You might have a Purchasing application where employees fill out Purchase Requests for office supplies. You can have your Notes application look up this information and automatically insert it into documents.
Mary Tsen composes a Purchase Order. The P.O. Number, Date, and Requested By fields are filled in automatically by Notes. Mary fills in the details of the purchase order: quantity, part number, and so on.
When Mary saves the Purchase Order, the delivery information in the lower half of the document is calculated using a series of @DbLookup formulas to retrieve information about that user from the public Name & Address Book:
This is accomplished by using computed fields and writing a lookup formula for each field to be retrieved (Location and Telephone). For example, the formula for the Location field would be:
@DbLookup("";"Purchasing":"Names.NSF";"People"; @Right(RequestedBy; "");"Location")
This formula instructs Lotus Domino to open the Name & Address Book (Names.NSF) on the Purchasing server, locate the People view, and then locate the person whose last name matches the last name in the purchase order¡¯s RequestedBy field. Once the correct document has been located, Lotus Domino copies the information from the Person document¡¯s Location field into the purchase order Location field.
A similar formula then copies Mary¡¯s telephone number from the Person record OfficePhoneNumber field into the purchase order Phone field.
Note For the DeliverTo field, Mary¡¯s name is determined when the document is composed, using @UserName.