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	4
[sty]
	
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[master]
	C:\AMIPRO\DOCS\V4\adg10toc.SAM
	
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[prn]
	PostScript (QMS)
[port]
	LPT2:
[lang]
	1
[desc]
	Planning a Customized Application
	
	
	
	
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	759687065
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		 7 3 0 86 1920 240 1 43 43
		[h]
			 0 210 86 2 0 3 0
			 1 600 86 2 0 1 0
			 2 800 86 2 0 1 0
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<:f,BArial,>Three-column chart<:f> 

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Easy to create and understand

>
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>
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<:f,BArial,>Role-centered diagram<:f>

>
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<:f,BArial,>Easy to understand<:f>

>
			 2 2 0 0 0 0 0 1 0 0 0 0
<:f,BArial,>Not suitable when there are multiple roles<:f> or a non-sequential workflow

>
			 3 0 0 0 0 0 0 1 0 0 0 0
<:f,BArial,>Action-centered diagram<:f>

>
			 3 1 0 0 0 0 0 1 0 0 0 0
<:f,BArial,>Easy to understand<:f>

>
			 3 2 0 0 0 0 0 1 0 0 0 0
<:f,BArial,>Not suitable when actions don't change<:f> <:f,BArial,>the status of work<:f>

>
			 4 0 0 0 0 0 0 1 0 0 0 0
<:f,BArial,>D<:f><:f,BArial,>ata-centered diagram<:f>

>
			 4 1 0 0 0 0 0 1 0 0 0 0
<:f,BArial,>Easy for those handling data to understand<:f>

>
			 4 2 0 0 0 0 0 1 0 0 0 0
<:f,BArial,>Not suitable when data or forms are<:f> <:f,BArial,>not involved<:f>

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Traditional structured programming flowchart

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			 5 1 0 0 0 0 0 1 0 0 0 0
Familiar format for programmers and systems analysts

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<:R1,2,1,1500,1,5089,>Not suitable for complicated interactions

>
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State-centered diagram

>
			 6 1 0 0 0 0 4096 1 0 0 0 0
<:f,BArial,>Can handle all types of coordination;<:f> <:f,BArial,>easy to understand<:f>

>
			 6 2 0 0 0 0 4096 1 0 0 0 0
<:f,BArial,>Takes practice; new to most users<:f>

>
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@Left pg foot@<+@><:P19999,0,11->  Application Developer</R>s Guide                                                                          Lotus Confidential 

>
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@Right pg foot@<+@>Lotus Confidential                                                Chapter 11: Planning a Customized Application  
<:P19999,0,11->

>
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[edoc]
@Ahead@<:s><:#240,8486><:f280,,><:><:><+!>Chapter 11  Planning a Customized Application<-!><:f>

<:s><:#600,8486><:X8,1;Index "Planning" # "a customized application"><:X8,1;Index "Application" # "planning a customized application"><:X8,1;Index "Database" # "planning a customized application"><:X8,1;Index "Customizing" # "an application">If existing databases or templa
tes don't work for the business process you want to translate into Notes, you can create a customized application. Always research and plan what you need before developing a working model of the application.

@Ahead@<:s><:R1,2,1,360,1,720,><:#240,8486>About the business process

<:s><:R1,2,1,360,1,720,><:#800,8486><:X8,1;Index "Planning" # "understanding management's views"><:X8,1;Index "Process" # "understanding management's views">A business process is a sequence of steps that accomplishes a specific business goal, such as providing customer support or initiating a
nd approving purchase requisitions. Processes remove elements of randomness from work, making it more efficient and predictable. In some business processes, different steps may be followed under different conditions.

<:s><:R><:#1000,8486>A process is how something is accomplished, not what is accomplished. For example, if shopping is the goal, you reach the goal when you've purchased all the items on your list. How you pick up the items is the process. You may pick up the items in the exact
 order in which they are written. You may proceed methodically aisle by aisle through each store. Or you may prioritize your list and then pick up items in order of their priority.

<:s><:R1,2,1,360,1,720,><:#600,8486>Before you can automate a business process, you should acquire a thorough understanding of how it is currently executed. You need to know the objective of the business process, what launches the process, and what determines when the process is complete or t
erminated. 

<:s><:R1,2,1,360,1,720,><:#600,8486>Your understanding of the strengths and weaknesses of the current process, along with your knowledge of Notes, is your key to building a better process. Don't confuse the process with the application; the application should support the process, making the w
ork easier, more efficient, and more controlled.

@Ahead@<:s><:R><:#240,8486>Researching what the application needs to do

<:s><:#400,8486>To deliver a successful application, take time at the outset to understand the business process Notes 
<:X8,1;Index "Researching" # "what an application needs to do"><:X8,1;Index "Planning" # "researching what the application needs to do"><:X8,1;Index "Application" # "researching what the application needs to do">should support and the users who need to chan
ge their work styles to adapt to Notes.

@Numbered list@<:#400,8486><+)>Interview management to understand the business process<-)><+*>H_INTERVIEWING_MANAGEMENT_TO_UNDERSTAND_THE_BUSINESS_PROCESS<-*> 

@Numbered list@<:#200,8486><+)>Learn how people do the work<-)><+*>H_LEARNING_HOW_PEOPLE_DO_THE_WORK<-*> 

@Numbered list@<:#200,8486><+)>Evaluate the process<-)><+*>H_EVALUATING_THE_BUSINESS_PROCESS<-*> 

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Interviewing management to understand the business process

<:s><:R1,2,1,360,1,720,><:#400,8486>Interview one or more management representatives, including at least one who uses or supervises the current process and at least one who will own the new process (your application).  Ask these questions.

@Numbered list@<:s><:R><:#200,8486>What are the goals of this business process?

@Numbered list@<:s><:#200,8486>What are the good and bad points about the current process?

@Numbered list@<:s><:#400,8486>Ask the representatives to explain their reasoning, especially concerning any areas that confuse you or seem unusual.

@Numbered list@<:s><:#200,8486>What is the organizational structure of the users?

@Numbered list@<:s><:#200,8486>Which person, group, or department is ultimately responsible for the business process?

@Numbered list@<:s><:#400,8486>If you had to choose between performance and convenience, which is more important in this process?

@Numbered list@<:s><:#400,8486>What do you expect from the new application? How will you determine if the application is successful?

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

@See also btn@<:s><: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:_ABOUT_UNDERSTANDING_THE_BUSINESS_PROCESS<-*>

@Chead title@<:s><:R><:#200,8486>Details: Understanding the business process

<:s><:#600,8486>When identifying users, start with the large functional group(s) that will use the application, and work down to the core group of users. Try to identify groups by looking at the current organization and the way work moves between the existing groups.

<:s><:#600,8486>To identify the process owner, look for the people in charge of the business process now. For example, the staffing group in the Human Resources Department may be the process owner of a Job Requisition application.

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Learning how people do the work

<:s><:R><:#400,8486>Understanding how people are doing the work now, either with a paper-based system or another application helps you understand the details of the process.

@Numbered list@<:s><:#400,8486>Identify each type of user who plays a part in the process or uses its results. These users may be in different departments, have different job titles, or perform specific portions of the process. 

@Numbered list@<:s><:#400,8486><:X8,2;Index "Users" # "interviewing"><:X8,2;Index "Planning" # "interviewing users"><:f>Interview representatives from each user group to find out  the objects they deal with (such as forms, people, or databases), the actions they take, and the interaction
s they participate in. 

@Numbered list@<:s><:#200,8486>Obtain printed copies of all the forms used in the process. Look at both blank and filled-in forms.

@Numbered list@<:s><:#200,8486>Obtain printed copies of all the kinds of reports that are generated.

@Numbered list@<:s><:#400,8486>On a copy of each form or report, circle the information that is essential to the process, mark the nonessential, and cross out what can be removed.

@Numbered list@<:s><:#600,8486>Make any additional comments on each form or report that could help when you develop the application; for example, make a note of any additional data needed for the process that the current forms or reports do not have.

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

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

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

@Chead title@<:s><:#200,8486>Details: Learning how people do the work

<+@><:s><:I0,0,0,0><:S+-1><:#633,8486><:X8,2;Index "Planning" # "learning how people do the work"><:X8,2;Index "Users" # "and planning an application">Users who perform a specific function play a role in a business process. Typical roles in a discussion application are author, responder, and re
ader. Typical roles in a workflow application are initiator, approver, reviewer, editor, and process owner.

<:s><:#200,8486>Here are some of the questions you want to ask the representatives of each user role:

@Bullet@<:s><:#200,8486>Are you a frequent or infrequent user of this process?

@Bullet@<:s><:#200,8486>How much experience do you have using computer applications?

@Bullet@<:s><:#200,8486>When you use Notes, are you usually connected to the network, using a modem, or disconnected?

@Bullet@<:s><:#200,8486>Do you know why you need to perform each step?

@1st lev para@<:s><:#400,8486>You need to understand "why" at every step of the process in order to develop an appropriate application.

@Bullet@<:s><:#400,8486>Are you required to perform unnecessary steps, such as entering data that seems useless or sending documents to people who don't read them?

@Bullet@<:s><:#600,8486>Ask some users to walk you through the current process, noting what they do and don't like about it. You may notice some redundancies (for example, entering the same data in more than one place) during the walkthrough -- make note of these. 

@Bullet@<:s><:#200,8486>What words do you use when you describe the work?

@1st lev para@<:s><:#400,8486>Pay attention to familiar terminology. These terms should be included in your application field labels, button text, form and view names, and so on. 

@Bullet@<:s><:#200,8486>Where do you get stuck?

@1st lev para@<:s><:#600,8486>If there are problems with the current process, try to find out why. Brainstorm with users to come up with suggestions for fixing it. Don't tell them an idea is impossible--you may be able to find a way to accommodate them. Tell them that you'll look into t
heir proposals, and suggest alternatives.

@1st lev para@<:s><:#600,8486>Ask questions when the process seems confusing. Users may tell you "we've always done it that way" or "I was told to do it that way." See if there's a better reason. It's possible that a procedure has become obsolete and nobody could figure out how to elimi
nate it.

@Bullet@<:s><:#200,8486>Is there information that you need to find elsewhere while you work on this process?

@1st lev para@<:s><:#400,8486>If appropriate, ask if they'd like this information to become part of, or accessible from, the new application.

@Bullet@<:s><:#200,8486>What do you require from the new application?

@Bullet@<:s><:#200,8486>What would be nice to have, but is not essential (wish list items)?

@1st lev para@<:#600,8486>Try to steer them away from describing what they want in Notes terms. Encourage them to tell you in ideal terms what they'd like. Try to get users to draw a picture of what they'd like; this is especially helpful for complex applications.  Have users priori
tize the list.

@Bullet@<:s><:#200,8486>If you currently use other Notes applications, which ones do you enjoy using most? Why?

@1st lev para@<:s><:#200,8486>You may want to copy popular aspects of other applications.

@Bhead title@<:s><:#220,8486>Evaluating the business process

<:s><:R1,1,1,1260,><:#400,8486>Evaluate the current process, as you understand it from your interviews with management and users, and then design a better process.

@Numbered list@<:s><:R><:#400,8486>Obtain a description of the current process or write it up yourself, with descriptions of the objects, roles, and actions and all procedures and human interactions.

@Numbered list@<:s><:#200,8486>(Optional) Create a flow diagram if it helps you visualize the current process.

@Numbered list@<:s><:#200,8486>Ask a few users to review the description and diagram for accuracy.

@Numbered list@<:s><:R1,1,1,1260,><:#400,8486>Decide what you want to retain of the current process, removing areas of redundancy, confusion, and other inefficiencies where you can.

@Numbered list@<:s><:R1,1,1,1260,><:#400,8486>Decide what changes you want to make to improve efficiency, remove limitations, handle exceptions, and solve usability problems.

@Numbered list@<:s><:R1,1,1,1260,><:#200,8486>(Optional) Create a flow diagram that illustrates the new process.

@Numbered list@<:s><:R1,1,1,1260,><:#200,8486>Review your ideas and diagram with the process owner.

@Numbered list@<:s><:R1,1,1,1260,><:#200,8486>Write up a description of the new process.

@Numbered list@<:s><:R1,1,1,1260,><:#200,8486>Have management and users review the new process and agree to it.

@See also prnt@<:s><:R1,1,1,1260,><:#200,8486>For information about creating a flow diagram, see "About illustrating the process."

@See also hlp@<:s><:R1,1,1,1260,><:#110,8486>

@See also btn@<:s><:R1,1,1,1260,><:#200,8486>

@See also btn@<:R1,1,1,1260,><:#200,8486><+)>{bmc 1details.bmp}See details<-)><+*>H_DETAILS:_EVALUATING_THE_BUSINESS_PROCESS<-*>

@Crossref@<:s><:R1,1,1,1260,><:#200,8486><+)>

@Crossref@<:R1,1,1,1260,><:#200,8486><+)>About illustrating the process<-)><+*>H_ABOUT_ILLUSTRATING_THE_PROCESS<-*>

@Chead title@<:s><:R1,2,1,360,1,720,><:#200,8486>Details: Evaluating the business process

<:s><:R1,2,1,360,1,720,><:#800,8486><:X8,3;Index "Process" # "analyzing how the work is done"><:X8,3;Index "Planning" # "analyzing the business process">Developing skill in problem analysis takes time and experience. Don't succumb to the temptation to skip this step. During this phase, focus 
on the process, information, and constraints. Don't try to design yet; that will limit your solutions too early. Thinking about broad design issues is unavoidable, but leave the specifics for the prototype phase.

@Ahead@<:s><:R><:#240,8486>About illustrating the process

<:s><:R1,2,1,360,1,720,><:#800,8486>You can illustrate a business process using a flow diagram. A diagram is not critical for applications that are static or where users' roles are clear. For applications that move information between people or databases, a diagram clarifies the elements that
 are vital to the process. A diagram is also important if someone else maintains or supports your application.

<:s><:R1,2,1,360,1,720,><:#200,8486>A flow diagram and its description should answer the following questions:

@Bullet@<:s><:R><:#200,8486>How is the process launched?

@Bullet@<:s><:#400,8486>What are the steps of the process? (The name of each step is used to track the status of the workflow.)

@Bullet@<:s><:#200,8486>What are the roles (activities or sets of activities that a user or group of users perform)?

@Bullet@<:s><:#400,8486>What actions can particular users perform at each step? For example, approvals, comments, rejections, status requests, data updates, and so on.

@Bullet@<:s><:#200,8486>When is the process complete?

@Bullet@<:s><:#200,8486>When should roles be prevented from participating at what steps?

@Bullet@<:s><:#200,8486>What actions should automatically be invoked by agents?

<:s><:#200,8486>The table below summarizes the strengths and weaknesses of each charting approach. 

<:s><:t0>

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Ways to illustrate the process

@Bullet@<:R1,2,1,1500,1,5089,><:#200,8486><+)>Create a simple three-column chart<-)><+*>H_CREATING_A_SIMPLE_THREE-COLUMN_CHART<-*>

@Bullet@<:R1,2,1,1500,1,5089,><:#400,8486><-#><-#><-*><-#><-#><-*><-#><-#><-#><+)>Illustrate who does the work at each stage<-)><+*>H_ILLUSTRATING_WHO_DOES_THE_WORK_AT_EACH_STAGE<-*><-#><-#>

@Bullet@<:R1,2,1,1500,1,5089,><:#200,8486><+)>Illustrate the tasks at each stage<-)><+*>H_ILLUSTRATING_THE_TASKS_AT_EACH_STAGE<-*>

@Bullet@<:R1,2,1,1500,1,5089,><:#400,8486><-)><+)>Illustrate the movement of forms and data<-)><+*>H_ILLUSTRATING_THE_MOVEMENT_OF_FORMS_AND_DATA<-*>

@Bullet@<:R1,2,1,1500,1,5089,><:#400,8486><-*><+)>Create a traditional structured programming flowchart<-)><+*>H_CREATING_A_STRUCTURED_PROGRAMMING_FLOWCHART<-*>

@Bullet@<:R1,2,1,1500,1,5089,><:#200,8486><+*><+)>Illustrate complex workflow processes<-)><-*><+*>H_ILLUSTRATING_COMPLEX_WORKFLOW_PROCESSES<-*>

@Chead title@<:R1,1,1,1080,><:#200,8486><-">Creating a simple three-column chart

<:s><:R1,1,1,1080,><:#400,8486>This easy-to-read flowchart is suitable for simple applications. It is not be adequate for complex applications involving multiple paths, reworks, loops, or exceptions.

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Divide a large sheet of paper into three columns: Roles, Actions, and Objects.

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Using one line for each action, write the first action on the first line and draw a circle around it.

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Fill in the role (the user or agent taking the action).

@Numbered list@<:s><:R1,1,1,1080,><:#400,8486>Fill in the object (the item acted upon and/or resulting from the action--sometimes you have more than one object for a single action).

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Repeat steps 2-4 for each action.

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Connect the actions vertically with arrows to represent the interactions.

<:s><:R1,1,1,1080,><:#200,8486>{bmc filename.bmp}

@Chead title@<:s><:R1,2,1,360,1,720,><:#200,8486>Illustrating who does the work at each stage

<:R1,2,1,360,1,720,><:#200,8486><:X8,5;Index "Process" # "illustrating the work roles"><:X8,5;Index "Workflow" # "illustrating the work roles"><:X8,5;Index "Diagrams" # " illustrating the work roles"><:X8,5;Index "Illustrating" # "work roles"><:X8,5;Index "Flow diagrams" #"role-centered">
<:X8,5;Index "Role-centered diagram" #><:f>Role diagrams work well for workflows where the work proceeds sequentially from one role to the next. 

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>S<:f><:f,,>how <:f><:f,,>the roles in rectangles.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><:f,,>Draw <:f><:f,,>lines to describe the actions that move the workflow to the next role.<:f>

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><:f,,>Draw <:f><:f,,>a circle showing the final state.<:f>

<:s><:R1,2,1,360,1,720,><:#200,8486>{bmc filename.bmp}

@Dhead@<:s><:R1,2,1,360,1,720,><:#200,8486>Details: Illustrating who does the work at each stage

<:s><:R1,2,1,360,1,720,><:#1400,8486>A role-centered diagram assumes a role-centric view of the workflow; it shows how the participants are coordinated. One of the great strengths of role-centered diagrams is that they are usually easiest for participants to understand.  But role-centered diag
rams can become tangled up when more than one role can participate in a workflow at a particular step. For example, when a request is pending an approval step, it may be important for the initiator to ask for status, cancel, or modify the request. Thus, bot
h the initiator and the approver both have valid actions pending approval. This kind of activity is difficult to depict in a role-centered diagram.  

@Chead title@<:s><:R1,2,1,360,1,720,><:#200,8486>Illustrating the tasks at each stage

<:s><:R1,2,1,360,1,720,><:#200,8486><:X8,5;Index "Process" # "illustrating actions"><:X8,5;Index "Workflow" # "illustrating actions"><:X8,5;Index "Diagrams" # " illustrating actions"><:X8,5;Index "Illustrating" # "actions"><:X8,5;Index "Flow diagrams" #"action-centered"><:X8,5;Index "Action-centered diagram" #>
Action diagrams are useful for diagramming the interaction of people and tasks<:f><:f,,>.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><:f,,>Show each<:f><:f,,> task in a box.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><:f,,>Draw lines connecting the boxes to show <:f><:f,,>how the tasks<:f><:f,,> are linked together. 
<:f>

<:s><:R1,2,1,360,1,720,><:#200,8486>{bmc filename.bmp}

@Dhead@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>Details: Illustrating the tasks at each stage

<:s><:R1,2,1,360,1,720,><:#1000,8486><:f,,>An action-centered diagram assumes an action-centric view of the workflow; it shows how the actions are coordinated.<:f> Like role diagrams, action diagrams are relatively easy for participants to understand, but they are somewhat more robust. Action 
diagrams can also be combined with information about data/forms. Some workflow activities that don't automatically move the workflow to the next step are difficult to depict in action diagrams, for example, asking for status.

@Chead title@<:s><:R1,2,1,360,1,720,><:#200,8486>Illustrating the movement of forms and data

<:R1,2,1,360,1,720,><:#400,8486><:X8,5;Index "Process" # "illustrating data and forms"><:X8,5;Index "Workflow" # "illustrating data and forms"><:X8,5;Index "Diagrams" # " illustrating data and forms"><:X8,5;Index "Illustrating" # "data and forms"><:X8,5;Index "Flow diagrams" #"data/form-centered">
<:X8,5;Index "Data-centered diagram" #><:X8,5;Index "Form-centered diagram" #><:f>Data/form diagrams and flowcharts are appropriate for static flows where coordination involving multiple paths, reworks, loops, and so on, are not needed.

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>Draw <:f><:f,,>data or forms in boxes.

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>Draw <:f><:f,,>lines to describe the links to the next sequential action<:f><:f,,>.

<:s><:R1,2,1,360,1,720,><:#200,8486>{bmc filename.bmp}

@Dhead@<:s><:R1,2,1,360,1,720,><:#200,8486>Details: Illustrating the movement of forms and data

<:s><:R1,2,1,360,1,720,><:#1200,8486>A data/form-centered diagram assumes a data-centric view of the workflow; it shows how the data is coordinated. This approach is familiar to trained information specialists but can be difficult for anyone not handling the data to understand. Data/form diagr
ams can become confusing when work is routed through steps that do not involve changes to the form or data; for example, when work is routed to a group or a supervisor to assign the work, when work is put on hold, or when work is coordinated with other proc
esses. Typical data flow charts need to be adapted to describe how workflows are coordinated. 

@Chead title@<:s><:R1,1,1,1080,><:#200,8486>Creating a traditional flowchart

<:s><:R1,1,1,1080,><:#400,8486>This type of flowchart is not always suitable for complicated interactions, but many programmers and systems analysts are comfortable with this type of flowchart.

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Draw boxes to depict the actions.

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Draw diamonds to show program decision points.

@Numbered list@<:s><:R1,1,1,1080,><:#200,8486>Draw arrows to show the flow of the program.

<:s><:R1,1,1,1080,><:#200,8486>{bmc filename.bmp}

@Chead title@<:s><:R1,2,1,360,1,720,><:#200,8486>Illustrating complex workflow processes

<:s><:R1,2,1,360,1,720,><:#200,8486><:X8,6;Index "Process" # "illustrating the status of work"><:X8,6;Index "Workflow" # "illustrating the status of work"><:X8,6;Index "Diagrams" # " illustrating the status of work"><:X8,6;Index "Illustrating" # "the status of work"><:X8,6;Index "Flow diagrams" #"state-centered">
<:X8,6;Index "State-centered diagram" #><:f>State-centered diagrams are suitable for all types of static and dynamic workflows.<:f,,> 

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>Draw <:f><:f,,>the final state of the work in a circle.

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>Draw <:f><:f,,>interim states in rectangles.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><:f,,>Add <:f><:f,,>lines to describe the actions <:f><:f,,>that move the workflow to the next state.<:f>

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>Add information about the data/form <:f><:f,,>in <:f><:f,,>the state circle or<:f><:f,,> the action line<:f><:f,,>. 

<:s><:R><:#200,8486>{bmc filename.bmp}

@Dhead@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>Details: Illustrating complex workflow processes

<:s><:R1,2,1,360,1,720,><:#1200,8486><:f,,>A state-centered diagram assumes a work-centric view of the workflow; it shows how the work is coordinated. State-centered diagrams are sometimes more difficult for participants to read and understand, but there are no limitations to state-centered di
agrams in representing the flow of work. For example, actions that do not change the state of the work (status requests, inquiries) can be drawn with arrows that start and stop in the same state. Any number of roles can take action when the work is in any s
tate. 

@Dhead@<:s><:R><:#200,8486>Example: Illustrating complex workflow processes

<:s><:#200,8486>The example shows the following advanced features:

@Bullet@<:s><:#200,8486>The initiator is free to cancel the request at any time.

@Bullet@<:s><:#200,8486>The initiator can request status at any time. This action doesn't change the state in the diagram.

@Bullet@<:s><:#400,8486>Each approver can ask questions of the initiator when he or she is approving the process. This action doesn't change the state in the diagram.

@Bullet@<:s><:#200,8486>Approver #1 and #2 can send the request back for modifications.

<:s><:R1,1,1,1080,><:#200,8486>{bmc filename.bmp}

<:s><:R1,1,1,1080,><:#400,8486>An infinite number of workflow variations can be represented in this way, and most of them can be built with Notes.

@Ahead@<:s><:R1,2,1,360,1,720,><:#240,8486>Translating the process into Notes

<:s><:R1,2,1,360,1,720,><:#400,8486>Before you write a design specification or produce a prototype, follow these steps to think in broad terms about the features the application must have to fulfill its function.

@Numbered list@<:R1,2,1,360,1,720,><:#400,8486><+)>Understand the type of application you need<-)><+*>H_UNDERSTANDING_THE_TYPE_OF_APPLICATION_YOU_NEED.<-*>

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><+)>Plan the number of databases<-)><+*>H_PLANNING_THE_NUMBER_OF_DATABASES<-*>.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><+)>Plan the flow of information<-)><+*>H_PLANNING_THE_FLOW_OF_INFORMATION<-*>.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><-#><+)>Plan for multiple operating systems<-)><+*>H_PLANNING_FOR_MULTIPLE_OPERATING_SYSTEMS<-*>.

@Numbered list@<:R1,2,1,360,1,720,><:#200,8486><+)>Plan for translation<-)><+*>H_PLANNING_FOR_TRANSLATION<-*>.

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Understanding the type of application you need

<:s><:R1,2,1,360,1,720,><:#800,8486>Understanding the nature of the application helps you work out specific design details. Applications can usually be characterized as one of, or a blend of, several types. They are listed here in order of design complexity, from simple to complex. Since cust
omized applications are started from scratch, rather than from templates, they are often the more complex types of applications.

@Bullet@<:s><:R1,2,1,360,1,720,><:#200,8486><:X8,7;Index "Discussion application" #><:X8,7;Index "Application" # "Discussion">Discussion applications 

@1st lev para@<:s><:R1,2,1,360,1,720,><:#400,8486><:f,,>These support <:f><:f,,>group communication. They <:f><:f,,>encourage 
<:f><:f,,>people's ideas and responses without forcing them to be restricted to 
<:f><:f,,>a particular location or time.<:f>

@Bullet@<:s><:R1,2,1,360,1,720,><:#200,8486><:X8,7;Index "Broadcast application" #>Reference applications

@1st lev para@<:s><:R1,2,1,360,1,720,><:#200,8486><:f,,>These provide a library of shared information <:f><:f,,>that can be updated as necessary.<:f>

@Bullet@<:s><:R1,2,1,360,1,720,><:#200,8486>Broadcast applications 

@1st lev para@<:s><:R1,2,1,360,1,720,><:#600,8486>These keep people updated with news items they need for their work. Information is often disseminated through mail messages.<:f,,> Such applications 
<:f><:f,,>are available to a large audience and contain information<:f><:f,,> that is usually time</m>critical but doesn't change<:f>. 

@Bullet@<:s><:R1,2,1,360,1,720,><:#200,8486><:X8,7;Index "Reference application" #><:X8,7;Index "Application" # "reference"><:X8,7;Index "Tracking application" #><:X8,7;Index "Application" # "tracking">Tracking applications

@1st lev para@<:s><:R1,2,1,360,1,720,><:#600,8486><:f,,>These are designed to replace a paper-based activity<:f><:f,,> by an electronic one in which 
<:f><:f,,>users contribute to<:f><:f,,> the activity<:f><:f,,>, <:f><:f,,>keep track of progress<:f><:f,,>, or produce reports<:f><:f,,>. Such applications 
<:f><:f,,>usually <:f><:f,,>involve <:f><:f,,>many active users, sometimes from different workgroups<:f><:f,,>.<:f>

@Bullet@<:s><:R1,2,1,360,1,720,><:#200,8486>Approval applications 

@1st lev para@<:s><:R1,2,1,360,1,720,><:#800,8486>provide an electronic method for reviewing information or approving requests. Such applications often use mail routing, automated reminders, tracking features, and sets of actions that are based on different conditions. Approval applications require active 
participation by the people who are reviewers or approvers. 

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Planning the flow of information

<+@><:s><:I0,0,0,0><:S+-1><:R1,2,1,360,1,720,><:#633,8486>Information in Notes flows in one of three ways--inwardly to a central shared database, linearly from user to user, or outwardly from a database to individual users<:f,,>. You must decide how i<:f><:f,,>nformation flows<:f><:f,,> before developing the appli
cation because it<:f><:f,,> affects the nature of all the design components.

@Bullet@<:s><:R1,2,1,360,1,720,><:#400,8486><:f,,>T<:f><:f,,>he Shared model<:f><:f,,> uses <:f>a central database in which individuals contribute information that is seen by anyone who reads the database. 

@1st lev para@<:s><:R1,2,1,360,1,720,><:#1000,8486>Discussion and reference applications are often built on the Shared model. A mail-in database that collects information through users' e-mail messages also fits this model. The Shared model places the least burden on network resources and conserves server d
isk space, but relies on users to check the central database faithfully. Well-designed views that lead users to new information quickly or that organize work to be done help offset the drawbacks.

@Bullet@<:s><:R1,2,1,360,1,720,><:#600,8486><:f,,>The Send model<:f><:X8,8;Index "Application" # "sending information method"> uses e-mail notifications rather than a central database. Although information may be stored in a central database, users read and pass along information through e-mail. Auto
mated, easy-to-use forms are typical of Send model applications. 

@1st lev para@<:s><:R1,2,1,360,1,720,><:#600,8486>Approval or tracking applications lend themselves to the Send model. This model is the most convenient for users because they don't need to remember to check a central database, but uses more network resources and takes more server disk space than the Share
d model.

@1st lev para@<:R1,2,1,360,1,720,><:#600,8486>The Send model is not suitable for certain approval and signoff processes MORE INFO -- WHICH PROCESSES??because multiple instances of a document can be created, opening the possibility that a rejection will be bypassed. 

@Bullet@<:s><:R1,2,1,360,1,720,><:#600,8486>The Hybrid model combines the best of the Send and Share models. Information is stored in a central database and automatic e-mail notifications make users aware of information that needs their attention.

@1st lev para@<:s><:R1,2,1,360,1,720,><:#400,8486>Any type of application can be built around this model, but it is especially useful for approval, broadcast, or tracking applications where information needs to be read or acted on promptly.

@1st lev para@<:s><:R1,2,1,360,1,720,><:#800,8486>If some users dial in via modem or use cc:Mail or another VIM-compliant mail system, it is more convenient for them to see the entire original document in an e-mail, rather than a link to it. However, they still need to access the source database to make ch
anges. You may want to make the source database a mail-in database to make it easy for these types of users to file their changes.

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Planning the number of databases

<:s><:R><:#600,8486>Some applications require more than one database. A typical multiple-database application uses lookup formulas or functions to find information in another database (for example, a Person's name in the Name & Address Book).

<:s><:#200,8486>You usually want to design a single-database application if:

@Bullet@<:s><:#200,8486>It is relatively simple and there are no lookups.

@Bullet@<:s><:#200,8486>There are a few column lookups, but you can put them all in one view of the same database.

@Bullet@<:s><:#200,8486>Many users dial-in to use the application.

@1st lev para@<:#600,8486>Remote users do not have enough disk space for extra lookup databases. If possible, keep lookup views in one database, or, if that's not possible, do not refresh lookup fields??++ during an editing session.

<:s><:#200,8486>Multiple-database applications usually have one or more of these characteristics:

@Bullet@<:s><:#200,8486>There are many lookups and  you need a separate database to contain all the lookup information.

@1st lev para@<:s><:#400,8486>Putting large amounts of information in one database makes a single database too large, too slow, and too difficult to maintain.

@Bullet@<:s><:#200,8486>The application looks up information in existing databases. 

@Bullet@<:s><:#200,8486>The application needs a repository for mail-in documents.

@Tip@<:s><:#600,8486>Be sure that users can access all lookup databases; this is easiest if you store all databases for an application on the same server. Consult with the appropriate Notes administrators and database managers to ensure proper access. 

@Bhead title@<:s><:#220,8486>Planning for multiple operating systems

@Bullet@<:s><:#400,8486>You can create and use Notes databases on a variety of platforms, including Windows, OS/2, Macintosh, and UNIX; all users have access to the same information.

@Bullet@<:s><:#400,8486>Some Notes features (such as editing linked objects) are not available on all platforms; keep platform differences in mind when you include specialized features.

@Bhead title@<:s><:#220,8486>Planning for translation

<:s><:#200,8486>If the application is to be adapted for another country, consider the following:

@Bullet@<:s><:#200,8486>Be aware of date and currency formats in the other country.

@Bullet@<:s><:#400,8486>Learn about application norms and expectations in different countries and have representative international users review each stage of your application planning and development.

@Bullet@<:s><:#200,8486>You can redesign a database created in a language to use any other language without losing data.

@Bullet@<:s><:#400,8486>You can paste documents in a database from one language into a database that uses another language, without losing any functionality.

@Bullet@<:s><:#800,8486>When translating an application to a foreign language, avoid changing the names of design elements--especially if your application is based on a design template. If you must translate the name of forms, views, or keywords for display, use the original names
 as a synonym so that all formulas and agents still work correctly.

@See also prnt@<:s><:#200,8486>For more information about using Notes internationally, see the <+">Administrator's Guide<-">.

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

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

@Crossref@<:#200,8486>Notes Administrator's Help??++

@Ahead@<:s><:#240,8486><:f,,>Planning <:f><:f,,>each component<:f>

<:s><:#200,8486>Follow these steps to plan each major element of the application.

@Numbered list@<:#200,8486><+)><:f,,>Plan the forms<-)><:f><+*>H_PLANNING_THE_FORMS.<-*>

@Numbered list@<:#200,8486><:f,,><+)>Plan the views<-)><:f><+*>H_PLANNING_THE_VIEWS.<-*>

@Numbered list@<:#200,8486><:f,,><+)>Plan the navigators<-)><:f><+*>H_PLANNING_THE_NAVIGATORS.<-*>

@Numbered list@<:#200,8486><:f,,><+)>Plan the agents<-)><:f><+*>H_PLANNING_THE_AGENTS<-*><-)><-)><-#>.

@Bhead title@<:s><:#220,8486><:f,,>Planning the forms

<:s><:#200,8486><:X8,9;Index "Planning" # "forms"><:X8,9;Index "Forms" # "planning"><:X8,9;Index "How to" # "plan a form">Identify the information that must be included in the application before creating the forms in Notes. 

@Numbered list@<:s><:#400,8486>Collect copies of existing printed forms, if available, and determine which information is useful for the new application. 

@Numbered list@<:s><:#200,8486>Decide what Notes forms are required for the application.

@Numbered list@<:s><:#200,8486>Identify and state the purpose of each Notes form.

@Numbered list@<:s><:#400,8486>To speed up your design work, try to locate a Notes form or subform that can be copied and modified as needed.

@Numbered list@<:s><:#600,8486>For each form, make a list of static information--text or graphics that remain constant for every document created with the form, such as the form name, field descriptions, a company logo, a button, or instructions.

@Numbered list@<:s><:#400,8486>For each form, make a list of variable information--the data that changes for each document, such as the document creation date, a subject line, a customer name, a calculated total, or a part number. 

@Numbered list@<:s><:#400,8486>Identify where variable information comes from--user entries, calculations, data from another form's fields, data from another Notes database, or data from non-Notes products.

@Numbered list@<:s><:#400,8486>Draw a rough sketch of each form. Group similar fields into sections, if appropriate, and show the text, fields, buttons, graphics, and other elements you plan to include.

@See also prnt@<:s><:#200,8486>For design tips, see "About making forms easy to use" in Chapter 3.

@Numbered list@<:s><:#200,8486>Match each type of information in the existing forms with a field data type.

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486>Identify the type of fields you need to create.

@Indnt bullet@<:s><:R1,2,1,360,1,720,><:#200,8486>For text: Regular Text, Rich Text, or Keyword lists

@Indnt bullet@<:s><:R1,2,1,360,1,720,><:#200,8486>For numbers: Number

@Indnt bullet@<:s><:R1,2,1,360,1,720,><:#200,8486>For times or dates: Time-date

@Indnt bullet@<:s><:R1,2,1,360,1,720,><:#200,8486>For user names: Authors, Readers, or any Names

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486>Decide which fields users can edit and which are computed.

@Numbered list@<:s><:R1,2,1,360,1,720,><:#200,8486>Decide if you need any hidden fields to calculate information for the form or a view.

@Numbered list@<:s><:R><:#200,8486>Review the form components you've chosen to be sure you haven't omitted significant features.

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

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

@Crossref@<:#200,8486><+)>About making forms easy to use<-)><+*>H_ABOUT_MAKING_FORMS_EASY_TO_USE<-*>

@Bhead title@<:s><:#220,8486>Planning the views

<:s><:R1,4,1,0,1,720,1,1440,1,2160,><:#200,8486><:X8,10;Index "Planning" # "views"><:X8,10;Index "Views" # "planning"><:X8,10;Index "How to" # "plan a view"><:f>Identify the information that must be included in the application's views before creating them in Notes.

@Numbered list@<:s><:R><:#200,8486>Decide what views are required for the application.

@Numbered list@<:s><:#200,8486>Identify and state the purpose of each view. 

@1st lev para@<:s><:R1,4,1,0,1,720,1,1440,1,2160,><:#600,8486>If the database is made up of main and response documents, it</R>s a good idea to have at least one view of the database that shows each main document associated with its response documents. It's also a good idea to have a view that sorts documents by date.

@Numbered list@<:s><:R><:#200,8486>Decide if all documents or a subset of documents are displayed in each view.

@Numbered list@<:s><:#200,8486>Decide how documents are sorted in each view.

@Numbered list@<:s><:#200,8486>Decide if categories should be included in each view.

@Numbered list@<:s><:#200,8486>Decide if access to read the documents in each view is restricted.

@Numbered list@<:s><:#200,8486>Draw a rough sketch of each view and its columns.

@Numbered list@<:s><:#400,8486>Identify where column information comes from--fields, simple formulas, customized formulas, data from a column in another view or another Notes database, or data from non-Notes products.

@Numbered list@<:s><:#200,8486>Identify any hidden columns that are needed for lookups or special sorting.

@Numbered list@<:s><:#400,8486>Print copies of the database forms to use as a reference if you need to know field labels. (To print a form, open the form and choose File 
</m> Print.)

@Numbered list@<:s><:#200,8486>To speed up your design work, try to locate a view that can be copied and modified if needed.

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Planning navigators

@Numbered list@<:R><:#200,8486><:X8,10;Index "Planning" # "navigators"><:X8,10;Index "Navigators" # "planning"><:X8,10;Index "How to" # "plan a navigator"><:f>Decide what navigators are required for the application.

@Numbered list@<:s><:#200,8486>Identify and state the purpose of each navigator.

@Numbered list@<:s><:#200,8486>Decide which navigator will be the default.

@Numbered list@<:s><:#200,8486>Draw a rough sketch of the graphics you need to paste or create in each navigator.

@Numbered list@<:s><:#200,8486>Decide what action each graphic should perform.

@Numbered list@<:s><:#400,8486>To speed up your design work, try to locate navigators or graphics that can be copied and modified if needed.

@Bhead title@<:s><:#220,8486><:f,,>Planning public agents

@Numbered list@<:s><:#200,8486><:X8,10;Index "Planning" # "agents"><:X8,10;Index "Agents" # "planning"><:X8,10;Index "How to" # "plan an agent"><:f>Decide what agents are required for the application.

@Numbered list@<:s><:#200,8486>Identify and state the purpose of each agent.

@Numbered list@<:s><:#200,8486>Decide what action each agent needs to take with documents.

@Numbered list@<:s><:#200,8486>Decide if the agent should run only as needed or on a schedule.

@Numbered list@<:s><:#400,8486>Determine which documents the agent should act on and if it should search those documents for occurrences of words, field values, dates, or authors.

@Numbered list@<:s><:#200,8486>To speed up your design work, try to locate an agent that can be copied and modified if needed.

@Numbered list@<:s><:#400,8486>If you need to create the agent from scratch, determine if you can build the agent from available options or if an @function formula or LotusScript program is needed.

@Ahead@<:s><:#240,8486>Ways to improve database performance

<:s><:#400,8486><:X8,11;Index "Database" # "performance"><:X8,11;Index "Improving" # "database performance"><:X8,11;Index "Design" # "improving database performance with"><:X8,11;Index "Performance" # "improving"><:X8,11;Index "Application" # "performance">When you develop
 and test a new application, you may have to weigh the advantages of implementing a certain design feature against tradeoffs in database performance.

<:s><:#600,8486>As part of your regular testing and reviews, evaluate the speed at which views and documents are displayed, and listen to reviewers' impressions of performance. Even the best-designed Notes application can lose favor if users feel it takes them too long to 
do their work. 

@Bullet@<:#200,8486><+)>Improve view display time<-)><+*>H_IMPROVING_VIEW_DISPLAY_TIME<-*> 

@Bullet@<:#200,8486><+)>Improve document display time<-)><+*>H_IMPROVING_DOCUMENT_DISPLAY_TIME<-*> 

@Bullet@<:#400,8486><+)>Improve the run time of formulas and scripts<-)><+*>H_IMPROVING_THE_RUN_TIME_OF_FORMULAS_AND_SCRIPTS<-*> 

@Bullet@<:#200,8486><+)>Improve server response time<-)><+*>H_IMPROVING_SERVER_RESPONSE_TIME<-*> 

@Bhead title@<:s><:#220,8486>Improving view display time 

<+@><:s><:#400,8486><:X8,11;Index "Views" # "improving view display time"><:X8,11;Index "Improving" # "view display time"><:X8,11;Index "Design" # "improving  view display time"><:X8,11;Index "Performance" # "improving view display time"><:X8,11;Index "Display" # "improving view display time">
To help users see the information they need more quickly, you can reduce the time it takes to open a database or change to a different view by following these guidelines when designing views:

@Bullet@<:s><:R1,1,1,1224,><:#400,8486>A view selection formula that uses SELECT @All slows access to the database. SELECT Form = "name" is faster.

@Bullet@<:s><:R1,1,1,1224,><:#200,8486>Views whose columns use fields rather than formulas display faster.

@Bullet@<:s><:R1,1,1,1224,><:#200,8486>Notes views display faster if columns appear in the following order, from left to right:

@1st lev para@<:s><:R1,1,1,1224,><:#200,8486>Categorized columns

@1st lev para@<:s><:R1,1,1,1224,><:#200,8486>Sorted, uncategorized columns

@1st lev para@<:s><:R1,1,1,1224,><:#200,8486>Non-sorted columns

@Bullet@<:s><:R><:#200,8486>Avoid designing views that use @Today or @Now.

@Bullet@<:s><:#200,8486>Use @DbColumn or @DbLookup  formulas sparingly.

@Bullet@<:s><:#200,8486>Cascading views slow down view regeneration.

@Bullet@<+@><:s><:#400,8486>Avoid displaying unread marks at every level, unless it is critical for users to see unread marks for every document.

@Bhead title@<:s><:#220,8486>Improving document display time

<+@><:s><:#200,8486><:X8,11;Index "Documents" # "improving document display time"><:X8,11;Index "Forms" # "improving document display time"><:X8,11;Index "Fields" # "improving document display time"><:X8,11;Index "Improving" # "document display time"><:X8,11;Index "Design" # "improving  document display time">
<:X8,11;Index "Performance" # "improving document display time"><:X8,11;Index "Display" # "improving document display time">To help users create and read documents quickly, follow these guidelines when designing forms:

@Bullet@<:s><:#200,8486>Avoid recalculating fields if possible.

@Bullet@<:s><:R1,1,1,1224,><:#200,8486>Use @DbColumn or @DbLookup  formulas sparingly.

@Bullet@<:s><:R><:#200,8486>ANYTHING ABOUT PLACEMENT OF FIELDS??

@Bhead title@<+@><:s><:#220,8486>Improving the run time of formulas and scripts

<:s><:#200,8486>MORE IDEAS??

@Bullet@<:s><:#400,8486>Consider using automated features that don't need formulas. For example, with Notes Release 4 you can create agents that send mail notifications, instead of using @MailSend.

@Bullet@<:s><:#200,8486>Simplify the formulas used in fields. HOW DO YOU DO THAT??

@Bullet@<:s><:#200,8486>When doing lookups, use @Prompt to prompt the user for information to narrow down the search.

@Bullet@<:#200,8486>Use @V2If instead of @If for better performance. TRUE??++

@Bhead title@<:s><:#220,8486>Improving server response time

<:s><:R1,1,1,1260,><:#800,8486><:X8,12;Index "Server" # "improving response time of"><:X8,12;Index "Speed" # "improving database opening time"><:X8,12;Index "Improving" # "server response time"><:X8,12;Index "Design" # "improving server response time"><:X8,12;Index "Performance" # "improving server response time">
How quickly a Notes server responds to users is largely based on the server's hardware and the network configuration. If an application needs to accommodate over 3,000 transactions per week, you should consider upgrading your network and servers or subdivid
ing the application into multiple Notes applications. Discuss your high volume needs with your Notes and network administrators.

<+@><:s><:R><:#200,8486>An application can improve server performance by:

@Bullet@<:s><:#200,8486>Deleting unused views

@1st lev para@<:s><:#1200,8486><:X8,12;Index "Deleting" # "unused views"><:X8,12;Index "Views" # "deleting unused"><:X8,12;Index "Unused" # "deleting unused views"><:X8,12;Index "Performance" # "improving by deleting unused views">The administrator can have the server's UPDATE task autom
atically delete unused views. You can select "Discard index on server after n days of inactivity" for the view or the administrator can set the variable Default_Index_Lifetime_Days in the server's NOTES.INI file to discard views automatically. Allow enough 
time in the interval so that views that are occasionally used aren't discarded too quickly. A user who opens a view whose index was discarded needs to wait for Notes to rebuild the view index.

@1st lev para@<+@><:s><:#600,8486>Once a database has been rolled out, you or the database manager can also check the Database Sizes view in the Notes Log to see which views users have opened and remove those that aren't being used.

@Bullet@<+@><:s><:#200,8486>Reducing the number of users accessing the server

@1st lev para@<+@><:s><:#400,8486><:X8,12;Index "Users" # "reducing the number of users accessing a server"><:X8,12;Index "Server" # "reducing the number of users accessing"><:X8,12;Index "Performance" # "improving by reducing number of users per server">If your application is in great dema
nd, replicate it to multiple servers to prevent overuse of one particular server. 

@Bullet@<+@><:s><:#200,8486>Reducing the size of the database and associated files

@1st lev para@<+@><:s><:#600,8486>Compact the database regularly. <:X8,12;Index "Database" # "reducing size of"><:X8,12;Index "Reducing" # "size of database"><:X8,12;Index "Full text search" # "deleting index "><:X8,12;Index "Performance" # "reducing size of database"><:X8,12;Index "Size" # "reducing size of database">
Create full text search indexes only for applications that need them, archive older documents, and move archived data to another server if possible. Also, try to design the application so that you don't need to store the form in documents.

@Bullet@<:s><:#200,8486>TRUE -- FROM USER ?? over 250MB or 100,000 documents makes performance slow

@See also prnt@<+@><:s><:#200,8486>For more information about replication and database maintenance, see the 
<+">Database Manager's Guide<-">.

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

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

@Crossref@<:#200,8486><+)>Ways to create a database replica<-)><+*>H_WAYS_TO_CREATE_A_DATABASE_REPLICA<-*>

@Crossref@<:#200,8486><+)>About monitoring database activity<-)><+*>H_ABOUT_MONITORING_DATABASE_ACTIVITY<-*>

@Crossref@<:#200,8486><+)>About managing database size<-)><+*>H_ABOUT_MANAGING_DATABASE_SIZE<-*>

@Ahead@<:s><:R1,2,1,360,1,720,><:#240,8486>Writing the design specification

<+@><:I0,0,0,0><:S+-1><:R><:#1055,8486>A<:X8,12;Index "Specification" # "writing the design specification"><:X8,12;Index "Writing" # "the design specification"><:X8,12;Index "Design specification" # "writing"><:X8,12;Index "Planning" # "writing a design specification"> design specification descr
ibes the structure and purpose of an application and is used to keep an ongoing design record and to give the application's requestor an opportunity to review the plans as they progress. When you first write a design specification, you can only describe the
 application in rough terms; when prototyping starts, you can add specifics about fields and formulas by creating a design synopsis.

<+@><:s><:I0,0,0,0><:S+-1><:#211,8486><:f,,>If you don't <:f><:f,,>have a s<:f><:f,,>tandard format for design specifications, follow these steps<:f><:f,,>. 

@Numbered list@<:s><:#200,8486>Create a design specification document (you can do this in a Notes database).

@Numbered list@<:s><:#200,8486>List the name of the application and its purpose.

@Numbered list@<:s><:#200,8486>List the name of the client who requested the application.

@Numbered list@<:s><:#200,8486>Describe the changes in procedures, if any, that are required for implementing the application.

@Numbered list@<:s><:#200,8486>List the types of users for the application and their role in the process.

@Numbered list@<:s><:#200,8486>Describe where and how objects are added to the application.

@Numbered list@<:s><:#400,8486>(Optional) Illustrate the process with a flow diagram if the interactions between users and data are complicated. 

@Numbered list@<:s><:#200,8486>List the number of databases required and how they function in the overall process.

@Numbered list@<:s><:#400,8486>Describe how information is distributed (for example, do people read the documents in the database or are notifications sent?).

@Numbered list@<:s><:#200,8486>List and describe all the Notes design elements and their role in the process.

@1st lev para@<:#400,8486>Include forms, fields, views, columns, formulas, agents, and any special security features (such as access roles, Read ACLS, signed fields, Reader Names fields, and any encryption keys).

@Numbered list@<:s><:#400,8486>If the application requires an add-on product, explain how the other product will function with the core Notes application.

@Numbered list@<:s><:#200,8486>If the Notes application will interact with external products or databases, explain how.

@Numbered list@<:s><:#200,8486>Have technical users or peers review the specification at one or more points during its development.

@1st lev para@<:s><:#400,8486><:f,,>M<:f><:f,,>ark the specification clearly as a work in progress; you will continue to revise it until the application is rolled out.<:f>

@See also prnt@<:s><:#200,8486>For information about producing a design synopsis, see "Creating a design summary" in Chapter 10.

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

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

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

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

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

@Crossref@<:#200,8486><+)>About illustrating the process<-)><+*>H_ABOUT_ILLUSTRATING_THE_PROCESS<-*>

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

@Bhead title@<:s><:#220,8486>Details: Writing the design specification

<:s><:#800,8486><:f,,>Build in regular checkpoint reviews for management and users to be sure the application is meeting their needs and expectations. 
<:f>During the design process, you should be in frequent contact with the client and the workgroups that use the application. Make sure that the design specification is kept current, so that when the design is complete, the specification reflects the real s
tate of the database.

<:s><:#800,8486>If you're a new application developer, find out about any standards at your organization that you must follow. For example, your organization may have created design templates with standard fields for some of the data you require, certain terminology may be
 expected in button text or help text, and there may be form and view naming and layout conventions.

<:s><:#1000,8486><:X8,13;Index "Design specification" # "Notes-specific information">The portion of the design specification that lists the Notes features is only complete when the application is complete; include what you can now and add details later. The specification is
 a document that changes over time as the application's design changes--even after you rollout the application to users. 
<:f,,>As users learn more about Notes and y<:f><:f,,>ou gain experience as a Notes developer, 
<:f><:f,,>ideas for improvements are sure to emerge.<:f>

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Examples: Writing the design specification

<:s><:R1,2,1,360,1,720,><:#400,8486>DEVELOP THESE INTO DESIGN SPECS -- IN THE FORMAT RECOMMENDED IN THE STEPS DOCUMENT

@Chead title@<:s><:R1,2,1,360,1,720,><:#200,8486>Design specification for a Purchase Requisition application

<+@><:s><:I0,0,0,0><:S+-1><:R><:#211,8486>UPDATED EXAMPLE FOR V4?? WILL THIS APP BE INCLUDED IN V4??++

<+@><:s><:I0,0,0,0><:S+-1><:#633,8486>The Purchase Requisition application lets users request approval to order particular items from a catalog. It automates composing, approving, and fulfilling purchase requisitions within an organization. The five databases that comprise this application are:

@Bullet@<:s><:R1,1,1,3420,><:#200,8486>Product Catalog & Requisitions   PRODCAT.NSF

@1st lev para@<:s><:R1,1,1,3420,><:#200,8486>For initiators -- stores product information and requisition documents

@Bullet@<:s><:R1,1,1,3420,><:#200,8486>Requisition Approvals   APPROVAL.NSF

@1st lev para@<:s><:R1,1,1,3420,><:#200,8486>For approvers -- stores approvals; shows where each document is in its approval cycle

@Bullet@<:s><:R1,1,1,3420,><:#200,8486>Purchasing Item Tracking   LINEITEM.NSF

@1st lev para@<:s><:R1,1,1,3420,><:#400,8486>For purchasing agents -- stores information on product vendors, assigns purchasing agents, tracks ordering and receiving

@Bullet@<:s><:R1,1,1,3420,><:#200,8486>Pur Req Example N&A Book   PRNAMES.NSF

@1st lev para@<:s><:R1,1,1,3420,><:#800,8486>For lookups -- an example database of the standard Notes Name & Address Book that includes the purchasing authorization limit for everyone in the organization and who manages whom. (This information must be added to the public Name & Address Book in order t
o use the Purchase Requisition application.)

@Bullet@<:s><:R1,1,1,3420,><:#200,8486>Jim Hansen's Mail   JHANSEN.NSF - a sample mail file for application demos

@Dhead@<:s><:R><:#200,8486>Description of the business process

<:s><:#400,8486>The following procedure describes the people and interactions that comprise the Purchase Requisition application's workflow.

@Numbered list@<:s><:#400,8486>The initiator opens one of the Product views and selects the desired product(s) by clicking it in the leftmost column of the view.

@Numbered list@<:s><:#200,8486>The initiator runs the Compose Purchase Requisition agent.

@Numbered list@<:s><:#400,8486>A Purchase Requisition document is composed automatically by the agent, filling in the initiator's name and product selection(s).

@Numbered list@<:s><:#200,8486>The initiator can change the quantity for each item (the default amount is 1).

@Numbered list@<:s><:#600,8486>The initiator clicks Refresh. This updates the financial totals based on the new quantities and uses database lookups to fill in the initiator's personal authorization limit, cost center managers, and the managers' authorization limits.

@Numbered list@<:s><:#200,8486>The initiator can specify two additional approvers.

@Numbered list@<:s><:#200,8486>If needed, authorization limits for the additional approver(s) are filled in using a lookup.

@Numbered list@<:s><:#800,8486>When the initiator selects Yes in the Send to Approvers field, the document is routed to the Requisition Approvals database and notifications are sent via e-mail to each approver, beginning with the initiator's immediate manager. This memo informs them that
 there is a product requisition for their review and includes a link to the requisition document.

@Numbered list@<:s><:#400,8486>The approver double-clicks the link to display the product requisition document, then edits the document and marks it as either approved or rejected by clicking the appropriate button.

@Numbered list@<:s><:#200,8486>If an approver approves the requisition, an e-mail is sent to the next approver.

@Numbered list@<:s><:#400,8486>If the approver rejects the requisition, the approver is prompted for a reason and an e-mail is sent to the initiator including the reason for the rejection.

@Numbered list@<:s><:#400,8486>When a requisition has been approved by all required managers, a separate document for each line item is composed and routed to the Purchasing Item Tracking database.

@Numbered list@<:s><:#400,8486>The purchasing manager assigns a purchasing agent to the new document(s) in the Purchasing Item Tracking database. 

@Numbered list@<:s><:#400,8486>The agent selects a vendor from whom to order the item, places the order, and changes the status of the document. 

@Numbered list@<:s><:#400,8486>When an item has been received by the purchasing department, an e-mail is sent to the initiator, indicating that the item has come in.

@Dhead@<:s><:#200,8486>Important features

@Bullet@<:s><:#400,8486>The application looks in the Name & Address Book database to locate the initiator's cost center, management hierarchy, and each manager's purchasing authorization limit.

@Bullet@<:s><:#200,8486>An environment variable sequentially numbers each initiator's purchase requisition documents.

@Bullet@<:s><:R1,1,1,1080,><:#400,8486>The initiator explicitly starts the approval process (rather than starting it automatically when the requisition is saved), allowing the initiator to edit the requisition in more than one session.

<:s><:R><:#200,8486>The following lookup procedures are built into the application:

@Numbered list@<:s><:#200,8486>The initiator's Person document is looked up in the N&A Book to find a Job Level and Cost Center.

@Numbered list@<:s><:#400,8486>The document that describes that job level is looked up in the N&A Book to find the personal authorization limit for an employee at that job level.

@Numbered list@<:s><:#800,8486>This amount is compared with the total amount of the purchase requisition. If the total is less than or equal to the personal authorization limit of the initiator, then no approvers are assigned. Otherwise, the initiator's management chain is looked up in t
he initiator's Cost Center document in the N&A Book.

@Numbered list@<:s><:#200,8486>Each manager's job level and personal authorization limit are looked up.

@Numbered list@<:s><:#600,8486>The total of the purchase requisition is compared with the total authorization limits of these managers. Each manager who has more personal authorization than the initiator, up to the first manager in the chain who has enough authority to approve the requis
ition, is assigned to approve it.

<:s><:#400,8486>The purchase requisition is routed from the Product Catalog & Requisitions database to the Requisition Approvals mail-in database.

<:s><:#800,8486>A scheduled agent in the Requisition Approvals database checks hourly for requisitions that have been approved by all designated approvers. For each completely approved requisition, a document for each requested product is composed automatically and sent to
 the Purchasing Item Tracking database. The status of the requisition in the Requisition Approvals database is then set to Approved and Routed.

@Chead title@<:s><:#200,8486>Design specification for a Travel Authorization application

<+@><:s><:I0,0,0,0><:S+-1><:#211,8486>UPDATE FOR V4?? WILL THIS APP BE IN V4??++

<+@><:s><:I0,0,0,0><:S+-1><:#633,8486>The Travel Authorization application lets users request approval for their travel plans. This single-database application provides a central repository for travel plan specification, request, approval or rejection, and tracking.

@Dhead@<:s><:#200,8486>Description of the business process

<+@><:s><:I0,0,0,0><:S+-1><:#422,8486>The following procedure describes the people and interactions that comprise the Travel Authorization application's workflow.

@Numbered list@<:s><:#400,8486>The initiator (either the traveler or an assistant) composes a Travel Authorization Request document, including a field where the name(s) of approver(s) for this request are specified.

@Numbered list@<:s><:#600,8486>When the initiator saves the document, a notification is sent through e-mail to each approver. This memo informs the approver that there is a travel request for their review and includes a link to the request document.

@Numbered list@<:s><:#400,8486>The approver double-clicks the link to display the travel request document, then edits the document and marks it as either approved or rejected by clicking the appropriate button. 

@Numbered list@<:s><:#200,8486>When all approvals have been received, the document's status is changed to Approved or Rejected.

@Numbered list@<:s><:#400,8486>A scheduled agent sends a notification to the initiator (and the traveler, if different) informing the initiator that the status has changed. This agent runs automatically once a day. 

@Numbered list@<:s><:#400,8486>A scheduled agent updates the age of all in-process requests. This agent runs automatically once a day.

@Dhead@<:s><:#200,8486>Important features

@Bullet@<:s><:#200,8486>Buttons simplify the approval/rejection process.

@Bullet@<:s><:#200,8486>The Request form is divided into four sections, one for the initiator, and one each for three approvers.

@Bullet@<:s><:#600,8486>Your Personal Requests view automatically becomes a private view for each user the first time it is opened.  The Shared -<;> Private View contains all travel requests relevant to an individual user (requests initiated or requiring approval).

@Bullet@<:s><:#400,8486>In-Process requests are aged each day by a background macro. Each request's age is displayed in several of the application's views so that delays in the workflow are apparent.

@Bullet@<:s><:#400,8486>When a request is finally approved or rejected by all approvers, the traveler and initiator are notified by another background macro.

@Bullet@<:s><:#200,8486>An environment variable numbers each initiator's travel request.

@Bullet@<:s><:#200,8486>Pop-up annotations provide detailed explanations for several fields.

@Chead title@<:s><:#200,8486><:>Design specification for a Customer Service application

<:s><:#600,8486>The Customer Service application handles the process of logging and tracking customer service calls, including storing information on product flaws and compiling customer service statistics. The five databases that comprise this application are:

@Bullet@<:s><:R1,1,1,3600,><:#200,8486>CSERV - Call Tracking   CTRACK.NSF

@1st lev para@<:s><:R1,1,1,3600,><:#200,8486>Stores information on companies and callers, and tracks each call from start to finish

@Bullet@<:s><:R1,1,1,3600,><:#200,8486>CSERV - Knowledge Base   TECHNOTE.NSF

@1st lev para@<:s><:R1,1,1,3600,><:#200,8486>Stores technical information on your company's products

@Bullet@<:s><:R1,1,1,3600,><:#200,8486>CSERV - Problem Report   PDPROBS.NSF

@1st lev para@<:s><:R1,1,1,3600,><:#200,8486>Stores problem reports that describe product flaws

@Bullet@<:s><:R1,1,1,3600,><:#200,8486>CSERV - Customer Suggestion   SUGGEST.NSF

@1st lev para@<:s><:R1,1,1,3600,><:#200,8486>Stores customer suggestions for product enhancements and new products

@Bullet@<:s><:R1,1,1,3600,><:#200,8486>CSERV - Data Dictionary   DATADICT.NSF

@1st lev para@<:s><:R1,1,1,3600,><:#200,8486>Stores keywords for lookups and custom field labels

@Dhead@<:s><:R><:#200,8486>Description of the business process

<:s><:#400,8486>The following procedure describes the people and interactions that comprise the Customer Service application's workflow.

@Numbered list@<:s><:#400,8486>The initiator (the customer service representative or dispatcher) receives a customer call and composes a Call Report document in the Call Tracking database.

@Numbered list@<:s><:#600,8486>If the initiator selects a particular Severity setting, specified managers and customer representative(s) are notified about the call automatically through e-mail with a link to the Call Report.

@Numbered list@<:s><:#800,8486>After escalating the problem to a particular level, the initiator either selects a support specialist (from a lookup table) and reassigns the problem, or the application assigns it to a default specialist or manager. The new representative and everyone on t
he distribution list for this escalation level are notified through e-mail.

@Numbered list@<:s><:#800,8486>The initiator can also reassign the call to another support representative and group (perhaps a specialist in the problem area) without a formal escalation. That representative is notified through e-mail and the Assigned To and Work Group fields are updated
, which re-categorizes the document in the Owner views.

@Numbered list@<:s><:#400,8486>If the caller has a product suggestion, the initiator can save the Call Report to the Product Suggestion database as well as the Call Tracking database.

@Numbered list@<:s><:#200,8486>The initiator selects a priority level which is used to categorize the suggestion.

@Numbered list@<:s><:#200,8486>The initiator can print a thank-you note with the address of the caller.

@Numbered list@<:s><:#1000,8486>If the caller is reporting a product or manufacturing flaw or other technical information for support specialists, the initiator can save the Call Report to the Product Design Problems database or Knowledge Base as well as the Call Tracking database. The re
port can be saved as a draft Technical Note (general problem-solving information) or draft Technical Rule (more specific problem-solving information).

@Numbered list@<:s><:#400,8486>When the initiator saves the draft document, an e-mail notification is sent to the Knowledge Base approval group.

@Numbered list@<:s><:#400,8486>A Knowledge Base approver reviews the draft Technical Rule or Technical Note and approves it as is, revises and then approves it, or deletes it. Once approved, the document is no longer a draft.

@Note@<:s><:R1,1,1,360,><:#600,8486>At any time, a user can click Call Statistics in a Call Report to check several types of information, such as number of days the call remained unresolved and the amount of time spent by support representatives in resolving the problem.

<:s><:R1,1,1,360,><:#400,8486>With Phone Notes<+&>TM<-&>, callers can request a document using a telephone interface and learn the status of their calls.

@Dhead@<:s><:R><:#200,8486>Important features

@Bullet@<:s><:#800,8486>This application makes extensive use of lookup data stored in the Data Dictionary database. The labels, keywords, and help pop-ups defined in the Data Dictionary by the database manager are accessed by the different forms in the application. For example, ev
ery time an initiator fills out a Call Report, field labels and lists of keywords are looked up in the Data Dictionary.

@Bullet@<:s><:#600,8486>The support representative can time a call using an electronic stopwatch, a special field in the Call Report. The stopwatch starts automatically when a Call Report is created. It can be left running in the background during research time, or paused and resu
med at a later time.

@Bullet@<:s><:#600,8486>Information about customers and callers is stored in Profile documents which can be revised from within a Call Report. Call Reports from particular callers inherit the caller's full name, phone and fax number, and other information from their Caller and Com
pany Profiles.

@Bullet@<:s><:#400,8486>The Customer Suggestion, Product Design Problems, and Knowledge Base databases are mail-in databases.

@Bullet@<:s><:#200,8486>Several views allow initiators and their managers to follow the workflow:

@Indnt bullet@<:s><:#600,8486>The Open Calls - by Owner view keeps support representatives aware of the calls that are currently assigned to them. Managers can also use this view to track resource use and adjust workloads.

@Indnt bullet@<:s><:#400,8486>The Open Calls - by Level view lets managers analyze the number and types of calls that are escalated to each support level.

@Indnt bullet@<:s><:#400,8486>The Open Calls - by Severity view keeps managers informed on the changing status of critical calls.

@Indnt bullet@<:s><:R1,2,1,360,1,720,><:#200,8486>The My Open Calls view keeps extraneous documents from distracting the user.

@Ahead@<:s><:R1,2,1,360,1,720,><:#240,8486>Building a prototype application

<:s><:R1,2,1,360,1,720,><:#600,8486><:X8,18;Index "Planning" # "building a prototype application"><:X8,18;Index "Prototype" # "building"><:X8,18;Index "Application" # "building a prototype">A prototype is a small-scale working model that includes the most significant components of an applicat
ion. The prototype is only a working proof of concept, not a carefully crafted application, so don't spend too much time developing it.

@Numbered list@<:s><:R><:#200,8486>Create the prototype database(s).

@Numbered list@<:s><:#200,8486>Add the main form(s).

@Numbered list@<:s><:#200,8486>Add the fields that pass important data to other fields or views.

@Numbered list@<:s><:#200,8486>Add the formulas that look up information.

@Numbered list@<:s><:#200,8486>Add any agents that are an integral part of the design.

@Numbered list@<:s><:#200,8486>Add the main view(s).

@Numbered list@<:s><:#200,8486>Add a Comment form to make it easy for testers to give you feedback.

@Numbered list@<:s><:#200,8486>Add a database icon.

@Numbered list@<:s><:#200,8486>Give representative users the prototype.

@Numbered list@<:s><:#400,8486>Find and fix usability problems as well as "bugs" in your formulas. Fix major bugs now or provide workarounds, but save the less critical bugs for later.

@Numbered list@<:s><:#200,8486>Begin working out security issues, such as creating encrypted fields or document access lists.

@Numbered list@<:s><:#200,8486>Distribute the prototype for first review. 

@Numbered list@<:s><:#200,8486>Revise the prototype and distribute revisions as needed.

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

@See also btn@<:s><: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:_BUILDING_A_PROTOTYPE_APPLICATION<-*>

@Bhead title@<:s><:R1,2,1,360,1,720,><:#220,8486>Details: Building a prototype application

<:s><:R><:#600,8486>If you are revising an existing Notes application, you may be tempted to add features without developing a prototype, but a prototype is still valuable to confirm that the forms and directions are easy to follow, that users understand the flow of informatio
n, and that everything works according to specifications.

<:s><:#400,8486>If you've built a similar application, analyze the business process needed for the new application and note the differences, and then use an older prototype as a starting point.

<:s><:#200,8486><:X8,18;Index "Planning" # "details about building a prototype application"><:X8,18;Index "Prototype" # "details about building">A prototype allows you to

@Bullet@<:s><:#200,8486>Save development time by testing ideas on a small scale without worrying about details.

@1st lev para@<:s><:#400,8486>You can build up your application as you learn more about what users want and what you can do with Notes, and as you make decisions about your application.

@Bullet@<:s><:#200,8486>Try out your ideas before many days, weeks, or even months are devoted to full-scale development.

@Bullet@<:s><:#200,8486>Experiment with alternative designs without spending a lot of development time.

@Bullet@<:s><:#200,8486>Encourage buy-in by including users as development partners.

@1st lev para@<:s><:#600,8486>Few users are able to visualize the end result by reading specifications and diagrams. Providing a prototype avoids the "that's what I asked for -- but not what I want" reaction, and makes it easier for users to understand and enjoy using your application l
ater.

<:s><:#200,8486>Keep the following in mind as you're developing a prototype:

@Bullet@<:s><:#200,8486>If the prototype is to become the final application, be sure you design it cleanly and systematically. 

@1st lev para@<:s><:#1000,8486>Unlike other design environments, Notes lends itself to building on a prototype to develop the actual application. Such a prototype should contain the basic forms and views with enough of the final fields to make it look and feel realistic. It should contai
n enough of the agents and formulas so that you can simulate or at least illustrate a live environment. Clean up unnecessary items, such as old synonyms, unused fields, and so on, as you go.

@Bullet@<:s><:#200,8486>Don't be surprised if users are not as happy as you expected.

@1st lev para@<:s><:#600,8486>What users request is often not what they really want or need. Users may have difficulty visualizing and expressing all their needs during the interview process. A concrete example helps them clarify their wishes. 

<:s><:#200,8486>

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