CreateNewObjectStyleSheetNumberOfEditsEditingTimeSizeInPagesSizeInKReaderListConfidentialityStatusDepartmentDurationCommentsPresFileNameSubjectCategoriesPageTitlesBodyTitleReadersPresAuthorsCN=Lotus Notes Template Dev
Freelance Graphics...delivering the fastest, easiest way to create plans, reports and proposals tFreelance Graphics features three key areas:The most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday use....and everything you need each step of the wayIntegration & Programmability: Freelance Plays Well in Custom Apps!Transforming How You Work...FLW_COMMENTSWayne Foster/CAM/Lotus
Freelance Graphics...delivering the fastest, easiest way to create plans, reports and proposals tFreelance Graphics features three key areas:The most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday use....and everything you need each step of the wayIntegration & Programmability: Freelance Plays Well in Custom Apps!Transforming How You Work...FLW_COMMENTSDoug Crozier/CAM/Lotus
Freelance Graphics...delivering the fastest, easiest way to create plans, reports and proposals tFreelance Graphics features three key areas:The most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday use....and everything you need each step of the wayIntegration & Programmability: Freelance Plays Well in Custom Apps!Transforming How You Work...FLW_COMMENTSJeanne Yuen/CAM/Lotus
Lotus Freelance Graphics ...delivering the fastest, easiest way to create plans, reports and proposals tLotus Freelance Graphics features three key areas:The most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday use....and everything you need each step of the wayIntegration & Programmability: Freelance Plays Well in Custom Apps!Transforming How You Work...
MarketingOverviewFreelance Graphics Overview presentationtemp1Out for ReviewPublic0
Freelance Graphics...delivering the fastest, easiest way to create plans, reports and proposals tFreelance Graphics features three key areas:The most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday useThe most complete process for everyday use....and everything you need each step of the wayIntegration & Programmability: Freelance Plays Well in Custom Apps!Transforming How You Work...
1. To view comments within the presentation, close this document.
1. To add comments within the presentation double-click on the picture below.
1. To add comments within the presentation, click the "Create Response" button.
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displayCommentInstructions2
PresAuthor
2. Open the presentation in the view and follow the instructions in that document.
2. To save your work, click the Done button, then choose Yes to confirm.
2. To save your work, click the Done button, then choose Yes to confirm.
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displayCommentInstructions3
OLE34408.OLEFLW3Presentation
StandardTitle)
Double click here to add or view comments in the presentation
General Remarks:
BodyEnter the text of your comment.
Categori_zeC
_Edit Document
Send Docu_ment
_Forward
_Move To Folder...
_Remove From Folder
Create Response 4
FLW_COMMENTS
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PresAuthor
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Save Comments
In order for your comments and changes to be saved, you must save this response document. Choose Yes in the next dialog. Then press F9 in the view to show your new response.
About the Presentation Library and Review Database
For Database Users
What Does This Database Do?
The Freelance Graphics Presentation Library and Review database is a major enhancement to the Freelance Graphics Presentation Library. In addition to supporting the "electronic filing cabinet" functionality of the old Presentation Library, the Presentation Library and Review database supports the TeamReview features provided in Freelance Graphics.
The Presentation Library and Review database provides you with two databases in one by providing two main views:
* The Presentation Library view
* The TeamReview view
The Presentation Library view provides all the views and forms of the old Presentation Library. See "The Presentation Library View" section below for a complete description of this view.
The TeamReview view provides all the views and forms necessary to carry out TeamReview in Freelance Graphics using Lotus Notes. See "The TeamReview View" section below for a complete description of the view.
: Using this database requires that you have Notes 4.0 or higher because this is a Notes 4.0 database. If you are running a Notes 3.0 server, there is a Notes 3.0 version of the database available when you do a custom installation of Freelance Graphics.
The Presentation Library View
The Presentation Library view provides all the forms and views of the old Presentation Library.
Note:
There are some differences between the forms and views in the Presentation Library view and older versions of the Presentation Library. See the section below titled "Differences Between the Notes 4.0 version of the Presentation Library View and the Notes 3.0 Version" for details.
The Presentation Library view is an electronic filing cabinet that provides a unique way of sharing, storing, organizing, distributing, and tracking presentations created with Freelance Graphics. The Presentation Library view has several advantages over conventional file management strategies:
In addition to the actual presentation, you can store information such as subject, categories, last revision date, etc., which Notes uses to efficiently manage the presentations.
You store presentations in one central database, providing workgroup members with easy access to them.
You can replicate the database to remote sites to keep group members at different locations up to date.
You can control access to presentations using the security and access control capabilities of Notes.
Workgroups that want to efficiently share and manage presentations should use the Presentation Library and Review database. For example, a sales organization might use the database to keep its field representatives up to date with the latest sales pitches, while a human resource department might use the database to inform employees about benefit options and changes.
Differences Between the Notes 4.x version of the Presentation Library View and the Notes 3.x Version
The Presentation Library view is an enhancement of earlier versions of the Freelance Graphics Presentation Library. Generally, the Presentation Library view provides all the forms and views of the Notes Version 3.x Presentation Library. In addition to the standard folders view of the previous version, the new version provides an additional view. To toggle between the two views, you can now click either the Navigator button, which displays graphical buttons, or the Standard Folders button, which displays the standard Notes 4.0 folders.
It is recommended that you do not add Notes Version 3.0 forms and views to the existing Presentation Library database.
The TeamReview View
The TeamReview view provides all the forms and views necessary to carry out TeamReview using Freelance Graphics with Notes.
What Is TeamReview?
TeamReview is an automated, on line process that enables teams to collaborate on presentations. TeamReview gives presentation authors a tool to electronically distribute their draft presentation to a specified set of reviewers. It allows presentation reviewers to electronically comment on the presentation using simple, markup tools. Because TeamReview makes it easier to solicit and incorporate feedback from a broad group of reviewers, presentation authors will create more compelling, up-to-date communications that have greater buy-in across the organization. And, reviewers will find it easier than ever before to contribute to other team members' presentations.
The following section briefly describes how to use the Presentation Library and Review database with TeamReview. (For step-by-step instructions on using TeamReview with the Presentation Library and Review database, see the "Using Presentation Library and Review" topic in the Help menu of this database.)
TeamReview - Three Easy Steps...
There are three easy steps to TeamReview:
Step One - Author distributes presentation for review
Presentations are easily distributed for review by saving them to floppy disks or the LAN (public directory), sending them via e-mail, or posting them to a Notes database.
Note:
Authors can also give reviewers the ability to edit the presentation content, by assigning a password to the distributed presentation.
Step Two - Reviewers review presentation
Reviewers provide comments using custom-designed tools to facilitate the review process. Reviewers add comments using electronic sticky notes with automatic date and name stamping. Easy-to-use markup tools (straight-line marker, circle, freehand, and arrow) let reviewers visually edit presentations.
Step Three - Author incorporates reviewers' comments into final presentation
All reviewers' comments are consolidated into one file for the author. If the presentation was posted to a Notes database, such as this database, the author simply opens the presentation and all the reviewers comments are available automatically.
Unique Integration with TeamReview and Notes
Both authors and reviewers enjoy unique benefits when presentations are posted for review to a Notes database, because Notes provides services which other distribution/storage mechanisms do not provide. TeamReview leverages these services to streamline the review process even further for those who have Notes.
Multiple reviewers can add comments to the presentation simultaneously.
Authors can browse Notes databases directly from Freelance Graphics, making it easy to post presentations directly to Notes.
WAN and mobile users gain uninterrupted access to presentations by utilizing Notes replication capabilities.
Notes provides access control and security. This means that an author can prevent others from accessing the comments of certain users.
Notes delivers easy and automated presentation management capabilities. For example, Notes/FX information is automatically published to the database so users can sort by presentation name, author name, or other criteria.
Reviewers' comments are consolidated into the presentation seamlessly and automatically.
For Database Managers
Creating Copies of the Database
The Presentation Library and Review database for Notes Release 4.x ships with Freelance Graphics 97 and higher. It is an option in custom installation. Additionally, there is a Notes 3.x version of the database available. Use the Release 4.x version of the database if all Freelance Graphics users are running Notes 4.x. Use the 3.x version if some Freelance Graphics users are running Notes 3.x.
To make a copy, choose File - Database - New Copy. Specify the server, file name, and title for the new copy of the database. In the Copy box, select "Design Only" if you want to copy just the design of the database and populate it with your own documents, or select "Documents and Design" to copy the demonstration documents that come with it. Do
copy the Access Control List. Click the New Copy button.
If you are using your database copy for a demonstration, or if you are just familiarizing yourself with its design, you are ready to go. Browse through the copy you have made.
If you are developing an application for implementation in your workgroup, you will have to make the following changes to your database copy:
1. Remove Data
- Delete the demonstration documents in the database. Your workgroup will be adding its own data.
2. Set the Access Control List
- Identify the users of the application and the access level each will need. List the name of each user and user group in the Access Control List.
The database administrators should have
Manager
access to allow them to change the ACL and make any design modifications. The
Default
should be set to Editor access so workgroup members can compose new documents and change or delete their own existing documents.
3. Edit this "About Presentation Library and Review" Document
- When you implement this database, you should remove the
For Database Managers
and
For Database Developers
sections of this About document. These sections contain information for managers and developers, not for users of your database.
4. Customize the Database Design
- Make any design changes that are necessary for your particular application. You may not have to do anything. If you do make changes that add new functionality to the database, be sure to describe that functionality in the
About
document and include instructions for that functionality in the
Using
document
For Database Developers
Database Design Overview
This section provides a brief overview of the forms and views in this database.
The following views are provided:
1. Presentation Library >
By Author
By Status
By Category
By Title
By SmartMaster look
By Department
By Date
2. TeamReview>
By Author
By Status
By Category
By Title
By SmartMaster look
By Department
By Date
3. ($COMMENTS) (Hidden view)
4. (Main View) (Hidden view)
The hidden views are mandatory views needed by Freelance Graphics to associate TeamReview response documents with main documents. These views are not visible to users of the database.
There are five forms in the database:
New Presentation
- For creating a new document in the Presentation Library view.
Comments
- For creating a comment document in the Presentation Library view.
TeamReview Presentation
- Used by Freelance Graphics to store a presentation in the TeamReview view.
TeamReview Comments
- Used by Freelance Graphics for storing reviewers comments in the TeamReview view.
Warning
- Special form used to tell the user to switch to the Presentation Library view if they create a New Presentation document while in the TeamReview view.
Although there are five forms in the database, the user only sees two choices in the Compose menu:
New Presentation
Comments
The form the user gets from each of these compose options is dependent on the view they are in:
New Presentation
Comments
Presentation Library View
New Presentation form
Comments form
TeamReview View
Warning form
TeamReview Comments form
Technical Details of the TeamReview View
This section explains the technical aspects of setting up a Notes Version 4.0 database so that it can be used for TeamReview.
It is recommended that you use the provided Presentation Library and Review database for TeamReview, or use the database template to create additional Presentation Library and Review databases.
The details below for "TeamReview Enabling" a database are for advanced Notes database developers only.
A "TeamReview Enabled" database requires two forms:
A parent form for the main presentations (with synonym name FLW_ORIGINAL).
A response form for comment layers (with synonym name FLW_COMMENTS).
The parent form has two required fields:
UNID - A computed text field with the formula: @DocumentUniqueID
CreateNewObject - An editable text field with the default value "1"
The response form is of type "Response to document" and "Inherits default field values". It has two required fields:
parent_UNID - A computed text field with the formula:
@If(@IsAvailable(UNID) ; UNID ; parent_UNID)
CreateResponseObject - An editable text field with the default value "2"
All four of the names of these fields must be
exactly
as specified. Typically these fields are not shown to the user.
In addition to the
required
fields mentioned above, Freelance Graphics will automatically create three additional fields when posting a presentation to a Notes database for review. These fields may be useful for displaying information about the presentation in a form or document. If you wish to make use of these fields, you should include them in your parent form (FLW_ORIGINAL) for consistency with documents created from Freelance Graphics.
PresAuthor: Contains the name of the author. To create this field in a document, use a "computed when composed" text field with the formula: @UserName
PresDate: Contains the date that the presentation was posted. To create this field in a document, use a "computed when composed" time field with the formula: @Created
PresTitle: Contains the title of the presentation. When Freelance Graphics posts a presentation to a database, it uses the file name without the extension for the title. To create this field in a document, use an editable text field to allow the user to enter a title for the presentation.
CreateNewObjectHidden: place this field on a form to tell embedded applications to create a new object when a document is composed
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General Remarks
Page Titles
Page Titles
Titles:
PageTitlesh
PageTitles
Freelance will enter them here when you have completed your presentation.
PageTitlesFreelance will enter the page titles
Presentation Information
Presentation Information
Author:
FromAuthor of this document
DateComposedDate this document was composed
Keywords:
CategoriesPress ENTER to choose or add a Category
PLCategory
Description:
Subject
Comments:
CommentsAdditional comments
Duration:
DurationEnter the estimated time of the presentation
Department:
DepartmentEnter your Department Name
Status:
StatusPress ENTER to select from status list
DraftOut for ReviewFinal
Document Statistics
Document Statistics
Size:
SizeInK
SizeInK
Pages:
SizeInPages
SizeInPages
Editing Time:
EditingTime
EditingTime
Number of Edits:
NumberOfEdits
NumberOfEdits
Style Sheet:
StyleSheet
StyleSheetSmartMaster file name used by the embedded presentation
Last Editor:
LastEditorDisplayTitle
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LastEditor
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TeamReview Instructions
Instructions about TeamReview
To distribute a presentation for review, create a new presentation or open an existing one by double clicking the presentation icon in the form. In Freelance Graphics, choose the File command TeamReview - Distribute for Review and select Post to Notes.
Using the Presentation Library and Review Database
Introduction
This document provides instructions for carrying out tasks with the Freelance Graphics Presentation Library and Review database. (For an overview of the purpose and features of this database, see the "About This Database" topic in the Help menu of this database.)
There are instructions below for:
Creating and managing a library of presentations in the Presentation Library view.
Freelance Graphics TeamReview in the TeamReview view.
Presentation Library Procedures
With the Presentation Library view, you can:
Add a presentation to the library
Copy a presentation from the library to disk
Create a Freelance Graphics screen show that starts automatically
Respond to a presentation in the library
The following procedures explain how to perform each of these tasks.
To Add a Presentation to the Library
Open the Presentation Library and Review database.
Go to the Presentation Library View from the Notes Navigator page.
Choose Create - New Presentation.
In the Lotus Notes document, enter the Title, Categories, and Description, and any of the other document fields you want to fill in.
To begin working on your Freelance Graphics presentation, double-click the presentation bitmap. This starts Freelance Graphics.
In the Welcome dialog, you can choose to open an existing presentation, or create a new one.
Create or edit your presentation using Freelance Graphics as you normally would.
When you are done, choose File - Exit & Return to New Document.
Remember to save the Notes d
ocument when you are done by clicking the Done button.
To Copy a Presentation from the Library to Disk
Open the Notes document that contains the presentation.
le-click the presentation bitmap to start Lotus Freelance Graphics and open the presentation.
Choose File - S
ave Copy As.
This allows you to save a copy of the presentation on your local hard drive or floppy disk.
: The .PRZ file saved to disk is separate from the presentation in the library. If you make changes to the .PRZ file, they will not be reflected in the presentation in the library, and vice versa.
To Create a Freelance Graphics Screen Show That Starts Automatically
Open the Notes document that contains the presentation.
Double-click the presentation page to start Freelance Graphics and open the presentation.
Choose Presentation - Set Up Screen Show.
Click the Options tab, and click "Start screen show automatically when file is opened," and Click OK.
Choose File - Exit & Return to Notes.
Remember to save the Notes document when you are done.
The next time someone double-clicks the presentation page to open the presentation, it will automatically start as a screen show.
Editing a presentation that is set to start automatically as a screen show:
Open the Notes document that contains the presentation.
Double-click the presentation page to start Freelance Graphics. The presentation will automatically start as a screen show.
Press Escape, and click the Quit Screen Show button.
This stops the screen show and allows you to edit the presentation.
: To set the presentation so that it won't automatically start as a screen show, redo the procedure described above, and deselect the option in step 4.
To Respond to a Presentation in the Library
Highlight the presentation you want to respond to.
Choose Create - Comments.
Enter a title for your comment, and enter your comment.
Choose File - Save.
ose File - Close .
TeamReview Procedures
Overview
Freelance Graphics TeamReview lets you distribute a draft of your presentation to reviewers for comments. You then produce a final version of your presentation based on the comments you receive back from the reviewers.
Freelance Graphics supports distributing your presentations to reviewers using several approaches: saving them to floppy disk or the LAN (public directory), sending them via e-mail, or posting them to a Notes database.
The Presentation Library and Review database is provided with Freelance Graphics to support the TeamReview process using a Notes database. The TeamReview view in this database is the view you work in to carry out TeamReview. The procedures below explain how to do this.
(For more information on TeamReview, choose Help from the Freelance Graphics menu, and view the "Work on Presentations as a Team" topic in the How Do I section.)
The TeamReview Process - Three Easy Steps
There are three steps in the TeamReview process:
The author distributes a presentation for review
Reviewers review the presentation
he author incorporates reviewers' comments into the final presentation
Two Roles - Author and Reviewer
There are two possible roles you can play in the TeamReview process, author or reviewer. The author creates the presentation and distributes it to one or more reviewers for comments. Reviewers can make comments on a presentation. Authors can also give reviewers the ability to edit the presentation content, by assigning a password to the distributed presentation.
When a presentation is posted to the Presentation Library and Review database, it is stored in a Notes document that can be viewed in any of the TeamReview views.
When reviewers comment on a presentation, their comments are stored as responses to the main presentation document. From any of the TeamReview views, you can see the posted presentation and the associated response documents. If the reviewer is able to make changes to the actual presentation, the posted presentation is updated with the changes.
The sections below explain each of the steps of TeamReview.
1. Author Distributes Presentation for Review
To distribute a presentation using the Presentation Library and Review database, you start from Freelance Graphics, as you do for all the distribution methods. You do not start from the Presentation Library and Review database.
In Freelance Graphics, open the presentation that you want to distribute for TeamReview, and choose File - TeamReview - Distribute for Review.
Select "Posting in a Notes database."
Enter the location of the Presentation Library and Review database, using the form "server name !! database name" (you will need to know where your database administrator has located the database). To look for the database, click Browse to open the Choose Database dialog box, select the server and database, and click OK.
"Notify reviewers by e-mail" is selected by default. Keep this selected to specify a list of reviewers to receive e-mail telling them a presentation has been posted for their review. The email contains a link to the posted presentation.
To allow reviewers to add comments to the presentation, select "Commenting only." To allow reviewers to either add comments or directly edit the presentation, select "Commenting or Editing."
If you selected "Commenting or Editing" in the previous step, enter and verify a password, and click OK (
: You will need to provide reviewers with this password.)
Click OK.
If you selected "Notify reviewers by e-mail" in step 4, type or select the names of your reviewers, then click OK.
Select "Save and close the presentation."
Click OK to post the presentation to the Notes database.
The presentation has been posted in the Presentation Library and Review database. You can confirm this by opening the database, and looking for it in any of the TeamReview views.
2. Reviewers Review the Presentation
As a reviewer, you have received an e-mail from an author asking you to review a presentation that has been posted to the Presentation Library and Review database.
Open the Presentation Library and Review database. Choose View - TeamReview Library, and select any of the TeamReview views.
Open the Notes document containing the presentation you have been asked to review.
Click the Create Response button.
Double-click the presentation. This opens the presentation with special reviewing tools on the left of the screen for adding comments and markup. (Behind the scenes, Freelance Graphics creates a response document for you.
Note:
If the author has arranged for reviewers to be able to edit the actual presentation, you can select "Add comments using the TeamReview commenting tools" or "Edit the presentation content." If you select "Edit the presentation content" enter the password the author has provided you with. The password is case sensitive.)
Click OK.
Use the reviewing tools to comment on the presentation.
Choose File - Exit & Return to New Comment. A message asks if you want to notify the author that you are done reviewing the presentation.
When you've finished reviewing, click OK. A notification e-mail will be sent to the author that you are done reviewing. If you have not finished reviewing the presentation, but want to close it for now and come back later, deselect the "Notify author" checkbox and click OK. See the section below on "Continuing Reviewing" for instructions on how to continue reviewing later.
Click Done to close this document. You can see in the TeamReview view that a response document has been added. (You may need to press F9 to refresh the database view first.
Continuing Reviewing
You can go back to a response document to continue reviewing the presentation.
Open the response document that has your comments.
Follow the instructions above for commenting on the presentation and closing it.
3. Author Incorporates Reviewers' Comments into Final Presentation
Open the Presentation Library and Review database. Choose View - TeamReview, and select any of the TeamReview views.
Open the document containing the presentation you posted for review.
Double-click the presentation. As the presentation opens, Freelance Graphics automatically pulls in all the comments stored in the separate response documents.
Review the comments added by the reviewers, and update your presentation as desired. You can use the author tools on the left side of the screen to control which reviewers comments you see. As you make updates, you can delete users comments.
When you finish updating your presentation, choose File - TeamReview - End Review. A message box gives you the option to save a "clean" copy of the presentation to disk with all the comments removed.
: The Notes documents with the presentation and response documents remain in the Notes database. You can keep these around as a record, or you can delete them.
Troubleshooting
Troubleshooting
Some of the features described in this document are only available with Freelance Graphics 97 or higher, and Notes Release 4.0 or higher.
To display the Freelance Graphics release number, choose Help - About Freelance Graphics from the Freelance Graphics menu. To display the Notes release number, choose Help - About Notes from the Notes menu. If you are not using the versions specified above, see your system administrator about upgrading.
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