Mail forwarded from within a mail-in database or delegated mail file is saved to the sender's mail file

Technote (FAQ)


Question

Mail forwarded from within a mail-in database or delegated mail file is saved to the sender's mail file instead of the mail-in database or delegated mail file. Is this working as expected, and can it be avoided?

Cause

Certain mail features, such as which database a saved document in placed within, or which Form is used, are dependent on which mail file is deemed the "host" mail file for the action. In most cases this is determined by the mail file specified in a user's Location document. In cases such as the Forward action, additional checks may be performed, and the Location document mail file may not be used as the "host" mail file.

In Notes 6.x releases, the formula in the Forward action is designed so that the "host" mail file for the action is dependent on whether the user is the owner of the current mail file containing the document being forwarded. If the user is set as the owner of the mail file then that mail file is the "host", and if the document is saved it will be saved in the current mail file. If the user is not the owner, then the "host" mail file will be the user's mail file specified in their location document, and if the document is saved it will be saved in that mail file.

In Notes releases 7.0 and later, the Forward action uses the same above logic for cases where the user is the owner of a mail database, but it has additional logic for cases when the user is not the owner. In these cases, if the user has Editor rights or above in the Access Control List (ACL), then the current mail file is deemed the "host", and so if you saved a document it would save in the current mail file.


Answer

This is working as designed for mail files and mail-in databases based on the Notes/Domino 7.0 and later mail template designs. Users with less than Editor rights should not be able to save forwarded documents into a mail file. If you are in a Notes 7.0 or later environment, mail files using a Notes/Domino 6.x mail template design should be updated to a 7.0 or later design.


For Notes 6.x clients, you can alter the Forward action's formula so that users with Editor or above rights can save mail to the current mail file or mail-in database. Note: This workaround can be applied to Domino Web Access mail file designs; however, it affects only the Forward action used from the Notes client.

1. Open your mail file, or mail template, using the Domino Designer.

2. In the left pane, select Shared Code -> Actions.

3. In the right pane, open the third "Forward" action listed.

The existing formula should appear as:

    REM {R6 Style Full Forward};
    @If(@UserName = @GetProfileField( "CalendarProfile"; "Owner");
    @Command([ComposeWithReference]; "" ; "Memo"; 1 + 2 + 32 + 64);
    @Command([ComposeWithReference]; @MailDbName ; "Memo"; 1 + 2 + 32 + 64)) .

5. Replace the existing formula with the below:
    getUserAccess:=@TextToNumber(@UserAccess(@DbName));
    @If(@UserName = @GetProfileField( "CalendarProfile"; "Owner");
    @Command([ComposeWithReference]; "" ; "Memo"; 1 + 2 + 32 + 64);
    getUserAccess >=3;@Command([ComposeWithReference]; "" ; "Memo"; 1 + 2 + 32 + 64);@Command([ComposeWithReference]; @MailDbName ; "Memo"; 1 + 2 + 32 + 64))

6. Save the action, using File -> Save.
7. Close the action, using File -> Close.
8. Close the database, and Designer, using File -> Exit.

Related information

A simplified Chinese translation is available


    Product Alias/Synonym

    Lotus Notes & Lotus Domino

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Document information


More support for:

IBM Notes
Mail

Software version:

6.0, 6.5, 7.0, 8.0

Operating system(s):

Linux, Mac OS, Windows

Software edition:

All Editions

Reference #:

1279460

Modified date:

2008-02-23

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