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Looking for a way to send a copy of every sent e-mail to a mail-in database

We have a legal requirement for some of the people in our company to have their mail set up to automatically send a copy of every e-mail they send to a mail-in database. I'm not a programmer and I tried doing it with a simple agent, but the agent won't take effect only from this point forward. Even though I set it for new and modified documents, it starts copying every single document that's already in the mail file over to the mail-in database. We can't use journaling for this, so I'm kind of stuck. Can anyone tell me either how I can do this with an agent, or with a modification of the memo and reply forms?

Thanks in advance!
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JadeComputerGal
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JadeComputerGal
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1 Solution
 
Bill-HansonCommented:
It's not really possible using an agent because:

(1) New or modified relates to documents that have not been processed by the agent.  The first time an agent runs, all documents in the database are considered New or Modified since last run.
(2) If the user does not save a copy of the sent email, an agent will not help since it has nothing to run against.
(3) You could try coding the PostSaveExtension function in LotusScript, but I'm not sure that it works when the user is sending email via a web client.

In order for this to work effectively, you need to use journaling.
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SysExpertCommented:
Bill is right in tht Journaling should be used.
Otherwise it is going to get quite messy, with custom templates, that may not actually catch all emails sent.

If this is only for people with Notes clients ( not inotes, or web ) then it may be possible to change the mail template to handle this.

I hope this helps !
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cezarFCommented:
1. You might also want to try the Querysend event of your Memo form. Only works is Notes client.
2.  Create an agent in the mail.box to insert the mail-in db name in the CopyTo field. Haven't really tried this but it may work.
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Sjef BosmanGroupware ConsultantCommented:
Hello JadeComputerGal,

> We can't use journaling for this...
Please explain? Your request is precisely why journalling is implemented in a Domino server: a legal requirement.

Regards,
   Sjef
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JadeComputerGalAuthor Commented:
Sjef,

I realize that, and that was my suggestion. The reasons are beyond me, but that's why I put in my initial post that journaling wasn't an option for this specific thing.

Thanks,
Jade
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qwaleteeCommented:
In 7, you can do this with a rule.

Did you ask if journaling is verboten because of the overhead?  What if journaling was used only for the designated users? Rules will definitely work, but without jounaling, it is hard to set up outside the user's control, i.e., if you put the rule in the mail file, the user can easily disable or remove it.
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Sjef BosmanGroupware ConsultantCommented:
If journalling is out, and it shouldn't be possible for the user to interfere, I'd put a Linux-server as mail-relay for SMTP mails, and do my loggin' there.
Problems: internal Notes mails, and multiple Domino servers connected separately to the Internet.

Last option: (ask someone to) develop a server extension utility that will connect to the mail.box database(s) to do some logging. Essentially what journalling is all about. Example of an Extension Manager application on Domino: the kSpam project on OpenNTF. Seems a waste of time and $$ to reinvent the wheel though...
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JadeComputerGalAuthor Commented:
The reason we can't use journaling for this is that we already use journaling for all mail and we can't restrict it to only these specific users.
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Sjef BosmanGroupware ConsultantCommented:
Well, if journaling is already being used, wouldn't it be a lot easier if you inspected the MAILJRN.NSF database? There are several views in there, and one of them should fit your needs.

An administrator has the rights to open the database, but not necessarily the rights to read the mails. Encrypted cannot be read, as usual, the receiver's keys are required.
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JadeComputerGalAuthor Commented:
Sigh. This is the whole problem, which is why I said in the beginning journaling can't be used and was hoping to get some other ideas. The journal databases are encrypted, and we cannot give the ability to the subset of people to search those databases on demand as they need to do, because that would also be a violation since they include all the e-mails of the entire company. We need a totally separate repository for these particular message.
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Sjef BosmanGroupware ConsultantCommented:
Hm. Yes, quite.

There's an interesting piece of code in OpenNTF.org, it's called Trigger Happy. Using it, you can have some LotusScript code to be activated even BEFORE a document is saved in a specific database. The manual says that attaching the trigger to mail.box is impossible, but I assume the journal database could be hooked up with some code.

Worth a shot, I think. Whether the document can actually be read by you (i.e. the document is crypted or not) I don't know, but that must then be the proof of the pudding...

And use with care!
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qwaleteeCommented:
You can do some tricks with the journal to avoid the encryption problem.
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JadeComputerGalAuthor Commented:
I apologize for the delay. I thought I'd already closed this question until I got the email reminder, but I've been in and out of town a lot and I'm running a little behind.

The solution that worked for us was adding something to the querysend event, so I'm accepting cezarF's solution. I don't know script well enough to have done it, but got permission to have a contract developer we use to get it done. She did a great job and this is working for us.

Thanks to all for the suggestions.
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