You can apply a custom mail file template to mail files
of service users. The template must meet design requirements that
minimize the risk and impact to your users and to the service. You
submit the template for approval to an IBM® Software
Services for Collaboration representative.
About this task
The template design development can be done in-house or
through a contract with a third-party developer or an IBM representative. A short professional services
engagement with IBM Software
Services for Collaboration is
required to approve a custom template.
A custom mail file template allows you to customize the design of user mail files.
The following
steps outline the high-level tasks and identify who is responsible
for developing and applying a custom template.
Procedure
- Customer Contacts an IBM Software
Services for Collaboration representative
to procure a statement of work.
This step should be
done as soon as it is determined that the business requires a custom
mail template. This prior notice ensures that they are prepared to
validate the template soon after receiving it
- Developer Reviews the design requirements
for custom mail templates.
To be approved for use with
the service, a custom mail template must meet specific design requirements.
For example, a custom template must contain specific design elements
from the standard mail template of a IBM Notes® version
supported by the service. For information about template design requirements,
see the wiki article SmartCloud Notes Template
Validation Requirements.
- Developer Designs and implements
the template changes in the on-premises environment. When preparing
a custom template that is already in use, the developer should:
- Assess and document the current customizations.
- Compare each customization to the standard mail template. Determine
whether each is still needed or if it can be deleted. If a customization
is still needed, determine whether it requires modification.
- Document the requirements for the new version of the custom template.
- Customer Tests the template in the
on-premises environment.
You are responsible for testing
the template in your company environment to ensure that it functions
as intended.
- Customer Emails a request to customization.analyzer@collabserv.com to
be set up for the Mail Analyzer application.
The email
should include the Customer ID and also be sent to the IBM Software
Services for Collaboration representative.
The customer receives a confirmation email when setup is complete.
The Mail Analyzer application is used to do preliminary checks of
the custom template.
- Customer After receiving notification
that the Mail Analyzer application setup is complete, the customer
emails the custom template to customization.analyzer@collabserv.com to
perform an automated analysis.
The customer receives
an email summary of the results. This step can be repeated as often
as needed during the development and testing cycle.
- Customer Submits the template to
an IBM representative for a
final manual validation.
Template validation requires
a short professional services engagement with IBM Software Services for Collaboration.
- IBM representative Validates the
template and report results to the customer.
This step
ensures that the template meets the template validation requirements.
The IBM representative sends
the customer a short, written report summarizing the assessment, and
indicating approval or rejection.
- IBM representative Loads the template
to the service, after approval of the template.
- Company administrator Applies the
template to user accounts.
When the template is approved, a company administrator for the service uses SmartCloud Notes Administration to apply the template
to the accounts of new or existing users.
Alternatively, the template can be applied through the integration server and a user provisioning
change file.