CONTACTS 
0201 - Dep Natrl Recrs & Consrvtn         406 444 6699 fax 6721
020101 - Mr. Wayne Wetzel; Deputy Director =406 444 6722; Director's Office

SUBJECTS
HTML Received Documents

0403 -    ..
0404 - Summary/Objective
0405 -
040501 - Follow up ref SDS 33 0000, ref SDS 31 0000.
040502 -
040503 - Received ref DRT 1 0001 from Wayne asking how to convert received
040504 - email, perhaps with HTML and incorporate into the SDS document
040505 - management system.
040506 -
040507 - Submitted ref DIT 1 0001 linked to this record with following
040508 - explanation...
040509 -
040510 - There are two issues...
040511 -
040512 -    1.  Convert conventional email to HTML and integrate into SDS
040513 -        document management system.
040514 -
040515 -    2.  Integrate web mail that has HTML in correspondence, into the
040516 -        SDS document management system -- see below. ref SDS 0 5133
040517 -
040518 - Sometimes minor custom formatting is needed using the HTML profile,
040519 - explained in the record on 991018. ref SDS 33 2108
040520 -
040521 - Here is how I converted the letter from Wayne which is a conventional
040522 - email...
040523 -
040524 - Conceptual plan
040525 -
040526 -       Save email to ascii text, open an SDS record and use the ascii
040527 -       text file to create a received document.  Add a link to prior
040528 -       letter as needed, so there is an audit trail.  Use "savx" on the
040529 -       command line so Medit creates directories needed, and saves the
040530 -       letter.  Click above "Quit=ESC" to convert to HTML.
040531 -
040532 - This is going to sound complicated.  But, like catching a football,
040533 - after you do it once or twice, the steps are automatic.  Takes about
040534 - 60 seconds, unless you have to look for an SDS record, which can take
040535 - a few minutes sometimes.
040536 -
040537 - We can go through it by phone, if you wish.
040538 -
040539 -
040540 - Detailed Steps
040541 -
040542 -   1.  Save the email to an ascii file.
040543 -
040544 -       Click on the File menu in the Email program, and select...
040545 -
040546 -                    Save as...
040547 -       ..
040548 -       Type in the menu box for the file name the drive, path and
040549 -       a filename comprised of the initials of the sender, and if there
040550 -       are more than 1 type ww1, ww2, etc.  It looks like this...
040551 -
040552 -             c:\sd\10\rw
040553 -
040554 -       Press Enter, and the Email program will create the file...
040555 -
040556 -             rw.txt
040557 -
040558 -       ...in the directory...
040559 -
040560 -             c:\sd\10
040561 -
040562 -           Comment - Please bite the bullet and move or delete
040563 -           everything from c: sd 10.  If you want to keep something,
040564 -           put it where it belongs in the subject structure.
040565 -
040566 -           If there isn't enough time, create another temp directory,
040567 -           like c: 09 c: 10 or anything and move it all there.
040568 -
040569 -           The idea of a null directory is to create a simple way to
040570 -           tell yourself something needs to be done about whatever is
040571 -           in the directory, and if not you can delete it.  When a lot
040572 -           of stuff accumulates your time is wasted trying to figure
040573 -           what it is all about.
040574 -       ..
040575 -   2.  Open an SDS record and create an entry for a Document
040576 -       Received Today.  Typically, select the most recent SDS record
040577 -       that pertains to the subject of the received document, and use
040578 -       it to create a new record.  Give a description like...
040579 -
040580 -          Received letter from Welch Company on SDS Doc Log management.
040581 -
040582 -       Sometimes the received document pertains to a record you
040583 -       already have open, so just use it.
040584 -
040585 -       Key point is that all letters are received through an SDS
040586 -       record.
040587 -
040588 -       Create a Document Received Today field in the Reference field.
040589 -
040590 -          a.  This field is always below SDS records, and above Issued
040591 -              documents.
040592 -
040593 -          b.  It should be created below any entries for Documents
040594 -              Received Prior.
040595 -
040596 -          c.  If there is a field in References for Documents Received
040597 -              Prior, put the cursor on the last blank line, press F6 2
040598 -              or 3 times to create some blank lines, and then press...
040599 -
040600 -              F1 F8
040601 -
040602 -              If there is not a field in References for Documents
040603 -              Received Prior, put the cursor on the last blank line
040604 -              below SDS records in References, press F6 2 or 3 times to
040605 -              create some blank lines, and then press...
040606 -
040607 -              F1 F8
040608 -
040609 -              The first choice is...
040610 -
040611 -                   Documents Received Today
040612 -
040613 -              This is what you want, so press ESC to close Doc Log
040614 -              choices.  You can also press F1 twice more to do the
040615 -              same thing.
040616 -
040617 -   3.  Assign a subject
040618 -
040619 -       This is done the same as for Docments Issued Today.
040620 -
040621 -   4.  Fill out the doc log fields.
040622 -
040623 -       This is done the same as for Docments Issued Today.
040624 -
040625 -   5.  Press enter or double click to open the file. It is always
040626 -       blank, and if not, it means you need to increment the filename
040627 -       because there is already a document with that name.
040628 -       ..
040629 -   6.  Use Medit get command to read the ascii version of the
040630 -       email file into the blank SDS correspondence file.
040631 -
040632 -       Hit the Home key to move the cursor to the CMD line.
040633 -
040634 -       Type...
040635 -
040636 -                     CMD>g [filename}
040637 -
040638 -           ...where [filename} is the name you used in the email
040639 -           program under step 1. ref SDS 0 2484
040640 -
040641 -           Notice you don't need to enter the path, because the file is
040642 -           in c: sd 10, and that is the default directory for SDS.
040643 -
040644 -       The email contents are now in an SDS document file.
040645 -
040646 -   7.  Provide standard correspondence format so the HTML conversion
040647 -       process works correctly.
040648 -       ..
040649 -       Letterhead. Get the address for the sender from SDS
040650 -       Contacts.
040651 -
040652 -           Put the cursor on line 1 colume 1.
040653 -
040654 -           Open the SDS menu bar with Shift F10.
040655 -
040656 -           Tab twice to put the cursor on Contacts.
040657 -
040658 -           Type in lower up to 4 letters of the organization name and
040659 -           press Enter.
040660 -
040661 -           In the Contact summary, press Enter to load the address into
040662 -           the document received.
040663 -
040664 -       Date line in the email, move so it is 3 or 4 lines below the
040665 -       letterhead.
040666 -
040667 -       Address, enter your address 3 or 4 lines below the date, similar
040668 -       to the Letterhead process. ref SDS 0 4473
040669 -
040670 -       Default anchor
040671 -
040672 -           On the blank line between the bottom of the address, and
040673 -           above the Subject enter the default anchor "0001" with < in
040674 -           front of the string.
040675 -
040676 -       Subject
040677 -
040678 -           Edit so it makes sense.  Subjects in email often have [FWD,
040679 -           Re] -- remove that stuff.
040680 -
040681 -           Write a subject for the sender that is intelligible.
040682 -
040683 -       Separate paragraphs with a space.
040684 -
040685 -           If anchors are needed, as they usually are, add an extra two
040686 -           lines between paragraphs, so there is a space above and
040687 -           below the anchor line.
040688 -
040689 -       Sincerely at the bottom, and create a signature block for the
040690 -       sender.
040691 -       ..
040692 -   8.  Linking for an audit trail
040693 -
040694 -       At a minimum I add a front end to documents received, so it is
040695 -       easy to click to open any prior correspondence that led to the
040696 -       document received being issued.
040697 -
040698 -       Put it in brackets, so it is clearly an edit, and say something
040699 -       like...
040700 -
040701 -       [Responding to your letter on October 15, 1999...]
040702 -       Make it the first line of the letter, and use Alt F9 to
040703 -       assemble it into the paragraph, so the rest of the letter reads
040704 -       the same.
040705 -
040706 -       Link "your letter" using procedures on 991018. ref SDS 33 1904
040707 -       ..
040708 -   9.  Savx
040709 -
040710 -       The first time you save the file, hit the home key and on the
040711 -       command line enter...
040712 -
040713 -                     CMD>savx
040714 -
040715 -       This creates the directories if they don't already exist.
040716 -
040717 -       After using savx, the F2 function key works to continue saving
040718 -       any changes.
040719 -       ..
040720 -  10.  SDS record entry
040721 -
040722 -       Create a line in the SDS record something like...
040723 -
040724 -       Received ref DRT 1 0001 from Wayne responding to my letter.
040725 -
040726 -       Doing these little things saves a lot of time later in using
040727 -       the record.
040728 -       ..
040729 -  11.  HTML publishing.
040730 -
040731 -       Once the letter is set up, just click above "Quit=ESC" and the
040732 -       thing is converted into HTML, with a copy in the temporary
040733 -       directory ready for uploading, and a copy on the local
040734 -       directory.
040735 -
040736 - ..
040737 - HTML file integrating into SDS document management, i.e., web
040738 - mail
040739 -
040740 - Conceptual plan
040741 -
040742 -       Save email to html file, open an SDS record and use the html
040743 -       file to create a received document.  Add a link to any letter as
040744 -       needed, so there is an audit trail.  Use "savx" on the command
040745 -       line so Medit creates directories needed, and saves the letter.
040746 -       Click above "Quit=ESC" to convert to HTML.
040747 -
040748 -
040749 -   1.  Save the email to an HTML file.
040750 -
040751 -       Click on the File menu in the Email program, and select...
040752 -
040753 -                    Save as...
040754 -       ..
040755 -       Type in the menu box for the file name, the drive, path
040756 -       and a filename comprised of the initials of the sender, and if
040757 -       there are more than 1 type ww1, ww2, etc.  It looks like this...
040758 -
040759 -             c:\sd\10\rw
040760 -
040761 -       Press Enter, and the Email program will create the file...
040762 -
040763 -             rw.htm
040764 -
040765 -       ...in the directory...
040766 -
040767 -             c:\sd\10
040768 -
040769 -   2.  Open an SDS record and create an entry for a Document Received
040770 -       Today -- use same procedures for ascii above. ref SDS 0 5330
040771 -
040772 -   3.  Assign a subject
040773 -
040774 -       This is done the same as for Docments Issued Today.
040775 -
040776 -   4.  Fill out the doc log fields.
040777 -
040778 -       This is done the same as for Docments Issued Today.
040779 -
040780 -   5.  Press enter or double click to open the file. It is always
040781 -       blank, and if not, it means you need to increment the filename
040782 -       because there is already a document with that name.
040783 -
040784 -   6.  Use Medit get command to read the HTML file of the email into
040785 -       the blank SDS correspondence file -- per procedures above.
040786 -       ref SDS 0 2394
040787 -
040788 -   7.  Standard letterhead should already be in the document, so steps
040789 -       for conventional email are not necessary, except...
040790 -
040791 -       Default anchor
040792 -
040793 -           You need to add a blank line between the bottom of the
040794 -           address, and above the Subject, to enter the default anchor
040795 -           "0001" with < in front of the string.
040796 -
040797 -       Separate paragraphs with a space.
040798 -
040799 -           If anchors are needed, as they usually are, add an extra two
040800 -           lines between paragraphs, so there is a space above and
040801 -           below the anchor line.
040802 -
040803 -   8.  Linking for an audit trail
040804 -
040805 -       Typically this is not needed for web mail, because the purpose
040806 -       of web mail is to provide this kind of thing.  If it is missing,
040807 -       add it per step 8 for conventional email. ref SDS 0 2784
040808 -
040809 -   9.  Savx -- same as for converting conventional email. ref SDS 0
040810 -       6536
040811 -
040812 -  10.  SDS record entry -- same as for conventional email. ref SDS 0
040813 -       3520
040814 -
040815 -  11.  HTML publishing -- same as for conventional email. ref SDS 0
040816 -       5832
040817 -
040818 -
040819 -
040820 -
040821 -
040822 -