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To search multiple Notes databases simultaneously:
1. Switch to the Notes Workspace.
2. Select one of the databases you wish to search by clicking once on its icon.
3. Hold down the Shift key and select the icons for each additional database that you wish to search.
4. While still holding down the Shift key, double-click on the last database you selected. The titles of the selected databases will be displayed.
5. If the Search Bar is not visible, select View/Show Search Bar.
6. Enter your query and Notes will search all selected databases.
Get a subtotal from a column numbers by:
1. Creating a field within the form that performs an @DbLookup to return a list of values for the desired set of documents. This field should be numeric and allow multivalues.
2. The subtotal can be calculated in a separate field by summing the list of returned values.
Notes treats numbers in Text or Rich Text fields as standard textual data. However, the digits 0 through 9 are included in the default stop word file (DEFAULT.STP), so if you create your index using DEFAULT.STP, Notes does not index numbers in Text fields. To search on true numbers (numeric data stored in number field types), you must include the field name in your query, such as, FIELD QUANTITY = 500. The search returns the correct set of documents, but Notes does not highlight the search criteria when you open a document.
Set a specific time for Notes to log off your user ID. This helps prevent unauthorized use of your ID when your computer is unattended, and it also frees up the Notes server's system resources because inactive user sessions will be closed faster.
If you maintain groups in your personal name and address book, or as a remote user you replicate the server's name and address book, you can prevent local groups from expanding when mailing. Select Design > Forms to open your Memo form and add a field with the name "ExpandPersonalGroups." A value of 0 in this field suppresses expansion, and the value 1 allows it.
Notes doesn't have an export filter designed specifically for creating comma-delimited files, but you can accomplish this using the tabular text export filter and a custom view.
1. Create a view with a single column that's wide enough to display all of the data and with the formula:
"\"" + FieldName1 + "\",\"" + FieldName2 + "\",\"" + etc... + "\""
For example: To create a comma delimited file that exports CompanyName, Address, City, State and ZipCode, use the following formula:
"\"" + CompanyName + "\",\"" + Address + "\",\"" + City + "\",\"" + State + "\",\"" + ZipCode + "\""
2. Export the view by changing to the view and selecting File Export. Name the output file, select Tabular Text for the Save File as Type field and select Export. You can include all documents in a view or just specific documents. Click on OK and the comma-delimited file will be created.
Even though Windows and OS/2 use a different default separator for dates (OS/2 uses a hyphen and Windows uses a slash), you can convert dates to a uniform text format regardless of the operating system. In this example, "Time" is a field of the data type Time:
@Text(@Month(Time)) + ":" + @Text(@Day(Time)) + ":" + @Text(@Year(Time))
You should only use this for displaying date information. For Notes to correctly perform time/date calculations, you should still store a date field that contains the original time/date value.
DocLinks are detectable by the presence of the field, $LINKS. But, because this field is of the special data type "Doclink Reference List," you can't refer to it in formulas at the view level. You can, however, refer to this field at the form level. In the form, create an extra field called Links, with the formula:
@IsAvailable($LINKS)
Then, at the view level, you can test for whether the field called Links = 1.
If you're a Notes administrator, you can create a view in the name and address book that will list all of the Groups to which an individual belongs:
1. Create a view in the name and address book, and make the selection formula for the view :
SELECT Form = "Group"
2. The first column of the view should be sorted and categorized. The formula for the first column should be:
@ProperCase(Members)
3. The second column formula should be:
ListName
The view will show a person's name in the first column and the groups that person belongs to in the second.
You can set up Notes so that when you click on its icon a specific database is automatically opened as Notes launches. The syntax is:
C:\NOTES\NOTES.EXE <ServerName> <FileName>>
For example, with a Server named Gold and a mail database in a subdirectory, the command line would be:
C:\NOTES\NOTES.EXE GOLD MAIL\JSMITH.NSF
Keep in mind that the .NSF extension is optional, and this technique will not work if the ID file is password protected. It also won't work I the server name has a space in it. If the server is hierarchical, you need to use just the short name.
For OS/2 :
Path & File name = path to notes.exe
Optional Parameters = servername database (GOLD Mail\Jsmith.nsf)
When you design a Notes database, you can create a form that requires users to click on a button to save the document rather than using File/Save or Ctrl+S. To do this, you need three elements:
1. An Editable Field named Check1 of data type Text with a default value
formula of 0.
2. An Editable field named Check2 of data type Text with no default value formula. The input validation formula is:
REM "You must click on the button to save the document. If you try to save another way, the Check1field will not have the correct value";
@If(Check1 = "1"; @Do(@SetField("Check1"; "0"); @Success); @Failure("To save this document, please click on the button"))
3. In the button that will be used to save the document, include the lines:
FIELD Check1 := "";
@SetField("Check1"; "1");
@Command([FileSave]);
@Command([FileCloseWindow])
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