Tips and Tricks

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How to quickly select the documents I want in a Lotus Notes database (using regular expressions or duplicate titles)

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Creating news views and adding them to the design of a database is the only way to see what's in a Lotus Notes database. But even with views it's easy to miss/forget about a document in a large database (especially if it doesn't show up in the view)—in this tip you will see how scanEZ gives you other ways to quickly select all documents in a Notes database using regular expressions and matching titles (i.e. Select using Regular expressions... and Select All with Identical Displayed title... features).

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 a category of documents in the selection tree of scanEZ.
[Recommended] Use the Change Displayed Title feature to show the Title you want for a given document (see tip for Change Displayed Title details). To recap breifly the Title can be a item/field value, or the result of a computed formula.
Once the Title is set you can very quickly (no document reading or loading required at that point) search and select the desired document(s). You can select them manually or use one of the following automatic methods:
- Checkbox Selection > Select using Regular expression:
  In this window, enter a regular expression to automatically select/unselect documents that match the currently displayed Title. You can also save/load regular expressions for future use. Click Select or Unselect to toggle the check box selection. Click Close to close the window.
- Checkbox Selection > Select All with Identical Displayed Title:
  In this window, you can automatically select documents whose Titles match (with options). Click OK to apply the check box selections.
Depending on the method you used the documents will be automatically selected for you.

Congratulations! You are now finished automatically selecting a set of documents. Once you are finished selecting a set of documents you can easily organize them (add, remove, or intersect) them way you want with other My Selection folders (see this tip for organizing sets of documents).

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