After taking some time off from Weekly Tips to launch all the new eProductivity improvements and new products, we're back this week with a new tip article. We're going to look at a quick way to link external files such as Word docs or Excel spreadsheets to your eProductivity projects and actions.


Linking to External Files (e.g. Word docs, Excel files)
Occasionally we get asked how to link projects and actions to other files on your computer such as Word documents or Excel files. Why would you want to do this? The answer is, for quick access to project and action supporting materials.

Now while you can't use the handy Lotus Notes' built-in doclink functionality for this purpose, it's actually still quite easy to do. (Note that the steps below apply to computers running Windows. Other operating systems may vary significantly).

What you want to do is create a shortcut to your file. So let's say you've got a Sales Pipeline document that you've been working on as part of a project. Let's select this file...
Select your desired document




...and then right-click it. On the menu that appears, select 'Create Shortcut'.
Create the shortcut




Your shortcut will be created in the same folder.
The shortcut has been created




Now, you just need to copy-and-paste the shortcut into your Project or Action.
The shortcut has been created




That's all there is to it. Now you can easily access your supporting document just by clicking on the shortcut.

Now you may wonder why we didn't just paste the original document itself into our project, rather than a shortcut. While you certainly can do that and it's a viable alternative, you then will have two copies (or more!) of the same document floating around your system. For ease of document updating and maintenance, it's generally a better practice to have one master copy, and then use shortcuts to access it from other locations. This is the same idea behind Notes doclinks.
Until Next Week...
In this tip you saw how using shortcuts, you can efficiently link supporting documents - that don't live in Lotus Notes - to your eProductivity projects and actions. More tips coming up next time!

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!
Revised 12/9/2008
How to eliminate the border around and a link under an image (e.g. my iPhone image)
style="border-width: 0">eProductivity for Lotus Notesclass="noshadow"/>

class="noshadow" will get rid of the border around an image (useful when the image has a white background)
style="border-width: 0" will get rid of the anchor link

Revised 4/5/2007
This document is used to showcase the features that Tanny has set up to change the way that content can be formatted.



Highlighted text:

This is an example of highlighted text.

How to do a highlighter with a hover text

Buy an Izuzu for only $500

Red text:

This is an example of RED text.

Quoted Text:

Tanny said:
Here's the thing: The important thing is to keep the main thing the main thing and all the other things will fall into place.



How to display an image with no border or shadow

emostickman.gif

How to show an image with a lightbox
Here is my screen shot
This is a sample screen shot #1 of Lotus Notes


How to manually setup a screen shot page using a lightbox

Step 1. Import the thumbnail image
Step 2. Import the full-size image
Step 3. Edit the following html example

  • This is screen one
    This is a sample screen shot #1 of Lotus Notes
  • This is screen two
    This is a sample screen shot #2 of Lotus Notes

Note: You can copy the above sections many times to get more screen shots across a page. Be sure to use one of the special page templates (e.g. "emo media template") that do not have all 3 columns.
Here's  an example web page with multiple screen shots




Here's how to use the insert media or lightbox menu options
Click here to see a full size view of a very happy man...
Here's how to use this

Notes:

When inserting media files, you MUST also:

1. Upload the media file to the media server
2. Edit the file prefix, if required, to match the sudirectory where the media is located.

When inserting lightbox files, you MUST:

1. Create main image with name of image.jpg (or .gif)
2. Create a thumbnail with filename of
imageThumb.jpg (or .gif)
3. Please both in the same directory
The program will take the file name you selected and look for a filename with "Thumb" appended to it with the same extension. If it cannot find the second file it will abort.


Here's how to use the new "Insert LightBox Image from Database" feature
(OLD PROCEDURES. THE ABOVE IS MORE CURRENT)
1. Manually create the jpg of the image, call it imagename.jpg
2. Manually create a thumbnail of the above and  call it thumbimagename.jpg
3. Manually import the images into the database  into a SINGLE document called Imagename.jpg
Now, in a content document, use the "Insert LightBox Image from Database" feature

Select the FULL SIZE image you want to display
Type in a enter a title.
This will paste the complete string (that references th emain image and the thumb image) into the content document. That's it!
NOTE: You cannot have double quote in the title

** Soon, Tanny will create code to do the above and pull files from a directory

List of thumbnails with lightbox viewer

Click here to see a full size view of a very happy man...Click here to see a full size view of a very happy man...Click here to see a full size view of a very happy man...

How to wrap text around an image:
Note: Tanny said that this method will not work well with numbered or ordered lists on the LEFT, but it will work on the RIGHT.weathercam.jpgAnd you shall remember the Lord your God, for it is He who gives you power to get wealth, that He may establish His Covenant which He swore to your fathers as it is this day.  weathercam.jpgAnd you shall remember the Lord your God, for it is He who gives you power to get wealth, that He may establish His Covenant which He swore to your fathers as it is this day. And you shall remember the Lord your God, for it is He who gives you power to get wealth, that He may establish His Covenant which He swore to your fathers as it is this day.

How to embed a WMV movie with a static image in front

This will play a WMV media file from streaming server. It will also display a .JPG file by the same name of the media.
Step 1. Create video clip and upload to media server
Step 2. Create .jpg image and use same filename prefix
Step 3. add 65 pixels to vertical height to allow for controls



NOTE: It's best to use the "EMO Media Template" which has only two columns and offers more room
. This way, I can use 640x480 or even 800x600 videos.


How to embed a FLV movie with a static image in front

This will play a FLV media file from streaming server. It will also display a .JPG file by the same name of the media.
Step 1. Create video clip and upload to media server
Step 2. Create .jpg image and use same filename prefix



NOTE: It's best to use the "EMO Media Template" which has only two columns and offers more room. This way, I can use 640x480 or even 800x600 videos.



TANNY: Pause and restart buttons do not work yet
How to embed a SWF movie with a static image in front

This will play a SWF media file from streaming server. It will also display a .JPG file by the same name of the media.
Step 1. Create video clip and upload to media server
Step 2. Create .jpg image and use same filename prefix



NOTE: It's best to use the "EMO Media Template" which has only two columns and offers more room. This way, I can use 640x480 or even 800x600 videos.


This is a podcast
All you have to do is fill out the podcast tab. Podcasts will always appear at the bottom of the post. As part of some research I was doing to bring eProductivity functionality to Office 365 for a client, I found myself searching Google for past topics. Along the way, I found two articles by Patrick Mackaaij that are well done and worth a read.

Patrick has an obsession with useful products, services and working methods that save you time or irritation. I first met Patrick many years ago when we was evaluating the use of eProductivity with Notes and Gmail.

His articles are in Dutch, but if you launch with Chrome or use Google Translate, they can be read your preferred language. With IBM's [mis?]handling of the Lotus Notes product, it's not uncommon to receive mail emails from customers thanking me for eProductivity and telling me their company has switched to Office 365 (or something Verse). Usually, as part of their thank you, they ask if eProductivity has an equivalent solution for Outlook. (Unfortunately, no.)

Today, I received a different kind of thank you which I am sharing with you with with permission of the author.
       
Date: 08/10/2017 06:46 AM

To: Eric.D.Mack/eProductivity

Subject: Congratulations 

The purpose of this email is to express my gratitude to the incredible work you and your team developed with eProductivity.

When I had to move from General Electric to PricewaterhouseCoopers as part of a global arrangement some months ago I was terrified at the fact that I had to abandon Outlook and return to Lotus Notes. I used Lotus Notes in my early years at a firm (Andersen and then Ernst & Young) and when I joined General Electric I felt that like was easier with Outlook.

Having the possibility of seeing conversations was so  natural to me that some months ago when I was forced to use Lotus Notes I was really worried. I am a GTD fan and had to accept that with Outlook it was always difficult to fully integrate this methodology. So when a quick search landed me on your page, I was a little intrigued and decided to give it a try.

I am so pleased I did it. Your product blends in an incredible way with Lotus Notes and my systems is much more robust now that it was before.

Thanks for developing an incredible product and make me a big fan of Lotus Notes !

Best regards,

D. Solis
PwC Argentina | Director | Tax & Legal Do you have a hard time finding things in Lotus Notes? Do you know when to search a folder? A view? Is it in your mail file or your archive?

As I coach people across MAPMG in workplace performance skills I'm frequently asked if there is an easy way to find things in IBM Lotus Notes.

There is; in fact there are many easy ways to search in Notes. Here are a few of my most used methods:
  • Within a document or view, type CTRL+F or click the binocular icon in the action bar at the top of the screen and follow the prompts
        Image:TIP: 4 quick and easy ways to find what you are looking for in IBM Lotus Notes
  • You may sort the contents of a view by clicking on any column header that has a small up/down triangle next to it. This will refresh the view according to that column. From there, start typing what you are looking for and Lotus Notes will display a dialog box and move the selection to the first line beginning with the letters you typed.
        Image:TIP: 4 quick and easy ways to find what you are looking for in IBM Lotus Notes
  • In most views, you can also click on the Magnifying glass icon or click on "View\Search" to display the search dialog. Give it a try!
        Image:TIP: 4 quick and easy ways to find what you are looking for in IBM Lotus Notes
  • Another useful method to find something is to use the built-in Global Search tool in eProductivity, which makes it easy to search across your mail, archives, and Lotus Notes Reference or Notebook files in one click. No more opening each mail or archive file and searching it individually. Click. Search. Find.
       
        Image:TIP: 4 quick and easy ways to find what you are looking for in IBM Lotus Notes       
        Note: eProductivity is available without charge to all IBM Notes users at MAPMG. Learn More.

I hope you find this quick tip helpful. If there is a tip you'd like to see or share or if I can be of service, please let us know! Perhaps you've just learned that your organization has announced a move from IBM Notes to Office 365.

Typically a migration in a large enterprise can take a long time. In some cases I am aware of 12-18 months or more. So what should you do in the mean time?

Getting Things Done In The Present

You already have the premier productivity tool for getting things done with IBM Lotus Notes - eProductivity. There are many excellent resources to help you on the eProductivity web site. If you work for Kaiser Permanente, be sure to visit the MAPMG eProductivity Community Page as well.


What about the announced plan to move from IBM Lotus Notes to Office 365?

If your company is switching in the future, you may be wondering if you should even bother to apply yourself to learn and use eProductivity.

I think you should, and here's why:

1. eProductivity is the tool you already have and it's helping people at around the world get things done faster and with less stress -- every day.
2. Even more important, eProductivity is teaching people a new way to work efficiently using the GTD methodology upon which it's based. Those skills can be transferred to any new tools in the future, including Office 365.

The more organized and efficient you can become before the migration, the easier that transition will be.

eProductivity is a win-win. You get things done now and you sharpen your skills to get things done in the future.

Still not convinced? This blog post answers the question: I heard we are moving away from IBM Lotus Notes, why should I bother with eProductivity until then?


What about eProductivity for Office 365?

I'm currently considering tools and services for users of Office 365, especially those who are forced to move from Notes and who want to maintain a trusted system to manage their projects, actions and information as they do now in eProductivity.

If that interests you, let me know.

Is there anything I can do to serve you? Do you have any questions? Let me know.


Eric

Eric Mack

Consultant and Facilitator for eProductivity at MAPMG
Workplace Performance, Productivity and Knowledge Systems

eProductivity version 4 is here!

After 10 years of development, eProductivity has proven to be a stable product; however, there's always room for improvement and the occasional fixes. :-)

This major release of eProductivity includes many new features to facilitate working with archives as well as various new productivity features.

eProductivity version 4 is available to all current monthly and annual subscribers at no charge.

[Note: If you are an enterprise user, e.g. KP, MAPMG, please do not attempt to install this update on your own. IT will push this update out to you once it is approved.]

Here are some highlights from the new release. To see the full release notes, including links to help documents, see here and here.

Productivity Features Added
  • To speed up filing emails, the 'Send & File' and 'Move to Folder' menus now display the last three folders you filed into (even if they are in another mail file or archive).
  • We've added a 'Clear due date' button to the Project and Action forms so that you can quickly remove a due date.
Archiving Features Added
These were created to make archiving easier, especially for users whose organizations use automatic archiving. These will help you manage your data better and protect your active work from being archived without your knowledge:
  • The Archiving view has been updated to make it even easier for you to see and archive completed items while protecting incomplete items.
  • Easily archive and restore folders: New buttons in folders in Mail and Archives will allow you to:
    MOVE
    the current folder (including subfolders) to an archive.
    RESTORE
    a folder (including subfolders) from an archive back to the Mail file.
  • New tasks protected from archiving until completed: All new Projects and Actions, as well as anything linked to them, will be automatically flagged to prevent them from being archived or purged until you mark them "Complete."
  • Pre-existing Project or Actions protected from archiving until completed: a new Admin tool has been added that prevents archiving of all pre-existing Projects and Actions, as well as anything linked to them. This will run automatically when you install version 4.
  • Messages in folders protected from archiving: A new setting will protect messages in folders from archiving and purging.
  • Protect completed Projects or Actions from archiving: You can now increase the period of time that eProductivity Projects and Actions are protected from archiving and purging.
I use these feature daily to manage my mail file, by pruning inactive folders full of emails to my archive, yet knowing that if I ever want to restore that folder from my archive I can do so with a single click. This will keep your Domino Administrator happy as your mail file will be smaller (and faster) yet you can trust that will be able to quickly find what you need when you need it.

Don't forget that the The eProductivity Global Search tool also makes it easy to find messages, regardless of whether they are in the mail, archive or an external mail file.

New features in eProductivity Reference

The latest version of eProductivity Reference has added two new features:
  • The Timestamp feature makes it easy to timestamp any entry in the Reference DB. This is similar to the timestamp function in journal entries, but the new Timestamp can be applied to any document in the Reference DB.
  • Documents in the Reference DB are now protected from archiving and purging by default.
So who can use eProductivity 4?
Subscription license users:
If you are a current subscriber, your activation key has already been upgraded and you are ready to enjoy the benefits of version 4. See here to download.

Perpetual License Users:
  • If you are subscribed to maintenance and support, you can download and install version 4.
  • If your maintenance and support subscription has lapsed, version 4 will not work for you without a new activation key. Your current software will continue to work. To upgrade to version 4, renew your maintenance and support subscription here.

Copyright © 2001, 2002-2019, ICA.COM, Inc. - All Rights Reserved. eProductivity™ and ICA are trademarks or registered trademarks of ICA.COM, Inc.
"GTD®" and "Getting Things Done®" are registered trademarks of the David Allen Company. Lotus® and Lotus Notes® are registered trademarks of IBM Corporation.