How to use multiple Lotus Notes ID's on a single machine

How to use multiple Lotus Notes ID's on a single machine

Document number: 16120

If multiple Lotus Notes ID's will be used frequently on one computer, a few steps must be taken to ensure that external mail appears as being sent by the correct user. Each of the following steps must be completed prior to using multiple ID's:

Current user's ID file location and Internet mail address must be added to the location document.
Additional user's ID file must be detached to the c:\apps\notes\data directory.
The additional user's mail file must be added to the workspace.
A location document for the additional user must be created.
New Personal Web Navigator (xxperweb.nsf) database must be created for the additional user.
Welcome (xxbookmark.nsf) database must be created for the additional user.

The switch ID process is more efficient once the additional user has been set. As long as all of the steps have been completed, it will also ensure that external mail will show as having been sent by the correct person. For information on how to switch ID's after completing all of the steps above, click here.

Depending on the frequency of each user switching to their ID on the machine, the Prompt for Location User Preference should be set. That way, when Notes is launched, the current user can select the appropriate location. For additional information, see Eureka! document 16157 — How to prompt for location when launching Lotus Notes.

Note: If using the former process of switching Lotus Notes ID's (File -> Tools -> Switch ID), be sure to check the Internet mail address field each time the ID is switched. If the address is not checked, there is a possibility that external mail will show as being sent by the incorrect name. For information on how to check the Internet mail address, click here.

To efficiently switch between Notes ID's on a single machine, the ID file location and Internet mail address of each user must be defined in that user's location document. The ID files for each ID must be on the machine in order to switch ID's.

To add the ID file location and Internet mail address of the current user to the location document:

Select File from the menu bar.
Select Preferences from the drop down menu and select Location Preferences... from the next drop down menu.
- Basics tab: Type the current user's Internet mail address (first name_last name@peoplesoft.com) in the Internet mail address: field.
- Advanced tab: Click the flashlight icon (search) under User ID to switch to: so the data directory opens.
1. Scroll in the Data folder until the current user's ID file is located.
2. Highlight the ID by single clicking on it and click the Select button.

The path to the ID file (c:\apps\notes\data\idname.id) will now show in the User ID to switch to: field where idname.id is the ID file name for the user.

Click the Save and Close button.

The ID file and Internet mail address for the current user is now set in the location document.

Click here to return to the beginning of this document.

The Notes ID for the additional user should be sent to the current user in an e-mail message. The ID file should then be detached to the c:\apps\notes\data directory.

To detach the ID file to the data directory:

Double click on the ID attachment in the e-mail message.
Click the Detach... button in the Attachment window.
Scroll to the c:\apps\notes\data directory in the Save Attachment window and click Detach.

The ID file has now been detached to the c:\apps\notes\data directory.

Click here to return to the beginning of this document.

Once the additional user's ID file has been detached to the c:\apps\notes\data directory, the ID should be switched to so that the mail file for the additional user can be added to the workspace.

To switch to the additional user's ID and add the mail file:

Select File from the menu bar.

Select Tools from the drop down menu and select Switch ID... from the next drop down menu.

Highlight the additional user's ID file and click Open.

Type the additional user's Notes password when prompted.

The additional user is now logged into Lotus Notes.

To add the mail file to the workspace:
1. Select File from the menu bar.
2. Select Database from the drop down menu and select Open... from the next drop down menu.
3. In the Server: field, type the name of the server where the additional user's mail file is located and click Open.
4. Scroll in the Database: window and double click on the Mail folder.
5. Scroll until the name of the additional user is visible and double click on it to open it.
6. Press the {Esc} key to exit out of the mail file.
The additional user's mail file has now been added to the workspace.

Once the additional user's mail file has been added to the workspace, switch back to the current user's ID as described above and continue with the process.

Click here to return to the beginning of this document.

A separate location document is required for all ID's being used frequently on a single machine. To switch ID's, the users will actually switch to the different location document as opposed to the former way (File -> Tools -> Switch ID).

To create a new location document:

Select File from the menu bar.
Select Mobile from the drop down menu and select Locations... from the next drop down menu.
Click the Add Location button. All steps for each tab must be completed:
- Basics tab:
  - Location type: Click the down arrow and select Local Area Network.
  - Location name: Type a unique name for the additional user's location document such as the user's first name.
  - Internet mail address: Type the complete Internet mail address (first name_last name@peoplesoft.com) for the additional user.
    - The Internet mail address must be specified in each location document so that external mail shows as being sent by the correct person.
- Servers tab:
  - Home/mail server: Type the complete server name where the additional user's mail file is located.
  - Passthru server: Delete the information in this field. It should be blank.
  - Catalog/domain search: Type PSSearch/Peoplesoft.
- Mail tab:
  - Mail file: Type the filename of the additional user's mail file. The format should be mail\filename where filename is the user's mail file's file name.
- Internet Browser tab:
  - Internet browser: Click the down arrow and select Microsoft Internet Explorer.
- Advanced tab:
  - User ID to switch to: Click the flashlight icon and scroll in the data folder until the additional user's Notes ID file is located. Highlight the ID file by single clicking on it and click Select.
  - Bookmarks filename: Type the additional user's initials in front of bookmark.nsf.
    - Example: If the additional user's name is Wonder Woman, type ww in front of bookmark.nsf so that it reads wwbookmark.nsf in that field.
- Web Retriever tab:
  - Web navigator database: Type the additional user's initials in front of perweb.nsf.
    - Example: If the additional user's name is Wonder Woman, type ww in front of perweb.nsf so that it reads wwperweb.nsf in that field.
Click the Save and Close button.

The location document for the additional user has now been created and the Personal Address Book can be closed.

Click here to return to the beginning of this document.

The Personal Web Navigator database runs in the background for URL and HTML links in Notes. Every user on a single machine must have a Personal Web Navigator database.

To create a new Personal Web Navigator database for the additional user:

Select File from the menu bar.
Select Database from the drop down menu and select Open... from the next drop down menu.
Leave the Server: as Local and scroll in the Databases: window and double click on Personal Web Navigator so that it opens.
Leave the Personal Web Navigator database open and when still in the database, select File from the menu bar.
Select Database from the drop down menu and select New Copy... from the next drop down menu.
Server: Leave as Local.
Title: Type the additional user's name in front of Personal Web Navigator.
- Example: If Wonder Woman is the additional user, the title should read Wonder's Personal Web Navigator.
File Name: Add the user's first and last initials before perweb.nsf. This should be the same as what was entered in the location document.
- Example: If Wonder Woman is the additional user, the file name would be wwperweb.nsf.
Click the button to the left of Database design only in the Copy: section so that only the design and access control list are copied, but no documents are.
Click OK.

The new Personal Web Navigator database will be created. The existing database can be closed.

Click here to return to the beginning of this document.

The Welcome (bookmark) database is where all of a user's bookmarks as well as the Welcome Page/launch information is stored. Every user on a single machine must have a Welcome database.

To create a new Welcome database for the additional user:

Select File from the menu bar.
Select Database from the drop down menu and select Open... from the next drop down menu.
Leave the Server: as Local, type bookmark.nsf in the Filename window and press the Open button.
Leave the Welcome database open and when still in the database, select File from the menu bar.
Select Database from the drop down menu and select New Copy... from the next drop down menu.
Server: Leave as Local.
Title: Type Welcome followed by the additional user's first name.
- Example: If Wonder Woman is the additional user, the title should read Welcome Wonder.
File Name: Add the user's first and last initials before bookmark.nsf. This should be the same as what was entered in the location document.
- Example: If Wonder Woman is the additional user, the file name would be wwbookmark.nsf.
Click the button to the left of Database design only in the Copy: section so that only the design and access control list are copied, but no documents are.
Click OK.

The new Welcome database will be created. The existing database can be closed.

Click here to return to the beginning of this document.

There are now two ways to successfully switch ID's:

Via the menu:
1. Select File from the menu bar.
2. Select Mobile from the drop down menu and select Choose Current Location... from the next drop down menu.
3. Single click on the location name for the ID to switch to.
  - The new location document will probably be the first name of the additional user. To switch back to the original user, it will probably be Office (Network).
4. Click OK.
Notes will switch to the new location document and a password prompt window will appear for the Lotus Notes ID that is being switched to.

Via the location status window:
1. Click the name of the current location being used in the bottom right hand corner of the Lotus Notes window.
  - If the location has not been switched, it probably says Office.
2. Select the name of the location for the ID to switch to in the pop up window by single clicking on it.
Notes will switch to the new location document and a password prompt window will appear for the Lotus Notes ID that is being switched to.

To switch back to the other user's ID, repeat either process as outlined above.

Click here to return to the beginning of this document.

If using the former process of switching Lotus Notes ID's (File -> Tools -> Switch ID), there is a possibility that the incorrect Internet mail address appears in the location document. If the incorrect address does appear, external mail will show as being sent by the wrong user.

To check the Internet mail address:

Select File from the menu bar.
Select Preferences from the drop down menu and select Location Preferences... from the next drop down menu.
Basics tab: Type the current user's Internet mail address (first name_last name@peoplesoft.com) in the Internet mail address: field if it is incorrect.
Click the Save and Close button.

The Internet mail address for the current user is now set in the location document.

Click here to return to the beginning of this document.