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How to access shared search in Lotus Notes

I saved a search in my Lotus Notes mail database and chose to share it.  How do other users access that search?

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cas_three
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cas_three
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2 Solutions
 
Bill-HansonCommented:
Other's will only be able to see your saved searches if you have Designer access or higher to the database and you checked the "Share this search with other users" property when you created the Saved Search (this property will be grayed out if you do not have Designer or higher access to the database).
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cas_threeAuthor Commented:
I do have designer access to the database and I checked the shared box.  So what do I do for others to see that search?

Thank you
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Bill-HansonCommented:
You don't need to do anything, but if the user is using a replica copy that has not been indexed, he/she may not see the searches.
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madheeswarCommented:
if it is a customized search form, then save the document in the Search view and users can make use of it.
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qwaleteeCommented:
They need to expand the search bar (clikc on MORE).  A whole bunchof UI widgets will open up, including a button labeled "LOAD SEARCH"

Your search should appear when they click that button, same as it does for you.
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cas_threeAuthor Commented:
The only option I get is Delete Search?  

when I click Save Search and check the box to share with others, where exactly is it saving that search too?  Is there another setting on the Domino server end I may be missing?

Thank you
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Bill-HansonCommented:
madheeswar:  I've never heard of that technique.  Where is it documented?
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qwaleteeCommented:
cas_three,
Ar eyou working on a local copy? Make sure to work on the server copy.  If you don't even yourself see the search you saved, then you messed up somewhere and didn't actually save it.  If you do see it, when you click LOAD SEARCH, then it shoudl automatically have "... (shared)" appended to its name.  Otherwise, it is a personal search, and other users won't see it.

Bill,
Madheeswar is talking about an option you can set on every form, which indicates whether the form should be included in the "Fill-out-example-form" dialog.  When you expand the search bar, there is a row of buttons for differentw asy to set up searches.  Teh last one, set off on the irght and larger than the others, says "Fill out example form..." and opens a dialog box where you can select the form to fill out, and whatever form is selected appears in a cramped window.  You can fill out any field in the form, and when you click ADD, it will add the fields you have entered into the search.  You can try this in yoru own e-mail if you have it indexed.  Fill out the TO and SUBJECT fields, and Notes will run a query for messages where the address matches the SendTo field and the text mataches the Subject field. However, this has nothing t o do with saved searches.  Saved search is an option to save any search query, and saving it can either be done just for you, or shared with other users of the database.  The example form just sets up a standard way of querying, but doe snot save the actual search.  (Though you could create default values for some fields in the example form.)
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Bill-HansonCommented:
Ahhh.  The "Include in Search Builder" setting.  I thought she was talking about something entirely new since she said "save the document in the Search view", not "Enable the 'Include in Search Builder' setting".   I'm still not sure what she meant by that!
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qwaleteeCommented:
Bill -- her = Madheeswar or cas_three? Keeping genders straight -- madheeswar was talking about search builder, cas_three had asked about saved searches, and the two of them were miscommunicating.  You were answering the question correctly.
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cas_threeAuthor Commented:
All mailboxes are opened from the server, not local copies, so I'm not quite sure why the searches are not showing up under saved searches.

I'll give it some more tries.
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Bill-HansonCommented:
I just re-read the question (it helps from time to time).

"I saved a search in my Lotus Notes mail database and chose to share it"

The operative word here being "MY".  Other users will not receive the saved search because they don't inherit their design from your email file.

If all of your users use the same Email Template, you can create the Saved Search in the Template.  Then use the Design task to update each user's individual email file.
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