Notes Address Book - Group listing

[Gunnison]

How do I isolate a group listing so that only select persons or groups can use the specific group listing from the Notes Address Book

 

[pmonett]

Not possible without modifying design.
What you could do - and this is very much not recommended - is include a Reader type field on the Group form.
Remember to include "LocalDomainServers" and "LocalDomainAdmins", otherwise the document will disappear for everyone.
By the way, doing this might just break the NABs functionality to some point.

Notes is a collaboration tool. User education is supposed to be enough for cases where the data is not in a db designed specifically to restrict access. The server NAB is not such a database.
In my 9 years of experience, every case of "need to hide" on necessarily open data (like the NAB) has been a result of using the wrong approach. I believe that you should try and look at your problem in a different manner.
Of course, you may indeed not have any other way of doing what you want, but in that case I'll be wondering how you managed to paint yourself in such a corner (no disrespect intended).

Pascal.

 

[Gunnison]

Thank you for the answer and advice. I am in the process of "...learning my way..." into a new domain. This is a pre-existing situation this company has with their NAB.

Do you have any suggestions for a direction to take to resolve this issue?

Case

 

[aszumilo]

There is no easy way to prevent users from using something. You can however, hide it in the address book so they cannot see it, thus making it harder for the to use it. They would still be able to manually type it in, but would not be able to select it in their address book.

1. Open Admin Client and go to People and Groups
2. Go to the People or groups branch of the tree
3. Go to the address book entry you want to hide
4. Right click on the entry and select "document properties"
5. Go to the "Security" tab (the key icon)
6. Uncheck the "All Readers and Above" box
7. Then select the users you want to be able to see it.
8. Make sure you check the Server/Server groups and Admin/Admin groups, so that you can get back and change it if you need to.
9. Add any other users or groups, by clicking on the blue person icon and selecting them from the address book.

Hope this will help you out.

 

[pmonett]

Why does this group need to be restricted ?
If it is because only those in the group need it, then they should have it in their personal NABs, and it could be removed from the server. If some secretaries or employees still need without being part of it, then they could also have it in their own NABs. Of course, this always entails the hassle of updating.
If it is because some people using a database need it, then the group could be inserted into that database, instead of the server NAB. Thus, a button could be made, available only to the certified users, that would create a memo with the group in it already expanded. All users who would need to access the button would just need to be part of the role allowing it, and would not necessarily need to be in the actual group.

Now, taking a step back : since all users who can get mail via Notes have a valid address, and since all Groups in the NAB contain Notes addresses, what is to prevent a user from putting all the people in this "special" group in a SendTo and send it ?
Sure, they'll have to do it manually, but no one can keep them from doing so. A group is just a facilitator, it is not a security device.
Think about that.

Pascal.