Lotus Notes Access Control List - Create and Delete Roles & Users

What is ACL in Lotus Notes?

ACL is known as Access Control List. Every database in IBM Notes contains an access control list which Notes uses to know the level of access of a particular database for a user or server also. This assigned levels to a users determine the tasks which users is able or access to perform on a database.

And the level assigned to servers are to determine information from the database which can be replicated by servers. To modify ACL or assign levels in a database, you will have with Manager access.

How to set up a database ACL?

1. You should make sure that you have :
   -manager access in the database ACL
   -created the users, groups and roles which you want to use in ACL
2. Choose and click on icon of database from Bookmark pane.
3. Go to File → Database → Access Control
4. Add entries of users, groups, servers and authenticated internet users in IBM Notes.

Planning of database access is important before adding any users, groups and servers to a database ACL. After complete setup of ACL database, now users can view their access levels of a database by clicking on Effective Access button on ACL dialog.

How to create new role in Lotus notes ACL?

1. First of all you should make sure that you have manager access to database ACL.
2. Click to open the database.
3. Go to File → Application → Access control
4. Click on Roles.
5. Click on Add, and enter the name of role.

How To Rename a Role in ACL?

1. First of all you should make sure that you have Manager access to database ACL.
2. Click to open the database.
3. Go to File → Application → Access control
4. Click on Roles.
5. Choose the role from the roles list and click on Rename.
6. Give the new name of role.

How to delete a role in ACL?

1. First of all you should make sure that you have manager access to database ACL.
2. Click to open the database.
3. Go to File → Application → Access control
4. Click on Roles.
5. Choose the roles from the role list and click on Remove.

How to add a user to a role of ACL and set access level?

1. Click on File → Application → Access Control
2. Click Basics and click on Add.
3. Provide the name of user or server or any group to which you are giving access and Click on OK button.
4. Check to make sure whether the user just added by you is selected from the list of users and then specify if the user is a person, a server or a group from the “user type” list.
5. Now select the access level which you want to assigned to the user from access level list.
6. You can provide access list to more users in the same way.

How to remove a user or server from ACL role?

1. Click on File → Application → Access Control
2. Click Basics.
3. Select a user name or server name in ACL, and uncheck the role which you want to remove from a user.

Error in database of Notes/Domino Access Control List

When does this error occur?

Notes/Domino database Access Control list is not working properly. Even if the users are listed in explicit rights but while accessing the database they are granted with those rights. Even on running database maintenance does not resolve the problem.

Solution:

Try this solution when the routine maintenance is not fixing the corrupted ACL.

1. Create a new database copy and from the “Specify what to Copy” tab of copied database deselect ACL list. This method ignore the corrupted Acl and the default ACL created can be modified when necessary.
2. Change the mail database design with s non-mail template and then change again to a mail template known by correct corrupted ACLs.
3. In Administrator client go to files tab then choose a healthy ACL one which needs to be replaced. Right click to select the copy of ACL and after that select bad ACL, right click to ACL paste.

Conclusion:

In above article, we discussed about the importance and purpose of Access Control List in IBM Lotus Notes. Users can create a role and assigned the access levels of a ACL database. ACL application in Lotus Notes is basically defined for providing more security to a database. Using this one who have atleast manager access levels can set up the database and can set the user or server role and access power in a way they want to.

You may also like:

To get advantages and accessing all features of IBM Notes, its users should have a good technical knowledge. If they face problems in understanding the technicalities of IBM Notes Domino application, they can take the support of other email platform Outlook by converting database file through NSF to PST software. It is very helpful for moving from one platform to another.