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  1. #1
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    Share Journal (2002)

    Law firm associate running Office XP & Outlook. They've created a corporate-wide calendar and granted access to everyone in the firm -- works just fine. They're also using Journal entries to track interaction w/clients, but when someone posts to the Journal, they can only see their post, not all of the posts. Is there something else they need to do to grant access for everyone to see the full Journal?

  2. #2
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    Re: Share Journal (2002)

    How are they accessing the calendar? Is is a public folder or do they use File/Open/Other User's folder?
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    Re: Share Journal (2002)

    It's a public folder, I believe.

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    Re: Share Journal (2002)

    If the Journal changes aren't reflected, those changes are likely being made to the individual's journal, and not a public folder journal.
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  5. #5
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    Re: Share Journal (2002)

    If they made the calendar public, is there something else they need to do to make the journal public? Since I'm not on a network at my house, I can't try it; but, can on Monday.

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    Re: Share Journal (2002)

    The public folders are in the folder list, near the bottom. A new folder needs to be created there, then Journal entries can be added to it. They will need to select the Public Journal folder instead of their personal one, though. Previous entries can also be copied to it.

    HTH.
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  7. #7
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    Re: Share Journal (2002)

    I'll try that Monday afternoon. Thanks, much...for the reply/help.

  8. #8
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    Re: Share Journal (2002)

    I am having the same problem. I have tried several ways around it but they all lead back to each person's journal entry going back to their own personal journal folder. Can you tell me more about this fix?

  9. #9
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    Re: Share Journal (2002)

    This will work for manual entries--like phone calls. A public folder for journal entries is created, when a person has an entry to make they select that public folder from the folder list (or it can be added to the Outlook bar). Then they use the New Journal Entry button to make the entry.

    I have never tried this with the automatic tracking. Honestly, I don't know of anyone who uses that. <img src=/S/scratch.gif border=0 alt=scratch width=25 height=29>
    egghead

  10. #10
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    Re: Share Journal (2002)

    Thank you very much for your comments. I've been working on this problem for some time now and I think I have several fixes which seem to work.

    I first created a public journal and email folder for this contact folder. Next I customized a journal entry form with some vbscript I found on the web. This customized form directs all journal entries using this form to the public folder. Since no one in the group I am working with uses their journal feature in their personal mailbox, I further streamlined the process by declaring this form as the default journal entry form on that user's outlook using FormSwap.exe (available free from Microsoft). Now user's need only click on New Journal Entry or as an option through the autodialer feature to enter a note in the public journal.

    Emails are more complicated. I had to create rules in the Rules Wizard to direct copies of all incoming and outgoing emails with addresses listed in my contact file to the public email folder. Of course this meant I had to list every single email address in the Rules Wizard (over 150 addresses). This rule was then exported and imported to all the other user's Rules Wizards.

    Problems? Sure. The Rules Wizard must be constantly updated with new addresses to remain current. One possible fix for outgoing email is to include a key word in the subject line of all outgoing email. A rule can then be created to direct copies of all these emails to the public folder. Another way would be to create some vbscript that assigns the category of the contact to the email category option (and if you know of some vbscript out there to do this I would greatly appreciate it as I'm a scripting rookie!). Once this is done a rule can be created using the category as a key.

    I haven't figured out a way to deal with incoming emails other than the Rules Wizard fix I have already mentioned. Perhaps a rule based on company names or something, since we seem to deal with the same companies.

    There appear to be several good programs out there which deal with this Public Contact Folder/Journal issue in a more elegant way. However the fixes I've achieved came at minimal cost and may work fine for others depending on their particular needs. I would love to hear your feedback.

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