Retain Notes has a similar look and feel as the other editions. The difference lies behind the scenes. The underlying data used by Retain Notes is held in Lotus Notes databases. The resources, jobs and bookings tables are represented by Lotus Notes views. The records within each table are represented by Lotus Notes documents. For Lotus Notes users, this opens up all sorts of possibilities..

Retain Notes allows several users to work on the same database at the same time in different locations. It works by using the Lotus Notes replication. This allows data to be distributed across multiple sites, such as across offices and to local disks on Notebook computers, and updates each site with the latest changes via the process called replication. Lotus Notes handles any replication conflicts, such as where two users make changes to the same record, thus helping you to keep control over the integrity of your Retain Notes data.

If you use Lotus Notes, the chances are that you will already have other Notes applications that hold your job and staff details. Updating two sets of data can be time-consuming and can lead to errors. But with Retain Notes, your data can be integrated to work with your existing Notes applications, making one-time updates a reality.

Retain Notes uses a standard set of Lotus Notes views and forms. To connect Retain Notes to your Lotus Notes applications, you simply customize these views and forms. The information presented automatically reflects your changes. For instance, you might add a column to the booking view in order to display the user who last edited each record and populate this field automatically through Lotus Notes. This field will be treated by Retain Notes in the same way as any other field; available for display, selecting and sorting purposes and in the reporting module.

Retain Notes handles user access through Lotus Notes itself, giving flexible access control on a table by table basis. For example, you might provide users with edit rights over planning and task information, but prevent them from updating the information about resources. You could also define entire tables as read only, so that data for that table is only ever updated through your separate Lotus Notes application.

With your planning data stored in Lotus Notes, other possibilities exist to make your planning process even more efficient and integrated. For example, you might construct a 'Booking Request Form' in Notes; this could be submitted by e-mail, authorized in Notes and then used as the source of amendments to Retain Notes. Or you might use Lotus Notes to calculate figures for inclusion in your reports.