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"T
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.
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.
Note:
Do not use n
@Domains
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:e
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.
Lotus SmartSuite 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 document, but an unedited copy of the original document is also saved.
Serial Review (keep all revisions):t
Documents are routed for review one at a time, in sequence to the reviewers chosen by the author.t
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 kepta
Response Review:
Same as Document Reservations (but with no file locking).l
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 kepts
Document Archiving:w
This is a process by which certain documents are removed from the current database and stored in a different database. This keeps the 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 library database.
To set up archiving on any library 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 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 Lotus SmartSuite 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). e
Mark/Unmark Document as Expired:
Marks a topic as "expired". If the Archive Profile specifies that a
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:x
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.
Troubleshooting:
User receives the following error: "Cannot launch OLE object: Form inconsistency or Application not installed. Contact Database Administrator."
Because this template is designed to work with SmartSuite 96 and Windows 95, users may receive this error when creating documents from a Windows 3.1 client or when using a previous release of SmartSuite. The database designer should modify the SmartSuite forms and change the Auto Launch setting in the Form properties InfoBox to reflect the Win 16 version of the SmartSuite software.n
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
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. This Document Library template is designed to work with Lotus SmartSuite '96 applications. (It is not backward comaptible with previous versions of the Lotus SmartSuite).
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.
Times New Roman
ReviewOptions
Review style:
ReviewStyle
ReviewStyle
Serial review | Serial.NoVersionsSerial (keep all revisions) | Serial.VersionsDocument reservations | Parallel.NoVersionsResponse review | Parallel.Versions
ReviewWindow
ReviewWindow
No time limit on review | NoLimitMove to next reviewer after | MoveOnKeep sending reminders after | Reminder
Allotted time:
Notification:
NofityAfter
NotifyAfter
Notify me after each reviewer | EachNotify me after final reviewer | Final
ReviewWindow
NoLimit
1S2S
ReviewTime
ReviewWindow
NoLimit
ReviewTime
ReviewTime
3S4S6S8S14S
ReviewWindow
NoLimit
ReviewTimeX
Please enter a number.{
ReviewTimeX
Please enter a whole number which is greater than zero.
3S4S6S8S16S21S25S26S28S33S
ReviewTime
day(s)
SaveChoices
SaveChoices
Save choices for next time. | 1
Categori_ze
_Edit Document
Send Docu_ment
_Forward
_Move to Folder...
_Remove from Folder$
'++LotusScript Development Environment:2:5:(Options):0:74
Option Public
'++LotusScript Development Environment:2:5:(Forward):0:1
Declare Sub InitializeDocument(source)
Declare Sub InitializeStatusList
Declare Sub RebuildList(InputList As Variant)
Declare Sub SetReviewerLists
Declare Sub SendNotification
Declare Sub InitiateReview(source)
Declare Sub GetReviewSequence
Declare Sub ResetAuthorNames
'++LotusScript Development Environment:2:5:(Declarations):0:10
'***** OBJECT VARIABLES *****
Dim s As NotesSession
Dim w As NotesUIWorkspace
Dim doc As NotesUIDocument
Dim db As NotesDatabase
Dim note As NotesDocument
Dim tempnote As NotesDocument
Dim maildoc As NotesDocument
Dim parent As NotesDocument
Dim child As NotesDocument
Dim children As NotesDocumentCollection
Dim item As NotesItem
Dim rtitem As NotesRichTextItem
Dim dt As NotesDateTime
'***** DATA VARIABLES - FIELDS DEFINED ON FORM*****
Dim ReviewStyle As Variant
Dim ReviewSeq As Variant
Dim Reviewers As Variant
Dim PreviousReviewers As Variant
Dim FutureReviewers As Variant
Dim CurrentReviewers As Variant
Dim DocumentAuthors As Variant
Dim Originator As Variant
Dim Versioning As Variant
'***** DATA VARIABLE - FIELDS DEFINED IN SCRIPT, NOT DEFINED ON FORM
Dim Status As Variant
Dim Locked As Variant
Dim InProcess As Variant
'***** SCRIPT PROCESSING VARIABLES *****
Dim ReviewerList() As Variant
Dim OldList() As Variant
Dim InputList As Variant
Dim NewList() As Variant
Dim ListMax As Integer
Dim tmpList As Variant
Dim CompareValue As Variant
Dim Elements As Integer
Dim DocWasSaved As Integer
Dim ParentIsLocked As Integer
Dim DocIsLocked As Integer
Dim LockedBy As Variant
Dim InitiatingReview As Integer
Dim CompareValueFound As Integer
Dim FinalSave As Variant
'***** TEMP PROCESSING FIELDS - ADDED TO DOC ON OPEN, DELETED ON CLOSE*****
Dim CurrentUser As String
Dim Action As Variant
Dim StatusList(1 To 4) As Variant
'++LotusScript Development Environment:2:2:InitializeDocument:1:8
Sub InitializeDocument(source)
'This routine initializes object variables, global variables and some field values
'Turn off Autoreload to speed up response time (this means we need to do manual reloads and refreshes)
source.AutoReload = False
Set w = New NotesUIWorkspace
Set s = New NotesSession
Set db = s.CurrentDatabase
Set note = source.Document
CurrentUser = s.CommonUserName
note.tmpCurrentUser = CurrentUser
Originator = note.From
InitializeStatusList
If source.IsNewDoc Then
note.Status = StatusList(1)
note.Scope = "Public"
Else
If note.Locked(0) <> "" Then
DocIsLocked = True
LockedBy = note.Locked
End If
End If
'Initialize V3 documents
If Not(note.HasItem("Status")) Then
note.Status = StatusList(1)
note.Scope = "Public"
note.DocumentAuthors = s.CommonUserName
note.From = Evaluate("@Name([CN]; From)", note)
End If
'Clear the status bar
Print
End Sub
'++LotusScript Development Environment:2:2:InitializeStatusList:1:8
Sub InitializeStatusList
'Statuses are referred to positionally. If you want the works to display differently in the view (like if you want the first
'status to be None instead of New) you would change them here.
StatusList(1) = "New"
StatusList(2) = "Ready for Review"
StatusList(3) = "In Review"
StatusList(4) = "Review Complete"
note.StatusList = StatusList
End Sub
'++LotusScript Development Environment:2:2:RebuildList:1:8
Sub RebuildList(InputList As Variant)
'This routine removes a value from a list (passed by reference)
ListMax = Ubound(InputList)
'Save original capitalization in OldList then lowercase both InputList and CompareValue
Redim OldList (ListMax)
For i = 0 To ListMax
OldList(i) = InputList(i)
InputList(i) = Lcase(InputList(i))
Next
CompareValue = Lcase(CompareValue)
Redim NewList (ListMax)
x = 0
For y = 0 To ListMax
If InputList(y) <> CompareValue Then
NewList(x) = OldList(y)
x = x + 1
End If
Next
If x > 0 Then
Redim Preserve NewList(x-1)
tmpList = NewList
Else
tmpList = "None"
End If
If x = ListMax Then
CompareValueFound = True
Else
CompareValueFound = False
End If
End Sub
'++LotusScript Development Environment:2:2:SetReviewerLists:1:8
Sub SetReviewerLists
Print "Updating Reviewer Lists"
For a Parallel submit, set CurrentReviewers to the Reviewers field (there are no
FutureReviewers - all reviewers are current) and set FutureReviewers to "None".
For a Parallel review, remove CurrentUser from CurrentReviewers and add it to
PreviousReviewers.
For a Serial submit, set CurrentReviewers to the first Reviewer and set FutureReviewers
to the Reviewers field minus the first Reviewer
For a Serial review remove CurrentUser from FutureReviewers and add it to
PreviousReviewers.
%ENDREM
ListMax = 0
Set dt = New NotesDateTime("Today")
dt.SetNow
If Action(0) = "Complete" Then ReviewerLogEntry = CurrentUser & " on " & Format(dt.LSLocalTime, "Short Date")
Select Case ReviewSeq
Case "Parallel"
'On submit Set future reviewers to None since all reviewers are current
If Action(0) = "Submit" Then
Reviewers = note.Reviewers
tmpList = Reviewers
note.FutureReviewers = "None"
Else
'(this is for action = Complete)
'For Response Reviews, we maintain the status in the parent
If note.IsResponse Then
CurrentReviewers = parent.CurrentReviewers
Set item = parent.GetFirstItem("ReviewerLog")
Else
CurrentReviewers = note.CurrentReviewers
Set item = note.GetFirstItem("ReviewerLog")
End If
item.AppendToTextList(ReviewerLogEntry)
CompareValue = CurrentUser
'Remove the CurrentUser from the CurrentReviewers list
Call RebuildList(CurrentReviewers)
End If
FieldName = "CurrentReviewers"
Case "Serial"
'On submit, put all reviewers in the future reviewers list
GoToField causes any active embedded objects to de-activate
0R1S
0R4S
0R7S12S>
Status
StatusListv
5S7S8S
Setup Review Cycle
GetReviewCycle
Status
StatusList
ReviewCycle
ReviewStyle
ReviewWindow
ReviewTime
NotifyAfter
SaveChoices
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.
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.
Archive ProfileArchiveProfileArchive Profile.
(Archive Log)Archive LogArchiveLog.
Use if a doc is accidentally left in a locked state. Can be accessed by designers and managers from the Review Status view.
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.
Archive ProfileArchiveProfileArchive Profile.
(Archive Log)Archive LogArchiveLog.
Use if a doc is accidentally left in a locked state. Can be accessed by designers and managers from the Review Status view.
(.txt)