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[lang]
	1
[desc]
	Completing an Application
	
	
	
	
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[frm]
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@Left pg foot@<:P19999,0,9->  Application Developer</R>s Guide                                                                             Lotus Confidential 

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@Right pg foot@ Lotus Confidential                                                                Chapter 9: Completing an Application  
<:P19999,0,9->

>
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[edoc]
@Ahead@<+@><:I0,0,0,0><:S+-1><:#332,8486><:f280,,><+!>Chapter 9  Completing an Application<:f>

@See also prnt@<:#200,8486><:X8,1;Index "Application" # "completing"><:X8,1;Index "Completing" # "an application"><:X8,1;Index "Design" # "completing an application"><:X8,1;Index "Database" # "completing an application">This chapter describes how to apply the finishing touches to the
 design.

@Ahead@<:#240,8486>About completing an application

<:#200,8486>These three items are needed for any application.

@Bullet@<:#200,8486><+)>A database icon<-)><+*>H_ABOUT_THE_DATABASE_ICON<-*>

@Bullet@<:#200,8486><+)>Database Open options<-)><+*>H_SELECTING_DATABASE_OPEN_OPTIONS<-*>

@Bullet@<:#200,8486><+)>Database help<-)><+*>H_WAYS_TO_HELP_USERS_UNDERSTAND_THE_APPLICATION<-*>

<:#200,8486>You may also want to add automation in the form of:

@Bullet@<:#400,8486><+)>Customized SmartIcons sets<-)><+*>H_WAYS_TO_DESIGN_SMARTICONS_FOR_DATABASES<-*>, to give users one-click buttons for frequent tasks

@Bullet@<:#400,8486><+*><+)>LotusScript programs that are triggered by events connected with the database<-)><-*><+*>H_ABOUT_ADDING_EVENTS_TO_A_DATABASE<-*>

<:s><:#200,8486>Then, before handing over the application to the database manager, perform these steps:

@Bullet@<:#200,8486><+)>Test the application<-)><+*>H_WAYS_TO_CHECK_THE_DESIGN_BEFORE_ROLLOUT<-*>

@Bullet@<:#400,8486><+)>Create a template to manage design changes<-)><+*>H_CREATING_A_TEMPLATE_FOR_FUTURE_DESIGN_CHANGES<-*>

@See also prnt@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#427,8486>When the application is ready to be rolled out to users, see the <+">Database Manager's Guide<+!> 
<-!><-">for instructions.

@See also hlp@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#281,8486>

@See also btn@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486>

@Crossref@<:R1,2,1,360,1,720,><:#200,8486><+)>About copying the database to a server<-)><+*>H_ABOUT_COPYING_THE_DATABASE_TO_A_SERVER<-*>

@Ahead@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#269,8486>About the database icon

<:I0,0,0,0><:S+-1><:R><:#422,8486><:X8,1;Index "About" # "the database icon"><:X8,1;Index "Database" # "icon"><:X8,1;Index "Icon" # "about the database icon">Every database should have an icon that helps users find the database quickly on their workspaces. Try to use an icon that reflects t
he database purpose and the kinds of documents that are in it.

<:s><:I0,0,0,0><:S+-1><:#633,8486>For example, a problem</m>reporting database for a software development group might display an insect icon to represent the 
</S>bugs</T> that users report. A discussion database where users ask questions about new products could include an icon with a question mark.

<:I0,0,0,0><:S+-1><:#211,8486>{bmc filename.bmp}

@Bhead title@<:I0,0,0,0><:S+-1><:#240,8486>Ways to create a database icon

@Bullet@<:R1,2,1,360,1,720,><:#400,8486><+)>Copy an icon from another database and edit it if needed<-)><+*>H_COPYING_AN_ICON_FROM_ANOTHER_DATABASE<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Copy a bitmap drawing and edit it if needed<-)><+*>H_COPYING_A_BITMAP_FROM_A_FILE<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Draw a new icon<-)><+*>H_CREATING_A_NEW_ICON<-*> 

@Bhead title@<+@><:s><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Copying an icon from another database

@Numbered list@<:R><:#200,8486>Select the database whose icon you want to copy and choose View - Design.

@Numbered list@<:#200,8486>Click Design - Other.

@Numbered list@<:#200,8486>Double-click Icon.

@Numbered list@<:#200,8486>Click Copy and OK.

@Numbered list@<:#200,8486>Press ESC to close the database.

@Numbered list@<:#200,8486>Select the database you're designing and choose View - Design.

@Numbered list@<:#200,8486>Click Design - Other.

@Numbered list@<:#200,8486>Double-click Icon.

@Numbered list@<:#200,8486>Click Paste and OK.

@Numbered list@<:#200,8486>Press ESC to close the database.

@See also prnt@<:#200,8486>For information on editing the database icon, see "Drawing and editing the database icon."

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@Crossref@<:#200,8486><+)>Drawing and editing the database icon<-)><+*>H_DRAWING_AND_EDITING_THE_DATABASE_ICON<-*>

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486><:f,,>Copying a bitmap from a file

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486><:f,,>DOES IT HAVE TO BE A .BMP FILE??? WHAT ABOUT .PCX OR OTHERS?

@Numbered list@<:s><:R><:#200,8486>Open the file where the bitmap is stored.

@Numbered list@<:#400,8486>Reduce the bitmap size to a 1/2-inch square; <:f,,>you cannot size it in Notes and 
<:f><:f,,>larger bitmaps are <:f><:f,,>truncated. IS THAT THE SAME AS 32 x 32 pixels??++<:f>

@Numbered list@<:#200,8486><:f,,>Copy the bitmap to the Clipboard (generally with Edit - Copy) and close the drawing application.

@Numbered list@<:#200,8486>Start Notes, select the database you're designing, and choose View - Design.

@Numbered list@<:#200,8486>Click Design - Other.

@Numbered list@<:#200,8486>Double-click Icon.

@Numbered list@<:#200,8486>Click Paste and OK.

@Numbered list@<:#200,8486>Press ESC to close the database.

@See also prnt@<:#200,8486>For information on editing the database icon, see "Drawing and editing the database icon."

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@Crossref@<:#200,8486><+)>Drawing and editing the database icon<-)><+*>H_DRAWING_AND_EDITING_THE_DATABASE_ICON<-*>

@Bhead title@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Creating a new icon

<:R1,2,1,360,1,720,><:#200,8486>You must have a mouse to create a new icon.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose View - Design.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click Design - Other.

@Numbered list@<:R><:#200,8486>Double-click Icon.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click a color and click a square to fill it with the chosen color.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click OK.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Press ESC to close the database.

@See also prnt@<:R1,2,1,360,1,720,><:#200,8486>For more information on drawing the database icon, see "Drawing and editing the database icon."

@See also hlp@<:R1,2,1,360,1,720,><:#110,8486>

@See also btn@<:R1,2,1,360,1,720,><:#200,8486>

@Crossref@<:R><:#200,8486><+)>Drawing and editing the database icon<-)><+*>H_DRAWING_AND_EDITING_THE_DATABASE_ICON<-*>

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Drawing and editing the database icon

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486><:X8,2;Index "Database icon" # "drawing"><:X8,2;Index "Database icon" # "editing"><:X8,2;Index "Drawing" # "the database icon"><:X8,2;Index "Editing" # "the database icon"><:f>You must have a mouse to draw an icon.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose View - Design.

@Numbered list@<:R><:#200,8486>Click Design - Other.

@Numbered list@<:#200,8486>Double-click Icon.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Leave Draw mode (the pencil tip pointing up) selected, unless you need to erase parts of the design.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click a tool for filling in colors: Paintbrush, Roller, Spray, or Snap-to-line.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click a color. Every square (called a pixel) takes on that color, until you select a new color. 

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click the pixels that need color.

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486>Click Undo to cancel the most recent action.	

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486>Click Clear to delete the whole picture.	

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click OK to save the icon.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Press ESC to close the database.

@Note@<:R1,2,1,360,1,720,><:#400,8486>Icon changes do not replicate. To distribute icon changes to existing replicas, copy the icon to each replica.

@See also prnt@<:R1,2,1,360,1,720,><:#200,8486>For more information about copying icons, see "Copying an icon from another database."

@See also hlp@<:R1,2,1,360,1,720,><:#110,8486>

@See also btn@<:R1,2,1,360,1,720,><:#200,8486>

@See also btn@<:R1,2,1,360,1,720,><:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_DRAWING_AND_EDITING_THE_DATABASE_ICON<-*>

@See also btn@<:R1,2,1,360,1,720,><:#200,8486><+)>

@Crossref@<:R1,2,1,360,1,720,><:#200,8486><+)>Copying an icon from another database<-)><+*>H_COPYING_AN_ICON_FROM_ANOTHER_DATABASE<-*>

@Chead title@<:s><:R><:#200,8486>Details: Drawing and editing the database icon	

<:#200,8486><:X8,3;Index "Database icon" # "details about drawing"><:X8,3;Index "Database icon" # "details about editing"><:X8,3;Index "Drawing" # "the database icon, details"><:X8,3;Index "Editing" # "the database icon, details"><:X8,3;Index "Details" # "drawing and editing the database icon">
{bmc filename.bmp}

@Dhead@<:#200,8486>Drawing modes

<:#200,8486><:X8,3;Index "Database icon" # "drawing modes">Draw fills pixels using the currently selected tool and color.

<:s><:#400,8486>Erase resets pixels to the background color, using the currently selected tool. Light gray, Color 8, is the default background color.

@Dhead@<:#200,8486>Tools

<:#200,8486><:X8,3;Index "Database icon" # "tools">The Paintbrush fills one pixel and is useful for adding detail.

<:s><:I0,0,0,0><:#600,8486>The Roller fills same</m>color pixels that are connected to the selected pixel horizontally and vertically (4</m>way fill). This is useful for changing the color of something already drawn on the icon or for coloring large areas.

<:s><:I0,0,0,0><:#400,8486>The Spray fills all same</m>color pixels that are connected to the selected pixel (horizontally, vertically, and diagonally). This is useful for coloring large areas quickly.

<:s><:I0,0,0,0><:#400,8486>The Snap</m>to</m>line tool fills pixels of any color that are connected to the selected pixel either horizontally or vertically (but not both). This is useful for drawing a straight line.

@Dhead@<:#200,8486>Design hints

<+@><:s><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#633,8486>Try to use a visual image that relates to the type of information in the database, but keep your design simple. Fine details will be lost on a small icon. Be sure to look at the Preview box and make sure the icon is clear for both Color monitors and Monochr
ome monitors.

@Ahead@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#269,8486>Selecting Database Open options

<+@><:I0,0,0,0><:S+-1><:R><:#211,8486><:X8,3;Index "Database" # "selecting database open options"><:X8,3;Index "Open database" # "selecting options"><:X8,3;Index "Opening" # "database, designer options">Although your database design is nearly finished, you have a few more decisions to make.

@Numbered list@<:s><:#200,8486>Select the database and choose File - Database - Properties.

@Numbered list@<:#200,8486>Click the Launch tab.

@1st lev para@<:#200,8486>{bmc filename.bmp}

@Numbered list@<:#200,8486>Select an "On Database Open" option.

@Numbered list@<:R1,2,1,360,1,720,><:#600,8486>Select "Show 'About database' document when database is opened for first time" if you want new users to see the About Database document and you didn't select "Open 'About database' document," "Launch first doclink," or "Launch first attachment" in Step 3. 

@Numbered list@<:R><:#600,8486>Select "Show 'About database' document if modified" to show the About document again if has been edited and you didn't select "Open 'About database' document," "Launch first doclink," or "Launch first attachment" in Step 3. 

@Numbered list@<:#200,8486>Double-click the button in the left corner of the InfoBox to close it.

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_SELECTING_DATABASE_OPEN_OPTIONS<-*>

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Details: Selecting Database Open options

@1st lev para@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#422,8486>NEED MORE INFORMATION ABOUT OTHER OPTIONS. NEED MORE EXPLANATION ABOUT WHY YOU'D CHOOSE ONE OVER THE OTHER +++

@1st lev para@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486>Select any of these states in which to open a database.

@Bullet@<:R1,2,1,360,1,720,><:#400,8486>"Restore as last viewed by user" opens the database to the same view or folder?? that was open when the user closed the database. This is how Release 3 databases behaved.

@Bullet@<:R><:#200,8486>"Open 'About Database' document" always opens the About Database document first.

@Bullet@<:#200,8486>"Open designated Navigator" displays the navigator you choose every time users open the database. 

@1st lev para@<:#400,8486>The initial view of the default navigator takes precedence over the database's default view or the current view.

@1st lev para@<:#200,8486>TO BE IMPLEMENTED ++

@Bullet@<:#200,8486>"Solo designated Navigator" WHAT IS THIS OPTION??++

@1st lev para@<:#200,8486>TO BE IMPLEMENTED ++

@Bullet@<:#800,8486>"Launch first attachment in 'About database'" launches an attachment that you've added to the About Database document. If you choose this option, you can't choose either of the open options for the About document because the attachment always launches immed
iately. Users can view the About database document by choosing "Help - About <<database<;>."

@Bullet@<:#800,8486>"Launch first doclink in 'About Database'" brings the user to a specific document for which you've created a doclink in the About Database document. If you choose this option, you can't choose either of the open options for the About document because the at
tachment always launches immediately. Users can view the About database document by choosing "Help - About <<database<;>."

@See also prnt@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#427,8486>The other settings in the Database Properties InfoBox are discussed elsewhere in this book or in the 
<+">Database Manager's Guide<-">.

@See also prnt@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486>For more information about navigators, see "About navigators" in Chapter 6.

@See also hlp@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#281,8486>

@Crossref@<:R1,2,1,360,1,720,><:#200,8486><+)>About navigators<-)><+*>H_ABOUT_NAVIGATORS<-*>

@Ahead@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#269,8486>Ways to help users understand the application

<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#633,8486><:X8,4;Index "Ways to" # "help users understand the application"><:X8,4;Index "Database" # "help"><:X8,4;Index "Application" # "help"><:X8,4;Index "Help" # "ways to provide help for the application">Including help with your application improves the chances 
that users will be happy with the application and understand how to use it without needing to ask for individual help from you or their coworkers. Here are some ideas for helping users get started.

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Describing the database purpose<-)><+*>H_DESCRIBING_THE_DATABASE_PURPOSE<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#400,8486><+)>Describing how to use the forms and views<-)><+*>H_DESCRIBING_HOW_TO_USE_THE_FORMS_AND_VIEWS<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Writing help for individual fields<-)><+*>H_WAYS_TO_PROVIDE_HELP_FOR_INDIVIDUAL_FIELDS<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Creating multiple help documents<-)><+*>H_CREATING_MULTIPLE_HELP_DOCUMENTS<-*>

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Creating a Help view<-)><+*>H_CREATING_A_HELP_VIEW<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Creating a separate Help database<-)><+*>H_CREATING_A_SEPARATE_HELP_DATABASE<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Creating a demo<-)><+*>H_CREATING_A_DEMO<-*> 

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Describing the database purpose

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#422,8486><:X8,5;Index "Database" # "describing the database's purpose"><:X8,5;Index "Help" # "about database document"><:X8,5;Index "About Database document" #><:f><:X8,5;Index "Design" # "Help Document </m> About Database"><:f,,><:X8,5;Index "Help" # "for understanding the purpose of the database">
Every database should have an About Database document that describes its purpose, so users can decide if they want to use the database.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose View - Design.

@Numbered list@<:R1,2,3,240,1,399,><:#200,8486>Click Design - Other.

@Numbered list@<:R><:#200,8486>Double-click About Database.

@Numbered list@<:#200,8486>Write or edit the information.

@Numbered list@<:#200,8486>You can add links, attachments, or apply text styles, as you would for any Notes document.

@Numbered list@<:#200,8486>Press CTRL+S to save the document as you're working.

@Numbered list@<:#200,8486>Choose Edit - Check Spelling and correct any spelling errors.

@Numbered list@<:#200,8486>Proofread the document for accuracy and grammar and correct any errors.

@Numbered list@<:#200,8486>Choose File  </m> Close and click Yes to save.

@Numbered list@<:#200,8486>Press ESC to close the database.

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_DESCRIBING_THE_DATABASE_PURPOSE<-*>

@Chead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#221,8486>Details: Describing the database purpose

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486>Users can see the About Database document by:

@Bullet@<:R><:#200,8486>Choosing "File </m> Database- Add Workspace Icon," highlighting a database title, and selecting About.

@Bullet@<:#200,8486>Selecting or opening a database on the workspace and choosing Help 
</m> About database.

<:#400,8486>You can also assign the database launch properties for showing the About Database document every time the database is opened or when the database is first opened.

@1st lev para@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#844,8486>Include the purpose of the database, its intended audience, the name and telephone number of the database manager, the date the database was implemented, and guidelines for its use. If users must be connected to the network to perform certain tasks (for exa
mple, if the application uses lookups that require a network connection), state those requirements also.

@See also prnt@<:R><:#400,8486>The About Database document can contain rich text, so you can also use document, view, and database links, buttons, attachments, graphics, or multimedia files.

@Tip@<:#600,8486> The About Database document can also be a springboard to another database or another product's file, so users don't even need to open the database. Use the Database Open options for "Launch first attachment in About Database document" or "Launch first docl
ink in About Database document." 

@See also prnt@<:#400,8486>For more information about showing the About Database document  or launching a doclink from it, see "Selecting Database Open options."

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@Crossref@<:#200,8486><+)>Selecting Database Open options<-)><+*>H_SELECTING_DATABASE_OPEN_OPTIONS<-*>

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Describing how to use the forms and views

<:R1,2,1,360,1,720,><:#400,8486><:X8,6;Index "Database" # "describing how to use the forms and views"><:X8,6;Index "Using Database document" #><:X8,6;Index "Help document" #><:X8,6;Index "Design" # "Help Document </m> Using Database"><:X8,6;Index "Database" # "Using Database document"><:X8,6;Index "Help" # "for forms and views">
<:f>Every database should have a Using Database document that explains how to use the application. Users can display this document by choosing Help 
</m> Using database</m>name.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose View - Design.

@Numbered list@<:R1,2,3,240,1,399,><:#200,8486>Click Design - Other.

@Numbered list@<:R><:#200,8486>Double-click Using Database.

@Numbered list@<:#200,8486>Write or edit the information.

@Numbered list@<:#200,8486>You can add links, attachments, or apply text styles, as you would for any Notes document.

@Numbered list@<:#200,8486>Press CTRL+S to save the document as you're working.

@Numbered list@<:#200,8486>Choose Edit - Check Spelling and correct any spelling errors.

@Numbered list@<:#200,8486>Proofread the document for accuracy and grammar and correct any errors.

@Numbered list@<:#200,8486>Choose File  </m> Close and click Yes to save.

@Numbered list@<:#200,8486>Press ESC to close the database.

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@See also btn@<:#400,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_DESCRIBING_HOW_TO_USE_THE_FORMS_AND_VIEWS<-*>

@Chead title@<:R1,2,1,360,1,720,><:#200,8486>Details: Describing how to use the forms and views

@See also prnt@<:R1,2,1,360,1,720,><:#400,8486>The Using Database document can contain rich text, so you can also use document or database links, buttons, attachments, graphics, or multimedia files.

@See also prnt@<:R><:#200,8486>If this is the only place that users can get help for this database, include:

@Bullet@<:#200,8486>A quick overview of the application

@Bullet@<:#200,8486><:X8,6;Index "Views" # "describing in Help document">The purpose of each view and its organization, if it's not obvious

@Bullet@<:#200,8486><:X8,6;Index "Forms" # "describing in Help document">The purpose of each form and how to fill it out

@Bullet@<:#200,8486><:X8,6;Index "Agents" # "describing in Help document">The purpose of each agent, when to run it, and the anticipated results

@Bullet@<:#600,8486><:X8,6;Index "Workflow" # "describing in Help document">If the application automates workflow, explain the overall work process being automated, describing what happens at each stage. When users fill out documents, they should understand what happens after 
the documents are saved, and what the users are expected to do.

@Bhead title@<:R1,2,1,360,1,720,><:#220,8486>Ways to provide help for individual fields

<:R1,2,1,360,1,720,><:#200,8486><:X8,6;Index "Ways to" # "provide help for individual fields"><:X8,6;Index "Providing help for individual fields" #>You can give users help and explanations for fields by providing:

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>One-line field help<-)><+*>H_WRITING_FIELD_HELP<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Longer pop-up annotations<-)><+*>H_WRITING_POPUP_EXPLANATIONS<-*> 

<:s><:R1,2,1,360,1,720,><:#200,8486>You can also add static text on the form that helps explains the form.

@Chead title@<:s><:R1,2,1,360,1,720,><:#200,8486>Writing field help

<:R1,2,1,360,1,720,><:#600,8486><:X8,6;Index "Fields" # "help"><:X8,6;Index "Field properties" # "help description"><:f><:X8,6;Index "Help" # "for fields">Writing field help is optional, but can help users fill out documents without assistance. 
<:f,,>A field's label describes the field's general purpose; use field help (for editable fields ) to tell users what to enter in this field or how to use the field. 

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose View - Design.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click Design - Forms.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Double-click the form that contains the field.

@Numbered list@<:R><:#200,8486>Double-click the field.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click the Options tab.

@Numbered list@<:s><:R><:#200,8486>Write a Help description. It's a good idea to start with "Required:" if the user must fill in the field.

@Numbered list@<:#200,8486>Repeat Steps 4 through 6 for every field that needs a help line.

@Numbered list@<:#200,8486>Return to the form by clicking it, then press ESC and click Yes to close and save it.

@Numbered list@<:#200,8486>Press ESC to close the database.

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_WRITING_FIELD_HELP<-*>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See examples<-)><+*>H_EXAMPLES:_WRITING_FIELD_HELP<-*><-)><-)><-)>

@Dhead@<:#200,8486>Details: Writing field help

<:R1,2,1,360,1,720,><:#400,8486>To see your field help, Notes users need to choose View - Field Help when they are in edit mode in a document. The one</m>line prompt appears at the bottom of the form window. 

@See also prnt@<:R1,2,1,360,1,720,><:#600,8486><:X8,7;Index "Help description" #>You can use 70 characters, including letters, numbers, and punctuation. If you expect your application to be translated to another language, try to use no more than 55 characters; text tends to lengthen when translated and 
is difficult to fit in the allotted space.

<:R1,2,1,360,1,720,><:#400,8486>If you couldn't fit all the information you wanted into the Help line, you may want to place some of it directly on the form as static text, or attach a popup annotation to the field</R>s static text label.

<:R1,2,1,360,1,720,><:#400,8486>Ensure that field help descriptions are consistently worded (for example, all are full sentences or all express commands) and that ending punctuation (for example, periods) is consistent for each.

@Dhead@<:R><:#200,8486>Examples: Writing field help

<:#200,8486><:X8,7;Index "Fields" # "example of help for"><:X8,7;Index "Field properties" # "example of help description"><:f><:X8,7;Index "Help" # "for fields, example"><:f><:X8,7;Index "Example" # "field help">For a text field named Supervisor:

<:s><:#200,8486>	Enter the name of the person to whom you report.

<:s><:#200,8486>For a keyword field that uses check boxes for selection:

<:s><:#200,8486>	Select as many as apply.

<:s><:#200,8486>For a required Subject field:

<:s><:#200,8486>	Required: You must add a brief description.

@Chead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#221,8486>Writing pop-up explanations

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#633,8486><:X8,7;Index "Help" # "popup explanations for fields"><:X8,7;Index "Fields" # "popup explanations for fields"><:X8,7;Index "Popups" # "using to describe fields"><:X8,7;Index "Writing" # "popup explanations for fields">If you cannot fit all the information i
nto a help description or if the field isn't editable, but you want to explain its use, you can place some information directly on the form as a pop-up annotation to the field</R>s label.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose View - Design.

@Numbered list@<:R><:#200,8486>Double-click the form that contains the field.

@Numbered list@<:#200,8486>Highlight the field's static text (the text that the user sees, not the rectangular field definition).

@Numbered list@<:#200,8486>Choose Create - Hotspot  - Pop-up.

@Numbered list@<:#200,8486>In the Hotspot Properties InfoBox, write the pop-up text and click the green checkmark.

@Numbered list@<:#200,8486>Repeat Steps 3 through 6 for every field that needs a pop-up.

@Numbered list@<:#200,8486>Return to the form by clicking it, then press ESC and click Yes to close and save it.

@Numbered list@<:#200,8486>Press ESC to close the database.

@See also prnt@<:#200,8486>For more information about other options for hotspots, see Notes Help.

@See also prnt@<:#200,8486>For information about using formulas or scripts with hotspots, see the 
<+">Programmer's Guide<-">.

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See examples<-)><+*>H_EXAMPLES:_WRITING_POP-UP_EXPLANATIONS<-*>

@See also btn@<:#200,8486><+)>

@Crossref@<:#200,8486><+)>Creating pop-up text with a hotspot<-)><+*>H_CREATING_POP-UP_TEXT_WITH_A_HOTSPOT<-*>

@Crossref@<:#200,8486><+)>Ways to change hotspots<-)><+*>H_WAYS_TO_CHANGE_HOTSPOTS<-*>

@Crossref@<:#400,8486><+)>Writing scripts and formulas for hotspots<-)><+*>H_WRITING_SCRIPTS_AND_FORMULAS_FOR_HOTSPOTS<-*>

@Crossref@<:#200,8486>Help document on pop-ups??++

@Dhead@<+@><:#200,8486>Examples: Writing pop-up explanations

<:#200,8486>A pop-up called "Time-saving Tip" contains the following text:

@1st lev para@<:#800,8486>A new schedule inherits information automatically from the highlighted document in the Teachers'\Regular Hours view. To create your own special schedule quickly, highlight your name in the Regular Hours view and select 'Create - Teacher's Schedule.' Select 
'Special schedule' and adjust only those days that are different than usual.

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Creating multiple Help documents

<:R1,2,1,360,1,720,><:#400,8486><:f,,>For complex applications, you can<:f><:f,,> <:f><:f,,>create 
<:f><:f,,>Help documents for<:f><:f,,> each form, view, and agent, or 
<:f><:f,,>for concepts and <:f><:f,,>tasks related to the application. 
<:f>

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose Create - Design - Form.

@1st lev para@<:R><:#200,8486>(If you see a list of subforms, click Cancel.)

@Numbered list@<:#200,8486>Choose Design - Form Properties and name the form "Help."

@Numbered list@<:#200,8486>Click the form and type a heading for the form.

@Numbered list@<:#200,8486>Highlight the heading and choose Text - Text Properties if you want to change the text color or style.

@Numbered list@<:#200,8486>Click the form and choose Create - Field to add an editable rich text field named "Help."

@Numbered list@<:#200,8486>Click the form and press CTRL+S to save it.

@Numbered list@<:#200,8486>Choose Create - Help to write, save, and close each Help document.

@Numbered list@<:#200,8486>Click the form you're designing and choose Design - Form Properties.

@Numbered list@<:#200,8486>Deselect "Include in Menu.<:X8,8;Index "Form properties" # "include in Create menu">"

@Numbered list@<:#200,8486>Click the form and press ESC and Yes to close and save it.

@Numbered list@<:#200,8486>Press ESC to close the database.

@See also prnt@<:#200,8486>For information about creating a Help view to display the Help documents, see "Creating a Help view."

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_CREATING_MULTIPLE_HELP_DOCUMENTS<-*>

@See also btn@<:#200,8486><+)>

@Crossref@<:#200,8486><+)>Creating a Help view<-)><+*>H_CREATING_A_HELP_VIEW<-*>

@Chead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#221,8486>Details: Creating multiple Help documents

@1st lev para@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#633,8486>If you need to add help documents later, you can reselect "Include in Menu" in the Form Properties InfoBox and choose Create - Help to add new documents and then deselect "Include in Menu" when you're through.

<:R1,2,1,360,1,720,><:#600,8486>When you write the Using Database document for this database, include the words, phrases, or questions that users may look up. For each entry, create a document link to the appropriate document in the Help view.

@See also prnt@<:R1,2,1,360,1,720,><:#400,8486>For information about creating a Using Database document, see "Describing how to use the forms and views."

@See also hlp@<:R1,2,1,360,1,720,><:#110,8486>

@See also btn@<:R1,2,1,360,1,720,><:#200,8486>

@Crossref@<:R><:#400,8486><+)>Describing how to use the forms and views<-)><+*>H_DESCRIBING_HOW_TO_USE_THE_FORMS_AND_VIEWS<-*>

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Creating a Help view

<:R1,2,1,360,1,720,><:#200,8486>To display multiple Help documents, you must create a Help view.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Select the database and choose Create - View.

@Numbered list@<:R1,1,1,403,><:#200,8486>Name the view Help and select Shared.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click the @ icon and write this selection conditions formula and click the green checkmark.

@1st lev para@<:R1,2,1,360,1,720,><:#200,8486>SELECT Form=</S>Help</T>

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click OK.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Exclude Help documents from other views by writing this selections condition formula for each view.

@1st lev para@<:R1,2,1,360,1,720,><:#200,8486>| Form!=</S>Help</T> 

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486>Click the green checkmark, then press ESC and click Yes to close and save each view.

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>About creating a separate Help database

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#844,8486><:X8,9;Index "Database" # "designing a help database"><:X8,9;Index "Creating" # "a help database"><:X8,9;Index "Help" # "creating a help database">Another approach to providing help 
<:f,,>for complex applications is to <:f><:f,,>create a separate <:f><:f,,>database to store all help documents for the application<:f><:f,,>. In addition to providing the information that you would include in a help view,<:f><:f,,> you can present annotate
d samples of the forms and views, and sample documents showing information 
<:f><:f,,>before<:f><:f,,> and <:f><:f,,>after<:f><:f,,> each agent has 
<:f><:f,,>run.

<:R><:#400,8486>The Using Database document in the application can explain how to use this accompanying help database and even include a database link to the database or a link to an introductory document.

@See also prnt@<:#400,8486>For more information about creating the Help documents and view, see 
<:f,,> "Creating multiple Help documents" and "Creating a Help view."<:f>

@See also hlp@<:#110,8486><:f,,>

@See also btn@<:#200,8486><:f,,>

@Crossref@<:#200,8486><:f,,><+)>Creating multiple Help documents<-)><:f><+*>H_CREATING_MULTIPLE_HELP_DOCUMENTS<-*>

@Crossref@<:#200,8486><+)><:f,,>Creating a Help view<-)><:f><+*>H_CREATING_A_HELP_VIEW<-*>

@Bhead title@<+@><:s><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Creating a demo

<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486><:X8,9;Index "Database" # "creating a help demo"><:X8,9;Index "Creating" # "a help demo"><:X8,9;Index "Help" # "creating a help demo"><:f><:X8,9;Index "ScreenCam" # "using to create a help demo"><:X8,9;Index "Demo" # "creating with ScreenCam"><:X8,9;Index "Video" # "using ScreenCam to create help demo">
TO COME : Using ScreenCam to demo what a user would do.++

@Ahead@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#269,8486>Ways to design SmartIcons for databases

<:I0,0,0,0><:S+-1><:R><:#844,8486><:X8,9;Index "Ways to" # "design SmartIcons for databases"><:X8,9;Index "Database" # "designing custom SmartIcons sets"><:f,,><:X8,9;Index "SmartIcons" # "ways to customize">SmartIcons give users one-click access to frequent Notes commands<:f><:f,,>. A vari
ety of sets <:f><:f,,>come with Notes to help users with commands they choose frequently, such as those for editing documents, using mail, and working remotely. Users can also create their own 
<:f><:f,,>SmartIcons <:f><:f,,>by writing a <:f><:f,,>formula to execute a command, assigning an icon, and then saving these customized icons locally.

<:I0,0,0,0><:S+-1><:#422,8486><:f,,>As a developer, you may want to <:f><:f,,>create and distribute customized SmartIcons sets that are made for your applications.<:f><:f,,> 
<:f><:f,,>You can <:f><:f,,>create and distribute SmartIcons sets to users by:<:f>

@Bullet@<:#400,8486><+)>Preparing custom bitmaps for SmartIcons<-)><+*>H_PREPARING_CUSTOM_BITMAPS_FOR_SMARTICONS<-*> 

@Bullet@<:#200,8486><+)>Customizing SmartIcons sets<-)><+*>H_CUSTOMIZING_SMARTICONS_SETS<-*> 

@Bullet@<:#200,8486><+)>Creating SmartIcons<-)><+*>H_CREATING_SMARTICONS<-*> 

@Bullet@<:#200,8486><+)>Distributing SmartIcons sets<-)><+*>H_DISTRIBUTING_SMARTICONS_SETS_TO_USERS<-*> 

<:s><:I0,0,0,0><:S+-1><:#422,8486>You create, store, and test SmartIcons locally before distributing them to users. SmartIcons bitmaps, definitions, and sets are stored in a local  Notes subdirectory or Macintosh folder.

@See also prnt@<:s><:I0,0,0,0><:S+-1><:#211,8486><:f,,>For general information about SmartIcons, see Notes Help. <:f>

@See also hlp@<:I0,0,0,0><:S+-1><:#281,8486>

@Crossref@<:#200,8486><+)>About the SmartIcons bar<-)><+*>H_ABOUT_THE_SMARTICONS_BAR<-*>

@Bhead title@<:s><:#220,8486>Preparing custom bitmaps for SmartIcons

<:#400,8486><:X8,10;Index "SmartIcons" # "preparing custom bitmaps for"><:X8,10;Index "Bitmaps" # "preparing custom bitmaps for SmartIcons"><:X8,10;Index "Creating" # "bitmaps for SmartIcons">If you can't use one of the available icons supplied with Notes (seen in the 
File -Tools - SmartIcons Setup dialog box), create your own bitmaps.

@Numbered list@<:#200,8486>Create a drawing, no larger than 22 pixels by 22 pixels, and save it as a .BMP file. 

@Numbered list@<:s><:#200,8486>Copy the .BMP file to your SmartIcons directory or folder:

@1st lev para@<:#200,8486>In Windows, SmartIcons are stored in the \W16 subdirectory. TRUE FOR V4??++

@1st lev para@<:#200,8486>In OS/2, SmartIcons are stored in the \OS2 subdirectory.

@1st lev para@<:s><:#200,8486>In UNIX, SmartIcons are stored directly within the data directory.

@1st lev para@<:#400,8486>On the Macintosh, SmartIcons are stored in the SmartIcons Sets folder and you can also edit SmartIcons bitmaps directly from Notes.

@Bhead title@<:s><:#220,8486>Customizing SmartIcons sets

<:#400,8486><:X8,10;Index "SmartIcons" # "customizing sets"><:X8,10;Index "Icon" # "designing customized SmartIcons sets"><:X8,10;Index "Customizing" # "SmartIcons sets"><:X8,10;Index "Creating" # "SmartIcons sets">You define, store, and test SmartIcons sets locally be
fore distributing them to users. SmartIcons bitmaps, definitions, and sets are stored in a local subdirectory.

@Numbered list@<:#200,8486><:f,,>From the<:f><:f,,> Notes workspace, c<:f><:f,,>hoose File - Tools - SmartIcons Setup<:f><:f,,>.

@1st lev para@<:#200,8486><:f,,>{bmc filename.bmp}

@Numbered list@<:#200,8486>Select the SmartIcons palette you want to customize. 

@Numbered list@<:#400,8486>To add a new icon to the current palette, drag the icon from the Available icons list to the SmartIcons list on the right.

@Numbered list@<:#400,8486>To remove an icon from the current palette, drag the icon from the SmartIcons list to the Available icons list.

@Numbered list@<:#400,8486>To save the set with a new name, click Save Set, give the set a title and a file name with the extension .SMI<:X8,10;Index "SmartIcons" # ".SMI file extension"><:X8,10;Index "SMI file extension" #> and click OK.

@Numbered list@<:#200,8486>Click OK.

@See also prnt@<:#200,8486>For more information about SmartIcons, see "Creating SmartIcons."

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@Crossref@<:#200,8486><+)>Creating SmartIcons<-)><+*>H_CREATING_SMARTICONS<-*>

@Bhead title@<:#220,8486>Creating SmartIcons (Windows, OS/2, and UNIX)

<:#200,8486><:f,,>CAN"T EDIT EXISTING SMARTICONS IN BUILD 126 -- WILL YOU BE ABLE TO??++

@Numbered list@<:#200,8486><:f,,>From your Notes workspace, c<:f><:f,,>hoose File - Tools - SmartIcons Setup<:f><:f,,>.<:f>

@Numbered list@<:#200,8486>Click Edit Icon. 

@Numbered list@<:#200,8486>Highlight the picture you want to use and type a description for the icon. 

@Numbered list@<:#200,8486>Click Formula and write a new SmartIcons formula.

@Numbered list@<:#400,8486>NEED TO ADD LOTUSSCRIPT INSTRUCTIONS HERE -- NOT YET IMPLEMENTED AS OF BUILD 126 ++

@Numbered list@<:#200,8486>Click OK and Done. The icon displays in the Available Icons list with its new definition.

@Numbered list@<:#200,8486>Repeat Steps 2-6 for each icon you want to create.

@Numbered list@<:#200,8486>Click OK to return to the workspace.

@See also hlp@<:#110,8486><:X8,11;Index "SmartIcons" # "editing"><:X8,11;Index "Properties" # "SmartIcons"><:f>

@See also btn@<:#200,8486>

@Crossref@<:#200,8486><+)>Details<-)><+*>H_DETAILS:_CREATING_SMARTICONS<-*>

@Bhead title@<:#220,8486>Creating SmartIcons (Macintosh)

<:#200,8486><:f,,>NOT CHECKED IN BUILD 126 ++

@Numbered list@<:#200,8486><:f,,>From your Notes workspace, c<:f><:f,,>hoose File - Tools - SmartIcons Setup<:f><:f,,>.<:f>

@Numbered list@<:#200,8486>Click Edit Icon.

@Numbered list@<:#200,8486>Highlight the picture you want to use and type a description for the icon. 

@Numbered list@<:#200,8486>Click New Icon to create a new icon from scratch.

@Numbered list@<:s><:#200,8486>Click New Copy to copy and redefine one of the available icons.

@Numbered list@<:#200,8486>Click the color palette next to the picture and select a color.

@Numbered list@<:#200,8486>Click each box (called a pixel) that you want to paint with the selected color.

@Numbered list@<:#200,8486>To view or change what the icon does, click Assign Macro and write a formula.

@Numbered list@<:#200,8486>LOTUSSCRIPT?? ++

@Numbered list@<:#200,8486>Click OK and Done. 

@Numbered list@<:#200,8486>Repeat Steps 2-10 for every icon you want to create.

@Numbered list@<:#200,8486>Click OK to return to the Notes workspace.

@See also hlp@<:#110,8486><:X8,11;Index "SmartIcons" # "editing"><:X8,11;Index "Properties" # "SmartIcons"><:f>

@See also btn@<:#200,8486>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_CREATING_SMARTICONS<-*>

@Chead title@<:#200,8486>Details: Creating SmartIcons

@See also prnt@<:#400,8486>The description displays when users right</m>click and hold the icon on the workspace so it should be concise.

@See also prnt@<:#400,8486>While writing your formula, click Add@Func or Add Command to paste @functions or @commands to your formula.

@See also prnt@<:#600,8486>If the formula contains @Command statements in addition to other statements, the @Command statements are executed 
<+">only after all of the other statements have been executed<-">; then, the @Command statements are executed in the order in which they appear. 

@See also prnt@<:#200,8486>NO LOTUSSCRIPT HERE??

<:#200,8486><:X8,12;Index "SmartIcons" # "editing, details"><:X8,12;Index "Properties" # "SmartIcons, details"><:f><:f,,><:X8,12;Index "Details" # "SmartIcons"><:X8,12;Index "@functions" # "and SmartIcons"><:X8,12;Index "SmartIcons" # "and @functions">@Prompt is useful
 for a SmartIcons formula, as it lets you prompt the user for input.

<:#600,8486>When an icon uses @Command, the formula only works when executed in the context for which the selected command was designed. For example, editing commands work only when a document is open in edit mode.

@Note@<:#400,8486>  <:X8,12;Index "NOTES.INI" # "and SmartIcons"><:X8,12;Index "SmartIcons" # "and NOTES.INI"><:X8,12;Index "Notes Preferences file" # "and SmartIcons"><:X8,12;Index "SmartIcons" # "and Notes Preferences file">If the user</R>s NOTES.INI file (or Notes Prefere
nces file, for Macintosh users) includes this statement:

<:s><:#200,8486><:f180, Helvetica,0,0,0>NoExternalApps=1

<:s><:#200,8486><:f,,>then any formula involving the following features will be disabled:

<:s><:#200,8486>@@Command

<:s><:#200,8486>@@DbCommand, @DbColumn, @DbLookup (only if it refers to a non</m>Notes database)

<:s><:#200,8486>@@MailSend

<:s><:#200,8486>Dynamic Data Exchange (DDE) including all @DDE functions

<:s><:#200,8486>Object Linking and Embedding (OLE)

<:s><:#200,8486>Link, Embed, and Launch</m>to</m>edit (LEL)

<:s><:#200,8486>Subscribe

<:s><:#200,8486>Launching attached files

<:#200,8486>The user will not see an error message; the formula simply fails to execute.

@Bhead title@<:#220,8486><:f,,>Distributing SmartIcons sets to users

<:#800,8486><:X8,12;Index "Distributing" # "SmartIcons sets to users"><:X8,12;Index "SmartIcons" # "distributing to users"><:f>To use customized SmartIcons sets, users must place all the associated files (.SMI, .BMP, .MAC) in their Notes SmartIcons directories. You cou
ld distribute all the files associated with your SmartIcons by copying them to a file server, posting the files in a Notes database, or distributing them in a Notes message (perhaps with a button that copies the files automatically). 

<:s><:#200,8486>ANYTHING ELSE???

@Ahead@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#269,8486>About adding events to a database

<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486>EVENT SCRIPT?? INCLUDE IN ITS OWN SECTION??++

<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#211,8486>CAN'T FIND IN BUILD 126 ++

@Ahead@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#269,8486>Ways to check the design before rollout

<:R1,2,1,360,1,720,><:#600,8486><:X8,12;Index "Ways to" # "check the design for rollout"><:X8,12;Index "Database" # "checking the design before rollout"><:X8,12;Index "Design" # "checking the design before rollout">Once you've completed the design, you should take the time to check and te
st the application and correct problems before the application is released. Taking these steps will help ensure that your application is troublefree.

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Check the forms, fields, and views<-)><+*>H_CHECKING_THE_FORMS,_FIELDS,_AND_VIEWS<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Distribute the application for review<-)><+*>H_DISTRIBUTING_THE_APPLICATION_FOR_FINAL_REVIEW<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Pilot test the application<-)><+*>H_PILOT_TESTING_THE_APPLICATION<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Make design changes before rollout<-)><+*>H_MAKING_DESIGN_CHANGES_BEFORE_ROLLOUT<-*> 

@Bullet@<:R1,2,1,360,1,720,><:#200,8486><+)>Request application signoff<-)><+*>H_REQUESTING_APPLICATION_SIGNOFF<-*> 

@Bhead title@<+@><:s><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>Checking the forms, fields, and views

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#422,8486><:X8,12;Index "Application" # "checking forms, fields, and views"><:X8,12;Index "Debugging an application" #><:X8,12;Index "Checking an application's design" #><:X8,12;Index "Design" # "checking forms, fields, and views"><:f,,>Once the<:f><:f,,> database is
 complete, you must <:f><:f,,>make sure the design is working and information is displayed correctly<:f><:f,,>. 
<:f><:f,,>Check the forms, fields, and views <:f><:f,,>for proper operation.

@Numbered list@<:R1,2,1,360,1,720,><:#400,8486>Select the database and choose "File - Database - Design Synopsis" to review<:f180,BArial,0,0,0> 
<:f><:f180,BArial,0,0,0>desig<:f>n elements, options, and formulas. 

@Numbered list@<:R1,2,1,360,1,720,><:#400,8486><:f,,>W<:f><:f,,>rite a<:f180,BArial,0,0,0> variety of sa<:f,,>mple documents using each form and review each document for any errors that are caused by the form</R><:f><:f,,>s design. 
<:f>

@Numbered list@<:R><:#400,8486>Once you're s<:f180,BArial,0,0,0>atisfied that data <:f>can be entered easily and is displayed correctly in forms, verify that the views are displaying as you expected. 

@See also prnt@<:#400,8486><:f,,>For information about <:f><:f,,>common trouble spots, see "Details: Checking forms and fields" and "Details: Checking views."<:f>

@See also prnt@<:#400,8486>For more information about checking a design synopsis, see "Creating a design summary" in Chapter 10.

@See also hlp@<:#110,8486>

@Crossref@<:#200,8486><+)>

@See also btn@<:#400,8486><+)>{bmc 1details.bmp}See details: Checking forms and fields<-)><+*>H_DETAILS:_CHECKING_THE_FORMS_AND_FIELDS<-*>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See details: Checking views<-)><+*>H_DETAILS:_CHECKING_VIEWS<-*>

@See also btn@<:#200,8486><+)>

@Crossref@<:#200,8486><+)>Creating a design summary<-)><+*>H_CREATING_A_DESIGN_SUMMARY<-*>

@Chead title@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#221,8486>Details: Checking forms and fields

<:R><:#400,8486><:X8,13;Index "Forms" # "design checklist"><:X8,13;Index "Fields" # "design checklist"><:X8,13;Index "Checklist" # "for form design"><:X8,13;Index "Design" # "checklist for forms"><:X8,13;Index "Checklist" # "for field design"><:X8,13;Index "Design" # "checklist for fields">
<:X8,13;Index "Troubleshooting" # "forms"><:X8,13;Index "Troubleshooting" # "fields"><:f,,><:X8,13;Index "Forms" # "troubleshooting"><:X8,13;Index "Fields" # "troubleshooting">For each form, create two or three documents and enter a variety of information i
nto the fields; then use <:f>this checklist to verify that the form is working as intended.

@Dhead@<:#200,8486>Checking forms

@Bullet@<+@><:S+-1><:#211,8486>Is there a default form for the database?

@1st lev para@<:#400,8486>If not, double-click the form that should be the default and choose Design - Form Properties. Click the Defaults tab and select "Default database form."

@Bullet@<:#400,8486>Do all forms appear correctly on the Create menu? Are the appropriate accelerators used? Do the forms appear in the correct order? Test this on a server to make sure. (WHY ON A SERVER??++)

@1st lev para@<:#200,8486>If not, check the names and the "Include in Menu" selections for the forms. 

@Bullet@<:#200,8486>Do the window titles for forms display appropriately under different conditions?

@1st lev para@<:#400,8486>If not, edit the window title formula. To display the window title when a form is printed, click the Printing tab in the Form Properties info box and add &W to the formula for the header or footer.

@Bullet@<:#400,8486>Check cross</m>platform compatibility: Are all fonts used in this form available (or approximated) on all platforms? Does all text display legibly? Did you use platform</m>specific terms where appropriate?

@1st lev para@<:#200,8486>Try to make your application</R>s layout as generic as possible to suit all platforms.

@Bullet@<:#200,8486>Are related fields grouped together on the form (for example, Name and Address fields).

@1st lev para@<:#200,8486>If not, move the fields and their related static text to a more suitable position.

@Bullet@<:#200,8486>Do forms that are longer than one page have page numbers?

@1st lev para@<:#400,8486>If not, click the Printing tab in the Form Properties info box and add &P to the formula for the header or footer.

@Bullet@<:#400,8486>Do the forms include Author Names fields where appropriate for tracking document authors and editors?

@1st lev para@<:#600,8486>If not, add an Author Names field to the form. Notes will not maintain the internal $UpdatedBy field unless the form contains an Author Names field (which can be hidden if you don</R>t want users seeing it). IS THIS STILL TRUE IN V4 -- CHECK ??++

@Bullet@<:#200,8486>If needed, has a Read ACL been defined for the form?

@1st lev para@<:#200,8486>Define one by assigning names to a Read Access Control List in the Form Properties InfoBox.

@Bullet@<:#200,8486>If needed, has a Compose ACL been defined for the form?

@1st lev para@<:#200,8486>Define one by assigning names to a Compose Access Control List in the Form Properties InfoBox.

@Dhead@<:#200,8486>Checking fields

@Bullet@<:s><:#200,8486>Are fields (including keyword fields) showing the correct information when first displayed? 

@1st lev para@<:s><:#200,8486>If not, check the default value formula. 

@Bullet@<:s><:#200,8486>Does every user</m>entered field have a help description?

@1st lev para@<:#600,8486>If not, add help descriptions for those fields. Ensure that field descriptions are consistently worded (for example, all are full sentences or all express commands) and that ending punctuation (for example, periods) is consistent for each.

@Bullet@<:s><:#200,8486>Can users enter information in editable fields?

@1st lev para@<:#200,8486>If not, check the field definition. You may have selected the Computed option when defining the field. 

@Bullet@<:s><:#200,8486>Are editable fields formatted correctly once the document is saved?

@1st lev para@<:s><:#200,8486>If not, check the input translation formula and the format for the field. 

@Bullet@<:s><:#200,8486>Are editable fields accepting invalid data or not accepting valid data?

@1st lev para@<:s><:#200,8486>If so, check the input validation formula. 

@Bullet@<:s><:#200,8486>Are computed fields computing correctly? Are they returning values of the appropriate data type?

@1st lev para@<:s><:#200,8486>If not, check the field formula; some data type conversion such as @TextToNumber may be needed.

@Bullet@<:s><:#200,8486>Do inherited fields inherit their data correctly?

@1st lev para@<:s><:#200,8486>If not, check the field</R>s default value formula.

@Bullet@<:#400,8486>Do required fields have input validation formulas that display an appropriate message when the user tries to save the document without filling in the fields?

@1st lev para@<:s><:#200,8486>If not, create the input validation formulas and include an explanatory message for the user.

@Bullet@<:#200,8486>In time</m>date fields, is the time displaying correctly?

@1st lev para@<:#200,8486>If not, make sure you have selected the appropriate time zone option in the field format dialog box.

@Bullet@<:#200,8486>Are fields aligned properly with a variety of window sizes and on different monitors?

@1st lev para@<:#200,8486>If not, check the tab settings for the form.

@Bullet@<:#200,8486>Are encrypted fields accessible to those with the encryption key and inaccessible to other users?

@1st lev para@<:s><:#400,8486>Check to see that the encryption key has been sent to all the right users. If users who should not have access to encrypted fields do have access, change the encryption key and resend it.

@Chead title@<:R1,2,1,360,1,720,><:#200,8486>Details: Checking views

<:R><:#800,8486><:X8,14;Index "Views" # "design checklist"><:X8,14;Index "Checklist" # "for view design"><:X8,14;Index "Design" # "checklist for views"><:X8,14;Index "Troubleshooting" # "views"><:X8,14;Index "Troubleshooting" # "columns"><:X8,14;Index "Views" # "troubleshooting">
<:X8,14;Index "Columns" # "troubleshooting"><:f,,>For each view, create a series of test documents</W>some that should appear in the view, and some that 
<:f>should not. Use this checklist to verify that the view is working as intended. It's helpful for testing purposes to have a view that selects all documents (using the formula SELECT @All) so that you can open any document, whether or not it appears in th
e view you're checking.

@Dhead@<:#200,8486>Checking views

@Bullet@<+@><:S+-1><:#211,8486>Is there a default view for the database?

@1st lev para@<:#400,8486>If not, double-click the view that should be the default and choose Design - View Properties. Click the Options tab and select "Default view when database is first opened."

@Bullet@<:#200,8486>Is there a View by Date?

@1st lev para@<:#400,8486>If not, consider adding a view that sorts documents by date, so users can view documents in chronological order.

@Bullet@<:#400,8486>Do all views appear correctly on the View menu? Are the appropriate acce<:f,,>lerators used? Do the views appear in the correct order? Test this on a server to make sure.

@1st lev para@<:#200,8486>If not, check the names and the Show in View Menu" selection in the View Properties InfoBox. 

@Bullet@<:s><:#200,8486>Is the information in the view easy to read?

@1st lev para@<:s><:#400,8486>If it appears cluttered or if the columns are too close together, try resetting the column width and justification. 

@Bullet@<:#200,8486>Are all the documents that should be in the view displayed, or are there too many displayed?

@1st lev para@<:#200,8486>If the view is not displaying the documents you intended, check the view</R>s selection formula. 

@Bullet@<:#200,8486>Are response documents indented?

@1st lev para@<:#400,8486>If not and you want responses to be indented, select "Show response documents in a hierarchy" on the Options tab of the View Properties InfoBox. and create a column for responses.

@Bullet@<:#200,8486>Do response documents correspond to the correct main documents?

@1st lev para@<:#400,8486>If not, check the view</R>s selection formula; also be sure that the responses</m>only column is placed directly to the left of the column that displays the main document information.

@Bullet@<:#200,8486>If the view uses categories, are the categories appearing correctly?

@1st lev para@<:#400,8486>If not, make sure you</R>ve created a sorted, categorized column and used the name of the appropriate keyword field as its formula.

@Bullet@<:#400,8486>If you've written a form formula, are documents selected from the view being displayed with the correct form?

@1st lev para@<:#200,8486>If not, check the form formula.

@Bullet@<:#600,8486>Check cross</m>platform compatibility: Are all fonts used in this view available (or approximated) on all platforms? Are column widths sufficient for all platforms? Did you use platform</m>specific terms where appropriate?

@1st lev para@<:#200,8486>Try to make your application</R>s layout as generic as possible to suit all platforms.

@Bullet@<:#200,8486>If needed, has a read access list been defined for the view?

@1st lev para@<:#200,8486>Create it by selecting the Security tab in the View Properties InfoBox.

@Dhead@<:#200,8486>Checking columns

@Bullet@<:#200,8486>Is the information in each column correct?

@1st lev para@<:s><:#200,8486>If not, check the formulas in the column definitions.

@Bullet@<:#200,8486>Is the column returning values of the appropriate data type?

@1st lev para@<:#400,8486>If not, check the field formula; columns can only display simple text, so @Text may be needed in the formula to display values from numbers or time-date fields.

@Bullet@<:#200,8486>Is each column displaying all the information that is contained in it?

@1st lev para@<:s><:#200,8486>If not, you may need to adjust the column width, and/or the font used for displaying the column. 

@Bullet@<:s><:#200,8486>Are the contents of columns aligned properly?

@1st lev para@<:s><:#400,8486>For example, numbers should be right justified; text should be left justified or centered. Check the justification for each column.

@Bullet@<:#200,8486>Are documents in the right order?

@1st lev para@<:#400,8486>If not, check to see that you are sorting on the columns that you intended, and that you chose the order of sort (Ascending or Descending) that you had planned. 

@Bullet@<:#200,8486>Are documents supposed to be numbered?

@1st lev para@<:#400,8486>If so, and they are not, you may have deleted the document number column. Create a new, temporary view and copy the number column from the new view.

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>About distributing the application for design review

<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#422,8486><:X8,16;Index "Application" # "design review"><:X8,16;Index "Design review" #><:X8,16;Index "Distributing" # "the application for review"><:X8,16;Index "Database" # "distributing for review"><:X8,16;Index "Review" # "distributing the application for review">
<:f,,>The design review process should take place in two steps: an initial review and a final review. Both reviews involve you<:f><:f,,> as the designer and the people who requested the application. 

@Chead@<:s><:R><:#200,8486>Initial Review

<:#400,8486><:X8,16;Index "First review" # "distributing database for">When you have completed a working prototype of the application, your design should be reviewed by the people who will use the application.

<:#600,8486>For the initial review, both you and the reviewers should re</m>read the design specification, and make sure everyone understands the application</R>s purpose. During the review session, you and the reviewers must agree on any changes before the database is
 pilot tested.

<:#400,8486>After the initial review, update the design specification to reflect any changes that were agreed upon during the initial review. After you incorporate the changes, a final review can take place.

@Chead@<:s><:#200,8486>Final Review

<:#400,8486><:X8,16;Index "Final review" # "distributing database for">The final review provides everyone a chance to make sure that the requested changes to the database design were incorporated correctly, and to make sure no other needs were overlooked.

<:s><:#400,8486>Once the final review is complete, you and the people who requested the application should determine how much time is to be spent on a pilot test, and draw up a schedule accordingly.

<:#600,8486>At this point, you should agree to the extent of changes that will be allowed during the testing phase. Will you only fix problems that testing uncovers? Or will you be allowed to make additional changes to the application design if requested by the users?

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@Crossref@<:#200,8486><+)>Checking the forms, fields, and views<-)><+*>H_CHECKING_THE_FORMS,_FIELDS,_AND_VIEWS<-*>

@Crossref@<:#200,8486><+)>Pilot testing the application<-)><+*>H_PILOT_TESTING_THE_APPLICATION<-*>

@Crossref@<:#200,8486><+)>Making design changes before rollout<-)><+*>H_MAKING_DESIGN_CHANGES_BEFORE_ROLLOUT<-*>

@Crossref@<:#200,8486><+)>Requesting application signoff<-)><+*>H_REQUESTING_APPLICATION_SIGNOFF

@Bhead title@<:#220,8486>Pilot testing the application

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#844,8486><:X8,16;Index "Testing an application" #><:X8,16;Index "Application" # "testing"><:X8,16;Index "Pilot testing the application" #><:f,,><:X8,16;Index "Database" # "pilot testing">Once your 
<:f><:f,,>application has been reviewed, you should pilot test it with a few users. This gives you a chance to make sure that the application functions as you intended and that all instructions are clear. Because the application<:f><:f,,> users have a diffe
rent point of view, they often uncover problems missed during the review cycle.

@Numbered list@<:R1,2,1,360,1,720,><:#400,8486>Choose File - Database - New Copy to make a local backup copy of your application, in case you need to backtrack from changes made during the pilot test. 

@Numbered list@<:s><:R><:#600,8486>Write an About Database document for pilot</m>test users that explains that the application is in the testing phase. Give users your name and phone number, so they can contact you with questions, comments, and suggestions.

@Numbered list@<:#200,8486>Define an access control list for the test application by choosing File - Database - Access Control.

@Numbered list@<:#400,8486>Ask your Notes administrator for write access to a Notes server for the pilot test. Be sure to tell the administrator which users will also need access to that server during the pilot test.

@Numbered list@<:#200,8486>Copy the application to the server using File - Database - New Copy.

@1st lev para@<:s><:#200,8486><+!>Note <-!>Test the application on a single server. Do not create replicas at this stage.

@Numbered list@<:#600,8486>Keep track of questions that people ask about the function or use of the database. Their questions may point to information that should be included in the Using Database document or to changes that you should make to the design.

@See also prnt@<:#400,8486>For more information about access control lists and copying an application to a server, see the 
<+">Database Manager's Guide<-">.

@See also hlp@<:#110,8486>

@See also btn@<:#200,8486>

@See also btn@<:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_PILOT_TESTING_THE_APPLICATION<-*>

@Crossref@<:#200,8486><+)>

@Crossref@<:#200,8486><+)>Describing the database purpose<-)><+*>H_DESCRIBING_THE_DATABASE_PURPOSE<-*>

@Crossref@<:#200,8486><+)>About the Access Control List<-)><+*>H_ABOUT_THE_ACCESS_CONTROL_LIST<-*>

@Crossref@<:#200,8486><+)>About copying the database to a server<-)><+*>H_ABOUT_COPYING_THE_DATABASE_TO_A_SERVER<-*>

@Chead title@<:#200,8486>Details: Pilot testing the application

@See also prnt@<:#1000,8486>Only the people specifically assigned to pilot test the application should have access to it; the default access should be None. You might want to assign different access levels and privileges to different people, to make sure each person can access what th
ey should, and cannot access what they shouldn</R>t. Retain Manager access for yourself, so you can make changes to the ACL during the test period and solicit comments from the testers.

@Bhead title@<:#220,8486>Making design changes before rollout

@Numbered list@<:R1,2,1,360,1,720,><:#400,8486><:X8,17;Index "Changing" # "design before rollout"><:X8,17;Index "Rollout" # "making design changes before"><:X8,17;Index "Design" # "making design changes before rollout">If the same questions keep arising about a form, redesign the form to include more st
atic text, pop-up text, or field help.

@Numbered list@<:R1,2,1,360,1,720,><:#400,8486>If several users have designed the same type of private view, consider adding a shared view that incorporates their design. 

@Numbered list@<:R><:#200,8486>Incorporate any other design changes that are revealed during testing.

@Numbered list@<:#400,8486>If application reviewers were not involved in the test phase, schedule another review and make any design changes necessary.

@Numbered list@<:#200,8486>Update the design specification to reflect the changes made to the database.

@Bhead title@<+@><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#240,8486>About requesting application signoff

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#844,8486><:X8,17;Index "Application" # "sign</m>off"><:X8,17;Index "Signing off an application" #><:f,,><:X8,17;Index "Rollout" # "requesting application signoff">The application signoff is an agreement between the requester<:f><:f,,> and the designer that the appli
cation is ready for use. In some organizations, the signoff occurs at the time the application goes into multiple</m>user testing; in others, it happens after the test phase, just before the application is rolled out for general use.

@Ahead@<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#269,8486>Making a master design copy

<:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#633,8486><:X8,17;Index "Creating" # "a master template"><:X8,17;Index "Design" # "creating a template for future design changes"><:X8,17;Index "Template" # "creating for future design changes"><:f,,>Before delivering the database 
<:f><:f,,>to the database manager for general release, <:f><:f,,>make a local template copy as 
<:f><:f,,>the master design<:f><:f,,>. You can make <:f><:f,,>future design changes 
<:f><:f,,>to the template and then transfer them to the server database<:f><:f,,>. 
<:f>

@Numbered list@<:R1,2,1,360,1,720,><:#400,8486>If you are creating the template on a Macintosh workstation and want to create a new folder in which to store the template, create the folder first.

@Numbered list@<:R><:#200,8486>Select the database icon and choose File </m> Database </m> New Copy.

@Numbered list@<:s><:#200,8486>Select </S>Local.</T>

@Numbered list@<:#200,8486>Enter a title for your template.

@Numbered list@<:#200,8486>Press TAB and change the file name to include the .NTF extension reserved for templates.

@1st lev para@<:s><:#600,8486>If you include a directory specification, Notes stores the new database in the indicated directory (under the Notes data directory). If the directory doesn</R>t already exist, Notes creates it for you. If you don</R>t specify a directory, Notes stores the d
atabase in your Notes data directory.

@1st lev para@<:s><:#200,8486>(On the Macintosh, select your Notes Data Folder from the list under Desktop.)

@Numbered list@<:s><:#200,8486>In the Copy section of the dialog box, select "Database design only."

@1st lev para@<:s><:#200,8486>(On the Macintosh, in the Options section of the dialog box, deselect Copy Documents.)

@Numbered list@<:s><:#200,8486>Deselect Access Control List<:f,,>.<:f>

@Numbered list@<:#400,8486>Click Local Security to encrypt the database to protect the contents from being accessed at the operating system level.

@Numbered list@<:s><:#200,8486>Click OK (Copy on the Macintosh).

@Numbered list@<:#200,8486>Choose File </m> Database </m> Access Control to define an appropriate access control list for the<:f,,> template.<:f><:X8,18;Index "Template" # "ACL for master design"><:X8,18;Index "ACL" # "for master design">

@See also prnt@<:#200,8486><-!><:f,BArial,>For more information about rolling out an application<:f><:f,BArial,>, see 
<:f><:f,BArial,>the <+">Database Manager's Guide<-">.<:f>

@See also hlp@<:I0,0,0,0><:S+-1><:#281,8486>

@See also btn@<:#200,8486><-#><-#><-#><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_MAKING_A_MASTER_DESIGN_COPY<-*><-#><-#>

@Crossref@<:#200,8486><+)><:f,BArial,>

@Crossref@<:#200,8486><+)><:f,BArial,>About the Access Control List<-)><:f><+*>H_ABOUT_THE_ACCESS_CONTROL_LIST<-*>

@Crossref@<:#200,8486><:f,BArial,><+)>About copying the database to a server<-)><:f><+*>H_ABOUT_COPYING_THE_DATABASE_TO_A_SERVER<-*>

@Crossref@<:#200,8486><:f,BArial,>

@Bhead title@<:#220,8486><:f,BArial,>Details: Making a master design copy<:f>

<:f,BArial,>The following access levels are appropriate for the ACL of a template that you're creating for design maintenance<:f><:f,BArial,>:<:f><:f,BArial,><:t0>

@1st lev para@<:#200,8486>

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