Create/Distribute Workflow Tracking Databases

When creating workflow-enabled applications, designers often create or include workflow-specific features contained within design elements (such as forms). These design elements may have to exist in other databases to ensure the application functions properly and consistently.

As a result of routing documents into various databases, the forms that are used to display those documents may have to be copied into the destination databases. Alternate methods that have been detailed earlier in this chapter are probably more likely to be used when the design of the destination database is unlikely to be modified. For example, documents routed to a user's mail database should store the design in the document because no one is likely to modify the design of the user's mail databases. Nevertheless, if the user has Designer access to other destination databases used for routing, it may be determined that copying the form design into those databases is the most efficient decision.

Another option for application routing is to route documents to central, shared nonmail databases (specifically, databases that are not users' mail databases) that can act as repositories. Documents are mailed to these databases in the same manner as if they were users' mail databases. To enable this, a mail-in database document is created in the Domino directory so that the mail router running on the server knows where to deliver the document.

Routing documents to nonmail databases is a useful feature for workflow business processes that are contained in multiple databases or for automatically archiving documents that have reached a threshold maturity date.

Notes views are meant to display a subset of documents to users based upon the view selection formula and how the data is to be displayed. It only makes sense, then, that they might also be used within workflow applications to help guide users through the workflow process. To determine how to build workflow-specific views, you should

• Consider the users for each view and what information is relevant to the various users.

• Use the view selection formulas to filter which documents appear in each view so that only relevant documents are displayed. You can modify the field values throughout the workflow process so that documents can be moved from one view to another for each stage of the workflow.

• Create column definitions that display information that is relevant to the view users.

To prepare for the exam, become familiar with creating workflow-related views by using selection formulas, categorized columns, and so on.

Writing selection formulas does not secure data from users. Users can still access documents through other views by creating personal views and through the document's unique ID.

Complex view selection formulas can have a negative impact on performance. Put as much processing of field values within the document (as it is saved or routed) as possible, and attempt to minimize the complexity of the view selection formulas.