Indexing my Lotus Notes Emails

Perceptive Search can index the messages, contacts, notes, as well as calendar and task entries stored in your Lotus Notes email.

Requirements

• Lotus Notes client version 6 or newer

Adding Lotus Notes emails to an existing index

If you have an existing index and would like to add Lotus Notes emails, follow these steps:

1. Start Perceptive Enterprise Search - Local Administration Console
2. Open the index you wish to modify. You can do this by either:
   • Selecting it from the My Index Catalog list; or
   • Select File > Open an Index from the menu and on the Disk Directory tab, browse to the folder where the index is stored
3. From the menu, select Index > Content Sources. The indexing rules for this index will be shown.
4. From the list on the left hand side, select Email Rules.
5. On the toolbar, click the New Rule button.
6. Click Lotus Notes Mail.
7. Use the Mail Server drop-down to select where your Lotus Notes databases are located and browse to your .NSF mail file. Once you have done this, use the Connect button to test the connection. If your connection is successful, click Next.
8. You will be presented with a folder list similar to that shown in Lotus Notes. If you want to index all items, simply click the Select All button, or you can select individual folders to include or exclude from the index by clicking on the button to the left of each folder. See Email Indexing Rules for more information about defining advanced email rules.
   
   If you wish to index email attachments, tick the Index attachments as well as email contents check box.
   
9. Click Finish to create the rule.
10. Now that the email rule has been created, you must Update the index to have the items referenced by the new rule added to the index. Close the Indexing Rules window and select Index > Update from the menu. If a message tells you that the index is in use, click the Clear button on the toolbar before trying again. See Updating your index for further details.

Modifying Lotus Notes Mail indexing rules

To modify existing Lotus Notes Mail indexing rules, follow these steps:

1. Start Perceptive Enterprise Search - Local Administration Console
2. Open the index you wish to modify. You can do this by either:
   • Selecting it from the My Index Catalog list; or
   • Select File > Open an Index from the menu and on the Disk Directory tab, browse to the folder where the index is stored
3. From the menu, select Index > Content Sources. The indexing rules for this index will be shown.
4. From the list on the left hand side, select Email Rules.
5. Select the rule you wish to edit. It will have an Email System of LOTUS, with the mail file and mail server name as the description. Click the Edit Rule button on the toolbar.
6. The rule wizard will show the page that specifies the connection parameters. Use the Mail Server drop-down to change the server where your Lotus Notes databases are located. Use Mail file to change the relative path to your mail database. Use the Connect button to test the connection. Click Next.
7. You will be presented with a folder list similar to that shown in Lotus Notes. If you want to index all items, simply click the Select All button, or you can select individual folders to include or exclude from the index by clicking on the button to the left of each folder. See Email Indexing Rules for more information about defining advanced email rules.
   
   If you wish to index email attachments, tick the Index attachments as well as email contents check box.
8. Click Finish to save the rule.
9. Now that the email rule has been changed, you must Update the index to have the change reflected in the index. Close the Indexing Rules window and select Index > Update from the menu. If a message tells you that the index is in use, click the Clear button on the toolbar before trying again. See Updating your index for further details.

See Also

• Indexing Lotus Notes
• Lotus Notes Security