We have a document that is created by users, a workflow document, that is emailed from the user to others for approvals and then moving the document to other approvers. The user creates and emails the document, form included, to the first approver. The first approver Approves and the document, with the form, is emailed to the second approver. 90+% of the time all works well, but sometimes the first approver gets an error message “Multiple Names in Directory”. We find that the first approver has the email address of the second approver in his local address book. If the user removes the address from their local address book, the send to the second approver will work without a glich. We ask the users to remove the name from the address book, but are getting a lot of resistance. Any ideas on how to correct this problem or provide a work around. Some of the users are getting unruly and want a “fix”, including my boss!
Is it possible that instead of emailing the document, you instead email a document link? This way, you have code send the notification via the Domino server vs. through the user’s mail file (which will check the personal NAB).
Subject: RE: Occasional problem with emailed document
Robert, thanks for the response. I must send the document in the email because we do not want to give the user access to the database. there is the administrative problem of providing access to all approvers and then getting them to install the database, etc. befroe they can do any approvals. We have found that sending the documents for the workflow process works best, and it works at least 95%+ of the time, except for this annoying incident that occasionally occurs. thanks again.
Subject: RE: Occasional problem with emailed document
This is usually caused by the entry in the users personal address book being slightly different to the entry in the server directory, such that Notes sees them as different names and comes up with the ambiguous name error. A good place to start would be seeing what is different, and then either fixing up incorrect personal addr book entries via some script (e.g. when opening mail), asking the user to modify it, or finding out how they got the entry in the personal addr book (prob via “Add Sender to Address Book”), fixing that, then asking them to delete and re-add any names