SearchDomino.com July 25, 2001 Admin Tip: Migrating your (notes) browser address book into Notes ================================================= Sponsored By: VSI, An Esker Company ================================================= LOTUS NOTES ENDORSED FAX SOLUTION FOR THE ENTERPRISE Upgrade from Fax for Domino and save 70% on faxing Automate fax within your Enterprise and fax from any application VSI-FAX for Notes offers: Significant savings on fax labor costs, Easy Notes-based administration, & a simple and affordable upgrade Learn how to upgrade from FxD or SAVE on faxing, order a free kit Today! http://www.vsi.com/notesfax ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ================================================= Title: Migrating your (notes) browser address book into Notes This tip was submitted by Ruth Inman, a Developer/Admin/HelpDesk/Instructor in Metamora, IL. Have you had some Notes mail people using a browser to get their mail but then later decide they want the robust features of the Notes client? They hate to move for fear of losing all those contacts in their "browser address book." There is an answer but it needs to be done by an Admin Person. (Don't try this at home, without the help of a professional!) For users using the browser, when you add Contacts to your Address book, it is actually adding that entry to your MAIL database on the Domino server. In your mail database there are "Person"(Contact) and "Group" forms similar to those in your Personal Address Book. However there is an important piece missing which prevents you from just copying and pasting them from one database to the other. In this procedure, we will: 1.Create a view in your mail database (from a notes client) that will allow you to see your Web Address Contacts. 2.Take copies of the Contacts and place them into your Personal Address Book 3.Insert the piece of information needed to make them show up on your Contact list. Create a view to see your Web Contacts 1.From inside your email database, click "Create - View". 2.You need to type in a "Selection Criteria" of: SELECT form="Person". 3.Give it a title and click the "Copy From" button. Make sure you select "Blank", then click OK. After highlighting "Blank", then click OK on this screen, and when the previous dialog box returns, click the "Customize" button . 4. You only need ONE column for this view, to make it easier. The formula can be: LastName + ", " + FirstName This will allow the contact's name to show thru and will set your mind at ease that they are actually here. 5. Then close and save the view (Pressing ESC will work here) 6. Once you have saved and closed the view, look at it from your Mail database. Open your mail database from a Notes Client, and scroll down to see the new view listed. When you click on it, you should be able to see the list of your Contact names there. (Do not try to OPEN any of them, you will get an error) 7. We need to change one property about them now. There is a field that needs to exist named "Type" and it needs to be set to "Person". This is accomplished quickly with an agent. - Create an agent (Create - Agent) from your mail database - Give it a name - Checkmark the box as a "Shared Agent" - In the formula area at the bottom, choose FORMULA and key in the formula as shown in above sample FIELD Type:="Person" -Press ESC to close and choose Yes to save it. 8. This agent should now be listed in your "Actions" list in your mail database. Checkmark the contacts in your list and run the agent by clicking Actions - and locating the name you gave it in the list. CAUTION: Make sure you ONLY run it from the Web Contacts view, and that you checkmark the Contact documents that you want it to run on. It will only run on "Selected Documents" if you follow the example. 9. Once the agent is run on your Contact documents, they are suitable for your Personal Address Book. You can now COPY & PASTE all the Contacts from this view, into the Contacts view of your Personal Address book. -Use the selection column to mark all the documents in the Web Contacts view with a checkmark -Click EDIT - COPY -Open your Personal address book in Notes and at the Contacts view, click EDIT - PASTE You should then see all your contacts listed! IF they don't show up immediately... don't worry....you may need to rebuild the Contact view. You can do this easily by pressing: Ctrl - Shift - F9 (three fingers needed) On the Flip Side Now let's suppose that you have been using a Notes client for ages, and have built up quite a list of contacts in your Personal Address Book. Suddenly your company decides to send you on a business trip where you will not be able to dial in to your network, and your administrator simply refuses to open up that firewall to let you in from the Internet. You have been told that you will be able to access your email from a web browser, but what of your Contacts? They are all left behind on your Local PC back at the office. Well, either you need to have a really good memory so you can memorize all those email addresses, or ... you can "take them with you" tucked away as stow-aways in your mail database. Here's how ... Let's say this is a snap shot of your personal address book from a Notes client: Now, you need to follow one section from the earlier mentioned steps, you need to create a "Web Contacts" view in your mail database. Here's how: Create a view to see your Web Contacts from: 1.From inside your email database, click "Create - View". 2.Give it a title in the top field labeled "View Name". 3.Then click the "Copy From" button. (this allows you to mimick another view as a prototype, or not) You need to choose "Blank" on that screen and press OK. 4.After clicking OK you will return to the previous screen and you will need to check mark the box labeled "Select by formula". Once you do that, you will notice a formula appear in the Selection Conditions box, that states: SELECT @All You will change that to read: SELECT form="Person" as shown below. 5.Next we want to include a column that will display our contact names so you need to click the "Customize" button. That will display the view in designer mode. Don't let this scare you, all we have to do is describe One column, and we're out of here! -First, double click on the first column where you see the # sign shown above. That will bring up the Properties Box for that column. We can enter a name for our column there. Enter ?Contact Name? as the Title. Then you can close that little box, with the X. - Back on the main screen, we need to tell it what to display in that column, so we are going down to the bottom of the screen where you see "Display" and there is a dot next to "Simple Function". We will change that dot to "Formula". - You will replace the current formula (@DocNumber) with the following code: LastName + ". " + Firstname This will tell it to list your contacts in that column, using Last name first, and placing a comma between them. -Press the ESC key to close this window, and click Yes when prompted to save your changes. 6.Open your mail file, and scroll down past any folders you might have. You should see "Web Contacts" listed in the left column. Highlight that view and we are now ready to get your contacts from your Address Book, and bring them in here. 7.Open your Personal Address Book a.from your Contacts view, checkmark the contacts you wish to bring over to your web address book b.then click Edit - Copy c.Open your mail database d.Go to your new Web Contacts view e.Click Edit - Paste You should now be seeing your contacts listed in yout new view. Well it's as easy as that! If you have any problems or questions about this tip, send them to [EMAIL PROTECTED] and we'll post your feedback. http://www.searchDomino.com/tip/1,289483,sid4_gci753406,00.html ================================================= JUNE'S TIP PRIZE WINNERS: 1st place: "Re-attach ID files" by Patty Halsey Congratulations to Patty Halsey, a consultant in Evansville, Indiana. Patty won the Secret Agent Man digital watch. 2nd place: "Debug LotusScript menu workaround" by Thomas Ozenne 3rd place: "Create database link as shortcut on your Windows Desktop" by Gokmen Eris LAST CHANCE TO WIN AN OLYMPUS CAMERA! This first-rate pocket camera offers advanced features, including quartz date and time imprinting, a self timer, automatic red-eye reduction, night scene and a zoom, all in a compact package that allows you to get the close-up shots you want with the portability you need. A retail value of $199.99. Submit a Administrator tip in July, and pocket this camera. http://searchdomino.techtarget.com/tipsPrize/0,289492,sid4_prz752628_cts752485,00.html ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ================================================= NEWLY POSTED ADMINISTRATOR TIPS: ================================================= We posted 4 new administrator tips last week. Thanks for your tips and keep them coming! Address Book category: http://searchdomino.techtarget.com/tipsIndex/0,289482,sid4_tax283821_alpD_idx0,00.html [1] To display names in the same order in the view "contacts" in the Personal Address Book Desktop category: http://searchdomino.techtarget.com/tipsIndex/0,289482,sid4_tax283823_alpD_idx0,00.html [1] Notes URL tricks Server category: http://searchdomino.techtarget.com/tipsIndex/0,289482,sid4_tax283832_alpD_idx0,00.html [1] Quick Server Status - Admin Client Web category: http://searchdomino.techtarget.com/tipsIndex/0,289482,sid4_tax283830_alpD_idx0,00.html [1] View your local application on Web without the server ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ================================================= FEATURED BOOK: ================================================= Lotus Notes & Domino Essential Reference By Tim Bankes Do you need something to facilitate your creative and technical abilities, something to perfect your programming skills? Here's Lotus Notes and Domino Essential Reference. It's compact, simply designed. It's loaded with information. Small typeface. All of the objects, classes, functions, and methods. It shows the object hierarchy and the overlaying relationship between each one. They organized the book the way the language is designed. Notice a specific entry to check the details: NotesUIWorkspace. A short definition and syntax. Example code. Concise, but with efficient coding tips for saving bandwidth. http://www.digitalguru.com/dgstore/product.asp?sku=0735700079&dept%5Fid=288&ac%5Fid=60&accountnumber=&couponnumber ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ================================================= Disclaimer: Our tips services and online tips exchange are a way for you to learn from other IT professionals and share technical advice and expertise with your peers. Techtarget.com provides the infrastructure to facilitate this sharing of information. However, we can't guarantee the accuracy and validity of the material submitted. You agree that your use of the searchDomino.com tips services and your reliance on any questions, answers, information or other materials received through searchDomino.com will be at your own risk. ================================================= NOTIFY US WITH FEEDBACK ================================================= Send us your tips feedback! Cast your vote and send us your tips comments. If you have vital code information or other comments you'd like to add to one of our online tips, send your comments to [EMAIL PROTECTED], and we'll add your User Feedback to the online tip! ================================================= If you would like to sponsor this or any TechTarget newsletter, please contact Gabrielle DeRussy at [EMAIL PROTECTED] ================================================= If you no longer wish to receive this newsletter simply reply to this message with "REMOVE" in the subject line. Or, visit http://searchDomino.techtarget.com/register and adjust your subscriptions accordingly. If you choose to unsubscribe using our automated processing, you must send the "REMOVE" request from the email account to which this newsletter was delivered. Please allow 24 hours for your "REMOVE" request to be processed.
