IBM Lotus Software Technote 1096290 - 'You must select an instance document to perform these actions' when deleting

a repeat Calendar document Page 1

Published
'You must select an instance document to perform these actions' when deleting a
repeat Calendar document
Product: Lotus Domino > Lotus Domino Server > Versions 6.0, 5.0, 6.5
Platform(s): AIX, Linux, Solaris, Windows, z/OS
Doc Number: 1096290
Date:
02/15/2006
Related Product:
Lotus Notes > Lotus Notes > 6.5, 6.0, 5.0
Technote
Problem
WhenyouattempttodeletemeetingdocumentsintheMeetingsviewofyourIBMLotusNotesmailfile,you
seethefollowingerrormessage:
"Youmustselectaninstancedocumenttoperformtheseactions."
Solution
ThisproblemoccurswhenyouaredeletingpastrepeatingmeetingsintheMeetingsviewofyourmailfile .It
alsooccurswhenyouattempttodeleterepeatingmeetingsyouhavenotrespondedto(thatis,acceptedor
declined,etc.),betheyinthepastorinthefuture.Theproblemdoesnotoccurwhenyoudeletesingle
meetings(whetherornotyouhaverespondedtothem).
BecauseNotescurrentlydoesnothaveanagenttopurgeONLYCalendardocuments,theeasiestwayto
deletepast past past pastmeetingsandappointmentsisfromtheMeetingsview.
InNotes/DominoR5andNotes/Domino6.xarepeatingCalendarentrycontainsoneparentdocumentand
onechilddocument.Thechilddocumentcontainsallthedatesoftherepeatsequence.Whendeletinga
repeatingCalendarentryfromtheMeetingsview,ifyouselecttheparentdocumentandpresstheDELETE
key,youarepromptedwiththemessage"Youmustselectaninstancedocumenttoperformtheseactions."
So,youselectthechilddocumentandpresstheDELETEkeyandNotescorrectlypromptsyouforwhich
instanceyouwanttodeletewiththeChangeRepeatingEntrydialogbox.Whenyouselect'AllInstances',
Notescorrectlydeletesthechilddocumentbutleavestheparentdocument .Ifyouthentrytodeletethe
parentdocument,youareagainpromptedwiththemessage"Youmustselectaninstancedocumentto
performtheseactions".ThedocumentcannotbedeletedfromtheMeetingsview.Andthedocumentdoes
notexistintheCalendarviewbecausetheCalendarviewcontainedthemeetingdatesthatwereinthechild
document(whichwasalreadydeleted).
Toremovethedocument,gototheAllDocumentsviewofthemailfileanddeletethemeetingfromthatview.
IfyourCalendarPreferencesarecurrentlysettonotdisplayCalendarentriesintheAllDocumentsview ,then
createaviewinthemailfilewithaformula@NoteId(seetheSupportingInformationfieldbelow).Fromthe
Meetingsviewright-clicktheparentdocumentandselectDocumentProperties.Onthefarrighttab,thenote
IBM Lotus Software Technote 1096290 - 'You must select an instance document to perform these actions' when deleting a repeat Calendar document Page 2
idislistedwithNT000xxxx.
TocheckyourCalendarPreferencesforthissetting,selectActions,Tools,Preferenceswhileinthemailfile.
SelecttheCalendartab,thenselecttheDisplaysub-tab.UndertheAdvancedsection,notewhetherornot
the"Don'tDisplayCalendarEntriesintheAllDocumentsViewofMail "checkboxisselected.
Anenhancementrequest,toprovideamorehelpfulerrormessagethan"Youmustselectaninstance
documenttoperformtheseactions",hasbeensubmittedtoQualityEngineering(#SSMH52HSEE).
Forexample:"Youhaveelectedtodeletearepeatingmeeting.Pleaseselectthedesiredoccurrencetobe
deleted."
Therearenoplanstofurtherinvestigatethisrequestineither 5.xor6.xcodestreams.
SupportingInformation SupportingInformation SupportingInformation SupportingInformation : :: :
StepsToReproduceProblem:
1. CreatearepeatCalendarentryinthepast,suchasanAppointment.SetittorepeatitDailyfor5days.
2. OpentheMeetingsviewandlocatethedocumentyoujustcreated.
3. Expandthedocument.
4. SelecttheparentdocumentandpresstheDELETEkey.Youarepromptedwiththemessage"Youmust
selectaninstancedocumenttoperformtheseactions."
5. Selectthechilddocument(theresponsedocumentthatlistsallofthedatesintherepeatsequence)and
presstheDELETEkey.TheChangeRepeatingEntrydialogboxappears,andyouarepromptedto
selectwhichinstancesyouwanttodelete.Select'AllInstances'.Themeetingsarenowdeletedbutyou
areleftwiththeparentdocument.
6. Selecttheparentdocumentagain.
7. PresstheDELETEkey.Youarepromptedagainwith"Youmustselectaninstancedocumenttoperform
theseactions."
8. SelectOK.Notethatthedocumentisnotdeleted.
Detailsforcreatingviewinthemailfilewithaformula @NoteId:
1.GotothemailfileandselectCreate-->View.
2.Givetheviewaname(forexample,"NoteId").
3.LeavethedefaultviewtypeasShared.
4.UnderSelectionConditions,selectthe'SelectbyFormula'checkbox.Thedefaulttext"SELECT@All"
appearsintheboxabove.Leavethisdefault.SelectOK.
5.OpenDominoDesigner,switchtotheViewspane,andopenthenewlycreatedview.
6.Selectthe"Who"columnheadingandselectCreate-->InsertNewColumnfromtheDesignermenu.
7.SelectDesign,ColumnProperties.TheInfoBoxforColumnpropertiesappears.Givethecolumnaname
suchas"Noteid".
8.SwitchtothesortingtabintheInfoBox(the2ndtabfromtheleft)andselectthe'ClickonColumnHeader
toSort'checkbox.
9.Leaveasthedefault"Ascending".ClosetheInfoBox.
10.Withthecolumnstillselected,selectthe"Formula"radiobuttoninthelowerrightframe.
11.Typethefollowingintheboxbeneath:@NoteId
12.Savethechangestoyourview.
Nowwhenyouaccessthisviewinyourmailfile,youshouldseealltheNoteIdsoftheentry.
RelatedDocuments RelatedDocuments RelatedDocuments RelatedDocuments : :: :
HowToSelectOldCalendarEntriestoArchiveorDelete
IBM Lotus Software Technote 1096290 - 'You must select an instance document to perform these actions' when deleting a repeat Calendar document Page 3
Document#:1086881(177382)
Related Document Links
How To Select Old Calendar Entries to Archive or Delete - Document 1086881
This document is based on the following Software Problem Reports (SPRs):
MALZ4ZKJG3
SSMH52HSEE
Internal Use Only Info
Contributors:MiltonAlvarez,SabrinaJames,LennyJames,RafaelSanchez
TheproblemseemslikeitisrelatedtoissueswiththeCalendaring &Schedulingdesignpartofthemail
template.
AnotherworkaroundavailablethatallowyoutodeletethedocumentistodisabletheLotusScriptcodethat
iswithintheQueryDocumentDeleteeventontheDatabaseScript .
Todothis,openthedatabaseindesignmode,thengotoOther->DatabaseResourcesanddoubleclick
onDatabaseScript.thenclickontheQuerydocumentdeleteeventanduse%and%endremtodisableall
thecode.
Oncethedesireddocumentshasbeendeleted,pleaserevertbackthechanges.
Status: Published Submitted by: Michael Lee
Distribution: Public/Basic (Internet) Doc Owner: Ellen Tiberi/North Reading/IBM
Historical
Number:
186987 Reviewer(s): Lotus Support KM/Shared/Lotus
Keywords: still there; can't delete; can't get rid of; isn't removed; appointment; meeting invitation; reminder; all day event;
reminder; You must select an instance document to perform that operation; attempt to delete repeat meeting from
Meetings view; an invitation not previously responded to; replied to; accept; decline; delegate; counter propose;
Domino Server; Notes; Incident 1396362; Messaging & Mail; Calendaring & Scheduling; Mail Template/Calendar;
pop-up message; clearer; more clear; nd6; nd 6; notes/domino 6.x
2006 IBM Corporation. All rights reserved.
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