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Enforcement of Mail Quotas on Domino 6.5.5

Posted on 2011-09-19
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Last Modified: 2013-11-17
Currently, we run Domino 6.5.5 in my environment and we are wondering whether it's possible to stop users who have exceeded their assigned quotas from being able to send mails until such files are purged of unnecessary mails.
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Question by:Nyelugo
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ckivml earned 250 total points
ID: 36558961
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by:Nyelugo
ID: 36558976
@ckivml:
With all the settings from this document, we can't restrict users from sending off mails; we can only restrict their abilities to save sent items or make other modifications that will affect their mailfile sizes. We are interested in blocking their abilities to even send out mails once they reach their limits, saved or not.
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by:Sjef Bosman
ID: 36559378
Well, I'd say what is your problem? You set quota, they live with them. It is not your job to educate users, is it? Why the extra restriction? Is it your job to act as a policeman? If I were your highest boss, I'd stop this action here and now, business comes first, and second, and third.

I'd say: offer them additional means to reduce the size of the mailbox. Do they know about archiving? If not, prepare a meeting and explain them, or prepare an explanatory mail how to use archiving, especially to a local hard disk.
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by:Sjef Bosman
ID: 36559404
Ah, my words might seem a little harsh, well, that was not my objective. The point I wanted to make is:
- quota are just that, they only serve to restrict the size of the mail database
- what is your real goal?
- if you want to change the behaviour of your users, train them or help them
- this is much more a managerial issue: ask the manager(s) to assist you
- there are better ways, and more user-friendly, to reduce the size of mail databases (like archiving)
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Author Comment

by:Nyelugo
ID: 36565233
@sjef_bosman:

Yes, your first response was way out of order; the second one too. Anyway, I'm aware of the need to educate users; that has already been done repeatedly. At this point, we (including my 'highest boss') are interested in restricting those who have exceeded their quotas even before the mails leave their desktops.

Could someone help with this?
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by:Sjef Bosman
ID: 36565366
I think the only way to go is to modify the code in one of the forms or libraries of the mail template, test your modifications thoroughly, and distribute these modifications overnight. There is, AFAIK, no place in the Domino server that you can...

Ah, waitasec, yes, there is one thing you can do, but it's a manual process, not automated. The mail.box database(s) collect(s) all mail to be handled by the router. Normally, all users have Depositor access, meaning that they can drop documents (mails) in there but they can't see any. You could add one group to the ACL of the mail.box file(s), e.g. the OverQuota group, and deny access to the database altogether.

All you'd have to do is to put the names of the perpetrators in that Group. This could be done automatically, maybe, if an agent can find out whether a person's mail database is overquota or not. I suppose that info can be found in the catalog.nsf database, or even in the log.nsf database.

Is this more helpful?
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by:larsberntrop
ID: 36566640
As it happens, Matt Newman just published an article: Preventing users sending messages to >X number of recipients without approval - quick’n’easy

This is adaptable to your need.

1.  Create db with agent that runs on new mail
2.  Write agent to parse overQuota messages, on user found, add this user to all server mail.box dbs with No Access
3.  Set server to deliver over quota messages for each transgression
4.  Soon, perps cannot send mail...
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by:larsberntrop
ID: 36566648
oops.

3a.  Add rule to mail servers to copy or move overquota messages  (i.e. sender is a server, subject follows certain pattern, etc) to overquitoa disabler database.
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by:Sjef Bosman
ID: 36567810
Lars, just for discussion's sake: wouldn't you say that blocking the mail.box database(s) is a much cleaner and more "natural" way to accomplish the same thing? No programming required, only if one really has to. One drawback: the messages aren't explicitly stating that it's due to an over-quota issue, but a simple mail to the particular user should do the trick as well.
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by:larsberntrop
ID: 36568434
i AM blocking the mail.box, but using the rules and notification stuff to make it happen.  No rule selection fotr over quota, that is why the chain of stuff.
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by:larsberntrop
ID: 36568442
sorry for engrish, busy time of day (3 kids to feed and put to bed!)
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by:Sjef Bosman
ID: 36570542
:-)
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Author Closing Comment

by:Nyelugo
ID: 36946977
Well, yes it was a solution that revealed Domino doesn't have options existing at the moment to help us achieve what we need.
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by:larsberntrop
ID: 36947851
Huh?

I submitted a workable solution. So I submit that Domino DOES have options that would achieve what you need, you just do not want to implement it.  And you awarded the points to a solution which did not answer your question (the article describes the mail quota mechanism for RECEIVED mail, not sending mail)

So I object!
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