Replies to email messages from/to alternate name users may be sent to recipients deleted from the To, cc and bcc fields and show names of users to whom the message was not delivered

Technote (FAQ)


Question

Under certain circumstances, replying to email messages sent from or to users with alternate names, which have been edited after saving, may send the message to users whose names were deleted from the To, cc, or bcc fields. This issue occurs only if the "Default display name" preference (Location document -> Basics tab) is set to "Display alternate names".

When editing the To, cc, or bcc fields of such previously saved email messages, the SendTo/AltSendTo, CopyTo/AltCopyTo, and BlindCopyTo/AltBlindCopyTo fields may not be kept in sync. This can result in misaddressed email messages, which lead recipients to an incorrect recognition of the sender's intention regarding the recipients. Should a recipient reply to all, this may result in inadvertent disclosure of information as the reply will include recipients who did not receive the original message.

Furthermore, when receiving and replying to all on such messages, the recipient names displayed in the To, cc, and bcc fields may differ from the original sender's To, cc, and bcc fields. This, too, may result in the inadvertent addition or deletion of recipients to the email thread.


These issues can occur in the following scenarios:

Scenario #1: Multiple "Save As Draft" operations in a new memo after a recipient is deleted

1. User A's Location document has "Default display name" set to "Display primary names".

2. User A creates a new memo and populates the "To" field with User B, User C, and User D.

3. User A clicks the "Save As Draft" action button.

4. User A opens the document from the Draft folder, and presses F9.

5. User A then removes User B from the "To" field, and clicks "Save As Draft".

6. User A opens the document from the Draft folder, and clicks the "Send" action button.

7. User C's Location document has the "Default display name" preference set to "Display alternate names".

8. User C will find User B, User C, and User D in the "To" field of the message received from User A, even though the message was not delivered to User B. (Note:This sets up the case for a "Reply to All" to include User B.)

Scenario #2: Delete an Internet address with a comma inside phrase part of address

1. User A's Location document has "Default display name" set to "Display alternate names".

2. User A creates a new memo and populates the "To" field with User B, and the "cc" field with "AAA,AAAA"<AAA@AAA.COM> and "BBB"<BBB@BBB.COM>. Note that a comma is placed between AAA and AAAA in phrase part of the address.

3. User B's Location document has "Default display name" set to "Display primary names".

4. User B clicks "Reply to all" against the message received from User A, removes "AAA,AAA"<AAA@AAA.com> from the "cc" field, and then clicks the "Send" action button.

5. User A will find AAA" <AAA@AAA.COM> in the "cc" field. "AAA. is truncated.

Scenario #3: Multiple edits and "Save As Draft" operations against a sent message

1. User A's and User C's Location document have "Default display name" set to "Display alternate names".

2. User A creates and sends a new memo with User B in the "To" field and aaaa@aaaa.com in the "cc" field.

3. User A opens the message from the Sent folder and places it in edit mode.

4. User A replaces User B with User C, replaces aaaa@aaaa.com with bbbb@bbbb.com, and then clicks "Save As Draft".

5. User A opens the message from the Draft folder, and then clicks "Send".

6. User C will find aaaa@aaaa.com in the "cc" field in the message received from User A, even though aaaa@aaaa.com did not receive the message.



Answer

These issues were determined to be flaws in the Notes 6.x and 7.x mail template. The issues were reported to Quality Engineering as SPRs YSAI65CCYZ and MDLS66KMFR, and have been addressed in the Notes 6.5.6, 7.0.2, and 8.0 mail templates.


Excerpt from the Lotus Notes and Domino Release 7.0.2 MR fix list (available at http://www.ibm.com/developerworks/lotus):

    Mail Client
    SPR# YSAI65CCYZ - When saving as draft or saving a document, there were cases where the Alternate name fields would become out of sync. with the standard SendTo, CopyTo, and BlindCopyTo fields. This fix ensures that template code does not change these lists during a Save or Save as Draft.

    Mail Addressing
    SPR# MDLS66KMFR - After sending a message with ReplywithHistory, the AltCopyto and CopyTo fields were displayed incorrectly. The message was sent to the person(s) in the AltCopyTo field. This regression was introduced in 6.5.2.

Refer to the Upgrade Central site for details on upgrading Notes/Domino.




You can repair the template by completing the following:

Use Domino Designer® to make the following design element changes in the Mail6.ntf, Mail6ex.ntf, Mail7.ntf and Mail7ex.ntf, and then refresh the design of the mail databases.

The following Shared Actions need to have their formulas modified:
    "Save As draft"
    "Save" Note: There are two Shared Actions titled Save. You want to modify the one that, when listed in Designer, has a checkbox in the Notes column rather than the Web column.

remove the following code:
    REM {"Forcing values in TO field to be saved"};
    FIELD SendTo := @If(EnterSendTo != ""; EnterSendTo; SendTo);
    FIELD CopyTo:=@If(EnterCopyTo!=""; EnterCopyTo;CopyTo);
    FIELD BlindCopyTo := @If(EnterBlindCopyTo != ""; EnterBlindCopyTo; BlindCopyTo);
Note: To access Shared Action design elements, select Shared Code -> Actions, in the left pane of the Designer client.

Workarounds:
  • In the Location document(s), on the Basics tab, set the "Default display names" entry to "Display primary names". Note: The relative field name in the Location form is UserNameFlag, and the keyword choice "Default primary names" has a text value of "0", where the choice "Display alternate names" has a text value of "1".
  • Check the recipient names before sending a message reply.

Remarks

For messages with a false value set in alternate name recipient fields, IBM® Lotus® recommends that users check recipients before sending a message reply.


Related Issue

Similar behavior may be observed when the Save and "Save as Draft" actions are not used. For details on relative fixes and workarounds, refer to the following document: "AltCopyTo and INetCopyTo fields may be out of sync when using 'Reply to All'" (# 1243602)


Related information

AltCopyTo and INetCopyTo fields may be out of sync when


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Document information


More support for:

Lotus End of Support Products
Lotus Notes

Software version:

6.0, 6.5, 7.0, 7.0.1

Operating system(s):

Mac OS, Windows

Software edition:

Workstation

Reference #:

1240386

Modified date:

2007-03-27

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