Server based mail templates / boiler plate paragraphs

Walking around the other day I noticed people cutting and pasting from Word documents into Lotus Notes emails.   The legal assistants were being sent the standard working and attachments to use in certain cases which lead to this practice.    The issue with this is that people were saving the boiler plate text and attachments to their home drives, so if any updates occurred this could be embarrassing for the practice.

Here's my solution to this:


1.  Create a document database that holds the templates for each email or paragraph.  Users should be set to Reader and managers (ie people that can edit or add Documents) as Editors.

2.  Create a new ToolBar button with the following code
database := "Mail-inDB\\Stationery\\Templates.nsf" ;
server := "SERVER/ORG";
WindowTitle := "Paragraph  Email Templates for LA";

　
choicelist := @DbColumn("" : "ReCache" ; server : database ; "($All)" ; 0 );
dockey := @Prompt([OkCancelList] ; WindowTitle ; "Please choose the document title containing the content you wish to paste at the current cursor position." ; "" ; choicelist) ;
@PostedCommand([FileOpenDatabase]; server : database ; "($All)" ; dockey ; 1 ; 1 ) ;
@PostedCommand([EditDocument]) ;
@PostedCommand([EditGotoField] ; "Body" ) ;
@PostedCommand([EditSelectAll]) ;
@PostedCommand([EditCopy]) ;
@PostedCommand([FileCloseWindow]) ;
@PostedCommand([FileCloseWindow]) ;
@PostedCommand([EditPaste])

2. Add this to the users ToolBar. 

When they need to use a boiler plate text or email they open a new emails then click on the button, this calls up the document database and they select a document.  This is then cut and pasted into the current email, this works for boiler plate paragraphs as well as full emails