Is there a way to hide a group in the address book or add pop up notification when someone attempts to address an e-mail to a group that includes the entire organization?
This question has previously been answered in this thread: Hide a person or group in the Domino Directory.

In addition, you could code into your memo form in the mail template an exception to identify that any of the address fields contain the specific groups that you mention.

Something simple, and easy to add, would be the following validation formula into the "validation rule" of a field on the memo form:

Create a hidden field on the memo form called "tmpMsgCheckGroup" with default value of "0."

In the validation rule of the BlindCopyTo field enter the following formula: 

@If(@Contains(@Trim(@Unique
(SendTo:CopyTo:BlindCopyTo));
"EveryEmployee") & 
tmpMsgCheckGroup="0"; 
        @Do(FIELD 
tmpMsgCheckGroup :="1"; 
                @Prompt([Ok];
"Warning";"You are about to send an 
email 
to every person in this company")); 
        @Success)

You could add additional code to prevent the user sending the e-mail, or to remove the group, or whatever action you would need to take. I provide the above formula example as a starting point for you.

The above would do what you have queried (that is, warn the user anytime they try to send an e-mail to "EveryEmployee"). Be aware though -- modifying the Mail template is not always the best solution and can lead to problems of it's own.

Do you have comments on this Ask the Expert question and response? Let us know.

This was first published in December 2004

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