How to request a name change in Lotus Notes

How to request a name change in Lotus Notes

Document number: 10071

A name change can be requested for the Lotus Notes ID if your name was originally misspelled or if you have changed your name.

Submitting a name change request

Accepting the name change

Verify that your Internet mail address is correct in the PeopleSoft Directory

Change your Internet mail address in your Personal Address Book

Manually changing the read and unread marks

A Lotus Notes name change also changes the network account name, Sametime user name, the Notes Email Name in the PeoplePeople Directory and the Planet logon name. The HRDB preferred name will not be changed in the PeoplePeople Directory until a name change request has been submitted to Human Resources.

Requesting a name change in Lotus Notes does not change your name in Human Resources or for other applications. For additional information, see the Eureka! name change document — How to request a name change for various applications at PeopleSoft.

PeopleFriends will need to submit a NorthStar request to have their name updated in the PeoplePeople Directory. For additional information, see Eureka! document 16174 — How to change a PeopleFriend's name in the PeoplePeople Directory.

To submit a Lotus Notes name change request:

Open NorthStar (http://northstar.peoplesoft.com).
Click the Log Service Ticket link in the Submit Tickets section in the left hand navigation panel.
Click the Lotus Notes radio button and click Next>.
Click the down arrow next to What type of problem are your having? and select I need to change my name in Lotus Notes from the drop down list.
In the Subject: field type Name Change Request.
In the Description: field type New Requested Name: [ new name] where [new name] is the new name (first and last name only) requested and typed exactly as it should be spelled.
- Do not include middle initials, middle names or periods as these characters can cause email delivery failures.
- The name will be changed to reflect exactly what was requested. Double check the spelling to ensure it is correct before sending the request.
- The name that is typed on the request will be copied and pasted in the fields where the name change process takes place to ensure that no errors are made.
Click the Finish button.

The name change request has now been submitted for processing and will be processed within two business days.

To complete the name change process, the change to your Lotus Notes name must be accepted when prompted. For information on how to accept the name change, click here.

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To complete the name change process, the change to your Lotus Notes name must be accepted when prompted.

To accept the Lotus Notes name change:

A dialog box will appear asking " Would you like to update your current name to new name/PeopleSoft (full-time employee) or new name/Consultant/PeopleSoft (temporary or contract employee)" when trying to access a server within 2 business days after sending the request.
Click Yes to complete the name change.

If the name change is not accepted immediately, the dialog box will appear for 21 days.

After accepting the name change, some documents that have been previously read may now show as unread. For information on how to manually change documents to show as read, click here.

To verify that your name has been successfully changed:

Select File from the menu bar.
Select Tools from the drop down list and select User ID... from the next drop down list.
The password prompt pop up window asks for the password for the new name along with the extension /PeopleSoft or /Consultant/PeopleSoft depending on the employee/contractor status. If the name appears as requested with either of those extensions, it has been successfully changed.
Click OK.

Once the change has been accepted, a process begins to change the old name to the new name throughout the Lotus Notes environment. This process should be seamless and should not affect any Lotus Notes functionality.

Some temporary mail routing delivery failures may occur until the changes have replicated throughout the entire system. If someone tells you that they are receiving a delivery failure when sending to you, ask them to try to resend the note within a few hours to let the change replicate. Letterhead may also show an additional Sent by: field with the new name until replication is complete as well.

If personalized stationery had been created prior to the name change, it will need to be recreated after the name change is complete. Otherwise, the old name will still show on the stationery with additional fields showing the new name. For information about creating personalized stationery, see Eureka! document 16009 — How to create personal stationery in Lotus Notes.

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Part of the name change process is to change your Internet mail address in the PeopleSoft Directory. You should verify that it has been changed and does reflect the new name.

To verify the Internet address in the PeopleSoft Directory:

Open the PeopleSoft Directory in Lotus Notes by clicking here.
Press the {Esc} key to close the About the PeopleSoft Directory document if it opens.
Click the People view in the left hand navigation window.
Type your last name and press the {Enter} key.
Double click on the entry with your name to open your "Person" document.
Click the Mail tab.

Your Internet address appears in the Internet address: field and should be in the following format:

Full-time employees: firstname_lastname@peoplesoft.com (Example: trudy_test@peoplesoft.com).
Contractors: firstname_lastname.consultant@peoplesoft.com (Example: trudy_test.consultant@peoplesoft.com).
Be sure to inform anyone who will be sending you external messages, that they must include the .consultant in your e-mail address. Otherwise, they will receive a delivery failure when trying to send you messages.

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When you change your name, you must change your Internet address in your Office location document in your Personal Address Book so that and external person you are sending to will have the correct "reply to" information when responding. If you work offline in Island mode, you must change it in the Island location document as well. If the Internet mail address is incorrect when sending a message, when that person tries to reply, it will be addressed to the invalid address which will cause them to receive the delivery failure.

Changing the Office location document:
To change the Internet address in the Office location document:
1. Select F ile from the menu bar.
2. Select M obile from the drop down list and select L ocations... from the next drop down list.
3. Double click on Office to open that location document.
4. Basics tab: Change your Internet address in the Internet mail address: field to reflect your new name. It should be in the following format:
Having the correct Internet address in the Internet mail address: field will ensure that when you send external messages, the recipient will be able to respond to your correct Internet address.
Changing the Island location document:
To verify the Internet address in the Island location document:
1. Select F ile from the menu bar.
2. Select M obile from the drop down list and select L ocations... from the next drop down list.
3. Double click on Island (Disconnected) to open that location document.
4. Basics tab: Your Internet address appears in the Internet mail address: field and should be in the following format:
Having the correct Internet address in the Internet mail address: field will ensure that when you send external messages that are composed when you are working offline, the recipient will be able to respond to your correct Internet address.

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To manually change documents to show as read:

Select the documents that should appear having been read by clicking in the column to the left of the documents. A check mark will appear to the left of each document selected.
- To select multiple documents that appear one after another, click to the left of the first document and drag the mouse to the last document. A check mark will appear next to all of the documents that the mouse has been dragged past.
Select Edit from the menu bar.
Select Unread Marks from the drop down list and select Mark Selected Read from the next drop down menu.

The documents which have been selected will now appear as having been read and will be the color black.

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