Help with an agent

HCL Domino Domino Forum
1

I have a database for weekly time sheets and I want to be able to create a agent that will send out a reminder to employees who haven’t filled in his/her time sheet for the week.

There are 3 forms; a time sheet form, a employee form, and a week form form.

The week form consists of a week number, a start date, and a end date.

The employee form consists of an employee and a approver.

The week and employee form are used in a picklist to supply those values to the time sheet form.

I want to be able to create a agent that will send out a reminder to the employees who have not submitted a timesheet for the week but I’m not sure how to go about doing it.

2

Subject: Help with an agent

If you create a view of all the timesheets submitted for the current week, you could loop through them and create an array of all the emps that have submitted one. Then, using a view of all possible employees, loop through each one and test to see if they exist in the submitted array. If not, send the reminder.

Does that help?

3

Subject: RE: Help with an agent

Thanks Robert.

I got this far. Can anyone help with the array?

Dim session As New NotesSession

Dim db As NotesDatabase

Dim view As NotesView

Dim doc As NotesDocument

Set db = session.CurrentDatabase



Set view = db.GetView("SAT Last Weeks Time")

Set doc = view.GetFirstDocument	





While Not(doc Is Nothing)

	Messagebox "Employee: " & doc.Employee(0)

	Set doc = view.GetNextDocument(doc)	

Wend	



Set employeeview = db.GetView("Employees")

Set doc2 = employeeview.GetFirstDocument	



While Not(doc2 Is Nothing)

	Messagebox "Employee: " & doc2.Employee(0)

	Set doc2 = employeeview.GetNextDocument(doc2)	

Wend
4

Subject: RE: Help with an agent

You might be making this more complicated than it needs to be. You could write this in macro language.

emps := @DbColumn(“”; “”; “Employees”; colNo);

emps7Day := @DbColumn(“”; “”; “SAT Last Weeks Time”; anotherColNo);

recipients := @trim(@Replace(emps; emps7day; “”));

@MailSend(“”; “”; recipients; “Please enter your timesheet!”; “Our records show that you are overdue to enter a timesheet.”…)

Of course this depends on having an expensive view that shows only the most recent week’s timesheets. There are ways of doing this that avoid using @Today, which have been discussed here so extensively that I’ll just let you search.

But to do it without such a view, you might find it easiest to use a list in LS.

Dim employeeTrack List As Integer

’ skim down the view of employees…

…

employeeTrack(doc.GetItemValue(“Name”)(0)) = 0

…

’ scan the view of timesheets categorized by employee and sorted by most recent first…

use a NotesViewNavigator, read the category heading, then fetch the next document row, look at the date, see whether it’s too old, if it’s recent enough do:

if iselement(employeeTrack(employeename)) then erase employeeTrack(employeename)

finally, loop thru the remaining list elements and send an email to each slacker:

Forall x in employeeTrack

employeeName = listtag(x)

’ send mail to employeename

End Forall

5

Subject: RE: Help with an agent

If I elected the formula language method would I use a Document selection? I just tried it and got a e-mail for every doc. in the database.

Thanks for the help.

emps := @DbColumn(“”; “”; “Employees”; colNo);

emps7Day := @DbColumn(“”; “”; “SAT Last Weeks Time”; anotherColNo);

recipients := @trim(@Replace(emps; emps7day; “”));

@MailSend(“”; “”; recipients; “Please enter your timesheet!”; “Our records show that you are overdue to enter a timesheet.”…)

6

Subject: RE: Help with an agent

If you write a formula agent to run on all documents, then yes, it will run once for each document in the database. Notice in the agent properties there’s a Target selection – select None, then the agent will only run once. In that case, there is no document selection.

Alternatively, you could use a document selection to select every Employee document, use the employee name as a key to @DbLookup (instead of @DbColumn) to look up the timesheet documents for just that one employee, see which is the most recent, and send out an email to just that one person if they are late.

7

Subject: RE: Help with an agent

Thanks I discovered that and it did work but there is no “Target” on a scheduled agent. Any thoughts?

edit: I think I figured it out, create an addition scheduled agent to call it.