As we work to get our Notes applications functioning smoothly with our Outlook mail, I’m finding ways to keep the close binding between Notes applications and the user’s mail. It’s so much easier to click a button to generate an email associated to a particular Notes document than to copy-paste a document link.
We’ve got a Notes form for the Quarterly Project Report. Each quarter, various key members on the project are supposed to have a call to review the project. The form itself is ponderous, having something like 700 fields, but (using hide-whens) can be distilled down to a manageable number for the meeting’s agenda. The Notes names of the expected participants are computed from other documents within the database, though the fields are editable. In switching from using Notes mail to generate the meeting notice to Outlook, I ended up switching to using iCal.
It turns out that iCal is a far simpler way to initiate the meeting notice in the UI. All I need is something like this in an ICS file to have it open in my Outlook client as a meeting notice for me to send (as an update, but more on that in another post)
BEGIN:VCALENDAR BEGIN:VEVENT DTSTART:20170622T211500 DTEND:20170622T221500 ATTENDEE;ROLE=REQ-PARTICIPANT;PARTSTAT=NEEDS-ACTION;CN="David Navarre/Company";RSVP=TRUE:mailto:David_Navarre@company.com ATTENDEE;ROLE=REQ-PARTICIPANT;PARTSTAT=NEEDS-ACTION;CN="Another Person/Company";RSVP=TRUE:mailto:Another_Person@company.com ATTENDEE;ROLE=OPT-PARTICIPANT;PARTSTAT=NEEDS-ACTION;RSVP=TRUE:mailto:external_person@SecondCompany.com DESCRIPTION: SUMMARY:2017 Q2 QPR: Agribusiness Competitiveness Enhancement via file UID:AC1804D765C782CD8525814500073F37 END:VEVENT END:VCALENDAR
One of the hurdles is that we need to have email addresses as well as names for all of the attendees. If you leave the mailto blank or put the Notes name there, it ignores it. Since our address book is still available in Notes and contains everyone’s email address, I thought I’d just google how to do it. Sadly, it wasn’t out there, so I took a few minutes and modified some script in the help documentation (Examples: AddressBooks property) to create a function to do the lookup.
%REM Function getEmailAddress Description: This Function returns a string that is the email address from the address books IMPORTANT: all address books are stored in the NotesDatabase list, addressBookList, which must be called BEFORE calling the getEmailAddress function %END REM Function getEmailAddress ( recipientName As String ) As String Dim view As NotesView Dim doc As NotesDocument Dim internetAddress As Variant Dim found As Boolean Dim reason As String On Error Goto errorhandler ' if already an internet address, just return that value ' If ( InStr ( recipientName, "@" ) ) Then getEmailAddress = recipientName Exit function End If getEmailAddress = "" found = False ForAll addressBook In addressBookList ' all address books are stored in the NotesDatabase list, addressBookList, which must be called BEFORE calling the getEmailAddress function ' ' check every Domino Directory, until found ' If ( addressBook.IsPublicAddressBook ) And ( Not found ) Then ' look up name in the VIMPeople view of address book ' Set view = addressBook.GetView( "($VIMPeople)" ) If not ( view Is Nothing ) Then Set doc = view.GetDocumentByKey( recipientName ) ' if person is found, get their internet addrress and stop ' If Not ( doc Is Nothing ) Then internetAddress = doc.Getitemvalue("InternetAddress") If ( internetAddress (0) <> "" ) Then getEmailAddress = internetAddress (0) found = True Exit ForAll End If End If End If End If End ForAll ' if found is still False, the person was not found ' If Not found Then MessageBox ( "Unable to locate " & recipientName & " in the address book, using " & recipientName & " as their email addresss" ) getEmailAddress = recipientName End If exiting: Exit Function errorhandler:' report all errors in a messagebox ' reason = "Function getEmailAddress: " reason = reason & "Error #" & Cstr (Err) & " (" & Error & ") on line " & Cstr (Erl) Messagebox reason, 16, "Error" Resume exiting End Function
Hope someone else finds this useful….
Dim addressBookList List As NotesDatabase
As Ben pointed out, re-opening every address book every time you want the email address is incredibly inefficient. So, declare a global variable for the address books and use the following function to open them. The code in getEmailAddress now reflects this….
%REM Function openAddressBooks Description: This Function assigns all address books to a NotesDatabase list and opens them %END REM Function openAddressBooks ( ) As Boolean Dim reason As String On Error Goto errorhandler openAddressBooks = False ForAll addressBook In session.Addressbooks ' open every Domino Directory ' If ( addressBook.IsPublicAddressBook ) Then Set addressBookList (addressBook.FileName) = addressBook Call addressBookList (addressBook.FileName).Open( "", "" ) End If End ForAll openAddressBooks = True exiting: Call agentLog.LogAction ( "-------" ) Call agentLog.LogAction ( "-------" ) Exit Function errorhandler:' report all errors in a messagebox ' reason = "Error #" & Cstr (Err) & " (" & Error & ") on line " & Cstr (Erl) Messagebox reason, 16, "Error" Call agentLog.LogAction ( reason ) Resume exiting End Function