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How to Fix Old Documents that Have "Store Form in Document" Selected
Problem:
Changes to a form do not affect previously composed documents if the form uses Store form in document. That is, older documents in the database do not reflect the new Form changes. How can you update the documents to reflect changes made to the form?
Solution:
For Notes Release 4.x:
1. Create an agent with the following settings:
- When should this agent run: Manually from the Action Menu
- Which document(s) should it run on?: All documents in the database
- Formula:
SELECT $TITLE="Form Name";
FIELD $TITLE:=@DeleteField;
FIELD $INFO:=@DeleteField;
FIELD $WINDOWTITLE:=@DeleteField;
FIELD $BODY:=@DeleteField;
FIELD FORM:="Form Name";
2. Refresh the affected documents.
Notes 4.x does not have a menu option to execute Tools, Refresh Fields. You must create a SmartIcon that executes the @Command for either "ToolsRefreshAllDocs" or "ToolsRefreshSelectedDocs". (The "ToolsRefreshSelectedDocs" command is preferred when you need to update only certain documents, but you need a method to select those documents (such as a view with a selection formula).)
Steps to create a SmartIcon that executes the "ToolsRefresh" command:
a. From the menu, select File, Tools, SmartIcons.
b. Select "Edit Icon."
c. Scroll to the end of the icon list.
d. Select an icon labeled "Macro Button."
e. Edit the description field to read "ToolsRefreshSelectedDocs" or "ToolsRefreshAllDocs".
f. Select Formula.
g. Select "Add @Command."
h. Select either "ToolsRefreshSelectedDocs" or "ToolsRefreshAllDocs."
i. Select Paste.
j. Select OK.
k. Select Done.
For Notes Release 3.x:
The Application Developer's Reference (yellow cover, page 6-12) discusses a macro which removes the Store Form in Document attributes. The documentation left out the use of the formula keyword FIELD, the macro should use the following syntax:
SELECT $TITLE="Form Name";
FIELD $TITLE:=@DeleteField;
FIELD $INFO:=@DeleteField;
FIELD $WINDOWTITLE:=@DeleteField;
FIELD $BODY:=@DeleteField;
FIELD FORM:="Form Name";
Once the macro is run, perform Tools, Refresh Fields to update the documents with the new form attributes.