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Integra for Notes 46 Evaluators Manual

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1. This tool utilizes Word s standard label task bar to the right hand side providing access to preview documents revert to the layout functionality and complete the label generation Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 5 Creating Profiles in Integra for Notes This section of the evaluators guide is designed to take you through creating a number of Integra profiles based on the same time sheets database so as to demonstrate common scenarios of usage Again this is not intended to be an exhaustive explanation of all the features of Integra profile creation but rather a quick run through the most important elements to assist you in evaluating Integra for Notes capabilities In this section we will create a number of profiles outputting from the time sheets database supplied with this evaluation The following examples are created a simple time sheets report in Excel a mail merge letter in Word from the Company support view labels addressed to contacts using Word automating e mailing of the outputted file The basic profile creation steps consist of the following Selecting the Lotus Notes database from which to report Selecting the fields to Report Placing these fields in the appropriate part of the Word or Excel template to be used a SY e Set any additional options such as e mail distribution converting to PDF s
2. Mail Merge Letters and Labels When generating a Word based mail merge letter or labels then this step of the wizard only provides facilities for saving the layout for reuse Step 4 of 4 Output options The Title field and options for columns widths etc are of no relevance in a Word export while the e mailing option would sheet by Wor Tire also not make sense as individual letters are brought together Category Praed Repons s m in one Word file V Save layout Share with other users Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 47 Quick Reports Output Generate the report to Excel or the mail merge letters or labels to Word by clicking on the Confirm icon 4 7 1 Excel Output The screenshot alongside shows a typical output generated by an Excel Report based Integra Quick Report The column headings reflect the headings in the Notes view if available F and the order of presentation is as defined within the wizard Ee e Se s At this point the user is able to utilize any other facility ape 2003008 Elo Con available in Excel such as the use of filters Data gt Filter Pivot 5555s airos nane oS atin Tables Data 2Pivot Table amp Pivot Chart Report Charting s AE Domne Cartutury 025 Spy Gar creating of macros etc etc a sas ee Es W Palu Busness Seraces 132004 Fank Green 0 17 Cotattgce Phon
3. Maalings 225 D gen Dekoren 1241 Be 100 00 WeinSF rel mmm BB D0 Shipping Dpepkemen 440 00 Document Mianagarmani Phone Cals 16 67 eSecunily Suppor d Company BBDH tsmbH BBDH GmbH Tatal E Cybeidev Corporation Cybeme Corpprstnn 10 Cybeidee Corporation lt 1 Cyberdey Corpprstnn 12 Cybeidee Corporation 13 Cybeme Corpprstnn 14 Cybeidee Corporation 18 Cybeme perajin 16 Cybeidee Comporation EJ Cristian Acom SAS ER Claude Pissed a Dosen Cagpbum 02062004 Elanot Caesar a Elunor lanar SAS ER Frank Green ae Dosen Carterbury O1 De 2004 Elanor Caesar DLA LAD Elunor Cansar DCS 17 Cybeme Corpprstnn Elanor Caesar OLE s 16 Cebpde Comporation Elonor Casa DORSCH 19 Cyberday Carparat an Total s A0 Fu zena Trading Limited Frank Green 27 Fujiyama Trading Limited Tatal s 27 Sebumi Firmita SA Julian Mushy DOO 3 Secure Parica SA Claude Pissed OLE 24 Socumte Famica SA Doreen Camerbuy D OR Samie Famien SA Tatal wh Cate one Cahokia Som DUU 100 00 OS W000 O17 100 00 100 AHLI 100 00 UO H 100 00 TL 100 00 Damas Phone Calta Research Suppor Support 0 35 OF 0 50 EH 23 1443 0 50 200 00 USA aso 400 OI DOE Maulings 110 00 TIL 100 00 oe 1 a D D i Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 5 3 Creating a Mail Merg
4. integra use of grouping and sub totalling of the Excel data while in a Word mail merge or label it determines the contents of the letter or labels Data Filtering allows filtering of reported data using user defined integra conditions Output options allows setting of output options such as converting to PDF Excel only and saving sharing Quick Reports for future use tat i en en pr a bon ty gt e integra The subsequent sub sections of this guide will take you through each of these steps in turn Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 4 2 Navigating through the Wizard Steps Each of the 4 steps of the wizard see example of step 1 alongside contains a set of navigational icons at the bottom CH Integra EE Data Selection left and bottom right of the dialog Spreadsheet Labels Mail merge Navigating from one step in the wizard to the next either ee EE forward or backwards can be achieved in 2 ways Sat Coun 2 From Column 4 using the forward and backward arrows at the 9 O satma bottom right side of the dialog box Geet by selecting the number of the step gt gt More fields to directly go to a particular step in the process The current step is A ei ER always shown in red The confirm or cancel icons can be used as expected It is perfectly
5. option will fill in all the technical information for you Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 2 Selecting the Fields The next Tab in Integra Field Selection allows us to select the Form where the fields are listed The pull down menu on the right will show all the forms available and the hourglass will let you have a sneak preview to make sure you are selecting the one you are looking for Once the form is selected you can easily pick the fields you wish to add to your report select and click ADD You can just as easily add fields from other forms at this point by selecting another form and add those fields as well Here we can also define new fields and make calculations or lookups from other non Notes databases utilizing Computed Fields but we will skip them here If so desired you can see how that is done in our manual 3 Determining the Template The Action Button called Edit Template is the final step As we have no Excel Template at this point Integra will generate one for you The lay out of this report can be based on one of your own Excel Templates according to your companies house style or you can use the Integra default Template The instructions in the Excel spreadsheet will give some pointers on how to enhance the layout of your template The Notes Fields that you previously selected are linked to the Excel Templa
6. select the field called Charge In the main box is space to enter the Notes formula you would like to use to evaluate the charge for the time used for each time sheet Click in this box and type in a formula such as one of the ones below or the appropriate formula for your need Duration 120 IF Worktype Administration 0 120 5 Layout your fields on the Excel report click on the Excel Template action button ai Excel Template This will invite you to select a Master Template from which to generate the Excel template for this report Select the Default option and click on the confirm icon You will also be asked for Excel s own template again use the standard template Integra will then present you with an Excel spreadsheet with titles in row 4 which correspond to the names of the selected fields in the Integra profile Feel free to override these titles with more meaningful descriptions as well as to change the format colors column widths and other such settings as you would normally do in Excel The help text in rows 14 onwards can also be removed Totals of columns can also be placed in row 7 Enter the formula for the total duration as Sum C5 C6 You might want to copy this formula into the Charge column At this point in the evaluation do not add additional rows or columns as this requires modifications to the row and or column offsets in the Integra profile a task outlined in the user manual Exiti
7. step 2 will not present the options for Sorting amp Grouping but rather CH will present the capability to define the layout of the word integra Step 2 of 4 Choose Word Template I d I In this st defi il letter U licking the New Edit butt document in which the mail merge letter or the labels is to be integra Quick Reports will allow you to create and edit either a template choosing D ro d uce d an existing Microsoft Word template Default Template or to create and edit a template based on a selected master template Default Template This layout could be based on either the Default Template provided with Integra Quick Reports or any one of a number of other templates that may have been created and which would then be listed in the dialog box pO Select the New Edit button to create the Word template You V Add field tags columns as defined in the Selected Field List EZEN will also then be presented with the standard Word template feature provided when new Word documents are created providing you with the opportunity to select one of these as the template for your template You will then be presented with a Word document with the D setas Work iris dal Miere Word SEA ER Se Ten se Tee ie fields selected in Step 1 of the Wizard automatically created as osansa wee Word Mailmerge fields These fields can be moved around using Word s standard Cut amp Paste and interspersed with the text to be used in the
8. Mail B merge D COLUNN in eCONTACTSURNAMEs JOB COLUMN 5 et COkn N COLUMN jw There is no problem with duplicating these fields for instance Pa usa sSLORTACTCOUH TF Y using the Title and Surname fields both in the address section KCONTACTSTATECOUNTYs of the letter as well as in the letter s salutation Dear Mr Smith mr In addition fields can be placed directly within the middle of areas of text such as in the middle of a letter See the example below F Mie Ward isk dai Mie reas4 Ward MegLight Corp 7 2ElerEgr UL SCONTACTTITLEs sCONTACTHAME COLUMN 12 CONTACT SURNAME D LICONTACTCITV een Fields from Notes document olONTACT COUNTRYS eCONTACTSTATECOUNT Y CONTACTS e Repeated fields Dear wG NTAG T TITLE CONTACTHAME_ COLUMN lz sCUONTASTSURMNANES Moart Super Emig Saving Banis recently released Or fhe parke Mesa fraen of Ire Gap Lg Of corer rra Met Enilbs eg Gren 3 SG Sapam O maces yes of afteroitvg energy sang Gules on fe market DS gales representatives wil be on locaton in BENSIN within the med two weeks Set wie wll bp Coach yur Compaen wat wit b aig Ap appie bo sit Cat Fields included in line urera Gestion Pap TERE Gewebe BN t LEET j Su JOS arent E Explain Ee Gres Gem piparit Dt GG preserie IO wei En Wp you canting ine Medai prodwi in vr stores throughout COM ACTS TL ATECOUAT i within document To optap Ster iiiaio about Maga please DOE your browser ST e
9. R Ene nE nnne nna 24 4 4 1 Excel Sorting amp GrOUp Ng EEN 24 4 4 2 PNO TODE S En 25 4 4 3 Layout of Mail Merge LetterorLabels I n 26 44A Jka VOUCOT Wor LADES EE ER 27 AS SE S DATA PEERING gege eege AENA EE R A 28 ASA ENI Fercc e e tele EE 28 46 SIPAS OUIPUKCOPTONS EEN 29 4 6 1 4 Step Excelbased Reports a n 29 46 2 4th Step Mail Merge Lettersand Labele 29 A7 e Elte Ee ua Ke RR EE 30 aJ Ec O O EE 30 472 WOKS e Din EE 20 AJo E Ee Ke ie E 31 5 CREATING PRORLES IN INTEGRA FOR NO IES J U U U KEE U U Uu Kb KEN 32 5 1 OVERVIEW OF INTEGRA PROFILES AAA 32 5 2 CREATING AN EXCEL TIME SHEET REPORT cecccecececececececeeeeeeeeeeeeeeeeeueesueeeeseeaueeeseeeeeeaneeeeeeaueeeeeeaeeeeeseaeenseeneeeneeenses 34 5 3 CREATING A MAIL MERGE LEMPER E 38 54 CREATING LABES a A TEE 40 5 5 8 AUTOMATING E MAILING OF OUPUT EE 41 O OU POR EE 43 OL U ECUN o u uuu us 43 integra for notes integra for notes Thank you for taking the time to evaluate Integra for Notes version 4 6 and or Integra Quick Reports 4 6 Integra for Notes is designed to enable the highest degree of bi directional integration between Lotus Notes M and Microsoft Word and Excel and output to XML files and Adobe s PDF format and is aimed at people wishing to integra for notes obtain high quali
10. addition to reference to the manuals as outlined above we would recommend you refer to the comprehensive FAQ pages that have been prepared on our web site These can be found at www integra4notes com faq In addition our Support team would be pleased to assist you These can be contacted at support integra4notes com US Telephone 508 915 4805 650 276 0506 UK Telephone 020 7193 1296 EU Telephone 356 2131 9977 Fax 356 2131 9528 Support e mail support integra4notes com Sales e mail sales integra4notes com Time Zone CET Berlin Paris Rome 6 1 Useful links Item Page Documentation wwwintegradnotes com manuals I lt lt Recorded demos wwwintegra4notes com demo lt lt Pricing information wwwiintegra4notes com pricing lt _Partial list of users wwwiintegra4notes com users lt lt lt Success stories wwwiintegra4notes com success U I lt lt Licensing details wwwiintegra4notes com licensing List of partners wwwiintegra4notes com partners lt Details of Integra Partner Program www integra4notes com partnersprogramme About Shireburn Software www integra4notes com aboutShireburn Contact Integra info integra4notes com Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008
11. amp ix Lotus Notes Integration for MS Office www integra4notes com integra for notes L INIPODI ent e BEE 1 1 1 INTIRODUCTION TO INTEGRA FOR Noe NNN 1 12 INTRODUCTION TO INTEGRA QUICK REPORTS cccccecccececeeeeeceeeeeneeeueeeueueueueaueeeueeeueeeeeeaeeeeueeaeeeeueeeeseaeenaeeueeseeeenneenaess 3 2 INSA ALHING INIEG RA E 4 3 USING THE EVALUATION DATABASE U U U 5 31 SIEP 1 RUNNING REPORTS E 5 no oy lI oto Dil TEE 6 Step 1 2 MOre EXGmpiles u u LLL kayakwananskqankasakyakakawkayskunusankusphuqqauyuquykayaskakalununsqana 6 Step 1 3 Smarter Reports l u a r aaa rssssssssrrrsssssssssrrsssssssa 7 IA SEPZ QUICK E 7 e Vie Ee en CIS Ch EEN 7 PLS TY en eet le EE 9 333 STEP 3 ADVANCED REPORTING AAA 9 PSE E t u 2 E O E hadi shanty m zh uma2 SSS 10 EEN OO EIERE 11 4 USING INTEGRA QUICK REPORIS J KEREN KEREN KEE U U U U KEREN KEE KEE eR 19 4 1 LAUNCHING INTEGRA QUICK REPORTS AANEREN 20 4 2 NAVIGATING THROUGH THE WIZARD Gips 21 43 GmEpl D gt On 0 ee 21 431 Changing COMMM fg Le WEE 22 452 SCl6CUAC FIEMSNOUIN TEE 22 4 3 3 Looking up Data from Multiple ViewS Databasss 23 4 4 STEP 2 EXCELSORTING amp GROUPING OR WORD LaAvout nnn nr nennen ARAERNEEAERR EENE
12. be exported to Excel or Word Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes By default the section entitled Columns in Excel or Fields in Word are usually shown blank although if the Quick Reports Cache is enabled see Integra Quick Reports User Manual then the list of previously used columns for this view will be shown pre selected Lotus Notes allows columns in Notes views to have a blank title Wa ds This is particularly common for view columns which have S i Spreadsheet Labels Mail merge categorized data Columns which have a blank title will be listed E eener in totes View WEE with the title Untitled r From Column 4 Staff Column 2 i To Column 5 Hrs Column 6 Selection of the columns to be reported on can be gt gt a oa made either by including all columns into the Excel or Company Column 10 Word export which can be achieved using the double 4 arrow icon shown alongside or alternatively selecting specific columns and then using the single arrow icon m More fields Column Order al _v Removal of all or selected columns from the Excel or Si Word export can be achieved using the reverse arrows either double arrows for the removal of all columns or the single arrow On selecting either method of inclusion of columns the selected columns will be shown in the Columns in Excel o
13. columns of the view you are in are available by default If you don t want certain columns to be exported you can remove them from the list You can click finish and see the end result right away or go through the extra possibilities in the other steps of the wizard In addition in this first step you can add more fields to be exported when clicking on the More button It allows you to select more fields from the form that was used to display the view or other forms like response documents etc that might be available within this view Step 2 You might wish to sort and group your data and calculate some totals in the same time That can be achieved in Step 2 You can easily click finish at any time and look how the end result looks When you close excel and enter the Quick Reports again you will notice that your previous settings are still set and you can experiment until you have the desired result Once you tick mark the Group box you are allowed to define what function to assign to that group For instance you chose to sort by project and you wish to total the hours per project Step 3 You can add additional filters to the selected data you wish to report on In this step you could set the report to run on all documents in the view or only on the once that you already manually selected AND add multiple rules to which the data should meet up with For instance tick mark all the documents in the view and add the filter that it
14. of the major cities nationwide as a means of better understanding your needs and usage of our products so that this can be provided as invaluable feedback to our product development team i As a regular customer of ours and in appreciation of your continued loyalty topur products we would like to x invite you to meet with our Customer Care team who will be visitihg Atlanta next month While this will involve about 3 hours of your time we are pleased to provide a rebate of 10 on your last 3 month s purchases up to f the maximum value of rebate of US 1 000 Should you be interested to attend the Atlanta focus group meeting would ask you to refer to our web site x for timings and registration o N Step 5 of 6 i d gt Next C te th Yours sincerely ext Complete the merge Previous Write your letter 1 1 At 1 Move from one mail merge letter to the next and preview the documents with the merged data by using Microsoft Word s buttons in the task bar to the right of the document To learn more about this functionality please refer either to the Integra Quick Reports user manual or to Word s own documentation Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 4 7 3 Label Output The screenshot below shows a typical output generated by a Word label based Integra Quick Report which has invoked Microsoft Word s standard label functionality
15. registered trademarks of Adobe Corp All other trademarks are hereby duly acknowledged as the property of their respective owners integra for notes 1 Introduction Your evaluation copy of Integra contains the Integra for Notes database nsf a Time Sheets sample Lotus Notes database which provides a step by step introduction to the features of Integra for Notes and Integra Quick Reports links to various manuals available on line This Evaluator s Guide is designed to allow someone who is evaluating Integra for Notes and or Integra Quick Reports to be able to quickly understand the business scope of the products to deploy them to his workstation and to test the solutions in a structured manner This will result in the evaluator being able to assess whether these tools meets the business needs for which they are being considered The objective of the evaluators guide is not to go through each and every feature point of Integra for Notes or Integra Quick Reports but rather to concentrate on Allowing deployment to the evaluator s workstation Listing the Help text that is available within the evaluation database Using Integra Quick Reports to generate ad hoc reports to Excel and mail merge letters from any Lotus Notes view Creating a number of Integra profiles To run this evaluation you will require Lotus Notes 6 x or greater as well as Microsoft Word and Excel to be already installed on your workstation Adobe Ac
16. see what happens The first step Run reports The first impression we would like to give you can be seen by showing you a few simple reports which can be launched with the 3 big buttons you see on the top of your screen Clicking on them will give you the first examples of an Excel analysis a Word report and label generation by Integra You find more Help about these first reports when selecting Let s start here at the navigator left side of the screen Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes When you click on more examples at the navigator you ll see more advanced examples of reports allowing you to select the documents the report should run on in the actual view or alternatively in the dialogue box that pops up when running the report Smarter reports will show you examples of Integra for Notes allowing the user to select the report criteria at runtime an Excel analysis that populates the pivot tables within Excel right away and an importing example The second step Quick Reports This step will show you how to use Quick Reports to create ad hoc reports First we show how it s done within this database and before you know it you ll be running Quick Reports on any of your Notes databases The third step How does it all work Besides seeing some more advanced usages of Integra for Notes in the End User segment you will learn
17. should only contain the document where the field Company contains Zulu or DateJob is between 15 06 2004 and 31 09 2004 or 09 31 2004 depending on your date settings You can also type in your filter condition in the same manner as you are used to in the full text search of any notes database for instance just typing Zulu in the filter condition box will give the same result Obviously if other fields would contain that value they also would be included in the export Step 4 The last step determines the output options It is possible to give the report a proper heading send it out integra via email after you have analysed and if needed adjusted your report When you have a PDF creator St SS eS SS y installed Distiller PDF995 or a ghost script writer read en ms dort eege more at this FAQ you can also convert it to PDF at 2 Quotation before it gets attached in the email Analysis Excel with doclinks V 1 5 Analysis Excel with doclinks V 2 Employee List A saved report will be available in the list of profiles that is Sample exportfrom a live and archive database i Time Sheet Export raw data presented when clicking the Integra smart icon and Time Beet Ansiysia wih Lookaap allows you to execute the report again By default it will be WI lu az marked private and for your use only If you feel the report NEE adds value to other users of that database you can make it available for other users
18. there is more we like to show you in the Advanced Reporting part 333 Step 3 Advanced Reporting So far you have seen reports that have been created by us and they either started by an action button within the application or by selection of the Integra smart icon In this part of the evaluation we will show you how these reports are being defined within the Integra database We have split this segment of the evaluation in two parts End user and Developer The End user part will show you several unique features of Integra and will highlight how functionality like that is set up within an Integra profile Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes The Developer part begins with showing how easy it is to set up a report from the start After that we introduce several of the more advanced capabilities of Integra which might require some knowledge of development in the Notes environment It will give you a great impression of what kind of high level reports can be achieved with Integra for Notes When you are comfortable with the features we have shown you in the several steps you can go into the actual Integra database and further analyse the examples we have provided for you It will help you understand how the reports are defined in the Integra profiles and you can see the end results within this database For now please click on the fol
19. within the Integra database and the script will handle the user interaction at the CB_BForReadNotes event You can explore the Statement example to see how that is setup In this case the Lotus Script is added at the CB_BForReadNotes event as we wish to obtain the filter condition which company before reading the data from the source database When you click here you can find the code included in this event at the Advanced Script CallBack tab You see that the following lines have been included in the default script at the proper event Dim hrs as String Format the report date to dd mmm yyyy stats datetext Format Today dd mmm yyyy Prompt the user with a freetext input hrs ws Prompt PROMPT OKCANCELEDIT Company List Please select maximum duration in hrs 1 0 Do not continue if user pressed Cancel or typed nothing It Pre ww Then Export Continue False ElseIf Not IsNumeric hrs Then MessageBox Invalid value please enter a number Export Continue False Else Convert to number and store in UserVar Stats Uservar CDbl hrs End If Feel free to change the code and see what happens when running the report Please refer to our manuals to get a complete understanding of the capabilities of this advanced functionality Our development department would be glad to assist you in obtaining the maximum usage Our large amount of clients gave us a wide experience in usage scenarios of the event driven sc
20. 5 35 00 10 67 21 50 232 75 Cyberdev Corporation 23 50 14 75 60 50 6 25 16 50 19 92 i 31 75 242 46 Fujiyama Trading Limited 43 50 6 00 20 25 21 25 36 75 12 50 25 50 219 92 Securite Famica SA 33 75 9 00 15 75 42 00 8 92 33 00 l 35 00 i 27 25 232 08 Simisi Computer Solutions 10 17 21 00 53 83 9 00 19 75 E 24 00 59 83 271 17 Zulu Business Services 17 25 12 00 26 00 6 00 13 00 3 17 9 67 97 08 Grand Total 143 42 9 00 91 50 250 83 77 67 176 83 131 58 127 67 201 82 201 33 1 411 65 CH v a oO z D G PA CH CH CH i oO a wd a oO Ka below The Pivot Table alongside shows an analysis of the data from the Data woorksheet by Company and Work Type allelen M 4 h HA Data Pivot Chart sil ie The Pivot Table below shows an analysis of the data from the Data worksheet by Company and then sub analyzed by Project and then showing the Work Type across the columns Si es ER en emt frma jek Dog i Dep LE Pooh Adobe RT RATE Bisa u sm nu E S R S EWEN Ai E BEDH Geht B E F d k k M EI Wask Type g l h T l Prepect GI e Pi j d E d Grand Total Ce isbccg 357 Im TO 1367 Da Deche __ Am 2890 EN Deumert Management 09 a AA 18 CEJ Sieten mo ers 1775 irichieda L BE Zi oo KE b
21. BM Lotus Notes File Edit View Create Actions Text Tools Window Help On the Excel Tab of the Integra Profile we also see the option Convert to PDF with the options Before Launch and After Launch This setting gives you the opportunity to decide whether the user is allowed to make changes in the report once it is executed and Excel is on screen If you select After Launch then Excel will launch and the changes made by you to the Excel spreadsheet will be included in the PDF conversion whereas the before Launch option will result in the conversion being Oh fi Home x Integra 4 5 Demo Excel Profiles New Integra Profile x gt i ee oO ECK k ci 9 Excel Template fD Tools CH integra for notes General Database Field Selection Filtering amp Sorting Excel Notes Action Scheduling I Excel Action Activate d undertaken prior to launching and therefore your PDF a ER EE EE Custom Dialog viewer will be presented instead Convertto PDF OER RiE Stene B Export Type l Protection g e eens GO BEG etn Saving a copy into Notes The options available under the Tab Notes Action within the Integra Profile also sets the save back to notes option When you select the Save as Document Option a whole set of fields become available Lo we New Integra Profile IBM Lotus Notes File Edit View Create Actions Text Tools Window Help O
22. IREBURN Carolina Court Guze Cali Street Ta Xbiex MSD 14 Malta Tel US 1 508 915 4805 Tel UK 44 20 7193 1296 Tel EU 356 2131 9977 Fax 356 2131 9528 info shireburn com www shireburn com www integra4notes com These materials are copyrighted and the intellectual property rights are vested in Shireburn Software Ltd Copying through any means is unauthorized without the express written permission of an officer of Shireburn Software Ltd Every reasonable attempt has been made to ensure the accuracy of this manual and that it reflects the operations of the products covered however users of Integra for Notes and or Integra Quick Reports are responsible for ensuring that the products and their documentation are suitable for the needs of that organization No warranties explicate or otherwise in respect of this guide are being made or can be assumed The product Integra for Notes may at times be referred to within this documentation by its shortened name of Integra This is not to be confused with any trademarked product of a similar name whose rights are hereby recognized and this abbreviation is used only for ease of reference Lotus Lotus Notes Domino and their respective logos as well as the IBM Business Partner logo are all registered trademarks of IBM Corporation Microsoft Windows Word Excel and Internet Explorer as well as their respective logos are all trademarks of Microsoft Corporation Acrobat Writer and Acrobat Distiller are
23. a number of time sheet transactions Se DEE e E EE f f Stop 3 Advanced Reporting caren bid 033 SE Develcpment Calderonie Graphical 3 Click on the Integra Smartlicon in Deeg een mg ea your Smartlcon toolbar oO Rurome Data Selection Save to Notes Developer Help Step 1 Running Reports Creating Analysis Repon Creating Process Flow Event drem Scnpting Wekome to the evakzabos database wisch show how integra for Notes and integra Qusck Reports work H S 6 92 E SHE Se BM 8 zeg 3 Scheduling PO This database has SS m afow you to leam more about fe sta EE of integra by meoduciag more bech each example that s included thas J major steps Web Cnat og I Summary 1 Running wosing reports Reports List 2 ee and egen integra Quck Reports Send us feedtack 3 Me 6 Reporting e hs E ts v s Help avadable which explans what functonality is shown You can also wak ough vakabon by are ciciung he aches bulong and see at At Office Pietei You will then be presented with the Integra Profiles selection dialog box where you will find your report My Time Sheets Report available for selection in the list integra for notes Export View To Excel New Sheet per Alphabetic Letter 2 Export View To Excel New Sheet per Category 2 Export View To Excel New Sheet per Category FLAT Quotation Analysis Excel with doclinks V 1 Analysis Excel with doclinks V 2 Employee List Samp
24. ab this tab allows the setting of a timed schedule for the generation of the export or import Advanced tab this tab allows the setting of advanced features of the profile such as the use of event driven formula callback or LotusScript Cu hi CH Integra General se Field Selecto Databa O integra 7 Excel Profile General Database Field S g orting Excel Notes Action Scheduling Advance G E 2 IOs B 2 Z E G H 8 9 2 HE In the following sections you will be taken through a quick guide to creating profiles of different types This explanation will not go through every field and option available as this is covered in detail in the user manual but will instead address just those minimum options required to create a profile Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 5 2 Creating an Excel Time Sheet Report This example runs through the process of creating a simple column based time sheet reporting in Excel taking information from the Lotus Notes time sheets database which ships with this evaluation Position yourself in the Excel Profiles views and click on the New Profile action button New Profile x Below is the 4 step process to creating your profile 1 Name and categorize the profile In the General tab enter the profile name My Time Shee
25. ail When you tick mark the Send To option a whole new list of fields comes available to you E New Integra Profile IBM Lotus Notes File Edit View Create Actions Text Tools Window Help See ae ee EE Sau ONE d New Integra Profile x h 1 B gt Search 10 gt A Excel Template P Tools CH integra xz Excel Profile for notes a General Database Field Selection Filtering amp Sorting Excel Notes Action Scheduling Advanced Notes Action M Send To Save As Document Send To Options Ge Immediate Confirm C Memo Send Attachment Copy Send As Notes Rich Text Send To Formula Contact email CC Formula sales_processing acme com BCC Formula PT Subject Formula Confirmation of order Ref OrderRef Body Text Formula Attached please find our confirmation of your order reference OrderRef Attachment Name Prefix Confirm Formula D t H E o z ab a e El ts Q e m fm EH G a Office Network The formula fields can be filled in to predefine the address and other fields of the recipient or left blank to be determined by the user of the report when he runs the report In this example we the Send To Formula contains the field Contact email that is actually on the form It could also be looked up from another notes database using an dblookup or even a non notes datab
26. ains the step by step evaluation of Integra for Notes and Integra Quick Reports Integra Evaluation Guide a copy of this Freet evaluation guide in PDF format is stored on your local hard disk in the same directory as where you choose to place the Evaluation databases Links to Manuals Links to the Integra Installation amp Configuration Manual the Integra End User or notes Manual and the Integra Designers Manual which EE are located on the Integra web site at The wizard will install the evaluation copy of Integra for Notes and Integra Quick Reports onto your www integra4notes com manuals label viari EE Veiga Script Builder There are no executables or DLL s contained within ilps this installer When running the installer your Lotus Notes client e needs to be closed and if Lotus Notes is open the A o E M installer will request the closing of your Lotus Notes The Installer will suggest deployment of the Integra EPEAT Te evaluation database and the time sheet evaluation E database to an Integra directory under your default Notes s data directory Feel free to store it in any sub directory Bake vel install rtegra Notes Eval in the following folder below this default Notes data directory should you prefer To install to this folder click Next To install to a different folder click Browse and select another folder Ide Not all the configuration options available in Integra for Notes are addr
27. an Mushy Phone Calls for integra notes 20 Rows 23 ETE 4 gt hj Sheet1 Ready Of course you are now able to use any features of Excel including grouping sorting filtering pivot tables charts macros etc EBR peacuetionforhalp Ha x vm B E G gt A ee RSC DE F eee uui Time Sheets Analysis E Micresofi Excel Time Sheet Pivot Tables HGR ge gk gen pom Foma Teo paa Window pep Adobe PF Le a ZE DEER A BEDHAH GmbH if e B AG ai Duration Haury Date Hrs Rabe DEM DI 100 00 DOS 1 00 770 00 117 200 LU OI On the other hand had you utilized these features inside the template when this was stored in the Integra profile these features would be automatically available in the report For instance the screenshot alongside shows the use of an Excel report created using Integra which has macros assigned to buttons and graphical elements and uses the sub total facilities of Excel These features together with improved formatting have been added to the Excel template inside the Integra profile SI lanor Caesar Julian Mushy Value Project Work Type 166 Document Management Maalings 110 00 Doc Tracker LAdminrsteali E 360 00 CollabOfice 440 LUC ollabtpce 16 67 Bas Tracker d DD Sha 16 BE kb esting Module ADD Doe Tracker Research 2 00 Integra Research TEES Document Management Adminisheli SD DO Product Tracker Mitalings 1B EI Dag Tracker
28. ase Step 3 2 3 Event Driven Scripting Integra allows the developer to influence the exporting or importing process and allows for insertion of own Lotus Script code at certain points Integra provides a series of events on which the code written for a profile is called back The events that have been defined within Integra export profiles are CB_INITIALISE CB_ACTIONONLY CB_BFOREXPORT CB_INVALID CB CATEGORY CB TOTAL CB CONFLICT CB_BFORREADNOTES CB_BFORWRITECOM CB_AFTERWRITECOM CR _BFORCOMACTION CB_BFORNOTESACTION CB TERMINATE Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes These events allow the developer to manipulate the data at certain trigger points within the exporting or importing process These triggers can be used to run Lotus Notes formula language or LotusScript which will collect data run queries update values manipulate child response hierarchies and countless other tasks It is also perfectly possible to include calls to your own code libraries included into the Integra database The example This specific example will show how you can ask the user at runtime for a value for instance the report should only run on which company and than we will point out where the code in our example would be included Obviously if one wishes to ask multiple values at runtime the desired fields can be put on a form which will be stored
29. aving the output back to a Notes database etc To open the Integra database use the standard Notes Database Open command and select the database from the directory into which it was placed when you installed the Integra Evaluation 5 1 Overview of Integra Profiles In all cases profile creation is undertaken Sengen a Ew ee from within the Integra database itself E Esser IntegraEval nsf so not from the Time Sheet AFQHi gt eO j1 SOxseeGHeDo BS evaluation database TimeEval nsf On A I P opening the database you will be presented o integra Eet eegener Estelle with the default view and a simple s engen es S navigational scheme which shows buttons for emm i SE Ee cc le profiles by type down the left hand navigator Tena Shee eg with the view presenting the profiles in the 2 Ga apa DEE seecedcho sires main view frame D in ae While the All Profiles button in the navigator h Cantesw Sngeqonmen TE An Sen will display a list of all profiles Excel Word e Ziedel hehe ENE and Text profiles the individual buttons such Comumrtummammean DEn GEET as Word Excel and XML Text will of course wa Too Shoots Evehabon Mater companys pancua rage o just display profiles of that type SSS EE cl The Categorize action button to the right side of the Action Button Bar allows display of views in different orders and using different criteria Categorize In al
30. ble to further work with the data using Excel s standard capabilities enhancing formatting generating additional graphs pivot tables macros and all the other standard features of the powerful Excel desktop tool In the case of the label or mail merge facility the user is able to determine layout of letters and labels as well as the text of the letter prior to generating the mail merge While defining an Integra Quick Report authorized users can save the report definition for future re use and can share the Quick Report with others within the organization Integra Quick Reports is able to be executed using either a Lotus Notes client or a supported web browser with equal functionality available in both methods This evaluation guide will focus on using Integra Quick Reports through a Lotus Notes client Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 2 Installing Integra Integra for Notes is shipped to you as an installation executable IntegraEval exe which when run will unzip and deploy the following to your local hard disk IntegraEval nsf this is the time limited database of Integra itself which contains the various reports that we explain in this evaluation guide We consider this the engine behind the reports that you are about to see TimeEval nsf a sample time sheets database which is packed with examples of reports and cont
31. ce during your own creation of reports This paragraph shows all the help that is available within the evaluation database itself i pd About Tane Sheets Derr Desa IBM Leier Notes asa C So On completion of the Integra Evaluation Fie Eat view Crete Actors Teal Window He installation the process would have opened the A GE gu Oe OTT PE S T baut Tire Sheets Demo Design Evaluation database and presented you with the T D lhe a opening screen of the database From this point onwards you are ready to run your first reports ESC t clase this document integra Read these pecommendation for a successful start of your SE at FRE The evaluation goes through various steps and each step has its own help available to guide you through the features that are presented at that point For your convenience this same help is available in this paragraph of the Evaluation manual and will allow you to have a printed copy available if so desired Linkage to additional BETET Install niega Srnartleon Hase malal prog to proceeding G 8 9 5 I Q I EJ w eeng The Time Sheets demonstration database wall introduce naw functionalities step by step alkreing you to learn about the key featurerg of deen ter Hates This database has 3 major st ps D i mg ve examples is not functional in this format Gaas ck Reps j i ore Advanced Ra
32. cel or mailmerges and labels to Word from ANY Notes database that you would like in 4 simple steps You create your report on the fly and Integra Quick Reports gives you the capability to save your report before executing it so you can reuse it at a later stage Please navigate to the next section Try on this database and let Quick Reports guide you in making your first report Note Integra Quick Reports is a separate product of the makers of Integra for Notes It allows for the creation of ad hoc reports on ANY notes database within the Notes domain of your company Either of the two products can be licensed to work independently or in conjunction with each other integra quick reports Step 2 1 Try on this database When you click on the action button which is available in this view the Quick Reports wizard will start It will guide you through the 4 steps to determine what data you would like to export and if you want any sorting grouping calculating or filtering done The last step will ask you if you wish to send the end result out by email or just open it up in Excel and work on it from there It is also possible to save the settings of the Quick Report you created and even make that report available for other users What happens in each step of Integra Quick Reports Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Step 1 The
33. d List will result in the field appearing in Excel s XML map and allows dragging and dropping of this field onto your Excel spreadsheet The benefits of this approach are a greater degree of usability when creating and editing profiles export to many different sheets within Excel without the need to use macros to move the data improvements in performance Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Step 3 2 6 Web enabling To enable reporting on one of your applications through the web 3 components need to be addressed which will be explained below On our website you can see an example application we made available via the web with some Integra for Notes reports ready to run The action button on top of the view will guide you to that CRM application What needs to be done to enable reporting on your web applications 1 Design elements For Integra profiles to be able to run from a web browser to export data from that database certain design objects need to be placed into the source database These design objects are all open code and therefore the database is not a container for any closed code To facilitate the creation of these design elements Integra is equipped with an agent which deploys the design elements into the database you wish to enable for the web 2 Buttons and Hotspots The execution of an Integra profile via a Lotus No
34. documents or updating existing documents Notes client only Most of these facilities are available to the user equipped with either a Lotus Notes client or Internet Explorer browser as well as automatically in accordance with a timed schedule Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Integra for Notes is an independent Lotus Notes database which provides for the creation of Integra profiles which map the fields in the Lotus Notes databases with the layout of the Word or Excel template stored also in the same Integra profile Computed fields can be set using standard Notes formula language or event driven LotusScript and data can also be obtained for various databases including Oracle MS SQL DB2 Microsoft Access etc Formula Builders Lookup Wizards and Syntax Checkers contained in Integra profiles ensure the ability to achieve powerful reporting capabilities Depth of Reporting More advanced Lotus Notes developers will also be able to utilize the Integra events available in an Integra profile to place either Notes formula language or LotusScript which code will be executed at a particular point in the execution cycle of an Integra profile For instance let as imagine the export of client data from a CRM application the BeforeReadNotes event which is executed immediately prior to reading each Notes document which is being exported can be us
35. e V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 6 Support The objective of this Evaluator s Guide has been to provide you with a quick introduction to Integra for Notes and Integra Quick Reports and specifically to run some sample Integra reports which are shipped with the product as well as the creation of some of your own profiles We trust that you have found this guide useful to allow you to assess Integra s suitability to your needs If you wish to go into further detail about Integra s capabilities we recommend you run some of the recorded demos found at www integra4notes com demo or to discuss the specifics of a particular situation you are trying to resolve the Integra team would be pleased to discuss your individual needs and also to carry out an on line meeting to demonstrate the product s capabilities Do contact us at sales integra4notes com Many of the capabilities of Integra have not been addressed within this Evaluator s Guide but these are of course covered in the Integra for Notes User Manual and the Integra Quick Reports User Manual as well as the Integra for Notes Designers Manual while the more advanced configuration features are addressed in the Integra for Notes Installation Manual All these manuals are found at www integra4notes com manuals and we recommend reference is also made to these manuals Should you require further assistance during your evaluation period in
36. e Calls UW fel Business Seraces D2005 lam m h H Leave Tracker 96 Palu Busness Serce 30532005 Adan Mushy 0 2 Job Coshngs Models 18 fou Gusness Seres AMSG Leona Target 10 eSecumy Maack 20 Puku Busnes Saracas SS Mark Got 100 Pay Trackaz Brrasing 1 21 Palu Busness Saraces DA Maibee ng 1 00 Job Cnsbngs Modala Achranesinaiion las 4 7 2 Mail Merge Output The screenshot below shows a typical output generated by a Word Mail merge based Integra Quick Report which has invoked Microsoft Word s standard mail merge functionality my Integra Microsoft Word I File Edit View Insert Format Tools Table Window Help AdobePDF Acrobat Comments 1 EZ k ALS Preview your letters One of the merged letters is previewed here To preview another letter click one of the following Recipient 1 oh Find a recipient gth October 2005 I Hake changes Preview documents i Zeg can also change your recipient Mr Sse ae SW Edit recipient list BluePod Computing Inc f Development House 15th Street North Repeated field content When you have finished I previewing your letters click Next Atlanta i Then you can print the merged K A 32654 i letters or edit individual letters to I i add personal comments Dear Mr Crane ae Fields in line within text Focus Group Meeting in Atlanta We are pleased to announce that our company is organising special focus group meetings with our major customers in each
37. e Letter s Time Sheets Demo Date IBM Lotus Notes File This example runs through the process of creating a mail merge letter using Microsoft Word from contacts in the Company view under Support in the Time Sheets database Select this view from the navigator Edit View Create Actions Tools Window Help LN Home gt x fm Workspace x 3 Time Sheets Demo Date x e h D B PG O S z lm Oe for notes Demo Database Date Staff Day From To Hrs Total Project Wo 15 01 2008 38 50 Once the report is created and you wish to run the report this will be the view in which you select G Step 1 Run Reports Let s start here More examples Smarter reports Christian Acorn Tue 10 00 11 00 2 00 Document Management EJ amp amp 2 2 W LNI EINE Tue 12 00 13 00 4 00 CollabOffice your contacts to whom you wish to Q Step 2 Quick Reports Y Claude Pistol 5 00 Try on this Database Tue 12 00 13 00 4 00 Document Management send your letter Try on another Database Tue 14 00 15 00 1 00 Document Management 7 Step 3 Advanced Reporting Dominic Canterbury 1 17 To create the report for the first Seana SS E wg E a PEPEL gl time position yourself in the Integra for Notes database in the Word Profiles view and click m on the New Profile action button Below is the 4 step process to creating your profile New Profile 1 Name and categorize the
38. e S and you can add Excel formula Any Excel formula added in raw 5 has also to ba added in dhe cell belies row EI 9 Using copy and pasia wall encure that cal will auto correct the formula regarding the call reterancina 8 Ros is necessary for iniagea to function correctly the rive will be removed by the export process 20 Ros f cam be used to add Precel formula tor instance column totale 21 Tou can modify the Column headings ap iheee are rop used to identity the inks 22 H you add or remova columna you naad io reflect these changes in the Selected Field List PLEASE REFER TO THE USER MANUAL FOR FURTHER INS Tal IONS ai 26 Please rara all remarks eeclined wah square brackeds You seo can rericne the Siten Instrnictiuymgl Save and Exit from the newly created Integra Profile using the Save action button Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes To run the report Kee eier omg 3 ntepa Demo Running Reports gt x f i LLOSHI Oz A lt i oi 9 m o 3 D Re o 1 Open the Time Sheets database This will EEN down the left side which explains each step e Sep Pk wan c in the evaluation with details about that step see 1 Run Repons s shown in the preview pane below are e 1000 1199 260 CrcmmentMenegenest fe enga Stop 2 Quick Reports V Claude Pistoi 500 I 2 Select
39. e way of setting up an Integra report Instead of running a report on a pre defined collection of documents within the database in the statement example the user will be presented with a dialogue box when executing the report At runtime the user makes the selection of the documents he wishes to report on by filling in some criteria In the Analysis Excel example the user needs to select a number of documents prior to running the report and the report will focus its analysis on the selected data This particular example generates pivot tables on the second tab of the Excel spreadsheet The import example requires a file to import which in this case is an excel sheet with historical data hours booked in last year The file is included in the document and you can simply detach it and place it on your drive This example is set to look for the file in a specific location on the drive In scenarios that one would want scheduled imports this would work fine Equally it could be set to ask the user at runtime where the import file is located Please detach this file to local drive When you run the profile by clicking the action button the report will prompt you for the location of the file 3 2 Step 2 Quick Reports This step of the evaluation will show you how easy it is to create your own ad hoc reports Integra Quick Reports a separately licensed product from the Integra for Notes product allows you to create ad hoc reports to Ex
40. eating a report in Integra one can decide if an end user will have the capability to chose a number of options for example if the report needs to be send out by email or be converted to PDF or saved to a file only etcetera When you click on the action buttons which are available in this view you will see the Runtime Options which can be presented to the end user when executing a report When you click here you will see a number of screenshots and the explanation what each option would do In this step of the evaluation you can run the report from the action button or the smart icon multiple times and select different options each time you run it and experience the difference To learn how to set a report to enable an end user to make these choices at runtime click here Step 3 1 2 Runtime Data Selection During this evaluation we have shown different reports which ran on different sets of data Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes There were examples that worked on all the documents selected in the view There were examples that were set to work on one document only The report designer can set a report to run on all the documents in the view or another view within that database but it is also possible to give the end user the capability to select the data that he wishes to report on at runtime Integra has the capability to i
41. ected Field List _ ADD sub tab 4 Lay out your fields on the Word template click on the Word Template action button This will invite you to select a Master Template from which to generate the Word template for this report Select the Default option and click on the confirm icon Word Ternplate Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes You will then be able to use Word s own templates from which to inherit your design Again for the purposes of this evaluation select the default Blank template e Notes Word nk Microsoft Word You will be presented with a new Word document Ble Edt View Insert Format Toos Table Window Hep which lists the fields originally selected in the l SR 213 2172 al Selected Field List as shown in the screenshot alongside The order of display of these fields will reflect the WEVPE order in which the fields were listed in the Selected CADDRESSD wxADDRESS3 ix COMPANY Field List If you had moved these fields up and ren down in the Selected Field Listyou would have SE influenced this default order of presentation P You are now able to enter the text of your letter and e e to move the fields around the document using the standard Cut and Paste facilities as well as to format the CS text in terms of bold italic fonts etc Type a question for hein SI m 2 H
42. ed to undertake a lookup in a database which could be a Notes database or indeed an Oracle Microsoft SQL or Microsoft Access etc database and to obtain the total value of sales made to the particular client between 2 dates for specific products and this value could be exported to Excel along with the data originating from the Lotus Notes database This provides a tremendous depth of functionality when generating reports Zero Footprint All the functionality required to run Integra for Notes is available within the Integra database itself No EXE or DLL files are required to be installed on any servers or workstations The only change required on user workstations is the deployment of the Integra Smarticon which process is automated Integra does not require any changes to be made to existing databases that are to act as the source of data for Integra exports or imports except where web browser access is required This means that no design changes or inheritance is required and therefore no regression testing or updating of documentation is required and the security of your applications is not affected Native Notes Application Integra for Notes and Integra Quick Reports use an actual Lotus Notes database and are written using standard Notes formula language and LotusScript They do not rely on accessing Notes data through the Lotus Notes API As a result the limitations of the Notes Ale capabilities which would be encountered when accessing via
43. erea DS BS i s s A It is also possible to Copy amp Paste fields so duplicating the Lait ee use of the same field more than once An example may en RE ES SRE SE A SE A aaea be the ContactTitle and ContactSurname fields which might be used both in the address as well as in the salutation part of the letter 22 June 2004 wCUN IACI MILE UNTAC IFIRS I NAME d UN LACT SURNE xC OMPANY ADDRESS 1 wADDRESS2 The final document might look something like this course Uear ai UHT TITTLE CUN LAL I SURNAME Exiting Word will invite you to save your changes and then 5 a e are pleasedto advise you that the ew version of ourtiddliwinks software product is now i to update the attachment into the profile Save your DEE Integra profile using the Save button kee x Once this is done you are ready to run your mail merge This can be achieved by a z oe Page 1 Sec 1 1 1 At 6 4 Ln 35 Col 9 English U K doe Biowt Reopening the time sheets database and positioning yourself in the More Examples view under Step 1 Selecting the company or companies to which you wish to send this mail merge letter Clicking on the Integra Smarticon Selecting the Example Letter profile from the dialog box displaying all available O Integra profiles e N Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 5 4 Creating Labels Output integra for notes Integ
44. essed for instance the setting and running of Scheduled Integra profiles or the web enablement options are not addressed for the purposes stl tege of this evaluation In the event that you wish to do a G e complete evaluation please consult the Integra for Notes NEE Installation Manual found at pam www integra4notes com manuals On successful completion of the installation process the est installer will automatically open the time sheets database and present you with the About this Database document When you run the databases provided you may receive ECL alerts Execution Control List alerts as the Notes Developer Shireburn user ID which has been used to sign these databases is not trusted in your environment We recommend that you either temporarily accept actions by this ID file when prompted using the Trust Signer button or sign the database to ensure the smooth operation of Integra for Notes within your environment Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 3 Using the Evaluation Database This section of the evaluation guide is dedicated to the evaluation database TimeEval nsf which has been designed to guide you through the functionalities of Integra for Notes After looking at the capabilities the next paragraphs will guide you through the engine that is behind it Integra for Notes and allow for guidan
45. f COM by introducing XML exports Web Enabling Even your web applications can be equipped with quality reporting with Integra for Notes Some minor adjustments in your application to have a button to launch the reports and you are almost set to go Read all about it at the Web Enabling topic Step 3 2 1 Creating Analysis Report This step will show you the basics of how to create a report A report is basically divided in 3 parts 1 Selecting the Source of the data 2 Selecting the Fields one wishes to export or import 3 Determining the lay out of the end result template Besides that one can set some additional settings and utilize the advanced features of Integra You will see a few of these features in the other paragraphs of this evaluation database Here we will start with the basics by creating an Excel example 1 Selecting the Source The first two Tabs in the Integra Profile are dedicated to the source selection When one starts with the creation of a report you have to give the report a name and preferably a description to identify it when it s available for execution See example of Tab1 On Tab 2 we select the database we would like to report on We can make the report available on all the databases with the same replica id or the databases which are based on the same notes design template or explicitly only for this database that we just selected You will notice that selecting the database with the choose database
46. h Home x Integra 4 5 Demo Excel Profiles x New Integra Profile x h DE Se oO S h gt BG ei E Search Arial 10 D 2 b S72 A T A ake fe t 9 Excel Template P Tools CH integra X Excel Profile for notes E bt O General Database Field Selection Filtering amp Sorting Excel Notes Action Scheduling Advanced Notes Action Send To M Save As Document Save in Database Current Other Form Used Letter Letter a gQ Subject Field Subject mi Subject Formula Letter to CompanyName Body Field BODY Ei Body Text Formula Attached please find our letter dated T ext Letterdate DOSO Category Field us ai Category Formula FO e Attachment Name Prefix LeterRef C C C e Formula 8 E 5 Q E SE ier ENE D a Office Network You indicate the Form you wish to use when saving the end result of the report The hourglass at the end of the Field will help you determine the proper Form you are looking for Depending on your requirements you can use Formula and the Formula Builder of Integra to determine the content of several fields within your Form Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Attaching the report into an e m
47. how easy it is to set up a default report For the developers among us we go into some more depth in how one can utilize the product for very advanced reporting requirements Step 1 1 Let s start here On the top of your screen you will see 3 big action buttons which will show you the first examples of reports being generated by Integra for Notes When you click on the first button Integra will generate an Excel based report showing you information gathered from several pre defined views within this database The data from the views will be pushed into an Excel template that is stored within the Integra database and will populate the fields and the graphics of the end result in Excel The second button will generate a statement in Word listing the hours worked by members of staff on a specified customer The third button will generate a mail merge combining address information contained within the notes database with a default Word letter which is stored within the Integra database You might have noticed that the reports that are shown with these 3 buttons are created without selecting anything within the notes database In these first 3 examples the selection criteria have been set properties within the report profile of Integra We will have a look at how that is done at the advanced reporting section of this demonstration The next set of examples allows you to select the documents from the view and run the report on these selected d
48. ides a facility in Excel of expanding and collapsing the data per group somewhat similar in effect to that of a Lotus Notes view For detailed instructions on how to sort and group data in an Excel based report refer to the Integra Quick Reports user manual Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 Step 2 of 4 Sorting amp Grouping Sort by Order Company Column 10 fr Ascending Descending WorkType Column 9 lt Ascending Descending TS Ascending Descending Group by Function Add function to Company Column 10 Sum D Date Column 1 Staff Column 2 v Hrs Column 6 WorkType Column 9 Sum v _ Date Column 1 Staff Column 2 v Hrs Column 6 Place grouping C above data C below data Iw Generate Pivot Table V Add Chart Pivot Table Filter Selection Page Header Project Column 8 based on integra for notes 4 4 2 Pivot Tables amp Charts Integra Quick Reports provides a one click Us Microsoft Excel Integra xts facility to enable Excel s Pivot Tables and m mar sa Sei Charts capability For those not familiar 43 fe BBDH GmbH with Excel s Pivot Table capability Pivot Bei CAT DC Tables allow very powerful analysis of a OLS Fa range of Excel data in cross tabs such as PA DE d S the two examples shown alongside and Y fom em ae 708 2242 90 2563 116 17 15 25 13 00 29 25 22 2
49. iens 208 l 208 ee Magie 250 LF ai 120 Lese Tracer KE du 7 56 a75 Cebsbtgee 300 Gm 1100 1350 Am A0 KS 5150 Dag Tracker am 733 Gm TA Deournar Mansgamar SO 16 Caldarenke Graphical Designers st La I LD Cyberdey Corporation Colt tice 260 365 eo GC 22 AC A0 At 398 AM Doc Tsch ir SI i Dm sf E am en EE S Ka erat ph Data k Psent Qhusa d beis integ ra Step 2 of 4 quick reports Sorting amp Grouping A Pivot Table is created simply by sorting the data on the basis of the fields on which the analysis is to be undertaken Sort by Order SE Sa e Ascending in then selecting the Group check box next to each of Company Column 10 Ascending Descending these fields and then selecting the Generate Pivot Table check box WorkType Column 9 lt Ascending Descending E Ascending Descending nt Group by Function Add function to Company Column 10 Fe CT Date Column 1 To generate an Excel chart based on the same data select Beien the Add Chart check box ns cam Samp D Ose Comm 1 Staff Column 2 v Hrs Column 6 Place grouping above data below data Add Chart ction Page Header D based on Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 4 4 3 Layout of Mail Merge Letter or Labels When generating a Word based mail merge or label
50. il Method field so that the outgoing mail is placed into the user s memo form from his mail file Alternatively the Immediate option will result in immediate delivery of mail by Integra without providing the opportunity for modification by the user at runtime while the Confirm option provides a mail confirmation dialog box LN CG Home x gm Time Sheets Demonsiration Dale Dy Cago d Hew Integra Profile a DA Word Larnplale L IG ECH Ae Oe Cherel Database Fueled Selection Firme amp Soling Ward Notes Acton Scheduling Advanced 9 Z E w SR 8 a s t D ZS Word Profile 4 Notes Action be Sond T Save As Document Sind To Opbons Immediate Contin C Mama amp Sand Attachment Copy Sond As Notes Bech Tieri Send To Formula Contact email GG keem a BCC Famula o w 2 Setting Addresses Utilize the fields called Send To Formula cc Formula and the Bcc Formula to set SubjeciFomda FNgnalaterfamAcneGage a e the value for the addressing of the Body TetFomula Welcome Contact Firsmame Newine Newine This newsleteris broughtio you as a valued F To cc and bcc fields in the outgoing ia Th went mail These fields expect a formula As a result if you intend sending the outgoing report to the group called SystemAdmin acme then the value of this field should show in quotes as SystemAdmin acme Integra for Notes 4 6 Eval
51. is in Excel and attach it into a new notes document The document that will be created by this process will be listed in a new category in this view called Integra Statements This example is setup to NOT show Excel in the process and save it right away It is perfectly possible to expand this scenario yourself by setting the report to show Excel during the process allowing you to make some changes than for instance send it out by email and than save it into notes How this can be done will be shown in 3 2 2 Creating process flow Ad 2 Please select ONE document from the Timesheets category and click on action item 2 It will create a Confirmation of Travelling word document which gathers information from several notes documents Once Word is being closed the document will be saved as a response document within this database and by doing so keeping record of confirmation given There are many other ways to utilize this functionality If you have any scenarios in mind and you wonder if it would be possible feel free to contact us Step 3 2 Developer One of the great strengths of Integra is that besides great ease of use for all the basic reports one can utilize the Lotus Notes developer knowledge that is already available within the organisation to incorporate this into the Integra profiles and develop very advanced reports Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 Ju
52. l views a New Profiles action button allows creation of a new profile If positioned in the Excel view the action button will automatically create a new Excel profile while if positioned in the Word view a new Word profile will be created Selecting the New Profile action button while New Profile in the All Profiles view will result in a choice of profile type to be created Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes To create a new profile 1 Position yourself in either one of the views or in the All Profiles view New Profile 2 Click on the New Profile action button You will be presented with a blank profile document either Excel Word or Text which is laid out in different tabs to allow collection of the different aspects of the functionality of the profile The screen shots below show examples of a blank Excel and Word profile You will notice that these are almost identical apart from the Excel profile having an Excel tab while the Word profile has a Word tab A basic overview of the different tabs is explained below General tab contains general information about the profile such as the unique profile name and description the category or categories under which this profile will be listed the profile type i e export or import profile and a Confidentiality and Profile Editors field which are reader names and auth
53. le export from a live and archive database Time Sheet Export raw data Q quick reports Click on the report and select the OK button You will be presented with the user Runtime dialog box option which can be disabled in the profile in the Excel tab under Excel Actions For this evaluation we suggest that you again just run the report by clicking on the OK button This will all result in the presentation of the report in Excel which will containing of the formatting color schemes column widths and alignment settings that were set in the Excel template at the time of creation Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 EJ Microsoft Exce iy File Edit View Insert Format Tools Data Window Help 28 05 2004 28 05 2004 I IntegraExcelSheet D i heat Zei Type a question For help zo salle Ku nn UO 22 Jun 04 Cyberdev Corporation My Time Sheets Report Employee Elenor Caesar Meetings Cyberdey Corporation Integra Elenor Caesar Development 26 05 2004 Securite Famica SA InfoMedix Frank Green Administration 26 05 2004 Simisi Computer Solutions Job Costings Module Frank Green Support 26 05 2004 BBDH GmbH WinSFM Frank Green Mail Tracking 26 05 2004 Calderonic Graphical Designers Doc Tracker lan Smith Development 26 05 2004 Cyberdev Corporation Docu
54. lowing step in the navigator to continue your evaluation Step 3 1 End user The End user part will show you several unique features of Integra and will explain how that kind of functionality is set up within an Integra profile The Developer is not strictly dedicated to Notes Developers as such as most reports can easily be developed by any somewhat experienced Notes user and the first step in the developer part will show how to create a report from the start This part will show you show additional examples of Integra reports with functionality that you might find very interesting and it shows where one sets this within the Integra Profile The steps include Runtime Options When running a report it is possible to give the end user the capability to chose a number of options for example if the report needs to be send out by email or be converted to PDF or saved to a file only etcetera This step will show you which options exist and how you make the options available at runtime Runtime Data Selection Reports can be set to run on the selected documents from the view on all documents in the view or the report can include a dialogue box which allows the end user to define the data selection when running the report Save to Notes After creating a report the profile can be set to save the end result either before or after adjustments by the person who executes the report in a Notes document Step 3 1 1 Runtime Options When cr
55. ment Management lan Smith Phone Calls 26 05 2004 Simisi Computer Solutions Doc Tracker lan Smith Support 26 05 2004 Simisi Computer Solutions WinSFM Julian Mushy Development 26 05 2004 Securite Famica SA InfoMedix Julian Mushy Research 28 05 2004 Cyberdev Corporation Product Tracker Julian Mushy Support 16 26 05 2004 Zulu Business Services Job Costings Module Julian Mushy Support 17 28 05 2004 Fujiyama Trading Limited InfoMedix Julian Mushy Meetings 28 05 2004 Fujiyama Trading Limited CollabOffice Julian Mushy Phone Calls 28 05 2004 Fujiyama Trading Limited Document Management Karl Brown Development 28 05 2004 Fujiyama Trading Limited T Doc Tracker Matthew White Research 28 05 2004 Calderonic Graphical Designers Leave Tracker Matthew White Meetings 28 05 2004 Cyberdev Corporation Job Costings Module Matthew White Meetings 25 05 2004 Calderonic Graphical Designers Leave Tracker lan Smith Meetings 25 05 2004 Simisi Computer Solutions Integra John Debug Administration 25 05 2004 Calderonic Graphical Designers Doc Tracker Julian Mushy Phone Calls 25 05 2004 Cyberdev Corporation Job Castings Module Julian Mushy Phone Calls 25 05 2004 Simisi Computer Solutions Product Tracker Juli
56. n or launch excel because the unattended execution of Integra would not allow for user interaction at that point You can experiment the scheduling option with this profile which will generate a report of the databases on your local machine with some statistics on their usage It will by default be saved on your hard disk in your my documents folder Feel free to change the settings in any way you like Step 3 2 5 XML Integra for Notes is developing into a product that can operate without the COM technology The current release made the first steps in the independency of COM by introducing XML exports Integra for Notes enhances its interfaces with other software in general by introducing XML exports You can experiment with this form of export in this evaluation database When you select a number of documents from this view and than select the XML action button a XML file will be generated on your local disk Any program that can import XML files will have the capability to further utilize your Notes data Integra for Notes looks at the future When you are using Microsoft Excel 2003 Integra provides an additional method to integrate an Integra profile with the use of XML This is an optional method which however is only available for profiles that will be run using Excel 2003 as this is the first version of Excel supporting this functionality Using this method the addition of fields into an Integra profile s Selected Fiel
57. nclude dialogue boxes into the report allowing the end user to select data ranges before the report is executed any further When you click on the action button which is available in this view you will see a Runtime Data Selection example This kind of user interaction is slightly more advanced and requires some knowledge of Notes development The form which is used to show the dialogue is stored within the Integra database preserving our important claim that no design changes have to be made inside the database you wish to report on If you wish to know more about how to create these kinds of data selection you can go to the Developer part of Step 3 and go to Event Driven Scripting where we will show how Integra events work and how the dialogue box will fit into that Our extensive manuals and the FAQ s on our website will show you in more detail how these dialogue boxes can be included in your report Click here to check this topic in our FAQ s Step 3 1 3 Save back to Notes There are multiple ways to set up a save back to notes action In this database we show you 2 ways 1 Selecting multiple documents and generating a summarisation in a new Notes document 2 Selecting a single document and generating a response document Ad 1 Please select a number of notes documents in this view which are listed under the Timesheets category When clicking on the first action button Integra will summarise the data collection generate an analys
58. ne 2008 integra for notes The following section of the evaluation database will show you how to set up a report and how to include more advanced features The first step shows how to create a report from the start which is very straight forward Other steps show powerlul features which might require some knowledge of the Lotus Domino Designer Creating Analysis Report This step will show you how one set up an Integra Profile from the start with the Analysis example Creating Process Flow This step will show you how to create a process flow which could automatically gather the information combine it into an excel sheet give time to adjust the data generate a PDF afterwards which is send by email and a copy is saved into notes Event driven Scripting This step explains the events that Integra for Notes has which allows modifications by Notes developers to the tasks the Integra performs before during and after the export import Scheduling Integra for Notes allows you to schedule your reports Setting it up is very straight forward One does need to consider that certain capabilities of Integra do not combine well with scheduled tasks For example don t set the profile to pop up a user dialogue when you schedule it to run at 03 00 AM in the morning XML Integra for Notes is developing into a product that can operate without the COM technology The current shipping release already made the first steps in the independency o
59. ng Excel will invite you to save your changes and then to update the template attachment into the profile Although there are a number of other useful settings that can be set in a profile such as Auto formatting of column widths to contents distribution via e mail etc at this point in the evaluation we recommend you run your newly created report Pre Q EJE w W 168 SRE S FD New Integr Profle e Pe Ede Vepe Creme demoed ler Tesh Hindew Help t ei P sll rate a ere Integra Master Templates x Default Template Excel Macros for Web Enablement Cross Platform integra for notes F E ew integia Prole s D B30 integra ES Generel Database Faid Salacton Fibanng Seng Ezpel Meine Artan Sesadukng Advanced f Fom Used Det Shawl Jaba Available Field List Selected Field Lint Fold Formula List eoo Fomula feed List COMPANY MAME EF Worktype Adminis 0 120 STAFFHAME WERE I YFE integra for notes Excel Macros for Web Enablement Upload Cross Platform Excel Macros for Web Enablement Upload WINDOWS M Add field tags columns as defined in the Selected Field List E Microsoft urel Hatesl sell ink ja SE lee Be fb en Feet Fun Jok Qata gek Daturen Tihs Number af datarpez The following lines proade some formatting instructions if you wish to customize thie template n Row
60. ocuments only or let Integra prompt you for your desired selection criteria You can see more examples at the next step of this demonstration Step 1 2 More Examples This next set of examples show you labels can be generated the usage of pictures in an export and an example of small process flow with the Quotation The first example creates labels in Word allowing you to decide at runtime whether you want a page of labels per company or 1 label per company The report will run on all companies in the view by default but you can also manually select the companies you wish to report on The second example is a report that exports some data of personnel and a picture that is included in a rich text field of the notes document Click on the Click here link to see how the personnel document in Notes looks like The third example is a Quotation we will make for one of the companies listed in the view When you click on the action button the company information will be gathered and Excel will be opened with a Quotation template After Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes filling in the number of products this company wanted a quotation for you can close Excel and Integra will attach the quotation into an email The quotation is ready to be send to the prospective client Step 1 3 Smarter Reports These examples show you an alternativ
61. ofile which is active The Database and Field Selection Tab determine the source and the required information fields from that source The Filter amp Conditions Tab sets the amount of data that is being gathered for export In this case the filter FIELD Form Jobs sets that only the job forms should be exported and on top of the page the option Set filter on is set to Selected Documents in Active View Alternatively it could be set to all documents in view Creating the Excel Sheet The Excel Template in which the data that meets the filter conditions will be pushed into is stored as an embedded object within the profile You can see the Excel graphical representation at the bottom of the profile We can adjust the Excel template by double clicking it or by selecting the Edit Template action button at the top of the Integra Profile Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes On execution of the profile the data is pushed in from the row that is indicated at the tab called Excel in the Integra Profile by default set to 4 lt is possible to allow the user to adjust only parts of the excel spreadsheet by using Excel s protection features for instance on individual cells and you could also use the 4 easy applicable options within Integra Content Scenarios User Interface or Drawing Objects Generating PDF fp New Integra Profile I
62. on Notes 5 you might have to restart notes to activate the new settings in your ini file From this point onwards you can chose to run reports either from the smart icon or from an action button we might have included in this demonstration database The result will be identical The smart icon will list all the reports that are available for the database you are currently in At this point it would be this evaluation database but you can also open up your personal name amp address book the catalogue database or any database you would like We prepared some additional reports to be available from the following databases Public Name amp Address book Personal Name amp Address book Catalogue Your mail file both local and on the network When you Click here you will see some screenshots on what to expect when your smart icon installation was successful and you click on the smart icon when you are in the Public Name amp Address book You will notice that you can run some new reports when you follow these steps in your own environment and you have QuickReports available as well Quick Reports will be available in any database that you will open from now on Even though you haven t defined any specific reports within Integra for that database yet Okay have a look around in your Notes environment now and try the smart icon the new reports and the Quick Reports Make sure you come back to this evaluation database though because
63. or names fields which allow selective deployment and editing of the profile Database tab this tab allows linkage to the prime Lotus Notes database from which data is going to be exported or into which it is to be imported Field Selection tab this tab allows selection of the Notes fields to be exported and the creation of computed fields Filtering amp Sorting this tab allows the predefinition of filtering conditions and in the case of Excel sorting grouping sub totaling pivot tables and charts to be applied on the data Excel tab this tab only available in Excel profiles allows definition of settings related to Excel such as the row and column offsets the action to be taken once data is pushed to Excel i e activation of Excel printing saving to a file etc PDF output options etc Word tab this tab only available in Word profiles allows definition of settings related to Word such as the Word protection options the action to be taken once data is pushed to Word i e activation of Word printing saving to a file etc PDF output options etc XML Text tab this tab only available in XML Text profiles allows definition of settings related to XML Text files such as the field delimiters line separator settings etc Notes tab this tab allows definition of settings for the e mailing of the created Excel document and the saving of the Excel spreadsheet as an attachment in Notes Scheduling t
64. ou through creating example Integra Quick Reports For greater detail about each of the features available within Integra Quick Reports please refer to the Integra Quick Reports User Manual Since Integra Quick Reports can generate both Microsoft Excel based reports as well as letters and labels in Microsoft Word subsequent sub sections below address the following topics the generation of a report to Microsoft Excel the generation of mail merge letters to Microsoft Word the generation of labels to Microsoft Word Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 4 1 Launching Integra Quick Reports This section will lead you through the simple 4 step wizard that is available to create a Microsoft Excel based Quick Report For the purposes of this evaluation guide we shall create the report to run on one of the Integra views in the sample Time Sheets database supplied with this evaluation but following this x 2 Export View To Excel New Sheet per Category step in the evaluation process you will be able x 2 Export View To Excel New Sheet per Category FLAT to create a Quick Report from any of your own Quotes Lotus Notes databases ON v Reports a Analysis Excel with doclinks V 1 Follow these 3 steps to get started 5 Analysis Excel with doclinks V 2 Employee List Sample exportfrom a live and archive database 1 Open Time Sheets databa
65. porting Alternatively you Can read IL from within the Each sien and its wiew has Help available which explains what functionality is shown The halpe Sep included in tha Evaluatic documentation any prsi You can alas gai quite far by simply clicking ihe action reap phe what happens database as you go step by step through the SS hough mol recommended d is perfectly posable to abandon Un vierge degra tec pee oto olram rial re own examples eo won yo oum Sb val Fan Chie bega for Mote apiri t The Evaluation documentation Ges n deta ikea te f f l f ag Plaas nos aero nstration fram os sia will be a qood wary to get feel what the product can do for you past c nai a This Integra evaluation database ships with a nava tes inana number of ready made reports linked to this Evaluation database and linked to several other databases in your Notes environment 3 1 Step 1 Running Reports Welcome to the evaluation database which shows how Integra for Notes and Integra Quick Reports works This database has been set up to allow you to learn more about the unique features of Integra by introducing more functionality in each example that is included It has 3 major steps 1 Running existing reports 2 Integra Quick Reports ad hoc reporting 3 Advanced Reporting Each step and its view has Help available which explains what functionality is shown You can also walk through this evaluation by simply clicking the action buttons and
66. possible to select the confirm icon in any step This will result in the generation of the Quick Report based on the default settings K of the other steps 43 Step 1 Field Selection The Field Selection step in the Integra Quick Reports wizard contains all the necessary parameters to allow selection of the data fields to be exported to Microsoft Excel or Word from the current view The screenshots below show an example of both a Report to Excel as well as Mailmerge or Labels to Word The methods of selection for both output types is the same H Li CH Integ ra Step 1 of 4 integ ra Step 1 of 4 quick reports Data Selection quick reports Data Selection Spreadsheet Labels Mail merge C Mail merge d Columns in Notes View Q EZ Columns in Excel amp j Columns in Notes View Q Fields in Word Date Column 1 gt gt Staff Column 2 Staff Column 2 Day Column 3 Day Column 3 E From Column 4 From Column 4 lt lt lt _ To Column 5 To Column 5 Hrs Column 6 Hrs Column 6 _ Total Column 7 Total Column 7 Project Column 8 Project Column 8 s m More fields r More fields Column Order Ea _v Step 1 Report to Microsoft Excel Step 1 Mailmerge in Microsoft Word The Wizard Step is divided into two main parts Columns in Notes View the list of columns contained in the current Lotus Notes view Columns in Excel or Fields in Word The list of columns to
67. profile In the General tab enter the profile name Example Letter and set the Runtime Profile Category to My Reports 2 Selecting the database to report from click on the Notes tab and then on the Open Database icon Select the time sheets database called TimeEval nsf and stored in the directory in which it was Originally installed 3 Select the fields to export click on the Fields tab and select the arrow to the right of the Form field This will present you with a list of the available forms in the Time Sheets database Select the Support Company Company form This will display a list of the Rad cw care Proe ua UI S available fields defined in this am form Click on each of the fields you wish to export We recommend the following fields oo Home gm Time Sheets Demonstration Daie i A m Word Template L Tania are exported ua El a Qintegre Address1 e General Database Fold Selection Filtering amp Sorting Word Notes Action Scheduling Advanced HU Add ress2 Form Used SupparlGempany Company Address3 ub Name k Cat MONE J Company d Gester ContactFirstName mr z ContactTitle M Segen 8 i I CONTACTTITLE Ir ContactSurname W Deem Country On Selection of the fields click on the Add button This will add the fields you have selected into the Selected Field List sub tab and you will then be moved directly into the Sel
68. r Fields in Word section of the wizard Since as explained above columns may not have a meaningful title the user is able to obtain confirmation of the contents of each column by previewing the Lotus Notes view This can be achieved using the RI preview icon Magnifying Glass On previewing the view the user is presented with the current view Please select view to lee used w 25 08 2004 Wiad 10 00 d Fujara Trading Limited Wed 1100 12 00 ifi Great Computer Soltions Weg 1115 L b Cybende y Corporation Wad 1445 13 45 Zulu Business Sernices Wed 2000 21 0 Zulu Business Senacas w 24 08 2004 Tue 1000 imisi Computer Solutions Tue 1700 Secunte Fanica SA w 24 07 2004 6 75 Set 0400 J Cyberdey Corporation Seat 0430 Secunte Fanica SA Se 1800 d Secume Fanica SA d 4 3 1 Changing Column Order The order of presentation of the columns in Excel or the fields in Word will be based A y on the order that the columns are listed in the wizard which by default is the order lumn Order of the columns in the view To change the order of presentation move selected columns up or down the list by selecting the column or columns and use the Up or Down arrow icons 4 3 2 Selecting Fields not in View A Lotus Notes view may contain only a limited number of fields of data to populate the columns in the view and additional fields may be on the Notes documents which are not being displayed Integra Quick Reports allows the inclu
69. r the Selected Documents In Active View Te All Documents In View condition if they prefer 4 5 1 Setting Filter Conditions To set the filtering conditions 1 Select the field on which a filter is to be applied Integ ra Step 3 of 4 2 Select the condition to be used i e Equal to f oc EES Not Equal To Is Between etc 3 Enter the value to be tested The value field does not contain any validation so for instance the entry of an invalid date will not be trapped at this point DURATION 4 Click on the Add Filter Condition button This LRS will place the query into the Filter Conditions section of the dialog 5 Repeat these steps to undertake filtering on EN EENS multiple conditions using the AND OR options SI Use to represent a single letter Use to represent a two or mare letters Use comma to separate multiple values A very important option also exists called Run On which determines whether the filter condition applied will operate on only the documents which have already been selected in the view by the user or upon Run on all the documents in the database The options are indicated P Selected Documents In Active View All Documents In View by a radio button selection in the Runs on selection Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes If after applying a filter only one or no documents a
70. ra for Notes may be used to generate Notes data into a label printing format in Microsoft Word This example takes you through the process of generating a label format for contact details listed in the More Examples view of the Time Sheets database Follow the same steps as with the Word Mail Merge Letter example above by creating a new Word profile calling it Contact Labels selecting the time sheets database as the selected database in the Notes tab selecting the Company form and then the same fields in the Fields tab as used in the Mail Merge letter example above and adding them to the Selected Fields List sub tab cot Mew Integra D et Ede Edi Yaw Create Achert Lea Teoh Wuere Help However prior to clicking on the Edit Template action button select the Word tab of the Integra profile and set the Export Type field to Labels H In addition Integra supports both the use of Microsoft Word s label wizard as well as being able to undertake the label merge directly presenting the data in label format on screen The label wizard will allow previewing of the labels repositioning of the fields and other such activities To utilize the Word wizard select the setting called Launch Word Hi Home S H EPA Lei 5 Reg oe Time Sheets Demonstration Date ee Bm O A A 2 RM bos h Word Profile integra General Database Field Selection Fillenng amp Sorting Word Scheduling Ad
71. re exported this could be either because No data meets the condition you have set The Run On field has been retained at the default setting of Selected Documents in Active View and either only the document you highlighted has been shown or in the event that it itself does not meet the condition then nothing would be shown 46 Step 4 Output Options The 4 step of the Integra Quick Reports wizard allows the user to set various parameters which determine aspects of the outputted report This step varies considerably from an Excel Report based Integra Quick Report and a mail merge or letter for reasons that will become clear 4 6 1 4 Step Excel based Reports The Excel based wizard allows setting of 4 different types of options Step 4 of 4 Report Title We this will show at the top of the Excel Output options spreadsheet EREA Send via e mail if set on exiting Excel the report will be Te sielen attached into a new memo form from your Lotus Notes r mail file either as an Excel or PDF file pieces oe Options Presentation options such as column widths etc ee Iw Fit column width to data Saving Options for saving the report for reuse and Fit row height to data sharing with other users only available for users with the eee ee SK correct role in the ACL of the Integra database Iw Save layout Share with other users Name Time Sheet by Work Type Category Project Reports i 4 6 2 4 Step
72. report only on data which meets particular conditions This step allows easy selection of the data conditions using a user interface similar to the setting of rules in the Lotus Notes mail file Integra Quick Reports utilizes the full text index of a database to optimize the performance of the data filtering and databases which have a full text index will exhibit significantly higher levels of performance when using a Quick Report which has filtering conditions set Databases which do not have a full text index will still function correctly but with a lower level of performance The data Filtering wizard step visually consists of two main areas Step 3 of 4 Data Filtering integra The condition setting section which consists of drop down menus to select the field s for conditional setting the actual condition itself i e contains does not contain is between etc and the values to be used for the condition The generated Filter Condition this is where the condition created using the Field Condition Value Bal DATEJOB b is between el 01 01 2008 AND T OR and 15 01 2008 Add filter condition Use to represent a single letter Use to represent a two or more letters Use comma to separate multiple values Fitter conditions FIELD DURATION gt 3 5 dropdown menus is stored in the special Lotus Notes syntax Advanced users already familiar with Notes search query Run on anguage are able to directly ente
73. resent you with a Word document with Ewe Delt the fields from the Selected Field List in the Integra profile listed one above the other in the position of the first label Feel free to move the fields around on the label A i LE_COLUMN_ 9 including placing fields alongside each other on Heer j H COMPANY_COLUMN_2 the same line separated by a space This can Wi ADRESS out gt be done using Word s Cut amp Paste features Format changes such as bold italics fonts etc can also be applied Once you exit from the Word document you will then have the opportunity to confirm that you wish to update the attachment in the Integra profile At 1 6 Ln 10 Col 1 REC TRK EXT OVR English U K 5 5 Automating e mailing of Output Export profiles result in the generation of a Word Excel PDF or text file We have seen examples of each of these in the previous sections above In all these cases it is possible to automate the e mailing out of the created document The functionality related to the set up of the e mailing facilities is found in the Notes tab of the Integra profile On entry in this tab select the Send To check box This will result in a series of mail related fields being exposed to you as shown in the screenshot below Setting the mail options is a simple process wet Mew Integra Profile TEM Lotus Motes 1 Select the Mail Method Select the U im ce actos Tes Tes Whew Hep 7 Memo option of the Ma
74. rg ener tights coer Looking foward to doing more profitable business with you Yours incert The Mag ight Corparaton ams o lt Pape 1 Sec mn ei Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 4 4 4 Layout of Word Labels The definition of the Word labels also involves the selection of a template but on presentation of the Word document the user will be presented with Microsoft Word s standard label layout dialog box Label Options Printer information Cy Dot matrix Gei Laser and ink jet Tray Bypass Label information Label products Avery standard w Product number 2160 Mini Address 2162 Mini Address Type Address sia pre shipping Height im 64 Shipping E W s 2180 Mini File Folder EE 2 63 2181 Mini File Folder Page size Mini 4 4 x 5 in 2186 Mini Diskette Label information Select the label format required through this Word wizard more details about which are included in the Integra Quick Reports user manual section 4 1 Cut amp Paste the fields to present them in the correct order as well as undertake any required formatting such as font bolds underlines etc Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 45 Step 3 Data Filtering The Data Filtering step of the Integra Quick Reports wizard allows the user to
75. ripting functionality Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Step 3 2 4 Scheduling To enable a report to be scheduled to be executed on the server is very simple When selecting the Scheduling tab within the Integra Profile you can set the intervals and the times the report is scheduled to run General Gsisnese Fete Selachon Friensq 3 Sorting Gael Motes Arton Scheduling Acvenced It is good to know that no matter OSC YuNGSRSKNADECHISE er ae usqo how many reports you schedule ih rh Integra will only allocate one agent ca Model slot of your Notes server which C Teqsday ae ed basically checks if there is an Integra report that needs to be executed If multiple reports are set to start at the exact same time the priority determines who goes first It is important to understand that certain features do not combine with the schedule option For example a n rl peas s P n eh B nii riis wt Ci iy Pr Bia wet fhe a Ci kas fl ranri kat ve Hie i len prey droe I l B m Aod of EH acho phe Ben Tsa Toe Pia er hiang ail e sirappad The aiik W r oe Een doce vl aby EG Seed ko kia one can not include ru nti me data Wivwuuzpbpsd arscedtoauus and cor pi kake Heese encore Bad wou do ral uge amer LH eed hunirhnir ty hein Mies gece near or deckerston of feos LO eci ond classes G ck ia ka nesis selectio
76. robat PDF Writer or PDF995 would optionally need to be installed to evaluate the PDF functionality 1 1 Introduction to Integra for Notes Integra for Notes is a solution which allows exchange of data between Lotus Notes databases and Microsoft Word Excel text XML and PDF files Its main usage is Reporting Provision of reporting facilities from Lotus Notes data using the presentation facilities of Word and Excel with data coming from fields in a Notes database as well as computed values including data from multiple databases and other non Notes databases such as Oracle MS SQL DB2 etc Data Analysis leveraging the capabilities of Excel for data analysis including charting pivot tables sorting grouping etc Printing improving the capabilities for printing of Notes data and specifically the control of exact positioning and accuracy of printing such as forms quotations invoices etc Mail Merge and labels utilizing the capabilities of Word for the generation of mail merge letters and labels taking data from Lotus Notes databases Migration to Word for companies migrating a database off Lotus Notes Integra for Notes can be used to export all or selected Notes documents to a Word document automatically detaching any attachments found in the Notes documents Importing providing capabilities for the importation of data from Excel text files and even Word documents into documents in Lotus Notes databases creating new Notes
77. se Open the Fees Cancale cis Time Sheets database and position yourself Time Sheet Analysis with Lookup in the view called Let s start here this is E v i D eege es the default view 2 Smartlcon click on the Integra Smartlcon This will present you with the standard Profile List dialog box see screen shot that we have seen earlier in this manual If you haven tinstalled the Smartlcon yet please check step 2 2 inside the Timesheet database called Try another Database An installation button is provided there es 3 Quick Reports button Click on the Quick Reports button a ER Onn aes F quick reports Columns in Nic On selection of the Quick Reports button the user is presented with the first step of a 4 step wizard The content of some of the subsequent steps will vary depending on whether you will be generating an Excel based report or mail merge or labels in Microsoft Word Select your desired option by clicking on the appropriate option namely Spreadsheet Labels or Mail merge Date Column 1 Staff Column 2 Day Column 2 gt DCH A ll The wizard steps for an Excel report addresses the following settings CH Integra Field Selection determines the data contents of a Quick Report Sorting amp Grouping Excel only or Layout Word only in the case of Excel EEN Reporting this step determines the sort order of data as presented and the Q
78. sion of these additional fields of data by clicking on the More Fields selector see image alongside See the ntegra Quick Reports User Manual for more details P gt More fields Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Since fields on a form may be very numerous including hidden or system fields and fields with complex field names Integra Quick Reports supports the creation by a designer of a virtual Field Map which only exposes those a sub set of fields and using easier to understand field names In the event that the designer has created one or more field maps these will be displayed and the fields in the selected field map shown If no field map has been created for this database then the actual fields on the form will be displayed Step 1 of 4 Data Selection Spreadsheet Labels Mail merge g Columns in Notes View Ai e Columns in Excel _ Day Column 3 _ Date Column 1 From Column 4 Staff Column 2 To Column 5 Hrs Column 6 _ Total Column 7 Project Column 8 WorkType Column 9 Company Column 10 7 fe Other fields Link SS Column Order al _v 4 Field map Time Sheet Charge Rates mi ei Field maps Actual fields Field description gt The hourly rate for the selected staff gt member The currently selected form will be the form used for the currently highlighted document in
79. t letters or labels without having to P EN eege I Columns in Notes View SI resort to the assistance of a Notes Day Coun 5 a Cross coum From Column 4 Staff Column 2 D eve O pe r To Column 5 Hrs Column 6 Total Column 7 lt Project Column 8 WorkType Column 9 Company Column 10 Step 1 of 4 Se Ge Spreadsheet Labels Mail merge In the case of Excel based reports once the selected data is available in 7 Other fetta Link Oo camo DL BE at Excel the user is able to work with the awer Sheet Charge Rates ai cldmape Actuals data generating graphs pivot tables E BOURNAN enee EE EE macros and all the other standard E features of the powerful Excel desktop tool In the case of the labels and mail merge letters the layout formatting and label size and quantities is able to be handled through Integra Quick Reports More advanced users can create Integra profiles with a greater depth of functionality using Integra for Notes which can then be run by end users equipped with an Integra Quick Reports license thus extending easy yet advanced reporting out to the end user community The main benefit that this provides is the ability to delegate simple reporting tasks out to end users while escalating only the more advanced requirements to Super users or developers thus reducing the bottleneck of report creation by developers This section of the Evaluator s Guide takes y
80. t i j i eturn value 7 Column ie Column e z where to search for it i e in which database and view So ee Rp j the column or field to be returned from the lookup e g the hourly rate column or field Then press the arrow key to include this lookup into your Quick Reports export gt Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 4 4 Step 2 Excel Sorting amp Grouping or Word Layout Step 2 of the Integra Quick Reports wizard will vary depending on whether you are generating an Excel based Report or a Word letter or label 4 4 1 Excel Sorting amp Grouping The Sorting amp Grouping Step of the Integra Quick Reports wizard for an Excel based report is intended to perform two separate although related tasks Sorting this determines the order in which the data is shown in Excel For instance selecting to sort by Company will mean that the data in Excel is shown in rows sorted alphabetically by the contents of the Company column Grouping this feature invokes Excel s Data gt Sub total command to group data and possibly sub total according to a particular criteria such as the Company or Employee columns Grouping is related to sorting in that Excel will not allow grouping on data which is not sorted by the same criteria i e to group data by Company requires the data to be sorted by Company Grouping prov
81. t Report and set the Profile Category to Time Sheets and the Runtime Profile Category field to My Reports 2 Selecting the database to report from click on the Database tab and then on the Open Database CH icon Select the time sheets database called TimeEval nsf and stored in the directory you had indicated when you installed this evaluation 3 Select the fields to export click on the Field Selection tab Integra Form used dialog and select the arrow to the right of the Form field This will BEE EE present you with a list of the available forms and sub forms in Form Action Buttons GeneralF ormActionButtons e Form Footer GeneralFormFooter Cancel the time sheets database Select the Job Sheet Jobs form Form Header GeneralF ormHeader CertifierE xtensibleS chema I I See f G E ibleSch A list of the available fields defined within the selected form will a Zei n be displayed Geet iio Corse SiuinnoarthPennle Penne Click on each of the fields you wish to export We recommend the following fields are exported from the time sheets database TT New Tisa Protie A CompanyName Fie Edit Wew Creme Actions Tea Took Window Dee DateJob Heme x ge Time Shena Camensiration Oate x GyCategey D ii a 4 D Si ee oO e Dh D ZI HO uration Project A StaffName H integra x WorkType Re General Database Field Selection Fitenng amp Sorting Excel Notes Acton Sehedukog Ad
82. te by the so called Excel Tags which can be found in the name box of Excel Feel free to change colour schemes naming of columns field formats insert graphics and pivot tables etc When the report runs the data will by default be pushed in from row 4 You obviously can set it to start where ever you want it to start click here to see the screen shots and see how that looks within Integra for Notes Step 3 2 2 Creating Process Flow This step will show you how to create a process flow which automatically gathers the information combines it into an excel sheet gives some time to the end user adjust the data than generates a PDF afterwards which is send by email and a copy is saved into notes You can see the working example of such a process flow at 3 1 3 Save to Notes End user paragraph In this step we will show you how that profile is set up You can open that specific profile by clicking here and switch between the profile and this Help text to fully understand what options are set in this particular case Feel free to change the settings of the profile save it and run the report either by smart icon or by using the action button in this view When you save your report under another name and preserve the original you will have to start it from the smart icon as the action button is set to start this specific report only Automatically gathering the information On the General Tab it is indicated that it is an export pr
83. tes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 4 Using Integra Quick Reports S Integra Quick Reports allows end users to easily generate ad hoc reports to Microsoft Excel as well as mail merge letters and labels to Microsoft Word from any Lotus Notes database Consisting of an easy to use 4 step wizard Integra Quick Reports allows end user to determine the data contents of their report label or letter determine the sort order of data and in the case of Excel reports the use of grouping sub totaling pivot tables and charts select data to report on by filtering using user defined conditions determine output options such CH Integra Step 4 of 4 quick reports Output options Report Title Time Sheets Report V Send via e mail Send as Excel Field Condition Value DATEJOB v is between wel 01 01 2008 GG AND OR and 15 01 2008 ES Use to represent a single letter Add filter condition Use to represent a two or more letters converting to PDF Excel only and ce mai vases saving sharing Quick Reports for integra zeg future use Sort by Order Group pa Company Column 10 gt Ascending Descending EI The simple 4 step wizard allows end WorkType Column 9 7 Ascending C Descending 2 g users with very limited knowledge of Lotus Notes to generate a quick repor
84. tes client to import or export data from a specific Notes database is undertaken by clicking on the Integra Smartlicon or an Action Button or hotspot within a view or form In the case of web browser access to running an Integra export profile while this also needs to be undertaken from inside the Notes database Smarticons are not available within the browser Therefore the only option for the browser user is to run the Integra profiles from an action button view applet or form in Notes So as to enable this functionality the Notes developer needs to add the appropriate action buttons traditional buttons or hotspot onto the views and or forms from which the export is to be undertaken The code required for these buttons is supplied as a part of the Integra solution and is completely open allowing inspection of the functionality 3 Security The last area that needs to be addressed is the security For web browsers to be able to execute Integra profiles from within source databases of course the user must have the appropriate level of ACL to the source Notes database and it must be set and configured for web access Furthermore cookies need to be enabled en when macro s are being used in Excel reports the macro handling security settings of the user s browser will determine whether or not these macros can be run Obviously the Integra for Notes Designer s Manual provides a more detailed description of the required settings Integra for No
85. the API do not effect the Integra environment Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes 1 2 Introduction to Integra Quick Reports Integra Quick Reports allows end users to easily generate ad hoc reports to Microsoft Excel from any Lotus Notes database as well as Mail Merges and labels to Microsoft Word isen Report Tie Dee sheets Reg F Sead via owl Consisting of an easy to use 4 step wizard Integra Quick Reports allows end user to ra u determine the data contents of their report labels or mail merge from a Notes view determine the sort order of data and use of grouping sub totaling pivot tables and charts when reporting to Excel or in the case of a Word mail merge or label the layout of the Word document select data to report on by filtering using user defined conditions determine output options such as converting to PDF and saving sharing Quick Reports for future use Spreadsheet C Labels T Mel m LI Columns in Notes View AN Integra Quick Reports allows end users with very limited knowledge of Lotus Notes to generate a quick report or mail merge label without having to resort to the assistance of a Notes Developer thus allowing a speedy means of accessing data for further analysis charting and reporting In the case of Excel based reports the user is a
86. the view Select the fields on the form to be selected and using the arrow keys to include these fields into your columns in Excel or your Word document Change the form by clicking on the drop down arrow near the Form field and preview the form by clicking on the Preview icon to see the field contents of the form in the context that you usually seen the form on screen 4 3 3 Looking up Data from Multiple Views Databases Integra Quick Reports allows the creation of a column in Excel or a field in your Word document which has been the subject of Data Selection a lookup to another Lotus Notes view in either the same or a EE EENEG different database Examples may be when generating a time d Columns in Notes View Columns in Excel sheet report to lookup the charge out rate of an employee from Day Column 3 Date Column 1 a separate view containing a list of employees aa mapa Total Column 7 Project Column 8 WorkType Column 9 Company Column 10 To achieve this once you have selected the More Fields arrow Integra displays the available fields on the currently selected document but also a radio button to select a Link Once this i cotumn order 2 __ Link radio button is selected the dialog box will provide a set of fields allowing you to search for StafName e Where Search in Time Sheets 4 CH Search view SupportiPeople select what field to search for e g the field called Staff Result i
87. to see as well by clicking share with other users The Integra Quick Reports which are available in the profile list when clicking on the Integra smart icon are easily identified with the symbol of yellow lightning Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Step 2 2 Try on another Database So far we have been showing examples on this demonstration database Obviously it would be great to show you how it works on your own databases and proof to you how simple it is to get it to work and how valuable it is from the start As you might have noticed up till now we have been showing you the end results how Integra reports look When starting the reports you clicked on the Action buttons Action buttons although handy to launch a specific report right away require minor changes in the design of the database you want to run your report on Integra can run without making such changes by installing a smart icon on the users desktop The installation is very simple and only involves a change in the local machines ini file telling the pc where the Integra database and its reports can be found It does not install any files EXE or DLL s on the local machine Click here to install the smart icon on your machine After installing the smart icon is ready to launch your Integra reports from any database in your environment If you run
88. ty reports from Lotus Notes data undertake better analysis of Notes based data improve their printing mail merge and label functionality integrate Lotus Notes data with Microsoft Excel and Word generate Notes data to PDF or XML files import data into Lotus Notes databases All this can be undertaken using a Lotus Notes client 6 x or greater including Notes 8 a web browser or according to a schedule with no user intervention CH integra quick reports This guide for evaluators is designed to allow people who are undertaking an evaluation of Integra for Notes and or Integra Quick Reports to be provided with step by step assistance to enable the most successful and realistic evaluation of the product and thus to determine its suitability for their needs For more detailed instructions on all the aspects of Integra s functionality we recommend that you refer to the following other documentation if required Integra Quick Reports is orientated towards end users who wish to undertake ad hoc reporting of data from Lotus Notes to Excel or to generate mail merge or label output to Microsoft Word using a simple 4 step wizard Integra for Notes 4 6 End User Manual Integra Quick Reports User Manual Integra for Notes 4 6 Designer s Manual Integra Installation amp Configuration Manual Integra for Notes Advanced Developers documentation on line All these manuals are available on line in PDF format at www integra4notes com manuals SH
89. uator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes Equally this field can hold a formula the evaluation of which results in an e mail address or addresses for instance the field called Contact_ email which may be a field which contains the e mail address of each contact Another option is to leave this field blank which will result in the mail address or addresses needing to be entered manually at the time of running the report 3 Sete mail subject optional set a formula to the Subject Formula field which will become the default subject of the outgoing e mail Again this is a formula so plain text should be in quotes An example could be Contact List as at Text today DOSO 4 Set Body Text optional should you wish to automate the insertion of text into the body of the mail message preceding the report being attached the Body Text Formula field accommodates a formula to define this text An example could be as follows Attached please find monthly report for your attention Newline Newline Rgds Newline name CN Username 5 Set Attachment Name Prefix should you wish the file name which is attached to the e mail to have a specific naming preceding the reference given by Integra this can be set in the Attachment Name Prefix formula field An example could be Time Sheets Report Integra for Notes 4 6 Evaluator s Guid
90. vanced Word Actor pm F Gata Fitenng A Promp Ust d anar te PDF amp Me Runime Lugtogs Custom Dialen t Dele Launch O Aier Launch cout Toe ERKEN edLabels 1 Mulvalue Separator FR Expor Method E Nirmal Advanced COM Mailmerge Label Wizard on Activate which can be found in the Advanced tab C Launch Ward LabelMaimenge Wizard onAcivaia Complete Word Mene before Acivate E 9 E ROHS OH W Er BIZI E When you click on the Word Template action button you will first be presented with a dialog box to select your Master Template and then Word s own template Select the default templates in both cases You will then be presented with Word s label printing dialog box see below Select the label layout you wish to utilize For more details about this process consult the Integra Quick Reports User manual or Microsoft Word s documentation Printer information Cy Dot matrix Laser and ink jet Tray Bypass Label information Label products Avery standard w Product number Bene 2162 Mini Address 21653 Mini Shipping 2164 Shipping 2180 Mini File Folder 2181 Mini File Folder 2186 Mini Diskette Label information Type Address Height 1 Width 2 63 Page size Mini 4 4 x 5 in Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 integra for notes This will p
91. vanced Forn Used Job Sheet Jobs Should you wish to create a computed field enter the name of the field in the section of the profile called Computed Fieldnames You might for instance consider creating a field called Charge which is set to the Duration field multiplied by a standard charge out rate ADD On Selection of the fields click on the Add button This will add the fields you have selected into the Selected Field List sub tab and you will then be moved directly into that sub tab Selecting one or more fields and using the Up or Down buttons will change the order of presentation of the fields in the columns of the Excel template You might for instance consider moving the DateJob field to the top of this list so that this field appears in the first Excel column Avaitabla Field List Selected Field List Field Formula List Fiokds on M ALLS NONE 7 MISTERON C TIMEFRUEIIM Form KS COMPANYMAME 7 MSTTO C TIMETO E DATEOg E DURATION E WORKTYPE DETAILS E PROJECT DISTANCE STAFFNAME Compuged chagd Fields MALLILLA Exral IT Carpopr T HYEEBLINK BASE 7 wm Proper M COMMENTS REYWORDS M SUNET TC COMPANY T MANAGER TITLE Integra for Notes 4 6 Evaluator s Guide V 4 6 1 0 Shireburn Software Ltd 2008 16 June 2008 4 If you have set a computed field like Charge click on the Field Formula List sub tab and from the list of fields to the left

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