Simple actions for automation

Use the following simple actions with shared and unshared actions, buttons, action hotspots, picture hotspots, and agents. To access a list of simple actions, select Simple actions from the Run pull-down list and click Add Action.

Note that Web applications do not support simple actions.

Copy to Database

Copies the selected document to the database you specify. You can copy and paste selected documents within the same database or to another database on the same server or another server. They are marked as read in the target database.

To specify:

  1. Click Choose Database.
  2. Select the server and target database.

Copy to Folder

Copies the selected document to the folder you specify. You must create new folders before you can select them. Copying a document from one folder to another does not remove the document from the source folder. A duplicate of the document is not created; instead the document is displayed in a new place.

Delete from Database

Deletes the selected documents from the database. If there are replicas of this database on other servers, documents deleted in this database are also deleted in the replicas unless "Do not send deletions made in this replica to other replicas" is selected in your database replication settings (choose File - Replication - Settings and click Send to see what the settings are).

Mark Document Read

Marks selected documents as read. Use this action to mark an unread document as read without opening it or for reverting a document that was modified back to its read status because it doesn't actually need to be read again -- for example, if it has been modified by an agent.

Combine this action with one that changes field values. Then when users change the values in a document, they can mark it read at the same time.

Do not use this option with an agent that is processing documents with "Before New Mail Arrives."

Mark Document Unread

Marks selected documents as unread. Use this action for flagging a document that users want to read again.

Modify Field

Replaces or appends a single field value with a new text value you specify. This action replaces only text values for documents in Edit mode. To replace a value with something other than text, use an @function formula or LotusScript® program. This action can modify the value of a hidden field, if you can specify the field's name.

The "Append Value" option does not work for rich text, number, or time fields or for fields that are not available within documents already saved in the database. Also, "Append Value" is not available if a database does not contain any documents (for example, a database template).

To include "Append Value" in databases without documents:

  1. Create a place holder document containing the field.
  2. Create the agent using the field from the place holder document.
  3. Delete the document.

To specify a value:

  1. Select the field to be modified from the Field pull-down list.
  2. In the Value text box, enter the new value.
  3. Select "Replace value" or "Append value."

Modify Fields by Form

Replaces several field values on a form with new text values you specify. This action replaces only text values. To replace a value with something other than text, use an @function formula or LotusScript program. This action marks processed documents as read.

To specify:

  1. Select the form.
  2. Enter the new value in the fields.

Move to Folder

Moves the highlighted document in a view or folder to a different folder. This action removes the document from the source folder and adds it to the specified folder. The document is not deleted from the database.

Remove from Folder

Removes selected documents from a folder you specify but does not delete the documents from the database. If a document is included in several folders, this action removes the document from the specified folder, but does not remove the document from other folders. If a document is included in only one folder, this action removes the document from the folder and changes its category to Uncategorized.

Reply to Sender

Sends a reply to a mail memo automatically. Replies are not sent to a mail memo that was generated by an agent. The Body field accepts only plain text. It does not accept styled text, graphics, or attachments.

To specify:

  1. Select "Reply to sender only" or "Reply to all."
  2. In the Body field, enter the reply text.
  3. (Optional) Click "Include copy of document" to append the original message to your reply.
  4. Select "Reply only once per person" if a person is included in multiple mailing groups.

Run Agent

Allows you to chain agents together with other agents or combine LotusScript programs, @function formulas, and Java™ in one agent. The agent to be run must already exist in the database.

The documents that additional agents process are determined by the first agent. All subsequent agents use the same documents, regardless of their own settings. The first agent completes its search and actions first and then passes that information to the second agent. For example, Agent A searches for all documents with the word "green," replaces "green" with "yellow," and then runs Agent B. Agent B launches its own search queries and actions only on the documents that Agent A processed.

Send Document

Mails the current document to the recipients designated in the document's SendTo field. This action works like the @MailSend function. To predict the recipient, the document must have a SendTo field. If it doesn't, Notes® uses the contents of the internal $UpdatedBy field as the recipient. If the document also contains the CopyTo or BlindCopyTo fields, it is routed to those recipients at the same time.

If the document contains the DeliveryPriority, DeliveryReport, or ReturnReceipt fields, they control the delivery priority, generation of a delivery report, and generation of a return receipt. If the document doesn't contain these fields, they default to normal priority, no delivery report, and no return receipt, respectively.

Send Mail Message

Mails the selected document as a whole document or as a link. The Body field accepts only plain text. It does not accept styled text, graphics, or attachments.

To specify:

  1. Specify recipients in the To field.
  2. (Optional) Click More to specify more addresses using text or formulas for the To:, cc:, bcc:, and Subject: fields.
  3. Enter a subject.
  4. In the Body field, enter the message text.
  5. (Optional) Click "Include copy of document" to append the document to the message.
  6. Select "Reply only once per person" if a person is included in multiple mailing groups.

Send Newsletter Summary

Searches a database for documents matching conditions you specify, then sends a summary document with links to the individual documents. The summary information includes items such as a one-line description of the Date, Author, and Title columns.

The "Gather at least" option does not apply to sending a document summary from a view or folder with an action because the action can act on only the highlighted document, and "Gather at least" acts on multiple documents.

To specify:

  1. Specify recipients in the To field.
  2. (Optional) Click More to specify more addresses using text or formulas for the To, cc, bcc, and Subject fields.
  3. Enter a subject.
  4. In the Body field, enter the message text.
  5. Select "Include summary for each document using view" to send a text summary of each document. Deselect it to send only document links.
  6. Choose a view.

@Function Formula

Adds a customized @function formula.