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How to quickly re-organize (and make sense of) Lotus Notes dataNOTE: Our ‘Tips and Tricks’ section has been superseded by the Ytria Tech Lab.
Archived tips are still being kept here for reference purposes. Please check the Ytria Tech Lab frequently for all the latest tips, tricks and tutorials to help you get the most out of your Ytria toolkit.
Sometimes it's hard to make sense of your Notes data. Organizing your data in a meaningful context often requires you to create views and write selection formulas just to see the information you need. And for those times when views cannot help, you could create agents and use folders. But this means coding and changing your application design.
In this tip you will see how to use scanEZ's My Selection (i.e. virtual folder) capabilities to dynamically add, remove, and intersect multiple sets of designs, profiles, or documents in a Lotus Notes database with a few clicks.
Note: The example shown in this tip uses a small set of documents, but the 'My Selection' feature can easily handle very large datasets. Large amounts of data will naturally take more time to process. However, since scanEZ is a standalone application, you can still work with your Notes client and do other things while it's running.
First make sure scanEZ is running. If it's not, select any Lotus Notes database (email, personal address book, application etc.) on your workspace, and click the scanEZ icon on your Lotus Notes client toolbar.
- Select any number of documents in scanEZ via the checkboxes.
- In the menu go to CheckBox Selection > Add to New 'My Selection', this will open a window with Title Options (see this tip for Title Option details). Once the Title Options are finalized a [Current] My Selection folder containing the documents is created.
- Select any other documents via checkboxes. If desired you can create multiple My Selection folders. Note: Be aware that previous document selections are still active (checkboxes selected).
- [Optional] You can also quickly select documents via checkboxes using the "automatic" CheckBox selection methods: CheckBox Selection > Select using Regular expressions... or CheckBox Selection > Select All with Identical Displayed Title...
- With documents selected and a My Selection folder created you can now use the following options (which should be self-explanatory):
- CheckBox Selection > Add to Current 'My Selection'
- CheckBox Selection > Remove from Current 'My Selection'
- CheckBox Selection > Intersect with Current 'My Selection'
You can always right-click a My Selection to Set as Current Selection.
With My Selection folders you can quickly organize sets of documents by logical relations. If you think about Venn diagrams back from school you're on the right track.
Note: Besides checkboxes, there's a number of ways you can add documents, profiles and/or design elements to My Selection folders: directly from the Notes client; from any of the Search menu options; from the right-click menu in the Replication Auditor to name just a few.
Congratulations! You've learned how to quickly access and organize different sets of documents in a Lotus Notes database—without creating new views. As you can see there are countless ways you can juggle around, filter out, add, remove large sets of documents in a Notes database using scanEZ.
[Bonus tip 1] To quickly remove a document or category from a My Selection folder use: My Selection > Remove from Selection (CTRL+R)
[Bonus tip 2] To easily rename a My Selection folder use:
My Selection > Rename Selection (F2)
Watch a short Flash tutorial for a quick overview of scanEZ and all its features.
Thanks for reading this tip!
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