Migrator for Notes to SharePoint 6.16 - User Guide

Creating/Editing source data definitions

Creating/Editing source data definitions

 

You can also create your own Source Data Definitions for any non-standard or customized database, including databases you built yourself or databases from third-party products.

To create a Source Data Definition

1	From the Source Data Definition section, click Create.

The Source Data Definition editor opens.

NOTE: To load an existing Source Data Definition, select Load, and select a data definition. NOTE: To edit the currently loaded Source Data Definition, select Edit.

Definition tab

Record Selection tab/Document Selection tab

Data Fields tab

Preview Data Query tab

Definition tab

Definition tab

2	From the Definition tab, enter the Name and Description of the Source Data Definition.

If you want to permanently associate this Source Data Definition with one or more templates, you can enter them in the Templates supported field.

If you want to associate this Source Data Definition with corresponding SharePoint List Types, you can enter them in the Maps to list types field.

3	If you want to convert Windows MetaFile images to JPEG, GIF, PNG and BMP, select the Windows MetaFile check box, then select a format.

IMPORTANT: Converting Windows MetaFile images can cause loss of original image’s quality and content.

4	If you have selected:

Table 54. Types

Type	Then go to
Notes	Step 5, then go to Step 8
QuickPlace or Quickr	Step 6, then go to Step 8
Domino.doc	Step 7

Record Selection tab/Document Selection tab

Record Selection tab/Document Selection tab

5	From the Record Selection tab, select records based on one or more of the following:

▪	View/Folder index

▪

Form Used - This will give you an implicit Fornix” selection formula which will be combined with the explicit selection formula (if any) at migration time. The syntax allows for the selection of both multiple forms and form aliases. Multiple forms are delimited by a ";" and form aliases are delimited by a "|". While this works with any two form names, the main purpose is to support form aliases where a form in Notes may have aliases.

▪	Notes Full Text Search language

▪	Notes @Formula language

▪	Rich Text Content - Use this to implement one or more of the following policies for document libraries:

▫	For documents that contain just one attachment (and no other rich text), migrate the attachment directly to the SharePoint document library with all the appropriate security and metadata.

▫	"For documents that contain Notes rich text, generate a Word or PDF document and place it in the same SharePoint document library with all the appropriate security and metadata.

▫	"For documents containing neither attachments nor rich text, either skip the document or create a stub entry in the target library.

Selecting the Select documents based on Rich Text Content check box enables a Details button where you can specify further details.

You must specify one or more rich text items you would like to inspect, then specify the criteria you would like to use for filtering documents:

-	Whitespace only

-	One attachment only

-	Multiple attachments or other rich text

NOTE: A Record Selection tab appears only if you use Notes.

▪

UNID

6	The Documents Selection tab allows you to specify which data records should be read from QuickPlace or Quickr.

NOTE: The Document Selection tab appears only if you use QuickPlace, Quickr, or Domino.Doc.

▪	Content Pages– These are the primary types of pages created when users type content into the QuickPlace user interface. These pages can contain rich text bodies and multiple attachments.

▪	Imported Pages– These are pages are created when users import Word files or HTML files. These pages typically contain the imported file itself, plus an HTML rendering of the file generated by QuickPlace or Quickr.

▪	Link Pages– These pages are simple links to other pages (internal to the QuickPlace or Quickr).

▪	Calendar entries– These pages contain fields for scheduling events and contain special fields for organizing attendees, repeating meetings.

▪	Task entries– These pages contain fields for managing to-do items and contain special fields for organizing due dates and assignees.

▪	Discussion pages– These pages implement a topic/response hierarchy used in threaded discussions.

▪	Members– These pages contain information about the team members who typically use the QuickPlace.

▪

Orphans– These are all the other pages that are not members of any specific view or folder in the QuickPlace or Quickr (except for the Index). In practice, these pages are often out-of-date or otherwise not useful (as evidenced by the fact that there is not direct navigation to them) and they can be omitted in many migration scenarios.

The Publishing section of this tab allows you to control which documents are selected for migration in terms of the QuickPlace/Quickr concepts of "published/unpublished" versions. The default is to migrate only published documents. You can choose to migrate only unpublished documents by selecting the “unpublished documents” radio button or both types of documents by selecting the “all documents” radio button.

IMPORTANT: Some options will select more than one version of a given document for migration. In this case, the different versions are considered to be the same document and will trigger Migrator for Notes to SharePoint's Duplicate Document Handling options. In particular, if Create New Versions is selected, then we are migrating version histories (for example, three versions in QuickPlace / Quickr should map to three versions in SharePoint).

 

NOTE: We can not control version numbers in SharePoint so the version numbers are not guaranteed to match.

For advanced jobs, you can also select documents by Folder, by Form used, or by using a dynamic Notes formula.

 

NOTE: While it is possible to extract all the page types at once and migrate them to a single SharePoint list or library, it is better to differentiate between them and migrate Discussion pages to a SharePoint Discussion board, Calendar entries to a SharePoint Events list, and so on. This involves running multiple jobs for each QuickPlace or Quickr (and for each sub room).

7

From the Document Selection tab, select which documents in the current Cabinet should be included in the query. You can control which types of documents are selected for migration. The default is to migrate only published documents. You can choose to migrate only unpublished documents by selecting the “unpublished documents” radio button or both types of documents by selecting the “all documents” radio button. Select the Binders only option to extract Binders instead of Documents. To migrate the binders to SharePoint folders, select the “Migrate mapped data to folders” option on the Advanced Tab of your Target Data Definition.

The Versioning section of this tab allows you to control which documents are selected for migration in terms of the Domino.Doc and Quickr concepts of “major/minor” versions. The default is to migrate only current versions. You can choose to migrate all the latest major versions by selecting the “latest major versions” radio button or all the versions by selecting the “all versions” radio button.

CAUTION: Some of the versioning options will select more than 1 version of a given document for migration. In this case, the different versions are considered to be the same document and will trigger Migrator for Notes to SharePoint's Duplicate Document Handling options. In particular, if All Versions is selected, then we are migrating version histories (for example, three versions in Domino.Doc should map to three versions in SharePoint).

 

NOTE: We can not control version numbers in SharePoint so the version numbers are not guaranteed to match.

You can select documents by Binder, by Document Type, or by using a dynamic Notes formula.

 

NOTE: While it is possible to extract all the page types at once and migrate them to a single SharePoint list or library, it is better to differentiate between them and migrate Discussion pages to a SharePoint Discussion board, Calendar entries to a SharePoint Events list, and so on. This involves running multiple jobs for each Domino.Doc (and for each sub room).

To filter records based on their rich text content, use the Select documents based on Rich Text Content check box. Use this to implement one or more of the following policies for document libraries:

▪	For documents that contain just one attachment (and no other rich text), migrate the attachment directly to the SharePoint document library with all the appropriate security and metadata.

▪	For documents that contain Notes rich text, generate a Word or PDF document and place it in the same SharePoint document library with all the appropriate security and metadata.

▪	For documents containing neither attachments nor rich text, either skip the document or create a stub entry in the target library.

Selecting the Select documents based on Rich Text Content check box enables a Details button where you can specify further details.

Specify one or more rich text items you would like to inspect. Specify the criteria you would like to use for filtering documents:

▪	"Whitespace only

▪	"One attachment only

▪	"Multiple attachments or other rich text

This record selection option allows you to create multiple migration jobs for each document library, each one implementing one of the rules in the policy.

 

NOTE: The Migrator for Notes to SharePoint Migration Console makes it easy to sequence multiple migration jobs for one database, and to automate these jobs for many databases of the same type.

Data Fields tab

Data Fields tab

8	Add Data Fields to specify the data columns you want to extract from each row selected. Click Add, and select a column.

Table 55. Columns

Property	Description
Item	An item in a Notes document. You should specify the internal ItemName (which may be different than the name you are used to seeing displayed in forms and views).
View Column	A pre-computed column in a Notes view or folder. You can only select this type if you specified a view or folder on the Record Selection tab. You can identify columns by ColumnName or ColumnNumber.
Formula	A dynamic value based on the Notes @Formula you specify. You should also specify the Formula property (for example "@Uppercase(Subject)") using the Notes formula editor where you can edit your formula with built-in or custom code fragments. A sample use case for this column type is if you do not want to migrate large attachments from Notes to SharePoint. To filter out the large attachments, use the following formula as your selection criteria: @Attachments = 0 | @AttachmentLengths < 100000 Using this formula, any document with 0 attachments, or any document with attachment size less than 100,000 bytes will be migrated.
Parent Item	An item in the current document's parent document. You should specify the internal ItemName (which may be different than the name you are used to seeing displayed in forms and views).
Parent Formula	A dynamic value based on the Notes @Formula you specify. The formula will be evaluated in the context of the current document's parent document.
RichText	Extract a rich text item value as plain text, HTML, or MIME (MHT) formatted data.
Render	Render each document with the named form and return a Rich Text value. Rendering basically means taking a snapshot of the way a document is supposed to appear in the Notes client, and putting the entire thing into a single rich text field. This includes all the visual elements on the form, including form layout, field labels, graphics, and even “computed for display” fields. This can be a nice alternative to migrating all the individual data elements of a complex Notes application, especially in cases where you just want to archive the content from old applications and do not want to invest effort into migrating the application’s functionality. In most cases, set the Option to HTML for mapping to SharePoint. Specifying the FormName to render with is optional. If you do not specify one, each document will be rendered with its default form (using the “FORM” Item in each individual document). Images, objects, and attachments from the form may be included in your migration job by using the AttachmentScope property in those source data definition columns. To accomplish this, the AttachmentScope property includes the choice: “RenderWithForm”. If you choose this, you again can specify an optional FormName property. This should match the FormName you specified with the Render columns. NOTE: There are limitations with form rendering. As a general rule subforms, computed subforms, hide-when formulas, and computed text all work fairly well. However, some complex structures (for example hide-when formulas inside the subforms) will not always resolve correctly. In some cases it may be necessary to develop a simplified form to use while rendering documents. You can override the default form in the source data definition columns. NOTE: Render is not available if you have selected QuickPlace, Quickr, or Domino types.
Attachment	Extract an attachment (or multiple attachments) from the named Rich Text item in each document and/or document level attachments. In the ItemName field, enter the rich text item you want to extract attachments from. If you leave the ItemName blank, then all attachments in each document will be extracted. For further details, see the AttachmentScope section. The Compression option, Zip, gives you the ability to compress Notes file attachments while migrating them to SharePoint. There are a number of good reasons for wanting to do this: • Save disk space on SharePoint server • Get around SharePoint file restrictions (that is, blocked file extensions and/or size limits) • Improve the bandwidth sending data to remote SharePoint servers • Eliminate problems (hangs and memory leaks) when embedding certain types of file attachments inside Word documents To configure a set of global exceptions to this rule, use the Compression Exclusions option on the Notes tab of the tool's Options dialog. This option allows you to specify any file extensions that should never be zipped. This would typically include media files that are already well-compressed and would not benefit from zipping. NOTE: Migrating file attachments inside of MS Word documents is not recommended for large migration jobs. Since Word attachments are implemented as “Packager” OLE objects, the migration process is forced to invoke Packager code and the OLE handlers for the file type (often in separate processes). The problem is that each type of attachment is handled differently depending on which type of application created the attachment. So (for example) the first 1000 attachments may work fine and then document 1001 has a different type of attachment that causes a memory leak when Microsoft converts it into a Packager object. When migrating attachments and OLE Objects to embedded objects in MS Word, it is highly recommended that the workstation performing the migration has native applications installed that can open and edit every type of attachment that the migration jobs will be encountering during the migration. You can migrate attachments separately to the SharePoint document library. (The links from the Word documents to the attachments will be preserved.) or place all attachments inside ZIP files inside the Word documents.
Attachment Links	This generates a list of links to the designated set of attachments as a small rich text area. This gives you a way to navigate to attachments that you may not otherwise be able to get to. For example, you could append a links section to the bottom of migrated document so users could link to all the document level attachments that were not in the main rich text area.
Image	Extract an image (or multiple images) from the named Rich Text item in each document. Images stored as native Notes bitmaps will be converted to GIF or JPEG formats.
Ole Object	Extract an embedded object (or multiple embedded objects) from the named Rich Text item in each document. Whenever possible, objects will be converted to files that can be subsequently opened by the applications that created them. (For example, an embedded PowerPoint 2003 slide will be converted to a .PPT file.) Refer to the Release Notes for details and limitations about this conversion process.
Document	Convert the contents of the selected Notes document into an XML document (such as an InfoPath® form).
Additional Properties	The subsequent properties you can specify will vary depending on the ColumnType you choose. In most cases, you can specify an Alias for the field and a ReturnType. You can override the name of any data column by specifying the Alias property. NOTE: To create the most effective data definition, pay attention to the ReturnType property of your fields. Notes databases can be difficult to build strict schemas for your data. By telling Migrator for Notes to SharePoint that you always want to return a specific data type (for example, String), you guarantee that all the rows in the results will have a consistent structure. In some cases, additional options may be available: • Multi - Allows you to return multi-valued items as arrays. • Flat - Allows you to return multi-valued items as concatenated strings. • Html - Return Rich Text items as HTML formatted text. • Mime - Return Rich Text items, including images and attachments, as a complete multi-part MIME (MHT) document. • Xml - Return Rich Text items as XML (Lotus DXL format), including images and attachments. • XmlNoBinary - Return Rich Text items as XML (Lotus DXL format), excluding images and attachments. • AttachmentScope - This property is only available for source columns of type Image, OleObject, Attachment and AttachmentLinks. It can be set to RichTextItem, DocumentLevelOnly, All Attachments or RenderWithForm. RichTextItem returns attachments from a rich text item. If the scope is a RichTextItem, there is also an ItemName property. In the ItemName field, enter the rich text item you want to extract attachments from. DocumentLevelOnly returns the document level attachments that are not part of any rich text field. AllAttachments returns all the attachments in the document, including attachments from multiple rich text fields and document level attachments. RenderWithForm returns all the images, objects or attachments from the form that is being rendered. You can specify an optional FormName property. This should match the FormName you specified with the Render columns. NOTE: Render will only work well with forms designed for the Notes client. Forms designed to display in a web browser will not work very well. This is especially true with the default forms you get in QuickPlace or Quickr. There are also two options for controlling the layout of the AttachmentLinks field for Notes source (this is not applicable for QuickPlace/Quickr): • Columns - This property controls the number of links that will be shown on one row. Set to 0 for a pure horizontal format or 1 for a vertical format. • Label - This property allows you to place a text label at the start of the links area. Note that of Columns = 0, than the label will be displayed in the same horizontal line, otherwise it will be placed on a separate line. QuickPlace and Quickr do not use the same mechanism as Notes for displaying an Attachment Links area. Instead of creating a new source column for Notes, you need to use the predefined {AttachmentLinks} column. NOTE: Adding an AttachmentLinks area does NOT guarantee that the attachments themselves will be migrated. These still need to be explicitly migrated. For targets that can store attachments - List items, InfoPath documents and Word documents - you can map them directly. For other targets such as HTML pages, Basic pages, Wiki pages and Web Part pages you have to map the attachments to an alternate file library location.

The following is an example of a migration job that places multiple AttachmentLinks sections on a Wiki page. Below is the source document.

Figure 7. Migration job example

The following is the migration job and the resulting Wiki page.

Figure 8. Migration job with resulting WiKi page