Recall, Unsend and Retract Sent Email in IBM Lotus Notes/Domino with Fetch Retriever
Legacy enterprise email system such as Microsoft Exchange, Novell Groupwise and IBM Officevision or Profs (Professional Office System) has the functionality and feature that allows users to have the ability to recall or retract emails that has been sent so that it’s ‘unsend’. However, Lotus Notes or Lotus Domino from IBM does not has the email retraction capability. So if you just migrated to Lotus Notes/Domino platform and getting used the email recalling or unsending email or undo sending email feature in your old system, you may not accustomed to the new mail architecture, especially if you have sent the wrong email to wrong recipients or distribution lists, or you mistakenly send confidential information or obscene materials.
Email recalling or email retraction works in such as way that when sender initiates, the system will try to delete the emails (normally only those still remain unread and reside on the same email system) that have been delivered to many recipients’ mailboxes or inboxes automatically without any configuration needed, or effort to clean up the unwanted emails. For what reason it’s not included in Lotus Domino and Notes platform is unclear, but most likely it’s due to the complexity of Lotus Notes mail system that designed as distributed mail system with multiple repositories, on multiple servers, with the ability to work offline. However, if you think that email retraction and recalling function is a must have for your corporate, there is a third-party solution.
metaLogic develops Fetch Retriever that provides users and administrators with the ability to instantly unsend email, recall email that was sent in error or anger, regardless of origin. Fetch Retriever works as a server side task, built on the principle of tracking real read/unread message state in the complex domino environment. Email is tracked without having to change email templates or have awkward workarounds (e.g., tracking if a message was replicated offline).
Features of Fetch Retriever include:
- Distributed, real-time retraction.
- No sent view dependency, email can be removed from the sender’s sent view, or from a recipient’s inbox.
- Track read and unread state of each email to enforce policy of allowing or disallowing retraction of read email.
- Web client support to recall message.
- Stub messages for removed email.
- Blackberry support.
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Entries (RSS)
March 12th, 2007 13:48
[...] previously lack in Lotus Notes and Domino, but available in most other corporate email system. Only Fetch Retriever manages to savage IBM Lotus collaboration system from lack of ability to unsend an email. Th final [...]
June 3rd, 2008 10:28
Domino now includes a message Recall Request in the 8.0 offering. Honestly, I have only seen it work once or twice so I can appreciate how hard the problem of recall must be. No matter how good the recall, forwarded messages, reply chains and so on are not recallable without undue effort so it is better to recall quickly if you must.
Of course, it is better to be careful to begin with. We deal with Enterprise customers a lot and some very serious mail etiquette issues routinely occur using overly broad recipient lists, the omnipresent CC list and Reply-to-All. Someone with a heavy hand on the Send button can repair some damage with a fast recall, but you don’t know pain and suffering until a corporate secretary mails a 1MB newsletter to 20,000 employees. I contributed to a research paper about 6 best practices that would make IT’s job a lot easier — way better than recalling a message is simply to prevent it to begin with. {Free - http://www.permessa.com/whitepapers/Email_Best_Practices
We were asked to provide a solution to the Reply-to-All (and its evil cousin, Reply-to-All-with-Attachment!) and the various other major resource wastes in a Domino mail environment. By enforcing email policy close to the sender and alerting them of specific violations (with recourse to release or discard quarantined message that were flagged), the issue of sender’s remorse is easier to deal with *and* the sender is dynamically trained as to the current policies in effect.
Regards,
Ken Gartner
Director of Software Development
http://www.permessa.com