Sharing Personal Contacts Database

[kelsaphilben]

My Executive Director would like to be able to share his Personal Contacts Database with his Secretary - is there a way this can be done? Looking for something similar to the delegating/sharing Group Calendar theory.

 

[Murf109]

If the managers names.nsf sits on your server, have your LAN admin give permission or NOvel rights to the directory where the file resides. If like here its on the C:\, you 'll need to move it. If anyone replies with a better way, let me know. But if your in a pinch this will work.

 

[tonty]

This is a pain in the bum... I know because most of our exec have requested it. The way I started off was to simply have a completely separate, shared address book that lived on a notes server that they could both access, update, etc. This has limitations inasmuch as neither user can type in part of an address in a new memo and it have it resolved, nor can you use groups (can be worked around using categories).
I have since had to provide a slightly different (better?) soloution to our chairman.
I gave the chairman authority to create replica databases on the server (under the server tab of the server document, to be revoked ASAP).
Created a new replica of his personal address book on the server and provided secretary with the appropriate authority via the ACL.
Ensured that replication was enabled on the chairman's location document (I set this to replicate every hour) and that there was an entry on the replicator page.
Now all amendments, additions, etc. will be replicated between the local and server versions (provided there is a network connection of course) and it is only the secretary that has to suffer the inconvenience of not having part addresses resolved, etc.
As far as I am aware, there is no perfect solution to this, so it may be worth emphasizing to your exec that the personal address book is designed to be just that... Personal!

Tonty.

 

[echan1234]

We got the same issue. I understand that the Personal Address Book should be for "Personal" use. However, we rather use it for keeping external parties like Customers / Suppliers e-mail addresses so that a single update can benefit the whole company of using it.

Appreciate any suggestion.

Chan.

 

[tonty]

This seems to be a slightly different scenario. You can easily create a separate address book on the Notes server for all to use (File, Database, New, select the Personal Address Book template and away you go). Make sure you have the ACL set to the appropriate level and provide all users with a link to the database (Edit, Copy as Link, Database link). However, users are still going to experience the same problems described in previous thread.
One workaround to help users would be to enable them to pick names from the address book etc. by having them create a local replica (File, Replication, New Replica (make sure file is created in notes root directory)) and list it in their user preferences (File, Preferences, User Preferences, Mail and News Tab, enter filename.nsf in Local Address Books field.

 

[AmazingDominik]

Hi,

The normal way to do it:

1/
Create a new additional Public address book on your server

2/
Activate Directory assistance and set it up properly (see Administration help).

Result:
No need to replicate anything
Groups can be used
Type-ahead works normal

In fact: there is no difference with your normal public address book: they will act as one.

If not all users may use the contacts then you need to restrict the ACL.

Another way (not recommended);

1/
Replicate the names.nsf between the server and both machines. Make sure the filename on the local machines is NOT "names.nsf" and make sure it is in the data directory.

2/
Add the new filename to the "Local address books" field in the user preferences. It then looks like this for example: "names.nsf, execnames.nsf"

Again you have the advantages that groups and type ahead will work normal.

Hope this helps!


Kind regards,

Dominik Malfait
dominik@amazingit.com

http://www.amazingit.com