What the heck does that button do? | Ytria

What the heck does that button do?

Webcast Date
Video Duration


The vast majority of scanEZ owners are only using a small subset of features—we want everyone to get maximum value out of this tool. This Webcast will focus on key features; time constraints mean we can’t cover everything in this presentation (but there will be a scanEZ Master Class Part II).

In this presentation, you will discover new ways to work with documents—the first step in achieving complete mastery over your databases. This includes tricks for:

  • content analysis
  • performing complex searches
  • data extraction and exportation
  • working with profiles
  • conflict resolution
  • comparing and contrasting data
  • formula evaluation
  • data modification/mass-editing
  • and much more!

In addition, you will learn how to use scanEZ for:

  • advanced troubleshooting
  • replication analysis
  • document hierarchy navigation
  • deletion stubs and soft deletion management
  • and other exciting functions!

And of course we’ll be showing you real world examples of how to use multiple scanEZ features in tandem—an unbeatable strategy for solving tough database issues quickly.

Quick overview of scanEZ interface basics

With a demonstration “Procurement Database” for the fictional ACME company, we’ll be doing a brief overview of scanEZ’s most basic document handling features...

Working with Individual Documents

What does scanEZ do? In one sense, we could say it’s the ultimate toolkit for managing back-end data in Lotus Notes documents

Opening a document in the Notes Properties dialog vs. opening it in scanEZ (3:04)

Grouping and filtering document information in scanEZ’s grid interface (4:30)

Modifying a document (6:00)

Working with Multiple Documents

scanEZ also shines at mass-editing. If you’ve ever needed to change a great number of Notes documents at once, you know it usually involves finding the items and then writing an agent. The scanEZ is much easier…

Opening multiple documents (8:00)

Lotus Notes client option: Actions>Open selected documents in scanEZ (8:30)

The scanEZ Extension database: Paste URLs to open multiple documents (8:55)

‘My Selection’ virtual folders: The easiest way to collect subsets of documents (9:02)

Customizable categorization (10:02)

Changing Displayed Titles: One of scanEZ’s most useful features lets you customize the way notes are labeled in the Selection Tree/Explorer (10:30)

Analyzing documents

This example begins with a collection of proposal documents in a My Selection folder…

The Diff panel: Compare, contrast and edit item values across a collection of documents (12:20)

The Values grid: This grouping grid dialog lets analyze field values across documents (13:15)

Create Displayed Title using Formula (15:48)

Selecting Displayed Titles using Regular Expressions (17:00)

Checkbox Selections/Checkbox Selection Menu options (17:50)

Modifying documents

Now that we’ve collected what needs changing, this is how we’ll use scanEZ to make the changes…

How we’d do it without scanEZ (20:05)

Using the Diff panel on My Selection virtual folders (20:20)

Setting static values or setting values by formula (20:35)

Notification of changes

After changes were successfully made in scanEZ, we can use it to notify the user who requested the changes…

Additional applications for the Change Displayed Titles (22:30)

Copying contents of My Selection folder as Document links for easy emailing (22:50)

Copying Tree Titles to clipboard (23:35)

Resolving a duplicate documents issue in NAB

We were able to solve the end-user’s issue and then provide him with a detailed notification—and this didn’t require very much time or effort. Now we want to look at a NAB issue that we came across...

Quick Retrieve Contents of a View or Folder: The fastest way to gather selections of documents (24:40)

Setting Displayed Titles using Column Value: The best speed option (25:23)

Two different methods for purging duplicates inside My Selection folders:

Select All with Identical Displayed Title (26:48)

Separating “true” duplicates from Conflicts by using a formula as Title (29:01)

Choosing a unique Item value to find duplicates (31:31)

Resolving Conflicts (33:50)

Resolving all conflicts across the database (35:39)

Mass-updating Items by formula

Now that the duplicates were successfully removed, we still need to update the ‘Manager’ Item value to be sure the former employee isn’t still there inappropriately…

Search options (38:56)

Search the whole database using formulas; then Re-categorize My-Selection and use formula as Displayed Title (39:14)

Select and mass-update Items: Using the Modify command without performing a ‘Diff’ (40:30)

Complex problem solving with formulas

Proposal documents began disappearing from the Purchasing Database, here’s how we investigated…

Running a sophisticated formula for Displayed Titles that includes @DBColumn (43:29)

Using Regular Expressions to find and move ‘orphan’ documents to a new My Selection (45:21)

Retrieve UNIDs for parent documents that are now missing (46:01)

Copy Tree titles (which are UNIDs of parents) to clipboard (47:15)

Open restored version of database (47:30)

Copy retrieved parent documents back to production database (48:46)

Deletion Stub management options

In the previous example we saw a number of original proposal documents had been deleted; this brings us to managing deletion stubs…

Deletion Stubs category in Selection Tree and Deletion Stub Explorer (49:40)

Deletion Stub Explorer Grid filtering by Regular Expression (50:20)

More advanced actions for documents

More fires to put out, this time clearly erroneous information was appearing in some Proposal documents...

Evaluating a formula on a document: This lets you see and confirm results instantly (53:19)

Testing an elaborate DBLookup (53:50)

En-masse formula operations in document collections using Modify option in Diff panel (55:19)

Return to Notes to confirm that the Proposal documents were fixed (56:46)

Final thing to demonstrate… creating a custom ‘Cost Calculator’ Form in scanEZ (57:01)

Using computed fields from previous steps and Compute with Form option (57:15)

Closing remarks

We’d like to thank you for attending and remind you that we’ll be holding a second Master Class Webcast to highlight the many uses of scanEZ we could not cover today. The date for the sequel Webcast will be announced shortly.

Performing basic document actions in scanEZ (02:25)

Opening a document in the Notes Properties dialog vs. opening it in scanEZ (3:04)

Grouping and filtering document information in scanEZ’s grid interface (4:30)

Modifying a document (6:00)

Working with Multiple Documents