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HOWTO: Avoid displaying the CCL fields when you print an item

Posted: October 8, 2003
Modified: February 6, 2004
Current CCL Version as of posting: 3.0.1093

DESCRIPTION

Version 3 of Contact Communications Logging adds a few user properties (custom fields) to items. When you print an item processed by CCL, it may include fields such as "CCL Logged" or "CCL Last Audited". They are shown because Outlook, by default, includes any custom field that contains data.

Note that as of version 3.0.1093, most CCL fields were changed to "Extended MAPI properties" (as opposed to "UserProperties"), and as a result they do not show up on printouts (i.e. the workaround below is not needed).

RESOLUTION

To avoid including the CCL Logged field on a printout, you need to modify the form for the item type you are printing. Steps are given below. If you already have a hidden custom page, you can skip steps 1 through 4.

  1. Open the item.
  2. Choose Tools | Forms | Design This Form.
  3. Click on an unused tab, such as "(P.6)".
  4. Choose Form | Display This Page to hide the page (so it doesn't appear when a user opens this type of item).
  5. Choose Form | Rename Page and rename it to something like "Hidden".
  6. If the Field Chooser is not shown, choose Form | Field Chooser.
  7. In the Field Chooser, click the drop-down and select "User Defined Fields in <folder>", where <folder> is the name of the folder containing the item.
  8. Drag the fields beginning with "CCL" onto the form.
  9. Right-click each item you placed on the form and choose Properties, click the Validation tab, and uncheck the Include this field for Printing and Save As option. If the item has a label and a data-input box, you need to right-click the input box to see this option.
  10. Finally, choose File | Save and then close the form. If you are the administrator you may want to publish this form so that it is implemented for all of your users.

You will need to perform these steps every time you want to print an email. To make the change universal, you will have to change the default IPM.Note form for ALL messages.

MAKING THE CHANGE UNIVERSAL

An article at SlipStick with more information on this topic is at http://www.slipstick.com/dev/newdefaultform.htm. Steps derived from this article are listed below. Again, if you already are using build 1093 or later, these steps should not be neccessary unless you want to hide the CCL Logged field.

The following steps have been tried successfully in our environment.

  1. Select Tools | Forms | Public Form As...
  2. Select the Personal Forms Library or Organizational Forms Library.
  3. Public the form, with a name such as NoCCLPrint so that the full name becomes IPM.Note.NoCCLPrint
  4. Download and install the following Forms Administrator tools from Microsoft:

    http://download.microsoft.com/download/2/3/4/23432435-c8cb-430f-93f7-b701bd95de76/formsadmin.exe
    http://download.microsoft.com/download/7/d/3/7d340748-0574-421c-ada0-38fd83a9d397/changeforms.exe

    Note the addresses may change. More information on these tools can be found at http://www.microsoft.com/office/ork/2000/journ/OutToolsIntro.htm.

    The first tool will be used to set the new custom form in place of the usual IPM.Note form. The second tool will be used to change the item type of existing items. Note it may seem the second tool shouldn't be neccessary according to the documentation, but it was needed in our environment.
  5. Install and run the FormsAdmin tool (FormSwap.exe)
  6. Choose Mail (IPM.Note), then under Read type in IPM.Note.NoCCLPrint (substituting the full name created in step 4)
  7. Click Save. If using Outlook 2002, you'll have to export the saved changes to a .REG file, edit the file, replace all occurances of 9.0 to 10.0, and then save and merge the .reg file into the registry. This is because the tool was designed for Outlook 2000.
  8. Now start Outlook. Have a colleague send a test message to you, and open the message. You should be using the custom form. (To check this, leave the (Hidden) page visible until everything's working, otherwise you'll have to use Tools | Forms | Design this form to see if the right one is being used.

At this point, we've fixed the problem for any NEW messages that arrive. The article suggests this would also fix the problem for old messages (since they are of type IPM.Note, for which our form is now the substitute), but when we tried this the old messages were still using the old form.

If you want to update items in the Inbox (and possibly Sent Items folder) to use the new form, you'll need to use the second tool (ChangeForms).