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CopyrightIBMCorporation2004TrademarksCleaningupyoursubjectlinesPage1of8CleaningupyoursubjectlinesAndreasArningJuly12,2004RemovethosepeskyFw:'sandRe:'sfromyourmailmessageswiththeclickofabutton.
ThisarticledescribeshowtocreateaprivateviewandaSmartIconthatremovesprefixesfromyourmailmessagesubjectlinesusingtheNotesformulalanguage.
Editor'sNote:ThecodeinthisarticleincludesEnglishandGermanabbreviations(forwardsandreplies).
Modifythecodeasneeded.
Inalongemailthread,youmayfindmoreFw:'sandRe:'sthanactualwordsinthesubjectline,makingitdifficulttofindtheemail'ssubject.
Youmayalsofindthatyou'reunabletolocaterelatedmessagessortingbysubject.
Tomakereadingeasier,youcanusetheinformationinthisarticletostripawayprefixes,suchasFw:andRe:,tocreatecleanersubjectlines.
Inthisarticle,wedescribehowtoimplementthissolutionintwoparts.
First,youcreateaprivateviewbasedontheAllDocumentsviewthatincludesanextracolumnforthestrippedsubject.
Youusethisfieldtosortyouremailmessages.
Itcontainsaruleforstrippingawaytheexcesstextfromyoursubjectlines.
Second,youcreateaSmartIconthatdeterminesthesubjectlineofacurrentlyopenorselectedemailmessage.
TheSmartIconcomputesacleanversionofthesubjectlineusingtherulesdefinedfortheprivateview.
ThisarticleassumesthatyouhavesomefamiliaritywiththeNotesFormulaLanguage;however,experiencewiththeFormulaLanguageisn'trequired.
CreatingaprivateviewTheprivateviewdisplaysmessageswhosesubjectlineshavebeencleaneduptodisplaytheoriginalsubject.
Tocreatetheprivateview,followthesesteps.
1.
IntheNotesclient,openyourInbox.
2.
ChooseCreate-View.
developerWorksibm.
com/developerWorks/CleaningupyoursubjectlinesPage2of8Figure1.
CreateViewdialogbox3.
Enteraviewname.
4.
IntheViewtypefield,selectPrivate.
5.
KeepthedefaultAlldocumentsfortheCopystylefromfield.
6.
ClicktheCustomizebutton.
Figure2.
Programmer'sPane7.
Right-clicktheSubjectcolumnandselectCopyfromthemenu.
8.
Right-clickthecolumnagainandselectPastetocreateasecondcolumnlabeledSubject.
9.
Right-clickthesecondSubjectcolumn,andselectColumn-Properties.
10.
InthefirsttaboftheColumnPropertiesbox,enteranewtitleforthecolumn,suchasStrippedSubject.
ibm.
com/developerWorks/developerWorksCleaningupyoursubjectlinesPage3of8Figure3.
ColumnPropertiesbox11.
SelecttheSorttabinthepropertiesboxandspecifythefollowingvalues:Sort:AscendingType:StandardFigure4.
ColumnPropertiesboxNOTE:Forallothercolumnsinthenewview,makesurethattheSortpropertyissettoNone.
12.
Closethepropertiesbox.
13.
IntheObjectspane,selectthe"StrippedSubject(Column)"object.
TheformulafortheColumnValueisdisplayedintheprogrammer'spane.
Replacethedefaultformula:@If(Form="NonDeliveryReport";"DELIVERYFAILURE:"+FailureReason;Form="DeliveryReport";_"DELIVERED:"+Subject;Form="ReturnReceipt";"RECEIVED:"+Subject;Form="ReturnNonReceipt";_"NOTRECEIVED:"+Subject;Subject)withthefollowingformula:shortsubject:=Subject;@If(@Contains(shortsubject;"Re:");@Set("shortsubject";@RightBack(shortsubject;"Re:@If(@Contains(shortsubject;"RE:");developerWorksibm.
com/developerWorks/CleaningupyoursubjectlinesPage4of8@Set("shortsubject";@RightBack(shortsubject;"RE:@If(@Contains(shortsubject;"Antwort:");@Set("shortsubject";@RightBack(shortsubject;"Antwort:@If(@Contains(shortsubject;"AW:");@Set("shortsubject";@RightBack(shortsubject;"AW:@If(@Contains(shortsubject;"WG:");@Set("shortsubject";@RightBack(shortsubject;"WG:@If(@Contains(shortsubject;"Fwd:");@Set("shortsubject";@RightBack(shortsubject;"Fwd:@If(@Contains(shortsubject;"Fw:");@Set("shortsubject";@RightBack(shortsubject;"Fw:@If(@Contains(shortsubject;"FW:");@Set("shortsubject";@RightBack(shortsubject;"FW:@If(@Contains(shortsubject;"Wtr:");@Set("shortsubject";@RightBack(shortsubject;"Wtr:REM"removeleading,trailing,anddupblanks:";@Set("shortsubject";@Trim(shortsubject));@If(Form="NonDeliveryReport";"DELIVERYFAILURE:"+FailureReason;_Form="DeliveryReport";"DELIVERED:"+Subject;Form="ReturnReceipt";_"RECEIVED:"+Subject;Form="ReturnNonReceipt";"NOTRECEIVED:"+_Subject;shortsubject)14.
Savetheformula.
15.
Saveandcloseyournewview.
Tip:Tochangetheformulalateron,opentheviewandchooseActions-ViewOptions-Design.
CreatingtheSmartIconorcustomizingyourtoolbarThissectionexplainshowtocreateaSmartIconinNotes5.
0.
x,andhowtocustomizeyourtoolbarinNotes6.
0orlater.
CreatingtheSmartIconThecodefortheSmartIconisidenticaltothecodefortheprivateview.
TheSmartIconopenstheprivateview,soyoucaneasilyseeyourmessageswithcleansubjectlines.
TocreateaSmartIconinNotes5.
0.
x,followthesesteps:1.
Openyourmaildatabase,andchooseFile-Preferences-SmartIconSettings.
2.
Selectaniconofyourchoice.
Generally,anyiconnotalreadyinuseislabeledaMacroButton.
3.
Dragtheiconfromtheleftwindowtotherightwindow.
4.
ClicktheEditIconbutton.
5.
IntheDescriptionfield,enteranameforyouricon,suchasShowmailthread.
Thisnameappearswhenyourmousehoversovertheicon.
6.
Addthefollowingformulatotheicon:shortsubject:=Subject;ibm.
com/developerWorks/developerWorksCleaningupyoursubjectlinesPage5of8@If(@Contains(shortsubject;"Re:");@Set("shortsubject";@RightBack(shortsubject;"Re:@If(@Contains(shortsubject;"RE:");@Set("shortsubject";@RightBack(shortsubject;"RE:@If(@Contains(shortsubject;"Antwort:");@Set("shortsubject";@RightBack(shortsubject;"Antwort:@If(@Contains(shortsubject;"AW:");@Set("shortsubject";@RightBack(shortsubject;"AW:@If(@Contains(shortsubject;"WG:");@Set("shortsubject";@RightBack(shortsubject;"WG:@If(@Contains(shortsubject;"Fwd:");@Set("shortsubject";@RightBack(shortsubject;"Fwd:@If(@Contains(shortsubject;"Fw:");@Set("shortsubject";@RightBack(shortsubject;"Fw:@If(@Contains(shortsubject;"FW:");@Set("shortsubject";@RightBack(shortsubject;"FW:@If(@Contains(shortsubject;"Wtr:");@Set("shortsubject";@RightBack(shortsubject;"Wtr:REM"removeleading,trailing,anddupblanks:";@Set("shortsubject";@Trim(shortsubject));@Command([OpenView];"ZZZView";shortsubject)Replacethe"ZZZView"inthelastlineoftheformulawithyourviewname.
7.
ClickOKafteraddingtheformula.
8.
ClickDoneinthedialogbox.
9.
ClickOKtosavetheicon.
CustomizingyourtoolbarTocustomizeyourtoolbarinNotes6andlater,followthesesteps:1.
Openyourmaildatabase,andchooseFile-Preferences-ToolbarPreferences.
2.
IntheToolbarPreferencesdialogbox,clicktheCustomizetab.
developerWorksibm.
com/developerWorks/CleaningupyoursubjectlinesPage6of8Figure5.
ToolbarPreferencesdialogbox3.
ClickNew,thenselectButton.
4.
IntheEditToolbarButtondialogbox,enteranameforthebuttonalongwiththepop-uphelptext.
5.
IntheFormulawindow,addthecodeabovefortheSmartIcon.
6.
Optionally,clicktheChangeIconbuttontoselectanewicongraphic.
7.
ClickOKwhendone.
8.
ClickOKintheToolbarPreferencesdialogboxtosavethenewicon.
UsingtheSmartIconandprivateviewAnytimeyouwanttocleanupyoursubjectline,selectoropentheemailmessagethatyouwanttochange,andthenclickthenewSmartIcon.
Thisactionopensyourprivateviewwheredocumentsaresortedbythecleanedupsubjectlines.
Emailswiththesamesubjectlinesaresortedbydate.
Theviewshowstheoldestdocumentwiththesubjectlinefirstandallothersdocumentsfollowing.
NOTE:MessagesinyourInboxarenotaffectedbytheSmartIcon.
TheprivateviewcodeFirst,let'slookatthecodethatcomputesthevalueoftheadditionalcolumnStrippedSubject.
Thiscodecopiesthesubjectofyourmessagetoatemporaryvariable.
Inasetofoperations,thistemporaryvariableischeckedforacertainsetofprefixesthatwewanttocleanaway(forexample,Fwd:,Re:,andsoon).
Iffound,theprefixisprunedaway.
BecausetheNotesFormulaLanguagedoesnotofferanexplicitloopconstruct,thecodelooksfortherightmostRe:andanythingbeforetheRe:isprunedaway.
Thismaypruneawaytoomuchincertaincases.
Toillustratethat,let'sconsiderthefollowingartificialsubjectline:YouareselectedforaCorporateAward,butyouhavetorespondimmediatelyRe:bytodayibm.
com/developerWorks/developerWorksCleaningupyoursubjectlinesPage7of8Inthiscase,theformulacleansthesubjectlineandremovesalltextbefore"bytoday.
"Theriskofremovingtoomuchofthesubjectlineislow,however,becauseseveralmessageswiththissubjectarestillsortedtogetherinthe"bytoday"groupofemails.
Iftheresultingstrippedsubjectlineisempty,amessageisshowntogetherwithallotheremailswithoutasubjectline.
Ifyoudonotwanttotakethisrisk,youcanaddcodethatremovesonlythesubstringinstead.
Toremoveuptoanynumberofoccurrencesofthesamesubject,repeatthecheckforthesubstringasmanytimesasyouthinkissufficient.
IfyouwanttocheckforandremoveuptothreeoccurrencesofFwd:,thenthefourthoccurrenceoftheprefixremainsinthesubjectline.
Ontheotherhand,ifyouperformthischeckfourtimesormoreforeachoftheseprefixes,thisfeaturemayconsumemorecomputerresourcesthannecessary.
TheSmartIconcodeLet'sconsiderthesamecodethatcomputesthetemporarystrippedsubjectintheSmartIconcode.
Thestrippedsubjectlinecomputedhereiskeywhenopeningyourprivateview.
Youmayhavenoticedthatthecodeisduplicatedhereagainwiththedisadvantagethatanychanges(forexample,addinganotherstringthatshouldbeignored)havetobemadeintwoplaces.
YoumaywanttoconsolidatethisusingsharedcodeavailableinNotes6andlater.
Attheriskofmakingthecodeslightlymoredifficulttounderstand,thebenefitiseasiermaintenancebecauseitisreallyimportantthatthecodeinthetwoplacesbeidentical.
(Ifnot,thestrippedsubjectlineintheviewandthecomputedkeyvalueforenteringyourprivateviewwouldnotmatch,resultinginanerrormessage.
)ComparisonwiththeDiscussionThreadsviewYoumaybefamiliarwiththediscussionthreadsview,andyoumaywonderwhetherornotthestrippedsubjectlinesolutionoffersanyadvantageoverthatview:Theanswerisyes.
Infact,therearetwodistinctadvantagesthatthestrippedsubjectlinesolutionhasoverthediscussionthreadsview.
ThefirstadvantageisthatthestrippedsubjectlinecanidentifyandmergethreadsevenifsomeoftheinvolvedpartiesusedForwardorevenForwardwithoutattachmentinsteadofReplyorReplywithHistory.
ThediscussionthreadsviewlosestheconnectionbetweenmaildocumentswhensomearecreatedbyForwardorbyForwardwithoutattachment.
Asecondadvantageinvolvesdynamicsortingdonebyclickingthetwistieinthecolumnheaders.
Inthissituation,thestrippedsubjectlinesolutionallowsyoutore-sortdocuments,whilekeepingthecurrentdocumentinfocus,whichisdifficultforthediscussionthreadsview.
ConclusionThisarticleshowsyoutwothings:Howtogetacompletelistofmessageswiththesamesubject,whileignoringthewellknownprefixesaddedduringtheReplyandForwardoperationsorbyaconfidentialflag.
Thistaskisdoneonlybysortorder,withoutaffectingthesubjectline,sothefullinformationremainsintact.
developerWorksibm.
com/developerWorks/CleaningupyoursubjectlinesPage8of8Itshowsyouhowtodisplayacompletelistofmessageswithasingleclick,whileeditingamaildocumentorwhilehavingonedocumentselectedwhenworkingwithyourInbox.
Asyoucanseebythesmallamountofcodingneeded,thisisjustonemoreexampleofthepowerfulNotesinfrastructurethatallowsahighamountofcustomizationatlowcost.
CopyrightIBMCorporation2004(www.
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com/legal/copytrade.
shtml)Trademarks(www.
ibm.
com/developerworks/ibm/trademarks/)