Sample steps for creating a simple action agent to delete Draft documents automatically
generated
IMPORTANT NOTE: This list of steps represents only one way to work around the issue
described in IBM Support technote # 1267975. There are many other ways to achieve the
same goal of deleting the Draft documents.
These steps are provided as is. This solution would be implemented in a single database.
The agent, once created, can be copied to other databases. However, please carefully
consider your environment before implementing a solution in many databases on the
same Domino server.
Steps:
1. Open the affected user's mail database in the Notes client.
2. From the menu, select Create-->Agent.
3. In the "Agent Properties" box, define these agent properties:
a.) Agent Name
b.) Shared agent (the default option)
c.) Trigger : On Schedule: More than once a day (Or whichever best suits your environment)
d.) Target: All New and Modified Documents
e.) Click the "Schedule" button to choose the interval needed (every 30 minutes, every 2
hours, etc.) or to choose the start times if the agent will be run once a day.
f.) Click OK to close the Schedule dialog box.
Agent Properties Box Completed:
g.) Click the “x” at top right to close the Agent properties box.
4. At the top of the right frame, you will see a drop-down menu where you choose the type of
agent: Simple Action, LotusScript, etc. Choose “Simple Action” if it is not already selected.
(NOTE: The default in Notes 6.x and 7.x is Simple Action. The default in 8.x is LotusScript.)
5. Choose the Conditions (at least two) to determine which documents will be acted upon.
In this example, we are using two conditions to define Document Selection. You may use
additional ones if you wish.
CONDITION #1: In Folder --Drafts
CONDITION #2: By field—Form--Contains--OutOfOfficeProfile
To add the conditions listed above, use these steps:
a.) On the left, click "Document Selection."
b.) At the bottom of the right pane, click "Add Condition."
c.) Choose "In Folder" from the drop-down, and select "Drafts" from the list.
d.) Click the "Add" button to add this condition to the agent.
CONDITION #1:
e.) Click "Add Condition" again.
f.) Select "By field" and "Form" from the drop-downs.
Manually type in "OutOfOfficeProfile" (without quotes), all one word, and exactly as it is here
with respect to capitalization.
g.) Click "Add" to add this condition to the agent.
CONDITION #2:
When you have added both conditions, you will notice that the word "AND" is automatically
inserted between the two grey boxes that represent each of the conditions.
NOTE: You do not have to type the word AND. The system does this for you.
6. Choose the Action "Delete from Database" to delete these documents from the database when
this agent runs:
a.) On the left, click the word "Action”
b.) On the right, at the bottom, click the button "Add Action"
c.) From the drop-down list, choose "Delete from Database"
d.) Click Add to add this action to the agent:
7. Save and Close the agent (Ctrl+S, or FileSave).