Creating a Domino Event Registration DB with Workflow 

With the Lotusphere Comes to You events fast approaching I thought I would use this time to provide assistance in creating a registration website for the individual Partner lead LCTY events I am aware of. For those of you interested in attending here are the cities I am currently aware of:

Halifax - Lead by Nashen + Nashen
Winnipeg - Lead by Kryos
Edmonton - Lead by Allegro Associates
Regina - Lead by Gear Development
Calgary - TBD
Vancouver - TBD

Send me an e-mail for details or venue and dates

That said, each of the partners leading these events will have to create a registration website to track attendee status.
I am providing a basic notes database for that purpose and will walk through how to customize it to your event. Let's start with the database itself.

If the images do not show up in your browser, you can also download an Open Standard or MS Word version of these instructions

Open Standard Instructions

MS Word Instructions

Detach and unzip the file below to the Data directory of your domino server, then open it in designer

dl_ani.gifLCTYreg.zip

Open the form called "UserReg"

At the top of the form modify the "Where" and "When" data to reflect details of your event

Image:Creating a Domino Event Registration DB with Workflow

Scroll to the bottom of the form and insert Particpating Partner Logos by clicking "Create", then "Picture" from the menu bar

Image:Creating a Domino Event Registration DB with Workflow


Image:Creating a Domino Event Registration DB with Workflow


Click on the Submit button of the form in designer

In the programmer pane you will then see the Java script used to validate the form and provide a message to the registrant.

Scroll to the bottom of this code which looks like this:

frm.submit();
alert("Thank you for registering for the Halifax LCTY. Check your inbox._
You will receive your confirmation within the next few minutes");
window.close ();

After the form is submitted (the first line)  a message is displayed to the registrant (The second line).
Customize this message by changing the text in between the quotation marks

The last line "window.close ();" will then close the browser window after the registrant clicks OK on the message you have provided.

Also, you will note that each of the fields on the form are marked as required to submit the form. If you don't want to do this (but I wouldn't recommend it)
you can change the java code or remove it for individual fields.
The example below shows which text to remove (area in yellow) to make the First name Field NOT required.

Image:Creating a Domino Event Registration DB with Workflow

Save and close the form.

Next we need to set up an agent to do some work for us. We use an agent because LotusScript is not capable of running from the web,
but we can run an agent from the web that has LotusScript in it. In this case the script is provided for you and you can simply modify it to
suit your needs.

From Designer open the agent by clicking "Shared Code" then "Agents"

Image:Creating a Domino Event Registration DB with Workflow

Open the "NewRegie" agent by double clicking on it

This agent does a couple of things:
1.        It saves the webform to the LCTYreg.nsf Database
2.        It sends notification and a doc link to the registration in this dataase to the event coordinator (or whoever you wish)
3.        It sends an e-mail confirmation to the registrant

Image:Creating a Domino Event Registration DB with Workflow

You will need to modify a few things to personalize this for your event.

First change the e-mail address of the person to be notified that a new registration has taken place

Image:Creating a Domino Event Registration DB with Workflow

Next, if you choose to, you can change the parameters of the e-mail that notifies you of a new registration. You can modify:

  • Subject
  • Body - The text inside the e-mail
  • Who the memo is from

Image:Creating a Domino Event Registration DB with Workflow

The resulting e-mail will look like this:

Image:Creating a Domino Event Registration DB with Workflow

Follow the Doc link and you will get this:

Image:Creating a Domino Event Registration DB with Workflow

And from the Database view it look likes this (handy for creating lists)

Image:Creating a Domino Event Registration DB with Workflow


Lastly, we need to notify the registrant that their registration has been received and is confirmed.
You can change the areas shown below to your liking. Please note:
 
  • In the example below the memo.body section is one continuous string. Only change text in between quotation marks
  • To add new lines in the body of the e-mail use the carriage return function - "+ Chr(13)"
  • Use the plus sign (+) to string together different sections of the body


Image:Creating a Domino Event Registration DB with Workflow

The resulting e-mail will look like this:

Thank you Robert.

You are confirmed to attend the Halfiax Lotusphere Comes to You

When : Tuesday April 15, 2008
Where: The Westin Nova Scotian, 1181 Hollis Street · Halifax, Nova Scotia,  B3H 2P6,  Phone: (902) 421-1000

AGENDA:


07:30 am - 09:00 am: Executive Meeting - IBM Lotus Software Overview & Strategy
09:00 am - 10:00 am: Breakfast and Welcome
10:00 am - 10:45 am: IBM Lotus Notes & Domino - Learn about the roadmap for 2008 and beyond
10:45 am - 11:30 am: Team Collaboration and Collaborative Document Management: The Future Has Arrived –IBM Lotus Quickr
11:30 am - 12:15 pm: IBM Lotus Connections - a glimpse of the new ideas and directions we are taking Lotus Connections through 2008
12:15 pm - 01:00 pm: Lunch Break
01:00 pm - 01:45 pm: IBM Lotus Sametime Strategy and Roadmap: The Future of Unified Communications and Collaboration
01:45 pm - 02:30 pm: Research in Motion - The Newest Lotus Software on the Newest RIM Devices
02:30 pm - 03:15 pm: Microsoft Licensing Strategy - Learn how customers around the globe are reducing their MS Spend by 30 - 70% on average
03:15 pm - 04:00 pm: IBM Business Partner Solutions - BP Solution text goes here

If you have any questions, requests, or issues accessing this site please e-mail us at:

contact@bpinfo.com


Once the form and agent have been created/modified, you will need to address the issue of how the agent is initialized and security

Final details for the agent:

From the agent, right click anywhere in the code and choose "agent properties"

In the properties box make sure it look like the image below then click the "Key" tab at the top of the properties box.

Image:Creating a Domino Event Registration DB with Workflow

Choose someone (who has agent rights on the server) to run this agent on behalf of. Note: since you are running this on
behalf of this person the confirmation e-mail to the new registrant will come from this person.
You may consider creating a new user with agent rights and call the user "Event Confirmation" or something along those lines.

Image:Creating a Domino Event Registration DB with Workflow

Finally, because you need this database open to the web it creates an exposure to those who are proficient in Lotus technology.
To close this exposure we will want to hide the registrants information from the web even though they have access to create documents.
To do this:
  • Open the "main" view

Image:Creating a Domino Event Registration DB with Workflow
  • Do the following for each of the columns in the view
    • Double Click on the column header to bring up the column properties box
    Image:Creating a Domino Event Registration DB with Workflow
    • Click on the "Beanie" Tab
    • Check the "Hide column if formula is true" box
    • The the following formula - @ClientType="Web"
    Image:Creating a Domino Event Registration DB with Workflow
    • This effectively hides the columns from web browsers but allows clients to see the data from the view.

    If you have any questions or comments please feel free to contact me directly

Comments (0)
Robert Brooks March 27th, 2008 12:18:42 AM