Behaviour of admin task "modify all names fields"

HCL Domino Domino Forum
1

Hello

I got a question and hope somebody can explain me something:

I’m working on an application with many names fields (not author or readers). In the ACL (Advanced Tab) i set the status “Administration Server\Action” to “Modify all Names fields”.

Now my questions:

  • How long does it takes to replace the documents in all documents?

  • In which format do i have to store the Notes name into the names field? Abbreviated?

  • What happens if the user will be deleted? The names field will be cleared as well? → this would be very bad in my case…

Thanks for any hint

2

Subject: Some responses

  • How long does it takes to replace the documents in all documents?

I assume you mean change the fields - that depends on how many you have, how many changes are run that day, etc. Change names in Names Fields is a deferred task - default is once a week on Sunday. With no changes in default settings, the answer is “It can take up to 7 days and then as many hours as it takes on that day - depending on how many changes you make”. You can easily change the settings.

For a good starting point to learn more about Adminp, including how to tweak the settings, start here:

http://www-01.ibm.com/support/docview.wss?uid=swg21212760

  • In which format do i have to store the Notes name into the names field? Abbreviated?

Canonical. Canonical is always safe - but adminP needs a ‘real’ Notes name, not a short name - to avoid deleting the wrong person. You can display the name however you wish, but store it properly.

  • What happens if the user will be deleted? The names field will be cleared as well? → this would be very bad in my case…

This is the behavior with names field, including Reader/Author names fields. Meaning that if you are using reader fields for security, and you delete the last person in that field, the document becomes public. It’s always been this way, which is why Reader/Author fields are not the best solution for document security (encryption is), but you can also ensure that the field is never empty by adding your admin group name or your LocalDomainServers group by default to all such fields - those are unlikely to be deleted. (you can also add an additional readers field with those default entries instead of using your new names field, thereby protecting the documents from exposure)

Susan Bulloch

IBM Lotus SWAT Team