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Migrator for Notes to SharePoint 6.16 - User Guide

Migrator for Notes to SharePoint Migrator for Notes to SharePoint Console
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Migrator for Notes to SharePoint Designer Migration jobs

Generating ASPX pages using document columns

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Migrator for Notes to SharePoint Designer > Generating ASPX pages using document columns

Generating ASPX pages using document columns

In most cases, the best way to generate ASPX content pages is to use the PageName feature in your Target Data Definitions. This feature allows you to generate pages based on predefined ASPX page types and layouts and then override various page properties using content extracted from Notes documents. In some cases, however, this feature is inadequate for generating content pages as it does not allow you to generate the ASPX code itself dynamically. An example of where you might need to do this is MOSS publishing pages. In cases like this, you would want to use Document columns in your Source Data Definition.

When generating ASPX pages in SharePoint using the Document Column feature, the same process in Generating InfoPath forms is followed but with exceptions. Since ASPX pages are not true XML documents, some additional tags have to be added to the ASPX page before it can be added to the DocumentTemplate property of the Document column in the Notes Source Data Definition. The below tags have been added to our XML replacement extensions:

<!--[PPM:PASSTHROUGH] any content [PPM:PASSTHROUGH]-->

This construct allows encoding of any content that is not legal XML (for example <%@ Page %> tags common in ASPX pages). This is structured as an XML comment and anything inside that comment will be passed through "as is" in the generated documents.

<ppm:document> other xml tags </ppm:document>

This construct allows wrapping multiple "top level" tags in a single top level tag, as required in legal XML documents. The outer <ppm:document> tag is simply removed in the generated documents.

<ppm:replace target="site">

This construct allows you to substitute target information in your XML file. Currently, the only supported value is "site" which yields the complete site URL.

A common best practice is to first develop a sample ASPX Page in SharePoint that contains all of the layout and Web Parts that you want in your resulting pages. Then download your ASPX Page and edit it to make certain parts dynamic (using ppm:replace tags) and escape the parts that are not legal XML (using ppm:document tags and ppm:passthough sections). You will use this ASPX document to create the XML for the Document Template property.

 
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NOTE: This Web Part Page is only used to generate the XML that needs to go into the DocumentTemplate property of the Notes Source Data Definition. Once you have the needed XML, this sample Web Part Page can be deleted. It is not used during the migration process.

This ASPX document is not a valid XML document so it can not be used in the DocumentTemplate property yet. To make it a valid XML document, open this ASPX document in your favorite XML editor and modify it by using the additional tags. Once it is valid XML, copy the XML to the DocumentTemplate field of the Source Data Definition in Migrator for Notes to SharePoint.

 
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NOTE: In this release, a simple drop-down text editor is available for entering multi-line Document Templates. In practice, many users would prefer to use their favorite XML editor and copy/paste the results in Migrator for Notes to SharePoint. A more powerful editor/designer is planned for future releases which will assist with loading a sample XML document, merging source columns, and generating PPM tags.

To save your generated Web Part Pages into a Document Library in SharePoint, simply map your new “Document” column to a File field in SharePoint, just as you would when extracting attachments or embedded images.

To migrate the source data fields into the various Web Parts on the page, you must know each Web Part’s WebPartTitle and PropertyName. You can use your XML editor or SharePoint Designer to identify these.

 
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NOTE: The list of Web Parts that are shipped as part of WSS v3 can be found at http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.webpartpages.aspx. The MSDN website also contains detailed information about each Web Part property including the PropertyNames. For example, the detailed information for the ContentEditorWebPart properties can be found at http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.webpartpages.contenteditorwebpart_properties.aspx.

For each Web Part, add a data field of type ‘WebPartProperty’ in the Target Data Definition with the WebPartTitle and PropertyName properties filled out. Then map the source columns to these fields in your target data definition.

You can control the name of the Web Part Pages by mapping a dynamic source column to a FileName field in your target data definition.

Generating web part pages using PageName

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Migrator for Notes to SharePoint Designer > Generating web part pages using PageName

Generating web part pages using PageName

Using the PageName feature in your Target Data Definitions is the easiest way to generate Web Part Pages based on predefined ASPX page types and layouts. With this feature, you do not need to edit the ASPX page with the PPM tags to make it a legal XML document as you would using the Document Columns feature. With the PageName feature, you can override various page properties using content extracted from Notes documents by using WebPartProperty fields. The steps for generating Web Part Pages are described below.

First create a sample Web Part Page in SharePoint that contains the layout and Web Parts, that you want in your resulting pages. Then use SharePoint Designer to view the ASPX code of the Web Part Page and copy it to the clipboard.

 
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NOTE: SharePoint Designer merges the “ghosted” page layout and the web part tags into one page. If you were to simply export the ASPX page from SharePoint in the browser, you would not get everything.

You will use this ASPX code in the PageTemplate property of your target data definition.

 
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NOTE: This Web Part Page is only used to generate the ASPX code that needs to go into the PageTemplate property of the Notes Target Data Definition. Once you have the needed ASPX code, this sample Web Part Page can be deleted. It is not used during the migration process.

Add a PageName field to your target data definition and set the type to ‘Template’. Open the PageTemplate drop-down editor and paste the ASPX code you copied in the previous step.

Add WebPartProperty fields to your target data definition to override various properties of various web parts with live Notes data. For each Web Part whose properties you want to override with Notes data, add a data field of type ‘WebPartProperty’ in the Target Data Definition. Fill out its WebPartTitle and PropertyName properties. Then map the source columns to these fields in your target data definition.

Add any other target data definition fields you need. In particular, if you want to preserve images/attachments/objects you will need to map them to File fields using the AlternateLibrary or AlternateFolder properties.

On the mappings tab, add mappings for all the target data definition fields.

 
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NOTE: If you plan to overwrite the Title property of any of the web parts, make sure that those mappings come after any other mappings to that web part. Once you change the Title, other mappings will not be able to find the web part.

Generating documents from Lotus Notes

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Migrator for Notes to SharePoint Designer > Generating documents from Lotus Notes

Generating documents from Lotus Notes

This feature allows you to generate Microsoft Word 2007 (OpenXML) documents from Lotus Notes documents. Microsoft Word is a very flexible and powerful environment and Migrator for Notes to SharePoint supports a wide range of migration scenarios:

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Migrate Notes rich text to new (blank) Word document - In this scenario the user wants to map the rich text portion of their Notes documents (typically the "Body" field) to Word 2007 documents (DOCX files) created from scratch. The generated rich text content is pretty much the only thing in the resulting documents. The fidelity of the migrated content is very high and includes tables, fonts, bullets, images, doc links, and much more. The known limitations are listed at the end of this document.

Optionally, the user may want to migrate specific Notes data items to Standard Document Properties such as Author, Category or Description within the generated Word documents.

As these documents are generated, they will be checked into the designated SharePoint library.

A large number of existing Migrator for Notes to SharePoint features apply here, including the ability to set created/modified metadata, document permissions, target folders, content types, workflow state, version history, data transformations and more.

Furthermore, the user may want to migrate specific Notes data items to specific metadata columns in the document library. When the document is opened in SharePoint, these properties will appear as "Server Properties" in the Word user interface.

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Migrate Notes rich text to new Word documents based on existing templates - This scenario is similar to the one above except that the user can specify the Word 2007 template (DOTX file) they want to start with. The generated documents will pick up the headers, footers, or backgrounds of the original template. If the template includes any rich text content, the migrated content will be appended to it.

If the Word template defines Custom Document Properties, the user may want to migrate specific Notes data items to these Custom Properties as well as to the Standard Properties.

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Migrate Notes documents to Word documents with embedded content controls and legacy controls - In this scenario, the user is using the Word template as a "form" with rich layout and data entry fields (and possibly data validation rules, computations, actions.). For each Notes document, Migrator for Notes to SharePoint will generate an equivalent Word document with specific Notes data items mapped to these controls.
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If the user is taking advantage of SharePoint's automatic mapping of SharePoint meta-data columns to Word content controls (exposed to SharePoint developers as "Quick Parts") then the best approach is to simply map the Notes data items to the metadata columns in the document library and let SharePoint synchronize them with Word.
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Migrator for Notes to SharePoint can also set the contents of the content controls or legacy controls directly with the mapped Notes data. They will continue to appear as data entry fields in the document, but they will not be synchronized with SharePoint metadata columns.
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Migrator for Notes to SharePoint can also replace the content controls or legacy controls entirely with the mapped Notes data. They will no longer appear as data entry fields.
 
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NOTE: The user may still want to map a Notes rich text "Body" field to the document in addition to populating the controls, as described in the first two scenarios.

Using this feature

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Migrator for Notes to SharePoint Designer > Generating documents from Lotus Notes > Using this feature

Using this feature

When designing Target Data Definitions in Migrator for Notes to SharePoint, you can add target columns of type WordDocument. You must also specify a column Name (which is used in the field mapping process).

Specifying a Template is optional. If you do not specify one, you will always get plain word documents containing whatever rich text contents and standard properties you choose to map from Notes. If you want to specify a template, simply click on the Template property and press the details button to launch the Word Template Options dialog.

In the Word Template Options dialog you can optionally import a Microsoft Word 2007 template (.DOTX file) using the Import button. Note that a complete copy of the imported template will be saved as part of your Target Data Definition and will be used as the basis for any documents that you generate with it.

If the imported template contains any of the MSWord Content Controls that are supported by Migrator for Notes to SharePoint, and these controls are not bound to SharePoint columns or XML data, then they will appear as mappable controls in the Mappable Fields section of the dialog. The content controls that are supported are RichText, PlainText, DatePicker, ListBox, ComboBox.

Word Template Options dialog also includes a complete list of the available Mappable Fields, which are the parts of the generated Word documents that you might want to map Notes data to. This list includes the main rich text Body of the document, all the Standard Properties available in every Word document (Author, Created date, Subject, Title, Keywords, Category, Status and Revision) and well as any Custom Properties that may have been defined by the Word template you loaded.

If desired, you can customize how these Mappable Fields appear on the Mapping tab. (Recall that Migrator for Notes to SharePoint maintains the distinction between the reusable Target Data Definitions that describe the schema of your SharePoint targets and the mapping of source columns to target fields in a specific migration job.) You can clear certain Mappable Fields that you do not want to show on the Mapping tab. You can also override some of the Mappable Field properties such as the MappableName that is visible on the Mapping tab, the AutomapNames property that provides a hint as to which Notes source columns should automatically map to the target field, and the AllowMultiple property which controls when mapping of two or more source fields to one target field should be allowed.

For embedded content control type fields, you can define how the data value will be mapped to the content control using the Mapping Behavior property. This property has the following options:

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Set Value
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If the control contains an initial value added by the template designer, this is preserved and then all mapped values will follow this initial value.
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If the control only contains PlaceHolder text (typically shown in gray) and often says something similar to "Click Here to enter text", this content gets removed prior to adding values.
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Replace Control
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If multiple fields are mapped to a control with this behavior set, then only the FIRST mapped value is handled. After that all other mapped values are ignored.
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If the control has non-placeholder content added by the template designer, it is discarded with the control when the control is replaced.

Content controls in MSWord may be data bound to either SharePoint fields or XML data. We do not allow mapping to any data bound content controls as MSWord would ignore our content in favor of the bound data resulting in data loss for the user.

Note that your Target Data Definition may well contain additional target fields that are not part of the generated Word Document. In particular, you can add target columns for any additional metadata properties that should be written to the SharePoint document library, rather than inside the generated Word documents (as described in scenario #3).

You may also want to specify Folder names as well as the alternate locations for embedded attachments and OLE objects that should be migrated separately to SharePoint. These are existing features that are described elsewhere, but they apply equally well to Notes documents.

One final thing you may wish to enable in your migrated Word documents is the new "Migrate Attachment Icons" feature. While this is not always desirable when migrating to List Items, it looks pretty nice in Word Documents.

Once you save your Target Data Definition, the various parts of the WordDocument field you defined will be available on the Mapping tab.

In most cases, you will (at a minimum) want to map the Html version of your Notes documents to the Doc.Body field and map the Subject (or a similarly descriptive Notes item) to Doc.FileName. You can also add additional mappings for standard properties and custom properties as needed.

When you run the job, Migrator for Notes to SharePoint will generate one Word document for each Notes document. You can inspect the migration log for any issues.

 
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NOTE: Large images that do not fit within the page margins of the target Word document will be automatically resized during migration taking the size, orientation and margins of the template into account.
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