Email markings (not read/unread) without flagging

HCL Domino Domino Forum
1

I have a mailbox to manage and I want to set indicators (ideally via colors) that tell me where in the process I am of documenting the issue or if it needs to be addressed at all, etc.

Because this is a shared mailbox I can’t use folders since my folder filing would confuse others.

I’d like to be able to select a batch of emails and have them appear in red, then select another batch and have them in blue, etc. The sender colors in preferences isn’t applicable since there’s no relationship in my case between sender and status.

So I can’t use read/unread marks because it’s more statuses than just read/unread, can’t use folders since it’ll mess up everyone else in the mailbox. Flags would be my last resort but I don’t like that small follow-up window and ther’s only three flag colors …

Do-able?

2

Subject: You need to modify the design.

What you describe is not hard at all, but you have to modify the design of the mail file.

Simply add a status field to the Memo form, and create a shared column (content as color) where you set the text and/or background color based on that status field. Then add that column to the views (as well as the $Inbox folder).

3

Subject: I don’t have rights to modify the design

any other option(s)?

4

Subject: Not really.

5

Subject: custom folder, custom toolbar button, and categories

First of all, since it appears you are not a domino developer, I would HIGHLY suggest you speak to your Helpdesk about this if you have one. They should really be helping you with this! I know I would!

The rest of this assumes that you either don’t have a “lotus notes” person available, or that they are worthless…Oh, and I am also assuming you are using the client, not webmail…none of this works for webmail.

Please understand that you’re asking to do something that is supported…but without using the 4 different supported methods (unreads, folders, followups, and colors by sender)…and also without any coding. That’s a pretty tall order, and it will require you to be willing to do a little upfront work.

Go File>Preferences>Toolbar>Customize

Click New>Button, name it categorize.

In the big white box that says “Formula”, enter EXACTLY the following:

fldval := @Prompt([OkCancelEdit];“new value”;“new value”;“”);

@SetField(“Categories”;fldval);

Now click OK and exit the toolbar windows.

From the inbox in question, go Create>Folder.

Click Advanced.

Give it a name, makr it Private, and click Save and Customize.

This opens the design of the folder, so you can see/edit the columns. Click on the first column header on the left to select it.

Click Create>Insert New Column. Your new column header should appear and be selected (black).

At the bottom, choose Fields, then from the list choose Categories.

Save and Exit the folder design window.

Now, you can go into your Inbox. Every time you want to check your statuses, select all documents in the Inbox (Ctrl + A) and then Folder>Move to Folder>ADD (not move, ADD).

Now go to that folder, and any documents where you didn’t set the category yet will be obvious.

Select one and click that new toolbar button, and it will prompt you to enter a category. Enter the category and hit enter, and it categorizes your document.

That’s the basics. There are other ways to customize that folder, but I figured this would probably be a lot for you to handle as it is.

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Subject: worked, but only one doc at a time

I only slghtly modified the button code to:fldval := @Prompt([OkCancelEditCombo]; “Select a Category”; “Select a Category”; “”; “Cat 1” : “Cat 2” : “Cat 3” : “Cat 4” : “Cat 5” : “Cat 6” : “Cat 7”);

@SetField(“Categories”;fldval)

If I select multiple docs in the view it only works on the highlighted one (the one that the cursor is on). I changed the button to the exact code in the posting above and it still only ran on the highlighted doc (not all selected)

I have hundreds of docs that I need to categorize at once, any way to specify the button to run on “all selected” a la an action menu agent?

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Subject: an agent would do multiples

an agent would do multiples, but you said you didn’t have access to modify the design. Just set the agent properties to run against the selected documents.

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Subject: Excellent answer