This database provides an example of how 1-2-3 Release 4 and Lotus Notes Release 3 work together using Application Field Exchange (AFE), a feature that lets Notes and 1-2-3 exchange data. The database lets you compose and store expense reports in Notes using a 1-2-3 template.
Getting started
To use the database, you must have 1-2-3 Release 4 and Lotus Notes Release 3, and you must start SHARE.EXE before you start Windows. To start SHARE.EXE before every Windows session, add the following line to your AUTOEXEC.BAT file:
C:\DOS\SHARE
See your DOS documentation for information about SHARE.EXE.
To compose an expense report
To compose an expense report, choose Compose Expense Report. Notes starts 1-2-3 and opens a blank expense report worksheet. Complete the expense report, choose File Update, and then choose File Close or File Exit & Return to Lotus Notes. The Notes document displays the expense report and the contents of certain cells in the 1-2-3 worksheet.
To edit an expense report
To edit an expense report, select the report and choose Edit Edit Document or press CTRL+E. You can edit the Cost Center, End Period, Purpose, Phone, Location, and Emp ID fields directly in the Notes document.
To edit the detailed expense information, double-click the embedded 1-2-3 Worksheet object. Notes starts 1-2-3 and opens the worksheet object.
In 1-2-3, you can edit all the information in the expense report. When you're done, choose File Update, and then choose File Close or File Exit & Return to Lotus Notes.
For Database Developers
Important Features
- Embedded worksheet object
The expense report form contains an embedded 1-2-3 Worksheet object. This worksheet object contains the blank expense report. Each new document that you create using this form contains a new embedded worksheet object.
- Table of information to exchange
The embedded worksheet object contains a 2-column table of information to exchange with Notes. The table is in a range named NOTES FIELDS and is located on worksheet B, named AFE Table. The left column of the table contains field names; these names are used in the expense report form to name fields in which data is exchanged between 1-2-3 and Notes. The right column contains range names that designate the cells that contain the data to be exchanged.
The table can be located anywhere in the worksheet file. It does not need to be in a separate worksheet or in a worksheet named AFE Table, but it must be in a range named NOTES FIELDS. You may want to place the table on a hidden worksheet to reduce the possibility of accidental damage.
The right column of the table can contain either data to be exchanged, or the cell address or range name of a cell that contains data to be exchanged.
- Automatic activation of the embedded worksheet object
Whenever you create a new expense report, Notes automatically activates the embedded worksheet object. To change automatic activation settings for embedded objects in a Notes form, choose Design Form Attributes and then choose Object Activation and select one or more options.
123Worksheet
AUTH #
COST CENTER
CENTER
EMPLOYEE NAME
EMPLOYEE NUMBER
ENDING
E NUMBER
EXPLANATIONS
LOCATION
NOTES FIELDS
PERSONAL_DATA
PHONE
AL_DATA
PURPOSE
_DATA
TOTAL AMOUNT
AL AMOUNT
AL AMOUNT
CBCOPY
Name9
Expense Report
AFE Table
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'LOTUS
'EXPENSE REPORT
'Name
'Bob Babic
'Purpose of trip
'Explanation
'Travel Auth#
'EVALU
'Emp #
'515 Dept. Meetings
'Recruiting Trip
'Dept #
'520 Seminars/Prof. Mtgs
'Location
'4212
'522 Sales Meetings
'Ending
'523 Product Training
'Tel #
'9564
'525 Other
'TRAVEL & ENTERTAINMENT
^Airline
^Trans-
^Break-
^Business
'Date
'Description
^Misc
^Tickets
^portation
^Hotel
^fast
^Lunch
^Dinner
^Entertain.
^Total
'Taxi, home to airport
'Plane fare, Boston-LA
'Taxi, airport to hotel
'Dinner, self and M. Ciccone
'Breakfast, room service
'Taxi to Melrose Pl.
'Lunch, self and J. Doe
'Dinner, self and J. Ramone
'Entertainment, self and S. Stone
'Breakfast, room service
'Hotel, 2 nights
'Taxi, hotel to airport
'Taxi, airport to home
"TOTALS
'Less Expense Advance
'Signature
'Balance due
LOTUS
LOTUS
CHECK ATTACHED
'Approval
'From
'employee name
'EmployeeNumber
'employee number
'CostCenter
'cost center
'Location
'location
'PeriodEnding
'ending
'PhoneNumber
'phone
'TotalAmount
'total amount
'Purpose
'purpose
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"System
nse ReportAFE Ta
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TRAVEL & ENTERTAINMENT
Airline
Trans-
Break-
Business
Description
Tickets
portation
Hotel
Lunch
Dinner
Entertain.
Total
"Helv
08/01/93
Taxi, home to airport
15.00
15.00
08/01/93
Plane fare, Boston-LA
399.00
399.00
08/01/93
Taxi, airport to hotel
22.00
22.00
08/01/93
Dinner, self and M. Ciccone
250.00
250.00
08/02/93
Breakfast, room service
15.00
15.00
08/02/93
Taxi to Melrose Pl.
11.00
11.00
08/02/93
Lunch, self and J. Doe
60.00
60.00
08/02/93
Dinner, self and J. Ramone
08/02/93
Entertainment, self and S. Stone
65.00
65.00
08/03/93
Breakfast, room service
22.00
22.00
08/03/93
Hotel, 2 nights
250.00
250.00
08/03/93
Taxi, hotel to airport
25.00
25.00
08/03/93
Taxi, airport to home
17.00
17.00
"Helv
TOTALS
$0.00
$399.00
$90.00
$250.00
$37.00
$60.00
$257.50
$65.00
$1,158.50
$739.00
$354.50
$65.00
$1,158.50
nse ReportAFE Ta
Less Expense Advance
$0.00
Signature
_______________________
Balance due
$1,158.50
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