SwiftFile Mail Assistant 2.0.

3
Installation and Usage Instructions
Copyright (c) 1999, 2003 International Business Machines. All rights reserved.
Overview
-------SwiftFile is an intelligent assistant for Lotus Notes that helps users
organize their e-mail into folders. SwiftFile uses a text classifier to
learn each user's mail-filing habits. SwiftFile uses the model it learns
to predict the three folders into which the user is most likely to place each
incoming message. The predictions are presented to the user as three
shortcut buttons that allow the user to quickly file each message into one
of the predicted folders. When one of SwiftFile's predictions is correct,
the effort required to file a message is reduced to a single button
click. This file contains instructions for installing and using SwiftFile.
System Requirements
------------------Windows 95/98/ME/NT/2000/XP.
32 MB RAM.
10 MB free disk space.
Lotus Notes 6.

Installation & Configuration Instructions

----------------------------------------To install SwiftFile, perform the following steps:
1. Run setup.exe to start the SwiftFile installer. The SwiftFile
installer wizard will help you copy the SwiftFile system files to
your local hard drive.
2. If you have not done so already, update your mail template to the
Notes 6 mail template. SwiftFile requires this mail template to
function properly. Users of earlier mail templates will not be
able to use SwiftFile.
WARNING: Many corporate Notes installations use custom mail
templates. If you are using a customized mail template,
updating your mail template may cause you to lose
site-specific customizations. Please check with your system
administrator if you are unsure whether it is safe to replace
your mail template.
1.
2.
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6.

Start Lotus Notes.

Open your mail database.
Select "File / Database / Replace Design".
Select "Mail (R6)".
Press "Replace".
Exit and restart Notes.

3. Activate SwiftFile
`

1. Start Lotus Notes if it is not already running.

2.
3.
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6.

Open your mail database.

Select the menu item "Actions / Tools / Preferences...".
Select the SwiftFile preferences tab.
Place a check in the "Enable SwiftFile" check box.
[Optional] Enable SwiftFile logging by placing a check in
the "Enable SwiftFile logging" check box. This will turn on
a log of all SwiftFile activity that is useful in
diagnosing SwiftFile problems and bug reports.
7. Press OK.
NOTE: SwiftFile must be activated for each replica in which you
would like to use SwiftFile. In particular, if you are
using a local replica of your mail database, you may want
to enable SwiftFile for both the local and server copies
of your mail database.
Using SwiftFile
--------------Using SwiftFile is straightforward. Whenever you open a message, SwiftFile
will add three shortcut buttons to the top of the message that represent
SwiftFile's best guesses as to where to file the message. If one of these
buttons is correct, click on that button and SwiftFile will move the
message into the selected folder. If none of SwiftFile suggestions are
correct, simply file the message using the regular Notes interface for
filing messages.
SwiftFile learns about your mail-filing habits by analyzing your
previously-filed documents and by watching over your shoulder as you file
new messages. This learning takes place in the background and starts as
soon as you enable SwiftFile for the current mail database. SwiftFile's
learning algorithm is very quick. For most users, SwiftFile can learn to
predict where you would like to file the messages in your Inbox after just
a few seconds of training. For some users, SwiftFile may take a few
minutes of learning before it can make reasonable predictions. Please give
SwiftFile a few minutes if you find that its initial predictions are not
useful.
Supported Languages
------------------SwiftFile supports all languages supported by Lotus Notes. Multiple
languages can be mixed within the same database and even within the same
document without adversely affecting SwiftFile's prediction ability.
Limitations and Known Problems
-----------------------------SwiftFile creates a separate preferences profile for each replica of a
user's mail database. The separate preference profiles allow the user to
set his or her SwiftFile preferences on a replica-by-replica basis.
However, this may cause confusion when using clustered servers. When
a mail database first fails over to a second mail server, the SwiftFile
buttons will disappear because SwiftFile has not been explicitly enabled
for this second server. The SwiftFile buttons can be brought back by
enabling SwiftFile in the SwiftFile tab of the mail preferences dialog.

SwiftFile cannot read desktop private folders. If there are desktop

private folders in a mail database, SwiftFile will not suggest filing
messages into these folders even if the choice of folder appears obvious.
Private folders that are not stored on the desktop work as expected.
The SwiftFile buttons are part of the mail header that is displayed with
each mail message. If the sender of a message requests that the mail
headers be hidden, then the SwiftFile buttons will also not be visible.
SwiftFile is continuously building a model of how the user files e-mail.
In rare instances, this model may become out-of-sync with the user's recent
mail-filing habits. The "Rebuild Index" button on the SwiftFile
preferences dialog requests SwiftFile to rebuild its user model from
scratch and therefore can be used to resync SwiftFile's user model with
recent user activity. The "Rebuild Index" button can also be used to
repair SwiftFile's data files in the unlikely event that they are
corrupted.
Uninstalling SwiftFile
---------------------SwiftFile should be uninstalled using the Windows Add/Remove Programs
dialog. You may also want to remove the SwiftFile folder in your Notes
data directory because its contents are not needed after SwiftFile
has been removed.