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Understanding Notes 8.x Recent Contacts (Q&A, Related Content, and Enhancement Requests)

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Abstract

This technote explains how to use the Recent Contacts feature effectively and clarifies some frequently misunderstood aspects of the feature. Also provided are a list of enhancement requests submitted for Recent Contacts as well as links to additional resources.

Content






Q&A

What is a Recent Contact anyway?
A dynamic list containing names of people with whom you have had contact recently, such as sending e-mail messages or participating in chats.


Are there any "gotchas" between Recent Contacts and the old type-ahead functionality?
The R7 type-ahead feature returned exactly the same result every time: if you typed "jo" the same name would always come up unless a new Contact or Person was added manually. Recent Contacts is constantly updating so the user needs to pay more attention to the name that pops up, the desired name may be in a different position on the list each time.


Once a name is added to Recent Contacts, will it always be there?
No. New address will move to the top of the list and the old address will move down, eventually falling off the bottom of the list.


Do you have to manually maintain Recent Contacts?
Recent Contacts is designed to be a "hands off" feature so you do not have to manually update anything. Just carefully choose the correct name from the type-down list and you will find that the address you use most often will usually be the first choice on the list.


What about when one of your contacts gets a new email address?
Here's an overview of what happens when one of your important contacts gets a new email address.

-- The new address won't be added to Recent Contacts until you send a message to that address or open an email or calendar entry containing that address.

-- The old address can be temporarily purged by deleting the entry in Recent Contacts. As long as that document is in the Trash, Notes will not add the old address back into Recent Contacts even if you open a message with the old address. Don't empty the Trash in your personal address book. Let the deleted entry sit there for the default 48 hours.

-- Notes will treat the old address and the new address as separate entries, you don't need to empty the Trash for Notes to add the new address.

-- Notes dynamically sorts the Recent Contact list by weight so frequently used addresses move to the top of the list. If you see both the new and old address on the type-down list, choose the new address 2 or 3 times. The new address will move to the top of the list and the old address will move down, eventually falling off the bottom of the list. This is the best way to manage Recent Contact-- just choose the address you want and Notes will adjust.


Are Recent Contacts automatically added to your local address book?
No. Recent Contacts are not automatically stored in your Contacts application (local names.nsf).


Are Recent Contacts pulled only from the To and From fields of messages?
No. In addition to message To and From fields, names are also pulled from your calendar entries and chats.


Are names from BCC fields included?
No. BCC recipients will not be added from emails you receive.


How many names can Recent Contacts store?
Up to 2000 names.


If you prefer the old type-ahead feature, can you revert to that?
To acheive that, you must disable the preferences listed below and take additional action to purge all Recent Contacts from Notes (see technote #1570490 -- How to purge all Recent Contacts from a Notes 8.5x client )

-- File -> Preferences -> Contacts -> Do not automatically add names to the Recent Contacts view
-- File -> Preferences -> Basic Notes Client configuration -> Additional Options -> Disable type-ahead for all name fields and use Notes Basic type-ahead


Can you manually delete entries in Recent Contacts view?
Beginning in Notes 8.0.1, recent contacts may be deleted. A trash icon is available from the Recent Contacts view and any recent contact that is deleted will no longer appear in the type-ahead drop-down menu. Recent contacts appearing in the trash may be restored (this adds the contact back to the Recent Contact list).
    NOTE: As long as the deleted recent contact remains in the trash, it cannot be re-added to the Recent Contact list. Also, if the trash was emptied or recent contacts are deleted from the trash, the same contact can not be re-added to the Recent Contact list until Notes is restarted.


Related Technotes, Articles, and Blog Posts

Technotes:
Is there a way to reset the contents of the Recent Contacts view in Notes 8 client? (#1265985)

How to Clear Individual Names from $Users View via Script (#1397249)

Type-ahead does not resolve to names in the Domino directory (#1292419)

How to disable the Notes 8.x Recent Contacts feature (#1267115)



Wiki article:
IBM Lotus Notes 8 Recent Contacts and Type-ahead features: FAQs and more
-- How does Lotus Notes determine who goes into Recent Contacts?
-- Are integrated IBM Lotus Sametime chats added to my Recent Contacts?
-- How does Lotus Notes determine the order in my type-ahead list?
-- How long do people's names stay in my Recent Contacts list?
-- How do you add people to your Recent Contacts?
-- How do you delete people from your Recent Contacts?
-- How do you turn off Recent Contacts?
-- How do you turn off type-ahead?
-- Can you synchronize your Recent Contacts with your BlackBerry?

Related Notes Help topics:
-- Managing Recent Contacts
-- Viewing Contacts
-- Contacts Preferences

Lotus Notes 8.x Tips blog:
-- Recent Contacts
-- More info on Recent Contacts



Enhancement Requests for Recent Contacts

Below is a list of SPRs submitted to Quality Engineering requesting new or changed functionality for Recent Contacts.


SPR number &
Fix Status
Description
ASCR7TPKCX

Fixed in 8.5.2

Ability to delete Recent Contacts from type-ahead drop down box
ATAI7WSABL

Fixed in 8.5.2FP2
and 8.5.3

Ability to delete incorrect email addresses from Recent Contacts. For example, when a non-delivery report (NDR) is received, the recipient indicated in the NDR should be removed from Recent Contacts.
DLUI7QW5CW

Fixed in 8.5.2

Prevent forwarding address from being stored in Recent Contacts
SCHI7VHDX3

Fixed in 8.5.2

Domain Name not added to Recent Contact Record. Send mail will fail if not the same Notes domain as the user.(Related SPR: GFLY7E6M3G)

APHN6UVJSV Ability to define what duration is considered recent
CKDR7PB5SR Ability to delete incorrect email addresses in cc field
CSEO7K83AT Ability to select which addresses are added to Recent Contacts
GCUN79YLKQ Enhancement Request for an 'Exclude' list or for entries that have been removed to not be re-added back. Currently deleted names are held in trash for 48 at which time they are not added back however after that time period they will be added back.
MTEE7VWDFE Option to not add other users [In the To: or CC: field] addressed on an email to recent contact list. Would maintain only users that were sent or received mail. (Similar SPRs SNES7KXV7B and CKDR7PB5SR)
RBOD7HPV3G Address concerns regarding users that have had OU/Org, or Name Changes. (Related SPRs: YGAO7QQHPD, JMER7MMMS6 & EZEL7AASN2)
WTON7LZJSR Ability to disable Recent Contacts via policies. Specifcally, a way to disable by policy the option set by "File - Preferences - Basic Notes Client configuration - Additional Options - Disable type-ahead for all name fields and use Notes Basic type-ahead". (Related SPR# RSHA7K97LW)

Document information

More support for: IBM Notes
Mail

Software version: 8.0, 8.5

Operating system(s): Linux, Windows, iOS

Software edition: Standard

Reference #: 1395526

Modified date: 26 September 2011