Creating Mail-in Databases
Domino databases can be designed to receive mail in the same manner that users receive mail. A mail-in database is created, typically, by the Domino administrator, and a mail-in database document is created in the Domino Directory database. Then mail can be routed directly to the mail-in database through the use of a mail address similar to a user's mail address. This feature can be very useful to application designers.
Information stored in Notes documents can be sent to a user's mail database or any other databases identified in the Domino directory within a mail-in database document. Creating a mail-in database document in the Domino directory enables the database to receive mailed documents, as if it were a user's mail database.
Mail-in Database Routing
The type of notification depends on the following:
Who the notification recipients are and whether they are determined by the user or programmatically (by action buttons, agents, and form events).
Whether the information to be routed is a document link, the document with the form design included, or the document content.
What triggers the mail (whether it's triggered by the user or triggered programmatically, by action buttons, agents, and form events) and when is it to be sent.
 | When routing mail to Notes users' mail databases, the location of each user's respective database is determined within the user's Person document in the Domino directory. |
The Domino mail router sends the document to a mail-in database in the same method as it would to a user's mail database.
 | When mail is used to route a document, the actual document does not move from the source database to the destination database. Instead, a copy of the document is sent from the source database and the new copy in placed into the destination database. |
When selecting recipients, the following methods can be used to enable mail routing:
@MailSend without arguments
@MailSend with arguments
Form property
The MailOptions field, used in conjunction with other reserved fields that control mail routing
Simple action
Except for the @MailSend (with arguments), each option requires a field named SendTo on the form. You learn more about this command in “The @MailSend Command” section, later in this chapter.
Creating the Mail-In Database
The server administrator typically creates the mail-in database. Regardless, you must have at least Author access with the Create Documents privilege enabled to create mail-in documents in the Domino directory.
Users must have the Net Creator role enabled to use the Create menu to create documents. However, this does not apply to creating Person, Group, and Server documents.
Follow these steps to create a mail-in database:
1. | Open the Domino Directory (otherwise known as the Public Address Book, which has a filename of names.nsf and is located in the root data directory of the server). |
2. | Select Create, Server, Mail-In Database. Alternatively, open the Configuration, Messaging, Mail-In Databases view and click the Add Mail-In Database button. |
3. | Enter the mail database name for the mail-in name that will serve as the name used in the SendTo field for mail messages being routed to the mail-in database. |
4. | If your organization uses multiple domains, enter the name of the domain for this mail-in database. |
5. | In the Server field, enter the distinguished name of the server on which the database resides. |
6. | Enter the database directory in which the mail-in database resides and the database filename in the File Name field. If the database resides in the default Domino directory, this field can be left blank. |
7. | On the Administration tab, enter the names of any additional users who change this mail-in Database document. |
8. | Save and close the document. |
 | The mail-in database document must exist in the Domino Directory of every server that stores a replica of the database. The database cannot receive mail until this document has been created. |