Application Name: Technotes & Tips Database File Name: TECHTIPS.NSF Description of the Application ------------------------------ Provides two different forms, one for posting simple technical tips, and one for providing more detailed technical information (tech notes). Special Use Instructions ------------------------ Database Characteristics ------------------------ Technical Features ------------------ Notes Application Type ---------------------- Reference Business Area ------------- Customer Support Database Policy Technotes and Tips For Database Users ------------------ What does this database do? The Technotes & Tips database is a place where technical issues and solutions are posted for general distribution. Technotes are definitive explanations of software issues and resolutions. Tips are short suggestions of little-known features and simple workarounds. Who will use this database? Members of a software-support organization and end users who need access to technical information provided by the support professionals. When to use this database? Support specialists can use this database to post or review solutions to software problems. End users can use this database to find proven solutions to software problems. For Demoers and Developers -------------------------- Important Features This is a simple Notes discussion/reference database. It can be used to demonstrate how concise entry forms can allow professionals to build a database of commonly useful information in the course of everyday work. Sample Demo 1. Enter a technical document. Select two existing categories and create a new category name as well. When you save the document, it will appear in all three categories in the Technical Notes, By Category view. 2. Enter a tip. Specify a new category, and once you save the document, locate the new entry in each of the three views for tips: By Author, By Category, and By Submission Date. 3. Demonstrate how to add new categories. Describe the need to expand the list of keywords, which makes it easy to specify common topic areas (Categories). Show the two database forms, Tips and Technical Notes, and show how to add new keywords to the Categories fields, using the Select Keywords dialog box (press ENTER on the categories field). For Database Managers --------------------- You should distinguish between two versions of this database: 1. This Technotes & Tips database. This version is the main copy of this database at your Notes site. You have access to this database based on the -Default- access of Reader. This allows you to read the database policy and help documents, browse through the database views, and read documents. It does not allow you to edit or compose documents in the database or to examine the database design using the Design menu. There will be very few changes made to either the design of this database or the documents it contains. Any changes required will be made to the master copy of this database at Lotus and replicated out to the main copy of this database at your site. 2. The database you may implement based on this Technotes & Tips database. You will need more than Reader access if you want to edit or compose documents in the database or to examine the database design using the D esign menu option. You will probably want this level of access if you are going to demonstrate the database. You will certainly want this level of access if you are going to develop your own production database based on this database. After reviewing the main copy of this database, if you want more than Reader access, make a copy and work with that. You will have Manager access to your copy. To make a copy, highlight or open the main copy of the database and then select File, Database, Copy. Specify the server, directory, and file name of the new copy you are making. In the Copy box, select "Forms and Views Only" if you want to copy just the design of the database and populate it with your own documents, or select "Forms, Views and Documents" to copy the demonstration documents that come with it. Do not copy "Access Control List". Do not indicate "Make 'Replica' of original database". Click on New Copy to make the copy. If you are using your database copy for a demonstration or you are just familiarizing yourself with its design, you are done. Browse through the copy you have made. If you are developing an application for implementation in your work group, you will have to make the following changes to your database copy: 1. Remove Data - Delete the demonstration documents in the database. Your work group will be adding its own data. 2. Set Access Control List - Identify the users of the application and the access level each will need. List the name of each user and user group in the Access Control List accordingly. Everyone involved in the support process may have important information about support issues. The support team should be granted Author access to the database. Because end users may need to view data, but should not be allowed to add to or alter the support department's database, the default access to the database is Reader. You may want to change the default access or add additional managers. You must also add to the ACL the server ID names of those servers that will replicate this database. 3. Edit this Database Policy Document - When you implement this database, you should remove this section of the Policy document, For Database Managers. It contains information for the database implementer, not for the users of your application. You may also choose to remove the For Demoers and Developers section. This depends on the needs and interests of the users of the database. If you think the For Demoers and Developers section contains information which is interesting and important for your users, you can either leave this section as is or combine it with the For Database Users section. Use your judgement. 4. Customize Allowable Keywords in Keyword Fields - You may have to change the list of allowable keywords in keyword fields. The following table lists each of the keyword fields in the database. Review the keyword list for each field to be sure it is appropriate for your work group. Change the keywords as necessary. ----------------------------------------------------------------------------- Form Name | Field Prompt on Form | Field Name ----------------------------|--------------------------------|--------------- Technical Note | Categories | Categories ----------------------------|--------------------------------|--------------- Tip | Categories | Categories ----------------------------------------------------------------------------- 5. Customize the Database Design - Make any design changes that are necessary for your particular application. You may not have to do anything! If you do make design changes and they add new functionality to the database, be sure to describe what it is in the What does this database do? section of the Policy document and how to use it in the Functions of the Database section of the Help document.