SPR

Technote

Problem:
This issue was reported to Quality Engineering as SPR# MGAN5C7SD9. In Notes
5.0.10 and above, Author and Reader names are not functioning as expected. The
fields do not function as expected unless the Summary flag is set, which is
technically working as originally designed. The issue does not occur in Notes
Domino 6.

By default, the Summary flag is set when you populate the fields via the user
interface. In R5, the Summary flag is also set when using LotusScript to create
a Reader or Author field using the New NotesItem method, with the special
Reader or Author parameter. In R5, the flag is also automatically set when
setting the LotusScript IsReaders or IsAuthors properties to True.

The Summary flag is not automatically set in Notes R4 when you set the
LotusScript IsReaders or IsAuthors properties to True. The Summary flag is also
automatically removed by Notes if the combined text within the field becomes
greater than 15K. Summary fields, by definition, cannot be larger than 15K.

To avoid this issue with future documents:
If the Summary flag is not added properly by LotusScript code, update the code
as follows:

-- It is best to create new Author and Reader names fields using the New
NotesItem method and use the special fourth parameter for Readers or Authors.

For example:
Dim Item as New NotesItem(Doc, fieldname, value, READERS)

An additional option in cases where the code is simply setting IsAuthors=True
(or IsReaders=True), you can just add a IsSummary=True.

For example:
item.isauthors=True
item.issummary=True

-- If the Summary flag is being removed because the field contents are too
large, then reduce the size of the field. Use either Groups or Roles to allow
access within the field.

To resolve this issue for existing documents:
The server must first be downgraded to a pre-5.0.10 Domino release. This will
allow proper access to the affected documents. You can then use either of the
two methods to modify the documents so that the Summary flag is set.

Create a LotusScript agent which gets a handle to the relative NotesItem field
object and sets the IsSummary property to True. It would probably be easiest if
the agent were designed to run on Selected Documents. The agent could then make
use of the UnprocessedDocuments property (of the NotesDatabase class) for its
collection set to loop through.

Make sure the form(s) for the affected documents contain the appropriate Reader
and Author fields. Create an agent or icon which calls the @Command
ToolsRefreshSelectedDocs Function. Select the affected documents and run the
agent/icon.

IMPORTANT NOTE: There are additional issues which can also occur in Notes
Domino Release 5.0.10 when the Summary flag is not set.

If you experience issues when accessing attachments, refer to Document
#1085278, "Not Authorized to View/Detach File Attachments After Upgrading to
Domino 5.0.10."

If you experience crashes, refer to Document #1084407," Domino Crash After
Upgrading to 5.0.10: 'DbCheckPAAccess' Referenced in RIP Summary." More >