FAQs - FewClix for Notes

  What is FewClix for Notes?

FewClix for Notes is a productivity plugin for IBM Notes that is integrated inside the mailbox and provides email users with the following capabilities:

  • Search - Find any email in your mailbox with speed, ease and reliability
  • Prioritization - Instantly isolate emails that need your attention
  • Personalization - Instantly access frequent searches
  • Archive Search* - Search simultaneously across multiple archives and mail files
  • Calendar Search* - Calendar Search: Instantly locate calendar entries

Since it is integrated into the IBM Notes mailbox, FewClix for Notes is a logical extension of the user's workflow and displays search results in IBM Notes' native view. It also indexes email and attachment content, so users have the added capability to search for emails using these options.

* This feature is available only in FewClix for Notes Retro Plus

  What are the FewClix for Notes options?

FewClix for Notes Lite:

FewClix for Notes Lite delivers the following capability:

  • Search - Find any email in your mailbox with ease and reliability in seconds

FewClix for Notes PRO:

In addition to FewClix for Notes Lite, FewClix for Notes PRO provides the following capabilities:

  • Prioritization - Instantly isolate emails that need your attention
  • Personalization - Instantly access frequent searches

FewClix for Notes Retro Plus:

In addition to FewClix for Notes PRO, FewClix for Notes Retro Plus provides the following capabilities:

  • Archive Search - Search simultaneously across multiple archives and mail files
  • Calendar Search - Instantly locate calendar entries
  Does FewClix for Notes work with my operating system?

FewClix for Notes supports the following operating systems:

  • Windows 10 x64
  • Windows 8.1 x32, x64
  • Windows 7 x32, x64
  • Windows XP x32
  • Mac OS X 10*

* Retro Plus does not support Mac OS X 10

  Does FewClix for Notes work with my version of IBM Notes?

FewClix for Notes supports the following IBM Notes Clients:

  • IBM Notes 8.5.3 (all Fix Packs)*, 9.0.1

* All 8.5.3 Fix Packs prior to Release 9.0

  How does FewClix for Notes work?

The first time you install FewClix for Notes, it indexes your mail file. Once indexing is complete, FewClix is able to rapidly retrieve and present data based on your needs by accessing the index file.

  How long does the indexing process take?

The time required to complete indexing your mail file for the first time depends on the following criteria:

  • Number of emails in your mail file
  • Location - server / local
  • Content – number of attachments, etc.

FewClix for Notes users: - Local mail files with less than 10,000 emails will be indexed in less than 5 minutes, while local mail files with around 100,000 emails may need up to 60 minutes to be indexed.

FewClix for Notes Retro Plus users: - Local replicas with less than 10,000 emails will be indexed in a few seconds, while mail files with around 100,000 emails may need a few minutes to be indexed.

Note: The time taken to index mail files on a server depends on the quality and speed of the connection to the server.

  How often do I need to update my index?

The interval between updates depends on the frequency with which you receive new emails. Users who receive a larger number of emails more frequently need to update their FewClix index more often than users who do not. You can modify the intervals between index updates using the 'Preferences' screen in FewClix for Notes and using the 'Refresh' drop down in FewClix for Notes Retro Plus.

  Where is the FewClix for Notes index stored?

The index is stored in your system in 'FewClix Indexer' folder under 'Notes Data' (For example: C:\Program Files (x86)\IBM\Lotus\Notes\Data\FewClix Indexer).

  What is the size of the FewClix for Notes index?

The FewClix for Notes index is normally about 10% of the size of your mail file, but can be as large as 30%, depending on the number of attachments.

  Does FewClix for Notes modify the email template my organization uses?

No, FewClix for Notes does not modify the email template you use in any way.

  Does FewClix modify email data in my Notes client?

No, FewClix for Notes is a non-intrusive program that does not modify your email data. It only performs "Read Only" operations to update the index retrieve email data and displays it in a manner that facilitates search and mail organization.

  Does FewClix for Notes slow down or otherwise impact the performance of my Notes client?

FewClix for Notes does not normally impact the performance of your IBM Notes client. FewClix reads email data from the Notes database using native Notes APIs similar to the Notes client itself. Hence, the user experience from a performance standpoint is very similar to the experience with the Notes email client. However, FewClix for Notes Retro Plus users with very large mail files might experience minor drops in performance for short durations when FewClix for Notes Retro Plus is indexing their mail file for the first time or updating the index.

  Does using FewClix for Notes affect how I work within my Notes client?

No, it does not. All interaction between FewClix for Notes and the IBM Notes email database are governed by the Notes ID that is used to login to the client. The user can only access emails based on permissions natively defined by Notes.

  Is FewClix for Notes certified by IBM?

Yes. FewClix for Notes is certified by IBM and is available in the IBM Global Solutions Directory.

  How do I enable / disable FewClix for Notes in my IBM Notes client?

In your IBM Notes email client, select "Show" from the top right hand corner and select (Enable) / unselect (Disable) "FewClix for Notes" from the drop down list.

Launching FewClix for Notes

  Do I need to have my mail file FT (Full Text) indexed by IBM Notes in order for FewClix for Notes to work?

No, you do not need to have your mail file Full Text indexed by IBM Notes. FewClix for Notes creates its own native index which is smaller in size (about 10% of the size of your mail file) when compared with the Notes FT index and hence delivers faster results.

  Can I use FewClix for Notes on any email database?

Yes. You can use FewClix for Notes on any email database that you have access to and which uses the Notes 8.5 mail template.

FAQs - FewClix Retro Plus

  How do I launch FewClix Retro Plus?

In your IBM Notes email client, select "Actions" from the top menu and click on "FewClix Retro" from the drop down list.

FewClix Retro Plus Launching

  I just launched FewClix Retro Plus for the first time and I see this "Execution Security Alert". Is it safe to continue?

FewClix Retro Plus Settings

What does this alert mean? - This is a security alert that you will see when you open any Notes application for the first time. IBM Notes is telling you that a new agent (signed by GBS) is requesting access to your mail file.

Are my mails secure? - Absolutely. FewClix accesses your mail though the IBM Notes API which requires you to be logged into Notes using your Notes Id. Nobody can access your email using IBM Notes or FewClix without your Id file and password.

What do I do? - Simply select the last option "Start trusting the signer to execute this action".

  Does FewClix Retro Plus work with IBM Notes on Mac and UNIX operating systems?

FewClix Retro Plus does not currently support IBM Notes clients running on operating systems other than Windows. If you are a MAC OS X user, please try FewClix for Notes

  I just received a new email in my IBM Notes Inbox, but I am unable to see it in FewClix Retro Plus

This is because your FewClix Retro Plus index has not been refreshed since you received the new email. Use the manual refresh option FewClix Retro Plus Refresh Icon to update the FewClix Retro Plus index and see new emails as they arrive.

  I would like to see my Preview Pane at the bottom, like I do in IBM Notes.

In your FewClix Retro Plus menu go to 'More' -> 'Preferences' and select the 'Preview on Bottom' check box.

FewClix Retro Plus Preferences

  Web links and images are not visible in my email Preview - only text is visible

FewClix Retro Plus currently supports a plain text email preview.

  I have modified the columns in FewClix Retro Plus to suit my preferences, but every time I close IBM Notes and reopen it, the columns are reset to their default positions. Is there a way to keep the modified columns?

Yes, you can do this using Smart Views. Once you have modified the columns, click on the 'Save Smart View' FewClix Retro Plus Save icon icon on the FewClix Retro Plus standard toolbar and select 'Save Smart View As' and save the view. Whenever you close and reopen your IBM Notes client, simply click the 'Smart Views' option and select your Smart View.

  I get the following message while trying to open an email in FewClix Retro Plus - "The document specified by the link cannot be located within the linked-to database"

What does this mean? - This is a Notes error that is displayed when you attempt to open an email from a mail / archive file in FewClix Retro Plus that you have not opened in Notes before.

What do I do? - Please ensure that you open all mail / archive files in Notes before you access them with FewClix Retro Plus.

  How do I navigate to my folders in FewClix Retro Plus?

There are two ways you can do this:

  • Clicking on the 'Folder' option on the FewClix Retro Plus standard toolbar and select the folder
  • Click on the 'Folders' tab on the right pane, select the "Switch To" option and select the folder
  How do I to create new folders in FewClix Retro Plus?

You can create a new folder by clicking on the 'Folder' option on the FewClix Retro Plus standard toolbar and selecting the 'New Folder' option.

  I like to drag and drop emails into folders, because I have a lot of folders, but I am unable do this in FewClix Retro Plus

There is an easier way to move your emails to folders in FewClix Retro Plus. Once you've selected the email messages or group(s) of email messages you would like to move, simply click on the 'Folders' tab on the right pane and select the required folder from the drop down list.

  How do I Flag emails for follow-up in FewClix Retro Plus?

Emails cannot be flagged using FewClix Retro Plus. You need to open the email and flag it.

  How do I access my 'Draft' emails in FewClix Retro Plus?

Click on the 'Folder' option on the FewClix Retro Plus standard toolbar and select 'Drafts'.

  I am able to see email messages I deleted in FewClix Retro Plus in my IBM Notes Inbox and vice versa

Please use the manual refresh option FewClix Retro Plus refresh icon to after you've deleted emails that you do not want to see

  I am trying to use the 'Notes Full Text Search' feature in FewClix Retro Plus, but it does not work.

In order to use the Full Text Search option, your mail file needs to be Full Text (FT) indexed by IBM Notes. Please contact your IBM Notes administrator to confirm if your mail file is FT indexed.