Email: Internal Group sent to External User

Michael Williams
Michael Williams used Ask the Experts™
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We have a problem with some users sending emails to an external email address and CC'ing an internal group (AddDev). The external user receives the email with the CC containing "AppDev"  I know an internet address will replace the "AppDev" if the group document contains an internet address (appdev@domain.com). In this case "AppDev" does not contain an internet address.

I know, if the user remembers, can click on "More - Expand Public Groups" will replace "AppDev" in the CC with the user names within that group.

Is there a way to eliminate the user having to click "More - Expand Public Groups" and have the server automatically do it if the is being externally sent?
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Why don't you put internet address in the group document?
Michael WilliamsApplication Developer

Author

Commented:
We want to prevent external use of this group.
Perhaps I am missing something.
If you want to prevent external use of the group, then why do you concern if the group address is expanded when it is listed in cc: ?

If you are looking to only allow replies to the messages that were originated from your organization, then you try the following:
- assign email address to the group
- setup a rule that would drop or held incoming mails to the group address unless there is a message header entry "References:" or "In-Reply-To:" with your domain in it.
There might be other header entries (like X-MIMETrack:) that you can check.
Most of the modern email client use these header entries. However,  please be aware that there is always a possibility that your recipient is using email client that does not support/generate the headers entries I mentioned above.
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Sjef BosmanGroupware Consultant

Commented:
I found similar questions, also without an answer: https://itknowledgeexchange.techtarget.com/itanswers/expand-public-groups/ and http://www-10.lotus.com/ldd/nd85forum.nsf/0/801481e42b1713c785257833005ebee8?OpenDocument
I guess it is not (yet) possible to configure this in Domino. Your users will have to learn how and when to use the F9 key. There are notes.ini parameters to disable public group expansion, but not to enforce it.

 fgrushevsky could have a solution there, using rules that filter out unwanted mails.

And then there's the Extension Manager: you can write your own extension DLL (or .so) in C that handles incoming mail exactly the way you want. It will probably quite an investment though...
Michael WilliamsApplication Developer

Author

Commented:
Basically we some within IT that will send an email to a vendor and copy the support or admin group. The vendor will receive the email with the support or admin group name.  If we select "More - Expand Public Groups", prior to sending the email, the group is converted into the members of the group.  We would like to not have to have users select "More - Expand Public Groups."

"assign email address to the group" - We do not want to open the group name to the outside world.

As Sjef mentioned, there may not be a way to automatically do this.
Sjef BosmanGroupware Consultant

Commented:
There might be a way to do this, but it has some serious drawbacks, IMHO too many.

 You could modify the mail template and do an F9 in code. How exactly I don't know at the moment, maybe there is some standard function that does this. You then have to install the template for every user. You'd also have to repeat the modification whenever you install a newer version of the mail template. If there are other mail templates used (e.g. versions in other languages) you'd have to modify them too.
Michael WilliamsApplication Developer

Author

Commented:
I think you are right. I will attempt to find the link. If I remember correctly it indicated you can add a hidden field to the Memo Template to force emails to be used for groups. I will see if I can find it.

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