I have a user who uses a departmental mailfile (not mail-in database) under her own name (i.e., “The Report, sent by Jackie Oh”) to send to large, international mailing lists we maintain. The problem is this: contacts from her personal address book are ALSO getting the emails.
In the emails themselves, the TO, CC and BCC fields show nothing but the group names. However, when I go into the headers, the RECIPIENTS field shows the personal contacts, and NOT the members of the groups.
Can anyone tell me what is going on and, more importantly, how we STOP it from happening again?
Subject: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Hi Jennifer!
did you ever found out what happend?
we have exactly the same mystery! one user sent a mail to Group from the domino-directory and in the receipients-filed is an other e-mailaddress
thanks,
martin
Subject: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Does your user have any groups with these names in her personal address book, or perhaps an out-of-date local replica of the Domino Directory?
What are the settings in the location document she uses when sending these messages (specifically, Mail file location, Home/mail server, Domino directory server, and names= line in Notes.ini)?
Can you get any clue as to what is happening by watching how she puts these e-mails together? (e.g. does she select the group names from the address dialoog, type the names in, copy an existing document?)
Rupert Clayton
Chicago
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
To answer both you and Gary (thanks for the quick responses!), the user has NO groups in her personal address book. It was the first thing I looked for.
I have not been able to sit with her while she creates one of these, and they aren’t done very often (quarterly, I believe), so I may have to wait a bit for the next one. I’ll check with her and see. That would be a big help, I agree. They TELL you, “oh, no, I’m creating it from scratch, every single pixel…” but then you find out it’s a boilerplate they simply update… I’ll check tomorrow on this.
I checked her location document; it’s vanilla. Did not check the INI – I’ll try that tomorrow, too.
Thanks again to both of you for the quick response!
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
also check hidden view in mail file ($Contacts) to see if possibly the groups are in there. Also check for any cascaded address books on the client other than names.nsf.
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Paul, the groups aren’t the problem. The groups are fine. The problem are these personal contacts that are showing up for no reason in an email being sent ONLY to a group or groups.
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
If there is a local group, it will do exactly what you are describing – local groups are expanded on send.
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Stan, there’s no group that contains these particular recipients. The group being sent to is a company group. The “extra” recipients are personal contacts of the sender who are not in any group, even in the sender’s personal address book.
In addition, the “extras” only show up in the HEADER field “Recipients.” They do not show up in the actual email, which shows ONLY the company group which contains the intended recipients.
Don’t’cha love a mystery!
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
The point is that you dismissed out of hand the possibility of a hidden local group (or, at least, one that doesn’t show up in the “Groups” view). Have you checked the $VIMPeopleAndGroups view (and other system views)?
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Stan, my apologies. I didn’t mean to seem rude. I have checked hidden views in the user’s address book. There are no hidden groups. The only group the user has in her PNAB contains employees and none of the personal contacts.
And the weirdest thing is, it isn’t all of her personal contacts, either. Just some of them, and it doesn’t seem to fit any kind of pattern. She’s totally baffled… and so am I.
The other problem is that this is a quarterly mailing, so we won’t be able to test it again until the end of June.
Subject: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Run maintanance tasks like fixup, updall & compact on address book (names.nsf) of the user?or create new names.nsf and check.
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Arun, that is a LOVELY idea, and as soon as I can get access to the user’s computer, I will do exactly that. I’ll let you know if it works!
Subject: RE: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Arun, that is a LOVELY idea, and as soon as I can get access to the user’s computer, I will do exactly that. I’ll let you know if it works!
Subject: User sends to groups, but “Recipients” field in sent mails shows unintended recipients
Is it possible there is a same- or similarly-named group in her personal address book?
Subject: Check their notes.ini
in case they somehow are pointing to two local address books.
Subject: RE: Check their notes.ini
Did the email actually go to those people?–
This receipients field, to me it seems to be populated entirely at random.
Sometimes, if sending email to a group it gets populated by all the people in that group.
Sometimes it gets just a few of them…particulary if its a mixed group containing internal and external email address’s.
Overall, the behaviour of that field is often very strange, so I wouldn’t worry about it too much…
Subject: RE: Check their notes.ini
The email actually went to some – but not all – of the personal contacts in the user’s personal address book. These recipients are not in any group, and they are not company employees; my user found out from then that they had received it. They were not intended recipients and although the information is not confidential, it is rather disturbing that they got an email intended only for employees.
My user is worried because of the possibility now exists that she MIGHT be sending sensitive or confidential information and not be sure it is ONLY going to the people she intends it to go to.
Subject: Could there be a rule in someone elses mail file that is forwarding it?
Subject: RE: Could there be a rule in someone elses mail file that is forwarding it?
But the recipients are from her personal address book; they are not generally available. And they are showing up in the original email in her sent mail.