Documentation. iq.suite Trailer Advanced. Extending Trailers with Images.

Transcription

1 Documentation iq.suite Trailer Advanced Extending Trailers with Images.

2 Content CONTENT 1 iq.suite Trailer Advanced Overview What are Trailers? Setting up iq.suite Trailer Advanced Installation: Extending your Notes Client Functions on the Menu bar Which Trailer Document for Which Scenario? Creating Trailers Questions to be Clarified Creating a Marketing Trailer Adding Images to Trailers Inserting an Image directly into the Trailer Document Inserting an Image via an HTTP Link Testing Sending a Test Mail with an integrated Trailer Inserting Trailers with a Keyword IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 1

3 IQ.SUITE TRAILER ADVANCED - OVERVIEW 1 iq.suite Trailer Advanced iq.suite Trailer Advanced is part of the management software iq.suite for Lotus Domino 1. If you are allowed to use and create trailers in the iq.suite User Portal, please refer to the documentation for iq.suite Trailer as well. Download under Overview What are Trailers? Trailers are text modules that can be integrated temporary or permanent into s sent to external persons. Temporary trailers are integrated for a limited period of time only (e.g. banner ads, information on certain events or advertising slogans). Permanent trailers are often used for salutations, information of the sender s address, legal notices, disclaimers, security advices or waivers. If you create trailers with iq.suite Trailer Advanced, you can use images like logos, slogans or other letterings that are available as images to extend your trailers. Each trailer can be placed at the beginning, at the end or in the middle of the message. This and further settings are defined by your administrator. Thus, before starting to create trailers, please clarify the questions under Questions to be Clarified on page 8 with your administrator. 1. This is a sofware from the manufacturer GROUP Business Software. Refer to IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 2

4 IQ.SUITE TRAILER ADVANCED - OVERVIEW Setting up iq.suite Trailer Advanced Installation: Extending your Notes Client To use iq.suite Trailer Advanced, your Notes client must be extended with a socalled iq.suite widget. 1. Make sure that the Notes area My Widgets is displayed in your Notes client: 2. If this Notes area is not displayed, enable the widgets toolbar: FILE -> PREFE- RENCES -> WIDGETS AREA -> CHECKBOX: SHOW WIDGET AND THE MY WID- GETS SIDEBAR PANEL: PAGE 3 IQ.SUITE USER PORTAL FOR LOTUS DOMINO

5 IQ.SUITE TRAILER ADVANCED - OVERVIEW The path depends on the Notes client version and might differ. 3. Drag and drop the admin_frontend.xml file to the My Widgets area. This file is usually provided by your administrator: IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 4

6 IQ.SUITE TRAILER ADVANCED - OVERVIEW iq.suite Trailer Advanced is installed and the Notes client is restarted afterwards. This may take a few seconds. 4. To open iq.suite Trailer Advanced, use either a drop-down menu or the icon left-hand on your Notes client: PAGE 5 IQ.SUITE USER PORTAL FOR LOTUS DOMINO

7 IQ.SUITE TRAILER ADVANCED - OVERVIEW Functions on the Menu bar Icon Meaning Resets the current configuration. Your settings are reset to the state when saved for the last time. All configuration changes performed since then are lost. Saves the entire configuration. Inserts a new configuration object, e.g. a Trailer document. Deletes an existing configuration object, e.g. a Trailer document. Navigation area: DOCUMENTS All Trailer documents are filed in this category. Each trailer is represented by a single Trailer document. The SAMPLE documents are samples for trailers. Use the samples for your own trailer configurations without changing them. We recommend you, to create new documents instead. IMAGES Trailer can contain images. Use image categories for ordered file structure. SEARCH PATTERNS Usually, only your administrator is enabled to change the setting of this category. Hence, do not change the pre-defined settings. NOTES DATA SOURCES Usually, only your administrator is enabled to change the setting of this category. Hence, do not change the pre-defined settings. IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 6

8 IQ.SUITE TRAILER ADVANCED - OVERVIEW Which Trailer Document for Which Scenario? Left-hand on the navigation area under TRAILER, click on DOUCMENTS. Each document refers to one trailer: Legal Disclaimer The Legal Disclaimer is used to attach legal notices to s. Typically, legal disclaimers are pre-set by administrators and should not be changed. This trailer type is usually integrated permanently to all sent s and is appended at the end of the . No distinction is made between in-house and external s. Personalized Trailer A Personalized Trailer is often used to attach a salutation and/or sender information such as the address, phone number, etc. This reduces the time needed as well as the risk of typing errors, as the information is automatically retrieved and inserted. Typically, this type of trailer is used for an unlimited period of time and for all s sent by a company s employees. No distinction is normally made between in-house and external s. This trailer type is usually appended at the end of the , right after the actual message text. Marketing Trailer The Marketing Trailer is often used by Marketing departments in order to inform the recipients of special events or to send specific advertisements. This trailer type can be used for all trailers that are not legal disclaimers or do not contain a salutation or contact information. Marketing trailers are often language-specific, valid for a limited period of time and usually only appended to external s. This trailer type is often integrated at the end of the or in the message text by way of a keyword. PAGE 7 IQ.SUITE USER PORTAL FOR LOTUS DOMINO

9 IQ.SUITE TRAILER ADVANCED - CREATING TRAILERS 1.2 Creating Trailers Questions to be Clarified The available options for the trailer configuration depend strongly on your access rights. Hence, we recommend you to clarify the following questions with your administrator before starting the trailer configuration: Which Trailer documents are you allowed to create? Marketing trailers only? At which position(s) is/are the trailer(s) to be inserted? At the beginning or at the end of the ? Can trailers be inserted by using a keyword? If so, what is the name of the Trailer document? what is the keyword? Creating a Marketing Trailer Use the Trailer sample documents as a sample for your own trailers. Create new Trailer documents instead of changing the samples. The following section describes how to create a marketing trailer. In the example, the shall contain an invitation to make contact at the CeBIT fair. 1. Open iq.suite Trailer Advanced and create a new Trailer document: DOCU- MENTS -> RIGHT-CLICK -> NEW: DOCUMENT: IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 8

10 IQ.SUITE TRAILER ADVANCED - CREATING TRAILERS a) Under Name, name the Trailer document. The document is listed with this name in the DOCUMENTS view. b) Under Active, click on Yes. 2. Open the Conditions tab: In the example, the trailer shall be integrated in s only for few weeks. After the fair, the trailer is invalid. For this, enable the Use for a period of time only option and enter the desired period of time under Start and End. 3. In the HTML and Plaintext tabs define the trailer texts for HTML mails and for text mails. a) For HTML mails you can use multitude of formatting options to individually design the trailer. Besides standard formatting options (such as font properties, tables or links) you can also insert images into the trailer. If you open the source code ( ), you can enter HTML code manually. However, please note that it cannot be guaranteed that the HTML functionality is fully supported by all clients. b) In the Plaintext tab define how to represent the text mails. For text mails the trailer must be available in plain text. This means that the trailer can neither be formatted nor contain images. Hence, it might be reasonable to use a different trailer text or to use line breaks for structuring the text. In case the receiving end can not display HTML, the is represented as a text mail in plain text. Hence, an alternative form of representation should be defined. Whether HTML is used for the trailer representation depends on the following: The settings of the Domino server in your company. The settings of your Notes client. The settings on receiving end. 4. In the Details tab, you can enter a short description for the trailer, e.g. the period of time the trailer is valid. 5. Click on the SAVE button. You return to the DOCUMENTS view. 6. To integrate this trailer in s, the Trailer document must be authorized. For this, please contact your administrator. PAGE 9 IQ.SUITE USER PORTAL FOR LOTUS DOMINO

11 IQ.SUITE TRAILER ADVANCED - CREATING TRAILERS 7. As soon as the Trailer document is authorized, examine whether your trailer is integrated into s. Refer to Sending a Test Mail with an integrated If Trailer on page 14. you wish to change the trailer text of a Personalized Trailer, e.g. to specify another salutation at the end of the message, please change the Trailer Text field only. The default settings in the other fields ensure accuracy of address information as it is automatically retrieved Adding Images to Trailers The following methods are available to integrate images into trailers of HTML mails: Inserting an Image directly into the Trailer Document on page 10 Inserting an Image via an HTTP Link on page Inserting an Image directly into the Trailer Document To insert an image physically in a Trailer document, proceed as follows: 1. Create a new image category: IMAGES -> RIGHT-CLICK -> NEW: IMAGE CATE- GORY. Under Namem specify the name of the new image category, e.g. MAR- KETING US. With the image categories you can define your individual file structure, e.g. to file images by departments. 2. Add the desired image to the image category: IMAGES -> <IMAGE CATEGORY> -> RIGHT-CLICK -> NEW: IMAGE. 3. Select the image from the file system. The image must be provided in GIF, PNG or JPG format and should be as small as possible in terms of file size. We recommend not to exceed a file size of 200 KB. 4. The image is added to the image category and can now be used in the Trailer document: IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 10

12 IQ.SUITE TRAILER ADVANCED - CREATING TRAILERS 5. In the Trailer document, open the HTML tab. 6. In the Trailer text, select the position where the image is to be inserted and click on the icon. 7. In the dialog displayed next, click on the BROWSE SERVER button. Select the desired trailer image from the corresponding image category and confirm with OK. The image is displayed in the preview: 8. If required, specify additional image properties to be applied when the image is displayed in the Trailer document. PAGE 11 IQ.SUITE USER PORTAL FOR LOTUS DOMINO

13 IQ.SUITE TRAILER ADVANCED - CREATING TRAILERS Alternative Text: Enter the text to be displayed in case the image cannot be displayed. Width/Height: Enter the dimensions of the image in the HTML mail (may differ from the original size). The values are entered in pixels or percent (in relation to the environment). If left empty, the image is used in its original size. resets the dimensions of the displayed image to the original value. Horizontal/Vertical space: Enter the distance from the image to the text or left border of the document (set in pixels). Alignment: LEFT ABSBOTTOM ABSMIDDLE BASELINE BOTTOM MIDDLE RIGHT TEXTTOP TOP The image is aligned to the left of the page. The surrounding text and other elements wrap around the image on the right. The image is aligned to the bottom border of the text. This also takes into account lowercase hanging letters such as p or g. The center of the image is aligned to the center of the text - even for varying font sizes. Alternative to BOTTOM. Only use the BASELINE option if you are working with an older web browser version. In more recent web browsers, the image is aligned to the baseline of the text, i.e. to the bottom border of the text without taking into account lowercase hanging letters. In some older web browser versions this yields the same result as with ABSBOTTOM. The center of the image is aligned to the center of the text. The image is aligned to the right of the page. The surrounding text and other elements wrap around the image on the left. The upper border of the image border is aligned to the upper border of the text. The upper border of the image border is aligned to the upper border of the largest element in the top text line. 9. Click on to save the HTML settings and on to save the entire trailer. IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 12

14 IQ.SUITE TRAILER ADVANCED - CREATING TRAILERS Inserting an Image via an HTTP Link To keep the size of s as low as possible, you can specify an HTTP link rather than physically integrating a trailer image. programs can load images via these links and display them to the recipient. Depending on the client and the user settings, the images are displayed immediately, after a confirmation or after having clicked on the link. The following requirements must be met: The image is available in the Internet in a format supported by the web browser, e.g. JPG. The sender s client sends s in HTML format. The recipient is online. To adjust the Trailer document, proceed as follows: 1. In the Trailer document, open the HTML tab. 2. In the trailer text, select the position where the image is to be inserted and click on the icon. 3. Under Select image, enter the address to the desired image. The image is displayed in the preview: PAGE 13 IQ.SUITE USER PORTAL FOR LOTUS DOMINO

15 IQ.SUITE TRAILER ADVANCED - TESTING 4. If required, specify additional image properties to be applied when the image is displayed in the Trailer document. 5. Click on to save the HTML settings and on to save the entire trailer. 1.3 Testing Sending a Test Mail with an integrated Trailer If you want to test whether your created trailer is integrated into s, you need a private address e.g. at gmail, hotmail etc. Note that the trailer won t be displayed in s sent from your personal company mailbox. Make sure the trailer is valid for the current date. Send a test mail to your private address and check whether the trailer is integrated. Sample test including a configured trailer: IQ.SUITE USER PORTAL FOR LOTUS DOMINO PAGE 14

16 IQ.SUITE TRAILER ADVANCED - TESTING Whenever an image cannot be displayed, a red cross ( ) is displayed instead. This can be due, among others, to a security setting of the client (HTML viewer). If the Trailer document is appended right at the end of the message, you can add manual line breaks in the Trailer document as required Inserting Trailers with a Keyword In some cases it might be reasonable to insert a trailer in the running text of an message (e.g. for recurring text modules used from several colleagues). For this, use a keyword to insert the trailer at the desired position. Enclose the keyword in percent signs (%), e.g. %Trailer%. Please contact your administrator before using this option. PAGE 15 IQ.SUITE USER PORTAL FOR LOTUS DOMINO