Route Documents and Send Links to Documents

Four types of informational links can be used within Lotus Notes (not including links to URL addresses). These links must be placed within Rich Text fields. Document, view, and database links display a specific icon after they are pasted into the Rich Text field. Table 11.7 describes the four types of links that can be included.

Table 11.7. Types of Informational Links
Link TypeRelated IconDescription
AnchorLinks information from one place within a document to another place within the same document (similar to anchor tags commonly used within HTML pages). When it is clicked, the anchor gets focus on the screen.
DocumentLinks to another Notes document. When it is clicked, the document is opened. This document can be stored in the same database, in another database on the same server, or in another server to which the user has access. Document links are often used to cross-reference other related Notes documents. Similarly, document links are often contained within mail messages being sent to Notes mail clients.
ViewLinks to a Notes view. When it is clicked, the view is opened. This view can be stored in the same database, in another database on the same server, or in another server to which the user has access.
DatabaseLinks to another database. When it is clicked, the database is opened to the default view for that database. This database can be stored on the same server or another server to which the user has access.

Creating Document, View, or Database Links

To create links to Notes documents, views, or databases, a link first must be copied to memory (in other words, copied to the clipboard) and then pasted in an existing Rich Text field (for Notes clients) or into a form, subform, or page design element (for Notes Designers).

To create Document Links, View Links, or Database Links, the user must have a Lotus Notes client. However, previously created links work with Web clients—that is, document links, view links, and database links that were created by a Notes client will appear for Web clients represented by the same icon as with Notes clients, and clicking on the icon opens the respective link.


To create document, view, or database links, follow these steps:

1.
Perform one of the following actions, depending upon the type of link you want to copy:

  • To copy the anchor link to memory, insert the cursor before the paragraph where the anchor will link to into the rich text of an existing document; select Edit, Copy As Link, Anchor Link from the pull-down menu.

  • To copy the document link to memory, either highlight a document in a view or open an existing document; select Edit, Copy As Link, Document Link from the pull-down menu.

  • To copy the view link to memory, open a view, then select Edit, Copy As Link, View Link from the pull-down menu.

  • To copy the database link to memory, either highlight a database icon from the workspace or open an existing database; select Edit, Copy As Link, Database Link from the pull-down menu.

2.
Open the document in which you want to place the link. The link can be in the body of a new email or in any Rich Text field within Notes.

3.
After the cursor is within a Rich Text field, select Edit, Paste (or CTRL+V).

4.
Save the document (or mail the document if it is a mail memo).

5.
Click on the link icon to open the respective document, view, or database.

Forwarding Notes Documents

Another method for sharing information with team members is to forward the document contents to other users. Forwarding a Notes document creates a copy of the selected document and pastes its contents into the Rich Text body of a new mail message. To forward a document, follow these steps:

1.
Select the document to forward from a view, or open an existing document and select Actions, Forward from the pull-down menu.

2.
Enter the recipient mail address in the To: field.

3.
Enter the subject.

4.
Enter any other relevant information. The forwarded document will be contained within the Rich Text body.

5.
Send the email.

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