May 11th, 2006
Share Documents
Have you ever wanted to easily copy or move information from your mail
file to a TeamRoom, Document Library, Personal Journal, or any other database?
There are several reasons you may want to do this:
1. To "free the data from your inbox", and place it in a shared
space so others can access is.
2. To store the information in a database dedicated to a specific topic.
3. Simply to reduce the size or your email.
Whatever the case may be, I've written some code that enhances your mail
file enabling this data transfer in a convenient and simple way.
From your mail file you select the document or documents and run the Share
Documents action...
You then choose the database that you want to copy the documents into.
The choices come from a list you configure.
Notes copies the documents for you, and asks you if you want to delete
the originals.
The newly created documents even show you who the original sender and recipients
were...
The configuration is simple. There is a new view named "Document
Sharing"...
... where you create configuration documents with the information about
the databases you want to copy documents into.
The configuration documents even contain a history of the documents you've
copied, with links to the new document.
I've created an installer database* which automatically adds the required
design elements to your mail file: docshareinstall.nsf
Download this file, open the database, and simply push the install button.
The install database also has more details about how to setup
and use the new features.
I hope these enhancements greatly help you share and store information.
Please don't hesitate to provide feedback.
* The automatic install requires Lotus Notes 6.5 or greater. If you
are on an older version of Notes, the new Share Document feature will still
work, but you will need to manually copy and paste the form, view, and
agent from the install database to your mail file.
