| View or folder type | Purpose |
| Private | Can only be accessed by the Notes ID who created it and by the managers of the database. |
| Shared | Can be accessed by anyone. |
| Shared, contains documents not in folders (views only) | Creates a shared view based on a version of a view or folder. Allows users to view documents that aren't stored in folders. |
| Shared, contains deleted documents (views only) | Creates a shared version of a view or folder. Allows users to view a list of documents in the database that have been deleted.
You can recover deleted documents by dragging them out of the trash to the folder where you want them. This view assumes that the database manager has already selected "Allow soft deletions" in the Advanced tab of the Database Properties box. By setting the "soft delete" database option and creating this view, documents mistakenly deleted can be retrieved simply and quickly. |
| Shared, private on first use | Creates a shared version of a view or folder. The first time a user opens this view or folder, a copy of it is created. This copy is their private version. The private version is created in the database if the user has access to the database. If not, the folder is created in the user's desktop file (.dsk).
Once the user has created a private copy, the view or folder cannot automatically inherit design changes like the rest of the database can. To update a shared, private view with the latest design changes, delete the private copy of the view, then replace it with the updated view.
To update a folder, copy any documents to be saved to another folder. Then delete the private copy of the folder and replace it with the updated folder. Or choose Actions - Upgrade Folder Design if available in the database design, as it is in Mail. |
| Shared, desktop private on first use | Creates a shared version of a view or folder. The first time a user opens this view or folder, a copy of it is created. This copy is their private version. However, this folder is created in the desktop file even if the user has access to create private folders in the database.
Once the user has created a private copy, the view or folder cannot automatically inherit design changes like the rest of the database can. To update a shared, private view with the latest design changes, delete your private copy of the view, then replace it with the updated view.
To update a folder, copy any documents you want to save to another folder. Then delete your private copy of the folder and replace it with the updated folder. Or choose Actions - Upgrade Folder Design if available in the database design, as it is in Mail. |