LOTUS NOTES / DOMINO - Delegation

Key Concepts

   Delegations are 'tools' for a user to allow others to read, edit or delete their mail or calendar. This feature comes in handy for people who has secretary/assistant who needs his/her secretary/assistant to schedule meetings, etc. or mail their e-mails on their behalf.

How to delegate?

One can access their delegation tools by :-

Diagram 1

   1) Open Mail Database
   2) On the top-right corner of your Mail Database Window, Select Tools ( Diagram 1,
        Step 1 )
   3) Select Preferences... ( Diagram 1, Step 2 )

Diagram 2

   4) A pop-up window will appear as shown in Diagram 2. By default, it will bring you to
        the Mail - > Basics Tab.
   5) Then, for safety purposes, please make sure that your Mail Database is owned by
        you, stated with your correct ID Name ( Diagram 2, Step 1 )
   6) If you need to make any changes to the owner of your Mail Database, you can
        always do so by clicking on the Change Button ( Diagram 2, Step 2 )

Diagram 3

   7) Then, go to the Access & Delegation Tab. By default, this will bring you to the
        Access Your Mail & Calendar Sub-Tab ( Diagram 3, Step 1 )
   8) Click on the Add Person or Group Button ( Diagram 3, Step 2 )

Diagram 4

   9) A pop-up window will appear as shown in Diagram 4. You can either choose Enter
        or choose a user/group or the Access os for everyone Radio Button.
   10) Users and groups can then be added by clicking on Combox-Box Button
          ( Diagram 4, Step 1 )

Diagram 5

   11) Make sure you've chosen the correct Address Book ( More Details on The
          Addtess Book Section ) ( Diagram 5, Step 1 )
   12) Select the user you wish to allow to access your Mail Database ( Diagram 5,
          Step 2 )
   13) Then, click OK. Next, you can either choose to proceed to Diagram 6 or
          Diagram 7

Diagram 6

   13) Choices available if you allow them access your All Mail, Calendar, and To Do
          are as shown above ( Diagram 6, Step 1 )
   14) Click OK and proceed to Diagram 8.

Diagram 7

   15) Choices available if you allow them access your Only Calendar and To Do are
          as shown above ( Diagram 7, Step 1 )
   16) Click OK and proceed to Diagram 8.

Diagram 8

   17) Make sure that the delegate's name and the allowance are correct ( Diagram 8,
          Step 1 )
   18) You can change the person allowed to access your Mail Database by clicking on
          the Add Person or Group Button ( Diagram 8, Step 2 ). Then, you can continue
          on from Step 9.
   19) You can change the access allowed by clicking on the Change Access Button
          ( Diagram 8, Step 3 ). Then, you can continue on from Step 13 or 15.
   20) Click OK.

Checking your steps

You can make sure that the delegation process went smoothly by :-

Diagram 9

   1) Right clicking on your Mail Database ( Diagram 9, Step 1 )
   2) Select Database ( Diagram 9, Step 2 )
   3) Select Access Control ( Diagram 9, Step 3 )

Diagram 10

   4) The Delegations Name will appear in the Access Control List ( Diagram 10,
        Step 1 )
   5) The Delegation User Type will appear as Unspecified, and the Access is
        Reader (sometimes, it can have Editor, even Author Access, depending on what
        you selected during Steps 13 -14 or 15 - 16) ( Diagram 10, Step 2 )
   6) Note that the Delegate Name will not have the person symbol as a normal user
        would ( Diagram 10, Step 3 ). This is an indicator that the access given was thru
        delegation and not conventional Access Control List editing.

How to tell who sent the e-mail?
Owner or Delegate?

   As a reciepient, it is sometimes confusing to know who was the sender of our mail. However, Lotus Notes provides suffiecient information even to the reciepient so that the recipient call tell the owner apart from his delegation. One significant indication is :-

Diagram 11

    If the sender is NOT the owner himself/herself, a sent by field, including a name will appear. Otherwise NO sent by field will appear nor will the name.

Known Issues