What are Views in Lotus Notes?
Lotus Notes Views display specific documents which satisfy similar criteria. For example, your mailbox. If you select Inbox folder, then you can only view all the emails that are received. Therefore, it shows specific emails and helps in filtering the data. It is also like a list of sorted documents. They are like entry points in the database.
Types of Views in Lotus Notes
Below are the following steps to organize meetings in IBM Notes 9:
- Standard Outline Views: It is basically an outline of the database. It shows a table of contents covering each section in a database in a brief manner. It is the common type of view. All the documents are organized in rows & columns. The column in the table displays the information related to the document, such as date of creation, etc. Whereas in the row, selected information is displayed from the document.
- Calendar Views: In this type, you can view calendars, groups and other documents that are in a calendar format. It is helpful to use such views at the time of organizing documents. It is used to track the schedules, meetings and appointments.
- Shared and Private Views: In this type, there are two categories. One is Shared view i.e. available to more than one user and Private View i.e. available to only one person. You can create a view and define the type of it but then you cannot change it later. It is important to know that on first use, a shared view can become a private view. But if it comes to a private view, it cannot become a shared view. You need to recreate shared views in Lotus Notes. Also, a user can create and save the private view in personal workspace file i.e. desktop.dsk. These files are not supported on the web.
In shared view, there are further categories that allow a user to view the database items accordingly.
- Contains Documents Not in Any Folders: With the help of this view, a user can get all the documents that are not stored in folders. We can also say that all the files or documents that are isolated and do not belong to any folder can be retrieved easily.
- Contains Deleted Documents: This view shows a list of documents that are deleted from the database. It is easy to recover all the deleted documents easily by dragging from trash to any safe folder. You can retrieve those documents that are deleted softly. After certain hours, all the soft-deleted documents get permanently deleted from the database.
- Private-on-first-use Views: These views are created as a shared view but when a user access that document, then it becomes private. In this way, you can distribute personal views to a multiple number of users.
- Desktop Private-on-first-use Views: You can select this view if you want the shared-to-private view saved as a desktop.dsk file on user’s system instead of the database.
How to Create Views in Lotus Notes?
Follow a step-by-step guide to create a view for specific documents in Lotus Notes:
- Open the application and click on Create >> View from the menu.
- Now, enter the name of the view.
- Choose View Type as discussed above.
- Now, in the field i.e. Select a location for the new view, select one of the following accordingly:
- Do not select anything, if you want the view appeared at the top level.
- If one wants to appear the view in a specific location, then select the location from the system.
- Click on the Copy from button and do one of the following:
- If you do not want to copy the style of any other view, then click on Blank.
- If you want to copy the style of another view, then Click on the view that you want to copy. You can apply selection criteria in the Selection condition field.
- You can also create a customized folder by clicking on Save and Customize if there is no views/folders exist of an application that shows the information you want to see.
- Select By formula option to add the selection condition.
- You can also add a Search condition by clicking on Add condition button.
- To create the new view, click on OK button.
How to Delete Views in Lotus Notes?
Follow below steps to delete the views in IBM Notes:
- First of all, select the view to delete from the navigation pane.
- Click on Actions >> View Options >> Remove View from the menu.
- Then you need to click on Yes button.
Conclusion
In the following article, we have discussed the views in Lotus Notes email application. With the help of these views, you can easily see the specific documents and it details. It filters all the required documents on your system. You can understand the concept and types of views. You can also create & delete them by the following guide.
