Comments on: Limited Number Of Documents In A View.

By: mglist

mglist — Wed, 26 Oct 2011 17:39:10 +0000

Thanks to all that responded with ideas.

I created a view with the priority field in the first column sorted high to low. The second column used the simple function, # in View, so that it showned 1,2,3…etc. The manager insisted that he only wanted to see the top 25 and nothing more. You know how some people can be?

I discuss the agent and a nightly update routine with the manager and explained with this method I could limit the documents in the view to be exactly 25. I also offered to have the agent run more often if it was necessary. He agreed to this solution and would see if once a day would serve his needs. So that is what I will do.

I was hoping for a simpler solution, but it is what it is. Again, thanks for all the help.

Mglist

By: sliktool

sliktool — Wed, 26 Oct 2011 15:49:00 +0000

@Mglist – an agent will work, nightly if you choose and thus a view will work. My recommendation was based on the assumption (always dangerous I know) that this Top 25 had to always be up to date. If it can wait nightly, or even every 4 hours or so, an agent is likely the safe route.

A side thought though, is a view sorted by by the date time of being added to the Top 25 (so flag for Top 25, and flag for when it was set). The only issue is, the view will likely have more than 25 in the view at different times of the day, but you could purge the older ones (based on the “added to Top 25″ field) hourly without likely causing an issue.

Think that might work?

By: ledlincoln

ledlincoln — Wed, 26 Oct 2011 14:18:02 +0000

Mglist, I think you’re on the right track. A nightly agent can set or reset the priority field on each document. An even simpler option would be for the manager to just look at the top 25 docs in a priority-sorted view.

By: mglist

mglist — Tue, 25 Oct 2011 17:26:23 +0000

Thank you SlikTool for your response. We may have 200 to 300 projects active at any one time and priorities changing based upon the customer’s needs. So to recreated the folder each time a document is updated would be a lot of overhead. I was kind of hoping there was a parameter that could be set, or a view formula that would manage the amount of documents displayed. I think that I may have to write an agent in LotusScript that would evalute whether the document is in the top 25 and set a hidden field on the document to yes or no. Then use that field value in the view selection formula. If you know of a different way, please let me know. Thanks for your help.