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Can't add person with "Other Internet Mail" system to lotus notes group

Posted on 2014-01-27
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Last Modified: 2015-01-20
Hi Experts,

I recently added (didn't register) our agency's board of directors to our NAB with Mail System = "Other Internet Mail" and Forwarding Address = "theirAddress@gmail.com".  I wanted to limit who could send them e-mails, so I went to the security tab of each person doc's properties and unchecked "All readers and above" and selected only the IT and Senior Mgmnt groups.  I now want to add them to a group called "Board of Directors".  I see them in the Select Names dialog, but I can't add them to the group.  I tried to add them to a group in my personal address book and no go.  I tried adding another "Other Internet Mail" person with no reader restrictions and I can't add them either.  So I'm thinking you can only add "registered" Notes users to a group?!?  Please tell me I'm missing something simple....

Sincerely,

Jim

p.s.  Is Lotus Notes no longer a "topic" on ExpertsExchange?!?!  IBM Notes?  Something?
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Question by:lwarc
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Expert Comment

by:ThomasMcA2
ID: 39814009
Just add "theirAddress@gmail.com" to the group. You don't have to use the "selection button."

Hiding/restricting the Person doc should restrict who can send directly to that person, but that probably won't stop them from getting group emails unless you also hide/restrict the group.
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Author Comment

by:lwarc
ID: 39814029
Thanks Thomas!  I was hoping to add the people since some of their addresses don't make it at all clear who the address belongs to. From a maintenance perspective, it would be a lot easier to see John Doe than myweirdemail@gmail. If adding the people is not possible them I'll resort to adding the addresses. Thanks for the response!
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LVL 14

Expert Comment

by:ThomasMcA2
ID: 39814053
Now I understand why you wanted to be able to select the person. :) Yes, that should work, even for "Other Internet Mail" accounts.

Can you still see the restricted Person document? Maybe you locked yourself out when you changed the document ACL, so that's why it doesn't appear in the People Picker.
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Author Comment

by:lwarc
ID: 39814072
I can see it in the picker and even edit the person doc.  The person just won't move into the group. Grrrr.
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Accepted Solution

by:
ThomasMcA2 earned 500 total points
ID: 39814081
One more option is to copy and paste the name from the first line of the User Name field into the group, then wait 5-10 minutes for the server to refresh the group cache, then send a test message to the group.
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Author Comment

by:lwarc
ID: 39814088
That's a really good idea that will have to wait for tomorrow.  If that works, I'll be more frustrated than with no solution!   :)

Thanks!
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Author Comment

by:lwarc
ID: 39853744
Issue resolved!  We needed to populate the User Name field.  When I tried this initially, I made the change to the server replica of the NAB but when I tried updating the group, it was pulling from my local replica (which didn't have the User Name field populated).  Once I replicated the NAB, it worked fine. Hope this makes sense...

Now we're trying to figure out why the group doesn't work if we limit Readers on the security tab to a specific list of people/groups.  The IT and senior mgmnt people groups, the server, and the local domain servers group are all checked under "Who can read this document".  We're able to edit the group, but not send e-mails to it.  I'll probably struggle for a bit before posting this as a new question.

Thanks Thomas!
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LVL 14

Expert Comment

by:ThomasMcA2
ID: 39855072
Make sure the restricted group has replicated down to your local replica.
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Author Closing Comment

by:lwarc
ID: 40560978
Though this didn't technically solve the problem (we ended up figuring it out ourselves), Thomas was very helpful and we did use his ideas.
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