Lotus Notes Notifications
August 29, 2022
To All TRCA Staff,
There has recently been several instances where an IBM Notes notification has been incorrectly distributed to staff e-mail groups. Please take a moment to review the information below on how to avoid the issue occurring.
Thank you for your care and attention on this matter.
What is the issue?
E-mail notifications originating from IBM Notes applications allow staff to select a distribution list (e.g. when sending an FYI) which has resulted in notifications being unnecessarily sent to group or individual accounts (e.g. “101 Exchange”).
What can be done to avoid sending an unnecessary notification?
Search – Notes will auto-search for results based on text you type, it takes a few seconds to display the result. Pressing ‘enter’ will select the first name in the list so ensure the correct name(s)/group(s) are selected.
Selection – any individuals or groups selected from the search will be added to the selection list on the right side. Carefully review the list to ensure the correct people are going to receive the notification. Any erroneous selections can be ‘removed’ using the buttons at the bottom of the window.
What are the risks?
This issue is of concern for the organization due to the potentially sensitive nature of content being distributed through a notification. Individuals names (staff and/or public) or other private or sensitive information can be contained within the notification and therefore could be compromised if unintended groups or individuals are included in the distribution. Please be careful when finalizing the distribution list.
If you have any questions, please feel free to reach the ITRM Service Desk through:
Calling the ITRM Service Desk: 416.667.6275
Submitting a request: ITRM Service Desk
Visiting the ITRM Service Desk: Located on the 2nd floor, South Side of 101 Exchange Ave