"From" field in Sent Emails contains an incorrect value

HCL Domino Domino Forum
1

In a Mail In database the name of the person currently viewing documents in the “Sent” folder (and when the email is opened) is displayed in the “From” field. This only occurs when the value in the “SendTo” field is in Internet format (recipient@domain.com). When the “SendTo” field contains the name of the mail recipient in Notes format the correct value is displayed in the “From” field. What could be the cause of this problem and how can it be solved?

Domino/Notes Version: 12 FP5
Add-on Product (if appropriate, e.g. Verse / Traveler / Nomad / Domino REST API):
Its Version:
Operating System:
Client (Notes, Nomad Web, Nomad Mobile, Android/iOS, browser version):

Problem/Query:

2

Hi @Andrew_Fastow,

The behavior you’re seeing is due to how Internet-style addresses (recipient@domain.com) are handled differently from Notes-style addresses (CN=User Name/O=Org) in Mail-In databases.

When a message is sent to a Mail-In database and the SendTo field contains an Internet address, the Notes client may not resolve the sender’s identity properly when the document is opened. Instead, it displays the current user’s name (the one viewing the document) in the From field. This is often due to:

  • Missing or incorrect “Principal” field in the email document.
  • Mail template design issues, especially in the Memo form.
  • Lack of proper name resolution for Internet addresses in the Domino Directory.

Here are some steps to resolve the issue:

  1. Check the “Principal” Field
  • Open the problematic email in the Mail-In database.
  • Go to Document Properties.
  • Look for the “Principal” field.
  • If it’s missing or incorrect, Notes may default to showing the current user as the sender.

Fix: Ensure the mail template or agent that routes mail to the Mail-In database preserves the “Principal” field from the original sender.

  1. Directory Assistance / Name Resolution
  • Make sure the Domino Directory can resolve Internet addresses to Notes names.
  • If the sender is external (Internet user), this may not be possible, but for internal users, ensure their Internet address is correctly mapped in their Person document.
  1. Use Notes Format in SendTo When Possible
  • If you’re generating or routing these emails via an agent or application, prefer using Notes format in the SendTo field when sending to Mail-In databases.

Best Regards,
Jho Ann Leanne Labayani
Technical Support - Application Development Team
HCL Technologies

3

Hi Andrew,

Hope you are doing well.

The sender’s address is set with the help of below settings of the Global Domain Document.

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image1359×543 142 KB

Please check the Global Domain Document for this settings.

I hope the above information will help in answering your concern.

Thanks & Regards
Nishant Shendre

5

For “Local part formed from” I have “Full name” rather than “Common name”. Is this the cause of the problem? The other entries are identical.

6

The Principal field is available and contains the Notes address of the Mail In Database from which the Email is sent. When the Email is opened, the “From” field contains the name of the person who has opened the Email. This is displayed as “Sent By”. Beside the “From” label on the Email is the Name of the Mail In Database.

7

Hi @Andrew_Fastow,

Is your Mail In Database using the standard mail template design or it was customized? If it was not customized, a refresh or replace design could fix it. However if it was customized, I would assume that the From field is getting the @Username value instead of the value from the Principal field. Thank you.