February 16, 2012

Analyzing my Lotus Notes sent mail since January 2011

February 16, 2012 - Categories: analysis, ibm, lotus

Today is my penultimate day at IBM! Having successfully turned my projects over to another developer (hooray for the habit of organizing project-related files in Lotus Connections Activities), I’ve been focusing on getting things ready for the traditional goodbye e-mail, which I plan to send tomorrow.

I dug around in the Lotus Connections Profiles API to see if I could get a list of my contacts’ e-mail addresses. I fixed a small bug in the feed exporter of the Community Toolkit (w4.ibm.com/community for people in the IBM intranet) and exported my contacts, giving me a list of 530 IBMers who had accepted or sent me an invitation to connect.

Not everyone participates in that Web 2.0 network, though, so I wanted to analyze my sent mail to identify other people to whom I should send a note. I couldn’t find a neat LotusScript to do the job, and I couldn’t get the NSF to EML or mbox converter to work. Because I didn’t need all the information, just the recipients, subjects, and times, I wrote my own script (included at the end of this blog post).

I used the script to summarize the messages in my sent mail folder, and crunched the numbers using PivotTables in Microsoft Excel. I worked with monthly batches so that it was easier to find and fix errors. I decided to analyze all the mail going back to the beginning of last year in order to identify the people I mailed the most frequently, and to come up with some easy statistics as well.

image

Spiky around project starts/ends, I’d guess.

image

I wanted to see which roles I tended to e-mail often, so I categorized each recipient with their role. I distinguished between people I’d worked with directly on projects (coworkers) and people who worked with IBM but with whom I didn’t work on a project (colleagues). The numbers below count individual recipients.

Role

Number of people

Number of individual
e-mails sent

Average e-mails sent
per person

colleague 407 827 2.0
coworker 50 562 11.2
client 21 387 18.4
manager 4 109 27.3
partner 9 51 5.7
system 9 21 2.3
other 8 11 1.4
self 1 5 5.0
Grand Total 509 1973 3.9

As it turns out, I sent a lot of mail to a lot of people throughout IBM, mostly in response to questions about Lotus Connections, Idea Labs, or collaboration tools.

Now I can sort my summarized data to see whom I e-mailed the most often, and add more names to my don’t-forget-to-say-goodbye list. If all goes well, I might even be able to use that mail merge script. =)

The following agent processes selected messages and creates a table with one row per recipient, e-mailing the results to the specified mail address. It seems to choke on calendar entries and other weird documents, but if you go through your sent mail box in batches (Search This View by date is handy), then you should be able to find and delete the offending entries.

Option Public
Dim TempNitem As NotesItem
Dim TempNm As NotesName
Dim session As  NotesSession
Dim db As NotesDatabase
Sub Initialize
	mailAddress = "YOUR_ADDRESS@HERE"
	
	Dim ws As New NotesUIWorkspace
	Dim uidoc As NotesUIDocument
	Dim partno As String
	Dim db As NotesDatabase
	Dim view As NotesView
	Dim doc As NotesDocument
	Dim collection As NotesDocumentCollection
	Dim memo As NotesDocument
	Dim body As NotesRichTextItem
	Dim range As NotesRichTextRange
	Dim count As Integer
	
	Set session = New NotesSession
	Set db = session.CurrentDatabase
	Set collection = db.UnprocessedDocuments
	
	Dim FldTitles(3) As String
	FldTitles(0) = "E-mail"
	FldTitles(1) = "Subject"
	FldTitles(2) = "Date sent"
	
	Set maildoc = db.CreateDocument
	maildoc.Form = "Memo"
	maildoc.Subject = "Summary"
	maildoc.SendTo = mailAddress
	Dim ritem As NotesRichTextItem
	Set ritem=New NotesRichTextItem(maildoc,"body") 
' passing the rich text item & other relevant details
	Set ritem = CreateTable(FldTitles, collection, ritem, "Sent items", "Summary created on " + Format(Now, "YYYY-MM-DD"))
	maildoc.send(False)
End Sub
Function CreateTable(FldTitles As Variant, doccoll  As NotesDocumentCollection, rtitem As NotesRichTextItem,msgTitle As String,msgBody As String ) As NotesRichTextItem
	'http://searchdomino.techtarget.com/tip/0,289483,sid4_gci1254682_mem1,00.html
	'Takes  Documentcollection & creates tabular information on to the passed   rtitem (rich text item)
	
	Set ritem=rtitem
	Set rtnav = ritem.CreateNavigator
	Set rstyle=session.CreateRichTextStyle 
	
	'===================================================
	'heading in the body section of the mail
	rstyle.Bold=True
	rstyle.NotesColor=COLOR_RED 
	rstyle.Underline=True
	rstyle.NotesFont=FONT_COURIER
	rstyle.FontSize=12
	Call  ritem.AppendStyle(rstyle)
	ritem.AppendText(msgTitle)
	
	rstyle.Underline=False
	rstyle.NotesColor=COLOR_BLACK
	ritem.AddNewline(2)
	
	rstyle.FontSize=10
	rstyle.Bold=False
	rstyle.NotesColor=COLOR_BLACK
	Call  ritem.AppendStyle(rstyle) 
	ritem.AppendText(msgBody)
	ritem.AddNewline(1)
	
	'===================================================
	rows=doccoll.Count +1
	cols=CInt(UBound(FldTitles)) 
	
	Call ritem.AppendTable(1, cols)
	Dim rtt As NotesRichTextTable
	Call rtnav.FindFirstElement(RTELEM_TYPE_TABLE)
	Set rtt = rtNav.GetElement 
	'=================================================
	'heading of the table
	rstyle.Bold=True
	rstyle.NotesColor=COLOR_BLUE 
	rstyle.FontSize=10
	Call  ritem.AppendStyle(rstyle)
	
	For i=0 To UBound(FldTitles) - 1
		Call rtnav.FindNextElement(RTELEM_TYPE_TABLECELL)
		Call ritem.BeginInsert(rtnav) 
		Call ritem.AppendText(FldTitles(i))
		Call ritem.EndInsert
	Next
	
	'=================================================
	rstyle.FontSize=10
	rstyle.Bold=False
	rstyle.NotesColor=COLOR_BLACK
	Call  ritem.AppendStyle(rstyle)
	Dim count As Integer
	count = 0
	Set  doc=doccoll.GetFirstDocument
	While Not (doc Is Nothing)
		subject = doc.GetFirstItem("Subject").values(0)
		posted = doc.GetFirstItem("PostedDate").values(0)
		Set sendTo = doc.getFirstItem("SendTo")
		For i = 0 To UBound(sendTo.values)
			Call rtt.AddRow(1)
			Call rtnav.FindNextElement(RTELEM_TYPE_TABLECELL)   
			Call ritem.BeginInsert(rtnav)
			ritem.appendText(sendTo.values(i))
			Call ritem.EndInsert
			Call rtnav.FindNextElement(RTELEM_TYPE_TABLECELL)   
			Call ritem.BeginInsert(rtnav)
			ritem.appendText(subject)
			Call ritem.EndInsert
			Call rtnav.FindNextElement(RTELEM_TYPE_TABLECELL)   
			Call ritem.BeginInsert(rtnav)
			ritem.appendText(posted)
			Call ritem.EndInsert
		Next   
		count = count + 1
		Set doc=doccoll.GetNextDocument(doc)
	Wend
	Set CreateTable=ritem
	MsgBox "E-mails summarized: " & count	
End Function

I find it helpful to save it as the "Summarize Recipients" agent and assign it to a toolbar button that runs @Command([RunAgent]; "Summarize Recipients").