Selects those documents which are in review and have due dates which have passed. Based upon the review style of the document, it then either moves it along to the next reviewer, marks it as complete, or simply notifies the current reviewer(s) that their review is overdue.1
'Put the first person in the future reviewers list in current reviewer and remove that person from future reviewers list
note.CurrentReviewers = FutureReviewers(0)
If Ubound(FutureReviewers) = 0 Then
note.FutureReviewers = "None"
Else
ListMax = Ubound(FutureReviewers) - 1
Redim NewList (ListMax)
x = 0
For y = 1 To ListMax
NewList(x) = FutureReviewers(y)
x = x + 1
Next
note.FutureReviewers = NewList
End If
'Calculate when the review is due, based upon ReviewTime
If FutureReviewers(0) = "None" Then
note.RemoveItem("DueDateTime")
note.Status = "Review Complete"
note.DocumentAuthors = note.From
Else
ReviewTime = note.ReviewTime
dt.SetNow
If Isnumeric(ReviewTime(0)) Then
dt.AdjustDay(ReviewTime(0))
note.DueDateTime = dt.LSLocalTime
Else
note.RemoveItem("DueDateTime")
End If
Redim NewList(1)
Originator = note.From
NextReviewer = note.CurrentReviewers
NewList(0) = Originator(0)
NewList(1) = NextReviewer(0)
note.DocumentAuthors = NewList
End If
End Select
note.Save True, True
End Sub
,d JT
CurrentReviewers
Lotus Notes
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$TITLE
$AssistType
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$Comment
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$AssistInfo
$AssistQuery
$AssistAction
$AssistAction_Ex
$UpdatedBy
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Times New Roman
bullet
Using Document Library
This database allows you to capture and track information about documents.
Functions of the Database:
To add a document to this database
Select Create, Document.
You can enter document information in several ways: by typing it using the Notes editor, by scanning in hard copy, or by importing or attaching an electronic file.
To respond to a document
Highlight that document in a view, then select Create, Response.
To respond to a response
Highlight the response you wish to respond to, then select Create, Response to Response.
To flag a document as Private:
You can use the "Mark Private" and
"Mark Public" actions in the template to control whether anyone other than yourself can read a specific document. For example, if you have not completed the writing of a particular document, you can click the "Mark Private" action and others will not be able to see the document. When you complete the document, you can click the
"Mark Public"
action to make it available for others to read. If a document is marked private after it has been submitted for review, the document author and the reviewers will be able to read the document.e
ACL Settings
This application was designed with the intention that all users except the manager should have Author access. If they have editor access, the review cycle may not function correctly.t
Features
Document Review Cycle:
The author of a document has the option of setting up a document review cycle for that document. To do so simply click on the Setup Review Cycle action button and fill in the necessary information. b
Note: a
Do not use
@Domaint
when entering approver names. Any domain added will be stripped off and may cause complications when attempting to route a request. Also, only enter Person-names as approvers. Group names are not supported.
Clearing a Review Cycle:
Document Library, SmartSuite 96 Library, and MS Office Library provides an action button to "Clear Review Cycle". This is accessible only by the document's originator. You can either use the action prior to submitting a document for review, or after submittal. Below are the guidelines:
o Clearing a review cycle prior to submitting for review:
Select this if you, as originator, wish to change the review cycle settings before your reviewers receive notification.
o Clearing a review cycle after submittal:
If reviewers have already begun or completed their document review, their work will be preserved. If reviewers were notified to review a document and they have not yet begun the review, they will receive a courtesy notice that they are no longer required to conduct a review.
Document Library Review Styles:
Serial Review:
Documents are routed for review one at a time, in sequence to the reviewers chosen by the author.
o All edits are made within the same documente
, but an unedited copy of the original document is also saved.
Serial Review (keep all revisions):
Documents are routed for review one at a time, in sequence to the reviewers chosen by the author.
o Edits are made within a copy of the original,
which also includes all comments from previous reviewers
o All old versions become response documents (as well as a copy of the original)
Document Reservations:
Requests for document review are routed in parallel (that is, all at the same time). When one reviewer opens the document, a "file locking" occurs at the server which warns any other user who happens to edit the document that a review is in progress.
o Review comments or edits are made into
a copy of
the original document
o As with the others, a clean copy of the original is always kept
Response Review:
Same as Document Reservations (but with no file locking).
o Review comments or edits are saved as response documents to the original document.
o As with the others, a clean copy of the original is always kept
Document Archiving:
This is a process by which certain documents are removed from the current database and stored in a different database. This keeps the document library up-to-date with only the latest topics. Most of the Archiving activities take place from the "Archiving" view. You must switch to this view in order to initiate archiving on a document library database.
To set up archiving on any
document library S
database, switch to the Archiving view and click the action called "Setup Archive". The Archive Profile appears. This document contains criteria that the user specifies for archiving topics in a R
document library
(e.g., inactive after 'x' days, or expired after 'x' days). The archive database is automatically created when the Profile is saved. The archival database filename is also specified in the Archive Profile; the title of the archive will be the title of the Document Library database followed by "(Archived)". After the archive criteria have been specified in the Archive Profile, other agents run on the database to move the document(s).
Mark/Unmark Document as Expired:
Marks a topic as "expired". If the Archive Profile specifies that t
expired
topics should be archived, the document(s) marked with this agent would fall into that criterion. If a document is already marked as expired, this agent tells the user what the expire date was, and will ask if the user wants to un-expire it.
Periodic Archive:a
Reviews the Archive Profile and moves documents which meet the archive criteria into the archive database. This agent is run automatically on the server; the schedule is set by the database manager/designer.
GoToField causes any active embedded objects to de-activate
0R1S
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Status
StatusListv
5S7S8S
Setup Review Cycle
GetReviewCycle
Status
StatusList
ReviewCycle
ReviewStyle
ReviewWindow
ReviewTime
NotifyAfter
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1S2S5S6S10S13S18S21S22S23S24S25S26S27S28S30S
ReviewCycle
GetReviewCycle
GetReviewCycle
0RR1S2S5S6S8S10S14S
ReviewStyle
ReviewCycle
Serial.NoVersions
ReviewCycle
0RR1S2S3S9S10S12S14S18S
ReviewWindow
ReviewCycle
NoLimit
ReviewCycle
0R1S2S3S9S10S12S14S20S23S
ReviewTime
ReviewCycle
ReviewCycle
0R1S2S3S9S10S12S14S20S23S
NotifyAfter
ReviewCycle
Final
ReviewCycle
0R1S2S3S9S10S12S14S20S23S
SaveChoices
ReviewCycle
ReviewCycle
0R1S2S3S9S10S12S14S18S
ReviewOptions
Review Cycle
0RR10S12S13S15S20S
Status
StatusList
0RR1S2S3S9S12S
ReviewCycle
SaveChoices
ReviewStyle
ReviewWindow
ReviewTime
NotifyAfter
SaveChoices
0R1S2S3S6S7S9S11S14S15S16S17S18S19S20S21S23S
ReviewTime
ReviewWindow
NoLimit
ReviewTimeX
0RR1S2S3S6S7S9S11S
tmpReviewUnits
ReviewWindow
NoLimit
day(s)
0R1S2S3S6S7S9S11S
these are posted commands so that they do not execute until after the section is fully expanded (because the field it is going to is inside the section)
0RR1S
Reviewers
0R4S
tmpCurrentUser
Status
StatusListv
1S2S6S8S9S13S15S16S
Clear Review Cycle
InReview
Status
StatusListv
1S2S8S10S11S13S15S
ReviewerList
InReview
CurrentReviewers
0R1S2S6S8S
Status
StatusList
0RR1S2S3S7S
ReviewSequence
All Reviewers simultaneously
0R1S2S3S
Versioning
Edit Original Document
0R1S2S3S
NotifyAfter
Notify Originator after each Reviewer
0R1S2S3S
Reviewers
0R1S2S3S
PreviousReviewers
0R1S2S3S
CurrentReviewers
0R1S2S3S
FutureReviewers
0R1S2S3S
$VersionOpt
0R1S2S3S
InReview
ReviewerList
Review of document:
Subject
I no longer require you to review this document. Thank you for your efforts.
CategoriesPress ENTER for list of keywords or to add a new keyword
($All)
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Status
StatusListv
4S6S7S8S9S10S11S
Review Cycle Information
Status
StatusListv
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Originator
Previous reviewers
Current Reviewers
Future reviewers
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CurrentReviewers
FutureReviewers
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Status
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Originator
Reviewers
Review Options
tmpOriginator_1
Reviewers
Reviewers
ReviewersEnter the reviewers' names (do not use Group names)
ReviewStyle
ReviewStyle
Serial review | Serial.NoVersionsSerial (keep all revisions) | Serial.VersionsDocument reservations | Parallel.NoVersionsResponse review | Parallel.Versions
ReviewWindow
ReviewWindow
No time limit for each review | NoLimitMove to next reviewer after: | MoveOnKeep sending reminders after: | Reminder
ReviewTime
ReviewTime
ReviewWindow
NoLimit
day(s)
3S4S6S8S
tmpReviewUnits
NotifyAfter
NotifyAfter
Notify originator after each reviewer | EachNotify originator after final reviewer | Final
BodyEnter the text (or a description) of the document.
...........................
ReviewerLog
1S2S3S4S
Reviewer Log
ReviewerLog
1S2S
ReviewerLog
ReviewerLog
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0S0E
_Edit Document
DocumentAuthors
9S15S
Categori_ze
_Forward
_Move to Folder...
_Remove from Folder
Send Docu_ment
Times New Roman
Task List
&Switch To
About Document Library
What does this database do?
A Document Library application is an electronic filing cabinet that stores reference documents for access by a workgroup. The database might contain anything from environmental impact statements for a group of engineers to financial statements for a group of loan officers.
Who will use this database?
Anyone who wishes to create a record of a document or review available documents may use this database.
Important Features
Review Cycle:
Used to
route a document to a series of recipients.
Document Archiving:
Used to move expired documents to an archive database.
Suggestions for Modifications
Full text search:
If you wish to use Notes' full text search capabilities for a database created with this template, select menu File, Database, Properties, go to the Full Text panel and then select Create Index... to create the full text index.
Where to find more information?
- More information can be found by selecting Help, Using Database
Access Control
Very Important:
Access level should be
Author
for all users of this database. This will prevent unauthorized editing of documents within the database. The Author fields within the forms govern who will be able to edit/review particular documents. Errors will occur if someone with Editor access attempts to review a document when they are not an authorized reviewer of that document.
'++LotusScript Development Environment:2:5:(Options):0:74
Option Public
'++LotusScript Development Environment:2:5:(Forward):0:1
Declare Sub Initialize
Declare Sub EvaluateDocument(ArchiveType)
Declare Sub ArchiveDocument
Declare Sub Terminate
Declare Sub ProcessDocuments
Declare Sub FixReaderNames
'++LotusScript Development Environment:2:5:(Declarations):0:10
%INCLUDE "lserr.lss"
%INCLUDE "lsxbeerr.lss"
Dim s As NotesSession
Dim sourcedb As NotesDatabase
Dim archivedb As NotesDatabase
Dim note As NotesDocument
Dim newnote As NotesDocument
Dim lognote As NotesDocument
Dim profile As NotesDocument
Dim documents As NotesDocumentCollection
Dim responses As NotesDocumentCollection
Dim view As NotesView
Dim dtNow As NotesDateTime
Dim dtExpired As NotesDateTime
Dim dtDocument As NotesDateTime
Dim dtCompare As NotesDateTime
Dim item As NotesItem
Dim rtitem As NotesRichTextItem
Dim CurrentServer As String
Dim ArchiveExpired As Variant
Dim ExpiredLife As Variant
Dim ArchiveInactive As Variant
Dim DocumentLife As Variant
Dim ArchiveServer As Variant
Dim ArchivePath As Variant
Dim ArchiveLog As Variant
Dim IncludeDocLinks As Variant
Dim Archive As Variant
Dim goAgain As Variant
Dim DoNotRun As Variant
Dim DbNotOpen As Variant
'++LotusScript Development Environment:2:2:Initialize:1:10
Sub Initialize
On Error Goto ErrorRoutine
On Error ErrObjectVariableNotSet Resume Next
Set s = New NotesSession
Set sourcedb = s.CurrentDatabase
Set view = sourcedb.GetView("Archiving")
Set profile = view.GetDocumentByKey("Archive Profile")
If profile Is Nothing Then
Messagebox "There is no archive profile for this database. " &_
"Please contact the database manager for further information.", 0 + 64, "Archive"
DoNotRun = True
Exit Sub
End If
ArchiveExpired = profile.ArchiveExpired
ArchiveInactive = profile.ArchiveInactive
If (ArchiveExpired(0) = "") And (ArchiveInactive(0) = "") Then
Format(dtNow.LSLocalTime, "Short Date") & " at " & _
Format(dtNow.LSLocalTime, "Long Time") & _
". Expired documents are archived after " & ExpiredLife(0) & _
" days. All other documents are archived after " & DocumentLife(0) & " days of inactivity."
lognote.Save True, True
Call lognote.CopyToDatabase(archivedb)
Print
Exit Sub
ErrorRoutine:
If Not(DbNotOpen) Then Print "Unexpected condition: " & Err & " - " & Error
Err = 0
Exit Sub
End Sub
'++LotusScript Development Environment:2:2:ProcessDocuments:1:8
Sub ProcessDocuments
On Error Resume Next
Print "Archiving documents..."
'First check for Expired documents
If ArchiveExpired(0) = "Yes" Then
Set documents = sourcedb.Search("@IsAvailable(ExpireDate)", Nothing, 0)
If documents.Count > 0 Then
For n = 1 To documents.Count
Set note = documents.GetNthDocument(n)
EvaluateDocument("Expired")
If Archive = True Then ArchiveDocument
Next
End If
End If
'Now check the rest of the documents
If ArchiveInactive(0) = "Yes" Then
Set documents = sourcedb.AllDocuments
If documents.Count > 0 Then
For n = 1 To documents.Count
Set note = documents.GetNthDocument(n)
EvaluateDocument("Inactive")
If Archive = True Then ArchiveDocument
Next
End If
End If
'Loop through all the documents that we archived and archive their reponses
Do
Set documents = sourcedb.Search("@IsAvailable($Archived)", Nothing, 0)
goAgain = False
For n = 1 To documents.count
Set note = documents.GetNthDocument(n)
Call note.RemoveItem("$Archived")
If Err = 0 Then
note.Save True, True
Set responses = note.Responses
If responses.Count > 0 Then
For i = 1 To responses.Count
Set note = responses.GetNthDocument(i)
If Not note.HasItem("$Archived") Then ArchiveDocument
'Since we just archived a response, we have to loop back through in order to archive all of its reponses
goAgain = True
Next
End If
Else
Err = 0
End If
Next
Loop While goAgain
End Sub
'++LotusScript Development Environment:2:2:FixReaderNames:1:8
Sub FixReaderNames
If note.HasItem("Readers") Then
If note.Readers(0) = "" Then note.RemoveItem("Readers")
End If
If note.HasItem("DocumentReaders") Then
If note.DocumentReaders(0) = "" Then note.RemoveItem("DocumentReaders")
End If
End Sub
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Lotus Notes(Unlock Document)Use if a doc is accidentally left in a locked state. Can be accessed by designers and managers from the Review Status view.003
Selects those documents which are in review and have due dates which have passed. Based upon the review style of the document, it then either moves it along to the next reviewer, marks it as complete, or simply notifies the current reviewer(s) that their review is overdue.
CN=Catherine Duffy/O=Iris
Response to ResponseResponse to Response.
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(Archive Log)Archive LogArchiveLog.
ResponseResponse.
Archive ProfileArchiveProfileArchive Profile.
Use if a doc is accidentally left in a locked state. Can be accessed by designers and managers from the Review Status view.
DocumentDocumentZ
CN=Catherine Duffy/O=IrisLotus Notes
Response to ResponseResponse to Response
ReviewOptionsReviewOptions
(Archive Log)Archive LogArchiveLog
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Use if a doc is accidentally left in a locked state. Can be accessed by designers and managers from the Review Status view.
(.txt)