Meeting Acceptance Mail

[kelly14]

Hi All,

My CEO has just started receiving multiple (read x 10's) of Meeting Acceptance email on his device. The emails do not appear in his notes mail box but only on his device.

I found the following post on the Blackberry Support forum which pretty much describes this issue:

Quote
We have been running BES 4.1.4 with Domino 8.0.1 for a while with no problems. Some users who are involved in a lot of meetings have configured Notes to not show meeting notices in their Inbox. This setting also kept those same meeting notices off of their BlackBerry. This came in handy when you invited a lot of people to a meeting and don't want to get a individual response back from each one when they accept the meeting.


We upgraded our BES to 4.1.6 this week and now these same users are getting a ton of meetings responses on their BlackBerries. The notices are still not showing up in their Notes client because they are still disabled there. Did something change between 4.1.4 and 4.1.6 that would cause this behaviour? How can we fix it?Unquote

Has anybody seen anything similar since applying the same upgrade mentioned above? I have had my notes team check the CEO's calendar settings and nothing has changed their and no meeting updates were initiated by the CEO (or his PA).

Would appreciate any advice on this one urgently.

Regards

[GaryCutri]

I am going to try and replicate this issue in my test lab for you and I will post back as soon as I find a solution/answer.

[BESadmin]

I have posted some additional information for you below.


Support information for RIM's Blackberry Server (BES) for Notes/Domino 8
IBM United States

Question

IBM and RIM have conducted joint product testing over the past few months with Lotus® Notes® and Domino® 8 and BlackBerry® Enterprise Server. We would like to inform our mutual customers about our findings, and also about Blackberry Enterprise support for Notes/Domino 8 and 8.0.1. The IBM and RIM teams have been working closely together to ensure that our customers receive a timely delivery of supported products.

Answer


A few statements:

• Blackberry Enterprise Server 4.1.5 supports Notes and Domino 8 and 8.0.1. See http://na.blackberry.com/eng/services/server/domino/dominosupport.jsp for more detail.
• For Wired Synchronization, Blackberry Desktop Manager 4.3.0 or higher will be required for Notes 8 support.
• RIM's next major release of the BlackBerry Enterprise Server, code-named “Argon,” will also officially support Notes/Domino 8.0
• Notes/Domino 8.0, or any 8.0 templates, will not be supported in any BlackBerry Enterprise Server version prior to 4.1.5. Also, Notes and Domino 8.0 will not be supported in any BlackBerry Enterprise Server 4.0.x version.

Known issues to be aware of

1. Process cancelled meetings automatically
When the new "Process cancelled meetings automatically" featured is used with the "Remove from calendar" option selected, cancel and uninvite notices are not delivered correctly to the device for recurrent appointments. Users will receive an empty email on the device when a meeting is cancelled and may experience out-of-sync repeating meetings.
- A fix is planned for BES 4.1.7 (SDR 136327).

Workaround: Disable the "Process cancelled meetings automatically" feature by doing any of the following:

a. Notes User: From your Notes client, go to your Inbox and from the action bar select More > Preferences > Calendar > Display > Views. Then un-check the setting 'Process cancelled meetings automatically'.

b. Domino Administrator: Create/set a Mail Setting Policy (Calendar > Basics) to disable the setting 'Process cancelled meetings automatically'.

c. Domino Administrator: On the BlackBerry user’s mail server, disable ghosted entries by setting the following notes.ini variable:

CSDisableCancellationAutoprocessing=1

This variable will disable the auto processing of cancellation notices for all users on the server

2. Out of Office (OoO)
The new Domino 8 Out-of-Office service does not synchronize properly to or from the Blackberry device.
- RIM SDR 136345

Workaround: Use the Out-of-Office agent (available in previous versions of Domino, as well as Domino 8.x), as opposed to the new Out-of-Office service, by doing the following (as Administrator):

a. In the Domino Directory open the Server Configuration document of the Domino 8 mail server, and go to Router/SMTP > Advanced > Controls.
b. Change the Out of Office service type to Agent.

Please see the topic, Designating the Out of Office service type in the Domino 8 Administrator help for more information.

[kelly14]

Thanks for the advice, however, my site is not running Domino 8 but v6.5 so am not sure if it helps.

I will forward the info to our BES and Notes Admins and see if it makes any sense to them. Worth noting that I did view the users calendar and the option to process meetings automatically was NOT selected.

Thanks again

[GaryCutri]

Originally Posted by kelly14

Thanks for the advice, however, my site is not running Domino 8 but v6.5 so am not sure if it helps.

I will forward the info to our BES and Notes Admins and see if it makes any sense to them. Worth noting that I did view the users calendar and the option to process meetings automatically was NOT selected.

Thanks again

As I saw Domino 8 mentioned in your first post I assumed this is what you also had running. The info from BESadmin is now irrelevant as you are running version 6.5.x.

[kelly14]

Cheers Gary,

Sorry for the confusion. My first post included a posting from the Blackberry Support forum and the similarity of they symptoms on what we are seeing at the moment after applying the same patch.

Regards

[supabrudda]

So is he is scheduling a meeting & inviting people
The invitee's are accepting them
The acceptance notice is appearing (10x) on his BB, but not at all in Lotus Notes?

Or is he just getting "read receipts" notificatation that the "acceptance notices" message has been read?

[kelly14]

Hi,

The invitees are accepting the meetings but no change has been initiated by the meeting chair.

The acceptance email is only appearing on the device and not within the Notes Mailbox.

Regards

[supabrudda]

So basically it's the Meeting Acceptance email he's getting on his Blackberry.
They should be coming to Lotus Notes, but he just doesn't normally see them.
Ask your Domino guys to do a All Document View on his mail file (this will list hidden & mail moved to folders) & you should see the meeting acceptances there.

Is it possible that he's got a rule in Lotus Notes which moves these Meeting Acceptances to another folder?

If so, he may have changed his "Hide Filed Messages" to No (under Messages-> Options, General Options).

Or if not, they're probably automatically Hidden From View. (which is possible, but I can't remember how) (BlackBerry Search Results & BlackBerry Search Results )




Finally have your BES guys upgraded their server, or his mail file was moved servers, or soemthing, or did it just start happening?

[kelly14]

Basically, it just started happening right after a service pack 4.1.6 was installed onto our BES.

It is not affecting all users just some - which only makes it more difficult to troubleshoot.

Regards