How to create a database replica and replicate in Lotus Notes
Replication is a Lotus Notes process that synchronizes replica databases. The replica databases may either be on multiple servers or, in the case of your mail file, one of the replicas might be "local" - on the hard drive of your computer. The value of replication is that users in multiple locations can view and enter new data in a replica near them. After replication, users in other locations will be able to see the new data as well. Replication ensures that each replica of a database will ultimately reflect changes made in the other replicas.
A common example of database replication is the mail file. To replicate your mail file, a local replica of your mail file on the server first needs to be created on your computer. After your mail file is replicated, you can work offline to read and respond to e-mail messages. Any e-mail responses are held in a local mail box to be sent once you connect to the network again. Replication allows you to synchronize the server and local replicas of your mail file so that they are identical. This ensures minimal downtime in the event of e-mail messages that are accidentally deleted on the server replica.
Note: The size of a database should be checked before attempting to create a local replica. If a database is large, a local replica should not be created as it takes up space on the computer's hard drive. If you will not be working offline, it's best to use the server replica of any database.
Local replicas of any database should be created while you are in the office and connected to the network. If you try to create a new replica via a dial-up connection, it may take several hours or time out depending on the size of the database.
To check the size of a database:
Right-click on the bookmark or database icon.
Select Database from the drop down list and select Properties... from the next drop down list.
Click on the " i" tab in the Properties window.
The size of the database is shown in the Size: section, Disk space: field.
Note: If a database is very large, a local replica should not be created as it takes up disk space on the user's computer. If you will not be working offline, it's best to use the server replica of any database.
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To create a local replica of the mail file or a Notes database:
Note: The size of a database should be checked before attempting to create a local replica. If a database is large, a local replica should not be created as it takes up space on the computer's hard drive. If you will not be working offline, it's best to use the server replica of any database. For information on how to check the size of a database, click here.
Local replicas of any database should always be created while the user is in the office and connected to the network. Trying to create a new replica via a dial-up connection may take several hours or time out depending on the size of the database.
Tip: To reduce the time it takes to create a new local replica of the mail file only, documents that are no longer needed should be deleted or those that need to be retained should be archived. For information on archiving mail, see Eureka! document 12044 — How to archive mail in Lotus Notes.
To create a replica of a database or mail file:
Right-click on the Mail icon or the database bookmark icon for the server based replica of the database from which you want to create a local replica.
Select Replication from the drop down menu and then select New Replica... from the next drop down menu.
Leave the Server: field as Local.
Leave the filename as is unless you want the replica to be located in a folder. To create the replica in a folder:
In the File name: field, type the folder name before the database file name followed by a back slash "\".
For example: If you want the replica of your mail file to be located in a folder named "mail", type mail\ before the mail file name. The File name: field should look like: mail\filename.nsf.
In the Create: section, click the Immediately radio button.
Click the R eplication Settings... button and click on the Send icon (mail file only) :
Do not send deletions made in this replica to other replicas : Click in the box so that a check mark appears. By selecting this option, deletions made in the server replica will not go to the local replica. Because deletions will not be sent, documents will have to be manually deleted from the local replica or the replica will grow quite large. All deleted mail messages are final and cannot be restored as is indicated in the E-mail Retention, Quota and Restore policy. There are no exceptions. Messages that are accidentally deleted from the mail file can only be retrieved from the local mail file replica, if it exists and is up to date.
Click OK to create the replica.
The local replica will then be created. If a database is large, creating the local replica may take some time. Once replication is complete, a bookmark for the local replica will appear in the Databases bookmark folder.
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To open a local replica of a database:
Right-click on the Mail icon or the database bookmark icon located in one of the bookmark folders.
Select Open Replica from the drop down menu.
Single-click on Local.
The local database replica will open.
Note: When switching locations to Island (disconnected), only local replicas of databases will remain functional. For additional information, see Eureka! document 12077 — Switching locations in Lotus Notes.
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For faster replication of the mail file via dial-up:
The mail file can be efficiently replicated via a dial-up connection by changing the replication settings on the local replica of the mail file. Selecting the R eceive summary and 40KB of rich text replication setting makes replication quicker and more efficient because only text is replicated. Attachments, graphics, sections and headers are not replicated.
To change the replication settings on your local mail file so that only text is replicated:
Click on the Replicator icon located on the Bookmark Bar.
Click the two way arrow to the right of the database name.
Click the down arrow to the right of Receive full documents.
Single-click on R eceive summary and 40KB of rich text.
The left side of the replication arrow now shows a torn piece of paper so that you know the setting has been changed and information will be truncated.
The replication setting has now been changed. After the setting is changed, any new or modified documents replicating to your local mail file will be truncated to only include text.
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Server incorrect when replicating:
If the replicator is trying to replicate with the wrong server because a user has had a mail file move, the server to replicate with should be specified.
To specify which server to replicate with:
Click the Replicator bookmark located on the Bookmark Bar.
Click the two way arrow to the right of your Mail icon or the database name.
Click the down arrow to the right of Any available, try last successful first.
Select the server to replicate with by single clicking on it.
Click OK.
The next time you replicate that database, it will only try to replicate with the server specified.
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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2004
All rights reserved.
Created: jkc 01/20/1997
Revised: kcw 10/15/2004
Reviewed: 09/30/2004