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Migrator for Notes to SharePoint 7.1 - User Guide

Migrator for Notes to SharePoint Migrator for Notes to SharePoint Console
Overview Console configuration using the setup wizard Advanced configuration options Database discovery QuickPlace/Quickr discovery Domino.Doc discovery Discover directory entries Import database records Notes databases Applications Classification Rules Classification Rule Properties SharePoint Targets Scheduled tasks Reports Task history Link Analyzer/Updater/Finalizer License
Migrator for Notes to SharePoint Designer Migration jobs Appendix: Reference information

SQL Server

This is where you select the target SQL Server database and tables that will be the destination of migrated data. It is also where you select (or create) a Data Target Definition file that describes how data should be written to this database.

To create SQL Server data targets
1
Select a server and database.
2
Access the database through Windows or SQL Authentication. To change authentications, click Settings and select an authentication.
3
From the Target Data Definition section, select Create.
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NOTE: To load an existing Target Data Definition, select Load, and select a target data definition.
NOTE: To edit the currently loaded Target Data Definition, select Edit.
The Target Data Definition dialog box opens.
4
From the List Definition tab:
a
enter a name and description for the target data definition.
b
specify a primary table by selecting one from the list or enter the table name, then add normalized tables.
c
if you want to generate a new table that does not exist in the SQL database described on the SQL Server tab, select Create Tables. The new table will be based on the Data Fields in your Target Data Definition. The Add Table Fields checkbox is automatically selected as you select Create Tables.
d
if you want any fields identified in your Target Data Definition but not in the destination table to be added to the table, select Add Table Fields.
e
select the Migrate attachment icons as image files check box to allow the original attachment icons in Notes to appear in SharePoint.
5
From the Data Fields tab, click Load from SQL Server database. This will automatically create Field definitions for all the writable fields found in the database tables you selected. Similarly, the Load from Source Fields button will automatically create Field definitions for all the columns in your Source data definition.
You can also add (or modify) fields one at a time by clicking Add (or selecting an item in the list on the left of the page) and then editing the properties in the dialog box on the right of the page.

Folder

This is where you select a target folder created on a local drive to migrate data.

To create Folder data targets
1
Select the location of the data target folder.
2
From the Target Data Definition section, select Create.
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NOTE: To load an existing Target Data Definition, select Load, and select a target data definition.
NOTE: To edit the currently loaded Target Data Definition, select Edit.
The Target Data Definition dialog box opens.
3
From the Folder Definition tab:
a
enter a target name and description.
b
select the Migrate attachment icons as image files check box to allow the original attachment icons in Notes to appear in SharePoint.
c
select the Migrate document fields to custom properties check box to migrate any document properties in the PDF to SharePoint
4
From the Data Fields tab, click Load from SharePoint List. This will automatically create Field definitions for all the writable fields found in the SharePoint List you selected. Similarly, the Load From Source Fields button will automatically create Field definitions for all the columns in your Source data definition.
You can also add (or modify) fields one at a time by clicking Add (or selecting an item in the list on the left of the page) and then editing the properties in the dialog box on the right of the page.

Mapping data

The Map Data tab is where you describe how the fields in your Data Source Definition map to the SharePoint fields in your Data Target Definition. In most cases, the Auto Map function will do the mappings for you, but you can also override the defaults.

If you have selected Source and Target Data Definitions, a default set of field mappings will be generated for you using the AutoMap Names property for the target data field definitions. You can refresh these mappings by clicking the Auto Map button.

If you have multiple source fields that you are mapping to one target Note field using the target field’s AllowMultipleSources property, the order of the concatenated fields depends on the order of the fields in this field mapping table.

To add new fields
1
Click Add.
The New Field Mapping dialog box will allow you to quickly select from a list of fields defined by your Target Data Definition. In addition to the fields you explicitly defined, a number of additional meta-data fields will also be available. These will be identified with {curly braces}.
You can map these data source fields to an unused existing SharePoint field (defined by your Target Data Definition) or add a new one. For each target data field of type WordDocument, you will see its metadata fields in the list of predefined fields as well. These are indicated in the list using the field name defined for the Word document (for example, Field0.Title).
The SourceType property can be set to any of the available types:
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None - Do not write to this SharePoint field
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Constant - Set the SharePoint field to a constant value. In the Source Value field, enter the constant value that you want written in SharePoint. If you are mapping a constant to a rich text field, you can use ‘\n’ to denote a new line in the Source Value field.
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TargetValue - Set the SharePoint field to the target value of a corresponding field. If the SourceType is set to TargetValue, you need to set the TargetValue option.
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Link to Parent Document - Creates a URL field that contains a link to the parent document when migrating parent/response documents to SharePoint “discussion” templates. It is especially useful if you are migrating a database containing parent/response documents to anything other than a discussion list. Without doing this mapping, you would lose any correlation between the response documents and their parents.
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Link to Primary Document - Creates a URL field that contains a link to the main “parent” document when migrating file attachments to alternate SharePoint library locations. The link uses the parent's Subject field as the display name. Without doing this mapping, you might not know where the main document for the attachments resides.
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SourceField - Set the SharePoint field to the value of a Notes Field.
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SourceValue - The name of the Notes Field to use
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MaxSize - The maximum number of characters to write to the SharePoint item
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Multi Value Disposition - Directs how any multi-valued Notes items should be written to SharePoint Lists. The options are:
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Default - Take the most appropriate action based on the source and target values being mapped
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First - Takes the first value found
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Last - Takes the last value found
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Merge - Take all the values and combine them into a single string separated by commas
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All - Take all values and attempt to map them to SharePoint. This will only succeed if the target column allows multiple values.
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Normalize - This option is only available for simple data types (text, date, number, choice) and only when migrating to a SharePoint list (not a document library, discussion, or calendar). Migrator for Notes to SharePoint will gather up all the possible values for Normalized mappings and write out multiple SharePoint list items, one for each value. Any mapping that is not flagged as Normalized will get copied to each of the resulting records. If more than one of the mappings is flagged as Normalized, then the one with the greatest number of elements will control the number of migrated records. For more information, see Normalizing multi-valued items to multiple documents.
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Transform - Directs how data should be modified when writing to SharePoint Lists. The options are:
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UpperCase - Converts text to uppercase.
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LowerCase - Converts text to lowercase.
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CommonName - Converts Notes names to text fields formatted as Common Names.
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AbbreviatedName - Converts Notes names to text fields formatted as Abbreviated Names.
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Unmappable - Converts unmappable Notes names to text fields formatted as Abbreviated Names.
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CommonName, AbbreviatedName and Unmappable are useful in cases where you are NOT using the full User Mapping process, which maps Notes names to Active Directory accounts. User Mapping is still required when mapping to a User field in SharePoint. These transform types are useful when targeting "plain" Text fields in SharePoint, Word.
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XMLCompatible - Removes invalid XML characters.
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PreformattedText - Wraps in a <pre> tag (InfoPath only).
2
Select the Preserve Created/Modified Dates option to allow the Created and Modified fields to be set based on the respective properties of the original Notes document.
3
Select the Preserve Created/Modified Identities option to allows the Author and Editor fields to be set based on the $UpdatedBy property of the original Notes document. SharePoint tracks users as numeric indexes into the SharePoint Site Collection Users list. Migrator for Notes to SharePoint will attempt to map Notes names to Site Collection User identities based on the rules configured in the tool's User Mapping.)
4
Select the Preserve Response/Reply Hierarchies option to allow newly written SharePoint items to be linked with the correct parent items to reflect the parent/response relationships that existed.
5
Select the Map Event / Recurrence Data option will cause calendar information (appointment type, start date, repeat information) in Calendar items to be mapped to the equivalent fields in SharePoint Events.

Setting up user mapping and security mapping

SharePoint tracks "users" as numeric indexes into the SharePoint Site Collection Users list. When Migrator for Notes to SharePoint encounters user names, it will attempt to map them to Site Collection User identities based on the mapping rules in your Global Settings. For more information, see Customizing global options. This can occur:

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When using the "Preserve Created/Modified Identities" option in your Job Definition
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When mapping Security Attributes
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When attempting to migrate a Notes name field to a SharePoint User field

On a per-job basis, you can decide what happens if no user mapping is found for a particular Notes name. The record can be rejected or defaults can be applied depending on the If user mapping fails setting.

The details of how user mapping occurs is controlled by the Global Options.

Migrator for Notes to SharePoint 's security mapping options will map various access control properties of the source Notes database, QuickPlace, Quickr, or Domino.Doc cabinet to the equivalent constructs in SharePoint.

To enable security mapping at the job level
1
Select one or more of the five available Security Mapping check boxes of your Job Definition.
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The Map Notes Users to Domain Users option will cause any Notes users listed in the source database's Access Control List to be added to the target SharePoint list or library. The Notes user names are mapped to Site Collection identities based on the rules configured in the tool's User Mapping and those Users are granted access to the target SharePoint list or library.
The Map Notes Groups to Domain Groups option will cause any Notes groups listed in the source database's Access Control List to be added to the target SharePoint list or library. The Notes group names are added to the Site Collection as external groups and are granted access to the target SharePoint list or library. Each group name must correspond to an actual Domain group.
 
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NOTE: If either the Map Notes Users to Domain Users or Map Notes Groups to Domain Groups options are checked in the Migration Targets tab, the Permission Mapping options will determine how the Notes database access levels (and related flags) are translated into SharePoint permission levels.
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The Expand Notes Roles to SharePoint Groups option causes a new SharePoint Site Collection Group to be created for each Role defined in the Notes database ACL.
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The Expand Notes Groups to SharePoint Groups option allows you to take what was once a Domino Directory group (scoped to the entire Notes Domain) and convert it to a SharePoint group (scoped to just one Site Collection). As part of this conversion, the tool will query the Domino Directory for any groups listed in the ACL, extract all its members (expanding any sub-groups as needed), and add those members to the new SharePoint group.
 
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NOTE: If both the Map Notes Groups to Domain Groups and Expand Notes Groups to SharePoint Groups options are selected, Migrator for Notes to SharePoint will first try to find a mapping for the group name in the directory or mapping file. If it finds a mapping, it will map to the Domain group. If it doesn't, it will provision a SharePoint group instead.
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If the Map Reader/Author fields option is set, then any Reader Names or Author Names items encountered in a particular Notes document will cause a permission list to be generated on the corresponding SharePoint record. This new permission list will only grant read access to the users and groups named in the Reader Names field and will only grant edit access to the users and groups named in the Author Names field.
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To control precisely which security constructs are mapped to Notes, click the Advanced security settings link (this link is available when you select a check box).
2
Configure DocLinks handling. You can select:
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Convert to original notes:// URLs (for use with the Notes client) - When generating HTML or MIME documents from Notes Rich Text fields, any DocLinks, ViewLinks, and DatabaseLinks that are encountered are converted to "Notes URLs" (for example notes:///85256B20007EED50/38D46BF5E8F08834852564B500129B2C). On machines where the Notes client is installed, such a URL allows Notes to open to the correct document, view, or database.
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CAUTION: Unfortunately, SharePoint does not currently allow Notes URLs in HTML fields, so the feature is not useful in those cases.
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Use the Quest Link Tracking Service - This option utilizes the Link Tracking Service, which ensures that Notes DocLinks continue to work before, during and after the migration process, regardless of the order of document migration. The service maintains a record of every document that is ever migrated and guarantees that users clicking on an intra-document link will always get redirected to the current location of the document.
 
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NOTE: This feature requires the use of Migrator for Notes to SharePoint’s Link Tracking Service. For details, see the Understanding the Link Tracking Service section in the Migrator for Notes to SharePoint Installation Guide.
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Convert to a link to the specified URL - This option replaces each DocLink with a link to a fixed generic web page.
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Convert to http:// URLs (for use with the Domino server) - This option prompts you for an additional field URL for Converted DocLinks. To allows you to map the "notes:///" portion of the Notes URL to point to a Domino web server where the linked-to database exists. For example, if you specify "http://proposion.com/" in the URL for Converted DocLinks field, the URL would be changed to "http://proposion.com/85256B20007EED50/38D46BF5E8F08834852564B500129B2C".
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Convert to original notes:// URLs (plain text) - When generating HTML or MIME documents from Notes Rich Text fields, any DocLinks, ViewLinks, and DatabaseLinks that are encountered are converted to "Notes URLs" in plain text (for example notes:///85256B20007EED50/38D46BF5E8F08834852564B500129B2C).
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