SharePoint / MOSS 2007 Email Enabled Document Libraries Randomly Stop Receiving Email

Dear Experts,

We have been using email enabled document libraries sucessfully for a couple years but recently noticed a few libraries are no longer receiving the messages even though they are still email enabled.  This only affects a few libraries and others within the site work fine.  Simply disabling email and reenabling fixes the problem with the broken libraries.

The failed messages will appear momentarily in the IIS SMTP Drop folder as normal but nothing arrives in the document library until I disable and then enable the library for email again.

I found the following blog on msdn.com that appears to be my problem but hesitate to run the command they note without getting confirmation this is a harmless command that will not introduce problems.  The command in question is "stsadm -o refreshdms -url <web application url>".

It would be nice to fix the problem but can certainly use the workarouind above for the time being.  Any help is appreciated.

Jeff
camusa2Asked:
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Rainer JeschorCommented:
Hi,
are you referring to this MSDN blog entry?
Which patch level/service pack do you have installed (or post the exact version number from within Central Administration)?
There has been an issue which should have been fixed with this hotfix (and should be included in later SP / Cumulative Updates as well):
 Feb 2009 Hotfix

Can you verify the SharePoint ULS log for any error entry as well as the Windows Event log?
Can you run a query on the table "EmailEnabledList" in the SharePoint_Config database (only query please no updates) to check if there are lists/libraries with "Deleted = Yes"?

HTH
Rainer
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camusa2Author Commented:
Hello Rainer,

That is the blog I was referring to.  I forgot to include it in my original question.  The hotfix you noted does indeed appear to address my problem.  We are currently running an outdated MOSS 2007 Standard Edition v12.0.0.4518.

Can this hot fix be applied directly to this version of MOSS?  We are planning to retire this hardward early next year so prefer to address the problem with the least intrusive fix for the time being as this is an old server and fear attempting majore service packs at this point.  If this hotfix is relatively minor and addresses the problem it may be an ideal solution.

Thanks so much for the reply.

Jeff
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Rainer JeschorCommented:
Hi Jeff,
then I would not recommend to install the hotfix. The hotfix itself contains multiple fixes and as you do not plan the get the complete server to the latest SP / Cumulative Update level (and you might have good reasons for this) I think that the risk is too high to break something else (which would require another fix ...).
As you have a workaround I would suggest to implement a regular monitoring on the mentioned SQL table to see / verify if a doc lib/list is affected and then react on that.

And as a side note: if you have to manage/maintain/administer a SharePoint server farm, it is vital to have a test lab configuration where you can test and deploy hotfixes. I really suggest to keep your SharePoint farm up-to-date meaning installing at least the latest service pack and cumulative updates about one month after release date (because if they find something inside the CU breaking the system, they normally re-release the CU).

Just my 2ct
Rainer
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camusa2Author Commented:
Hello Rainer,

Thanks again for the outstanding support!  One final question.  My work around at this point will be to go to each affected DL and disable email functionality, then re-enable to return them to service.  Though fairly simple it is time consuming when doing a number of them.

In the blog you linked to above they noted a command "stsadm -o refreshdms -url <web application url>" that will supposedly go through and re-sync and enable all the email enabled libraries.  Do you have any experience with this command as far as being safe to run and having the desired affects?

Thanks,

Jeff
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Rainer JeschorCommented:
Hi Jeff,
sorry but (luckily) I never experienced this kind of issue. According to the comments on the above blog post it seems that this command is not always working straight forward as it should (and as I would expect).
IMHO I would invest a little bit of time to build a custom Powershell script, which queries the config database and which then disables and enables the Incoming Email property on the affected libraries. Then you can schedule the script to be run via task scheduler and therefore minimize manual effort.
If you would need help in building this Powershell script I would kindly ask you to create an additional question with this requirement.

Thanks and HTH
Rainer
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camusa2Author Commented:
Hello Rainer,

Thanks for the advice.  I think the script is an excellent alernative.  My scripting is very limited so will definately post an additional questions asking for help with this.  Is this something you will be able to assist with?

Again, thanks so much with your help with this issue.  I am accepting your answer to the question and really appreciate the outstanding support.

Thanks,

Jeff
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camusa2Author Commented:
Thanks to Rainer for the quick response and accurate information in identifying the problem and potential solutions.  Outstanding support!

Jeff
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