Preparing a form to exchange data

About this task

Data is exchanged on a field-by-field basis. Every IBM® Notes/FX 2.0 field in a Domino® Designer form must have a corresponding field with the same name in the other application file.

Table of one-way and two-way field exchange

About this task

The following table lists one-way and two-way fields found in most Domino® applications. For a complete list, see the documentation for the application.

Field name

Data type




Date and time the file was last revised



Total number of revisions to a file



Total time the file was open



Number of pages in the file



Size of the embedded object in kilobytes



OLE class name of the application embedded in Notes®



Description of the document


Text (allow multi-values)

Keywords that Notes® uses to categorize documents

Note: If you are using a form copied from a Designer template, fields may already be set up for field exchange.

To enable field exchange


  1. Open the form and choose Design - Form Properties.
  2. Click the Defaults tab.
  3. Make sure "Disable Field Exchange" is deselected.
  4. Close and save the form.


Note: You can disable Notes/FX 2.0 field exchange without removing the Notes/FX fields from the form by checking the "Disable Field Exchange" property.

To set up field exchange


  1. Open the application file.
  2. Write down the name of each field you want to exchange and close the application.
  3. In Designer, open the form you want to prepare for Notes/FX field exchange.
  4. Embed the object containing the fields you want to exchange.
  5. Choose Create - Field.
  6. Give the field the same name as the corresponding field in the other application.
  7. Close and save the form.

Example of exchanging data for an expense form

About this task

You create a form to file and distribute trip reports. The reports contain descriptions of the important business aspects of the trip, as well as the total expenses. You record expenses in a 1-2-3® expense report template. You want the total expenses of the trip to appear automatically in the Notes® document.

In the 1-2-3® template, create an expense report. In one cell enter Total_Exp. Now create a range name for this cell and name it Total_Exp. Because this is a custom Notes/FX field, you need to tell 1-2-3® to use this range name for Notes/FX. Select File - Workbook Properties and then select the Notes/FX Fields tab. Select the New Field button and then select the range name Total_Exp. Click OK twice. The row below the cell entitled Total_Exp will hold the actual data that is exchanged between Notes® and 1-2-3®. Save and close this 1-2-3® Workbook.

In Domino® Designer, create a form called "Trip Report" and embed the recently created 1-2-3® expense report. The Trip Report form contains text fields for entering information about the trip. At the end of the form, use the text "The total expenses for the trip were:" to label a field area and create a numeric field named "Total_Exp" which corresponds with the field name in the 1-2-3® expense report template.

{ Trip report OLE object

When users use the form Trip Report to create reports and activate the 123 object to enter expenses, the total expenses are automatically inserted back in the Trip report document.