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The IBM Tips Podcast

Connecting you with news and best practices for IBM software

This week, in honor of Halloween, our topic is "Scary Messages"...and making them not-so-scary! We'll go over some error messages and other things in Notes that might cause confusion, and we'll tell you why you got the message and what you can do about it.

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Documents expiring!

When you open Notes, you see this:
Image:The Notes Tips Podcast: Episode 12 - "Scary" messages
"You have one or more documents in your mail file which have already expired or will expire in the next 30 days. To view your expiring documents, open the "Custom Expiration/By date" view available in your mail file"

What happened?

Some emails are going to be archived now or soon. You or your administrator can set expiration dates for emails, and they'll be archived on that date.

How do I know when an email is going to expire?
You can open an email to see when it expires. It'll it the header of the email.

How do I keep emails from expiring?
If you set the expiration date, select the email, and click More > Mark/Unmark Document as Expired.  

If your admin set the expiration date, you can't remove it.

How do I see emails once they've expired?
To see expired documents, you look in your archive.

Removing vs. deleting a calendar notices

After you accepting, declining, updating, etc, a calendar notice is still in your inbox. If you select it and click delete, you get a message that says "Select Remove to hide this Calendar or To Do document..." etc, and your options are Remove, Delete Forever, and Cancel.

What you can do

  • If you want to get the notice out of your inbox, click "Remove."
  • If you want to delete the notice completely, click "Delete." If you delete it completely, you won't be able to find the notice in mail or calendar views.

To avoid seeing this message

Setting a preference that removes meeting invitations and notices from your inbox once you've dealt with them.  Go to File > Preferences > Calendar and to do, Display tab, Notices tab, and select "Remove meeting notices from my inbox after I process them."

"Another copy of this document was saved while you were editing it. Save your changes also as a Save Conflict document?"

What happened?
You saved a copy of this document while someone else was editing it, or vice versa.

What you can do
  • If you click Yes, two copies of the document will appear in the view, one of them marked [Replication or Save Conflict].
  • If you click No, you will lose any changes you made to the version of the document that is now open. Do this only if you're sure this version contains nothing you want to save.
To fix replication or save conflicts that occur, examine each version of the document and decide whether you want to keep the main document or the response, depending on which is more current and accurate.
  • If the main document is more accurate, copy any info from the Save conflict, then select the save conflict and click Edit > Delete, then refresh the view (to do that you can click F9).  
  • If the save conflict is more accurate, edit it, then click File > Save and it becomes the main document.

Remote images

You open an email and you see X's or broken image icons where images would be and a message at the top of the email saying ""To ensure privacy, images from remote sites were preventing from downloading Show images"

What happened?

You got an email from an non-Notes email address, and that email contains images in it. Those images are called "remote images." By default, Notes does not display these images without your permission, because there's a chance they could contain viruses or other malware.  

What you can do

To stay safe, you can continue to let remote images be blocked by default. When you get an email from an address that you trust and the content of the email seems safe, you can click Show images to display the images in that email.  

If you really want, you can change a preference so remote images do display by default. If the preference is not locked by your administrator, you can choose to always show remote images by selecting File > Preferences > Mail > Internet, and under the Image Security section, clearing the checkbox labeled "To ensure privacy, do not show remote images without my permission." We don't recommend this.

"Doclink database cannot be located"

What happened?

Notes cannot find the target of the link you clicked. This occurs if you interrupt a search in progress.  

What can I do?

Retry. If you still receive this error:
1.        Right-click the link, and click Link > Properties to see the name and location of the application.
2.        Click File > Open > Lotus Notes Application and type the server name. If the server opens, retry the link.
3.        If it doesn't open, use the Domino┬« Directory to check whether the application exists on a different server, and try opening it on that server.

Scary messages from our friends & colleagues:

Some of these messages are pretty technical, so you wouldn't see them unless you're an experienced or "power" user, or a developer.
  • " Network operation did not complete in a reasonable amount of time"
    What happened?

    Whatever you just clicked or searched for took too long because of a network problem.

    What can I do?

    Wait a few minutes and retry. If you continue to receive this message, make sure you have an internet connection and make sure the Domino® server you're trying to access is also working.

    You can also check the size of the application you're using. If the application is very large, retry the operation when the network is less active.

    If you have space, create a local replica of a large application for better performance, especially away from the office.
  • " Object variable not set" and its cousin, "Note item not found"
    What happened?

    The "object variable not set" occurs when LotusScript code doesn't properly set an object and then tries to use it.

    What can I do?

    If you've written the code yourself, you have a clue and can debug it. But sometimes templates and other applications created and used in organizations include a lot of LotusScript code, and users are occasionally ambushed by this message. This should be rare though.
  • "Note item not found"
    What happened?

    There is a design element in the document or application that is not rendering.
  • "Query is not understandable"
    What happened?

    When you tried to use a search formula, it contains characters that Notes doesn't accept in search formulas. In addition to letters and numbers, Notes accepts only these characters: colon (:), backslash (\), period (.), and ampersand (&).

IBM SocialBiz UX | 26 October 2012 09:30:00 AM ET |

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