow while maintaining best performance.

Therefore, a good post office size is about 1000 to 2500 users and include all of the resources (such

as equipment, company cars, and conference rooms) and distribution lists they might need.

Demand on the POA

The POA is a very flexible component of your GroupWise system. Many aspects of its functioning

are configurable, to meet the particular needs of the post office it services, no matter what the size.

In addition, you can choose to run multiple POAs for the same post office, in order to specialize its

functioning, as described in:

Section 38.1.3, “Configuring a Dedicated Client/Server POA,” on page 550

Section 38.2.2, “Configuring a Dedicated Message File Processing POA,” on page 553

Section 38.3.2, “Configuring a Dedicated Indexing POA,” on page 556

Section 38.4.2, “Configuring a Dedicated Database Maintenance POA,” on page 560

As a result, the choice is up to you whether you prefer a single, large post office, perhaps with

multiple POAs, or multiple smaller post offices, each with its own POA.

11.2.2 Selecting the Domain That the Post Office Will Belong To

A post office is associated with a specific domain, even though it might reside in a different

organizational unit in the Novell®eDirectoryTM tree. If you have just one domain, the new post

office will belong to it. If you want to create a new domain as well as a new post office, see

Chapter 8, “Creating a New Domain,” on page 111.

In a multiple post office system, the domain organizes post offices into a logical grouping for

addressing and routing purposes. Each user in the domain has a GroupWise address that consists of

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the user’s GroupWise ID, the post office name, the GroupWise domain name, and optionally, an

Internet domain name.

Domains function as the main administration units for the GroupWise system. Post office

information is stored in the domain database, as well as in the post office database. Changes are

distributed to each post office database from the domain.

The items in the worksheet are listed in the order you enter them when setting up your post office.

This planning section does not follow the same order as the worksheet, but all worksheet items are

covered.

11.2.3 Determining the Context for the Post Office Object

The eDirectory context of the Post Office object determines how you administer the post office. The

post office can be created in any Organization or Organizational Unit container in any context as

long as it is in the same tree as the domain. The following diagrams provide some examples of how

post offices can be placed in the eDirectory tree:

“GroupWise Objects Reflect Physical Locations” on page 158

“GroupWise Objects Reflect Company Organization” on page 159

“GroupWise Objects Are Grouped with Servers” on page 159

“GroupWise Objects Are Located in a Separate GroupWise Container” on page 159

GroupWise Objects Reflect Physical Locations

The GroupWise system below focuses on the physical layout of the company. Because most mail

traffic is generated by users in the same location, the mail traffic across the WAN is minimized. An

organizational unit was created for each site. A domain and post office were created under each

organizational unit, corresponding to the city. The sites can be administered centrally or at each site.

Administrator rights can be assigned at the domain level.

Figure 11-2 A GroupWise System Following the Physical Layout of the Company

WORKSHEET

Under Item 3: GroupWise Domain, specify the GroupWise domain that the new post office will belong to.

WORKSHEET

Under Item 1: eDirectory Container, specify the name of the eDirectory container where you want to

create the new post office.

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GroupWise Objects Reflect Company Organization

The following GroupWise system focuses on departmental organization, as does the eDirectory tree.

GroupWise domains and post offices parallel eDirectory organizational units, placing the domains

and post offices within the organizational units containing the users that belong to them.

Figure 11-3 A GroupWise System Following the Departmental Organization of the Company

GroupWise Objects Are Grouped with Servers

Because domains and post offices have directory structures on network servers, you can also choose

to place the Domain and Post Office objects in the same context as the servers where the directories

reside, as shown in the following example.

Figure 11-4 A GroupWise System with the Domains and Post Offices Grouped with the Servers

GroupWise Objects Are Located in a Separate GroupWise Container

Domains and post offices can also be created in their own organizational unit. Administratively, this

approach makes it easier to restrict a GroupWise administrator’s object and property rights to

GroupWise objects only.

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Figure 11-5 GroupWise Objects Located in Their Own Organizational Unit

11.2.4 Choosing the Post Office Name

The post office must be given a unique name. The name is used for addressing and routing purposes

within GroupWise, and might appear in the GroupWise Address Book.

The post office name can reflect a location, organization, department, and so on. For example, you

might want the domain name to be the location (for example, Provo) while the post office name is

one of the company’s departments (for example, Research). Name the new post office carefully.

After it is created, the name cannot be changed.

The post office name should consist of a single string. Use underscores (_) rather than spaces as

separators between words to facilitate addressing across the Internet. Do not use any of the

following invalid characters in the post office name:

11.2.5 Deciding Where to Create the Post Office Directory

Logically, the Post Office object resides in eDirectory and is administered through ConsoleOne®.

Physically, the post office has a directory structure for databases, message queues, and other files.

The post office directory structure can be created on any of the supported platforms listed in

“GroupWise Administration Requirements” in the GroupWise 7 Installation Guide. It can also be

located on any platform that a POA running on a supported platform could access successfully. The

ASCII characters 0-13 Comma ,

Asterisk * Double quote "

At sign @ Extended ASCII characters that are graphical or typographical

symbols; accented characters in the extended range can be used

Braces { } Parentheses ( )

Colon : Period .

WORKSHEET

Under Item 2: Post Office Name, specify the post office name.

Under Item 9: Post Office Description, provide a description for the post office to help you identify its

function in the system.

Creating a New Post Office 161

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server where you create the post office directory structure can be in the same tree as the Post Office

object or in another tree.

Databases and directories in the post office are updated as messages are sent. Because the POA

typically makes these updates, we recommend that you place the post office directory on a server

that can be easily accessed by the POA and, depending on configuration, the MTA. Users typically

need a TCP/IP connection to the POA in order to access their mailboxes.

When you are planning the post office directory location and which users will belong to the post

office, consider the following:

Post Office Directory Space Requirements: You need a minimum of 50 MB for each user.

Because the message store can require considerable disk space, we recommend you allow each

user at least 200 MB of storage space. You should also take into consideration the size of

attachments, and your archive and delete policies. If message attachments are large and you are

not planning to require users to archive or delete old messages, allow more storage. If you are

creating libraries you need even more storage, depending on the size and number of documents.

For details about managing post office disk space, see Section 12.3, “Managing Disk Space

Usage in the Post Office,” on page 182.

Network Access by the POA: The POA must have direct network access (mapped drive or

file system mount) to the post office directory so that it can write to user databases (userxxx.db)

and message databases (msgnnn.db). This issue is discussed in detail in Section 11.2.6,

“Deciding Where to Install the Agent Software,” on page 161.

Security from User Access: Users typically access their mailboxes through a TCP/IP

connection to the POA. Therefore, users do not need access to the post office directory. You

should create it in a location you can easily secure; otherwise, you could have files

inadvertently moved or deleted.

Choose an empty directory for the new post office. If you want, the directory can reflect the name of

the post office, for example research for the Research post office. Use the following platform-

specific conventions:

Choose the name and path carefully. After the post office directory is created, it is difficult to rename

it. If the directory you specify does not exist, it is created when you create the post office. Do not

create the post office directory under another domain or post office directory.

11.2.6 Deciding Where to Install the Agent Software

You must run a new instance of the POA for each new post office. To review the functions of the

POA for the post office, see Section 35.5, “Role of the Post Office Agent,” on page 469. For

NetWare: Use a maximum of 8 characters

Linux: Use only lowercase characters

Windows: No limitations.

WORKSHEET

Under Item 4: Post Office Database Location, specify the full path for the post office directory.

Under Item 10: Network Type, record the network type in use at that location.

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complete POA installation instructions and system requirements, see “Installing GroupWise

Agents” in the GroupWise 7 Installation Guide.

When planning the installation of the POA, you need to consider how the new post office links to its

domain. For an overview of link configuration, see Chapter 10, “Managing the Links between

Domains and Post Offices,” on page 137.

The POA requires direct network access (mapped drive or file system mount) to the post office

directory so that it can write to user databases (userxxx.db) and message databases (msgnnn.db).

Consider the following alternatives when selecting a location for the POA:

“POA Access to the New Post Office: Local vs. Remote” on page 162

“MTA Access to the New Post Office: Mapped and UNC Links vs. TCP/IP Links” on page 163

“Cross-Platform Issues” on page 164

POA Access to the New Post Office: Local vs. Remote

Running the POA locally on the same server where the post office resides simplifies network

connections (no login is required), reduces network traffic, and protects database integrity. In the

following diagram, the agent software is installed on the same server where the domain and post

office reside.

Figure 11-6 Agent Software on the Same Server with the Domain and Post Office

Running the POA on a remote server allows you to place the heaviest processing load on your

highest performing server. In the following diagram, the agent software is installed on a different

server from where the domains and post offices reside.

Figure 11-7 Agent Software on a Different Server than the Domain and Post Office

When you run the POA on a different server from where its directory structure and databases are

located, you need to provide adequate access.

WORKSHEET

Under Item 12: Agent Location, indicate whether you plan to run the POA on the same server where the

post office directory is located (recommended), or on a different server.

Under Item 13: Agent Platform, specify the platform where the POA will run (NetWare, Linux, or

Windows).

Acct-Dom

Acct-PO1

POA MTA

Dev-Dom

Dev-PO1

POA MTA

Dev-Dom

Dev-PO1

POA

MTA

Windows NetWare

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