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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

Selecting data sources

To manage your data source
1
Select the data source value in the Type dropdown.
2
Select a Connection String. Select the database that will be used as the source of data. You can do this by:
•
using drag-and-drop. Select a Notes database (NSF file) in Windows Explorer and drag it onto the Migrator for Notes to SharePoint user interface.
•
using Migrator for Notes to SharePoint's Notes database browser. Click Select and select the desired local or server database.
To be sure this is the database to which you want to connect, click Go To Database to open the database that you have selected. If you wish to type in this connection string directly, see “Notes connection string reference” on page 129. If you have typed in your own connection string or have loaded it from an existing Job Definition, you may need to click the Test button to force this connection to occur.
A title for the Notes database or Quickr/QuickPlace/Domino server (depending on the type selected) is automatically entered.
The Template used field is automatically entered. It shows the name of the Notes design template that was originally used as the basis for creating that particular Notes application. This is a key piece of information that Migrator for Notes to SharePoint uses to recognize what type of Notes application it is. For example if the Template used is "StdR6WebDocLib", the Migrator for Notes to SharePoint knows it is a standard Notes version 6 Document Library and can deduce the forms, views, items available.
3
Create a source data definition. For more information, see Creating/Editing source data definitions.
4
From the Source Records section, configure the following:
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Max Records - allows you to limit the number of Notes records to be migrated to a predetermined number. If you are running Migrator for Notes to SharePoint with a trial license, your migrations will be automatically limited to 10 records
•
Skip - allows you to skip a number of Notes records before starting migration. When used in conjunction with the "Max Records" option, you can migrate data in distinct chunks.
•
Delete Source Documents when migrated - causes Notes documents to be deleted upon successful migration of that document. This option is primarily useful in scenarios where you want documents to be migrated as they are added to the database (for example a mail-in database). This option may be disabled depending on how your tool Options are set.
This option may cause data loss. Be sure that your Job Definition extracts all the data you will ever want out of the Notes documents.
This option is only available when you select a Notes from the Type dropdown.
 

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.
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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.
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

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
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Notes @Formula language
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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
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NOTE: A Record Selection tab appears only if you use Notes.
•
UNID
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The Documents Selection tab allows you to specify which data records should be read from QuickPlace or Quickr.
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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.
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Discussion pages– These pages implement a topic/response hierarchy used in threaded discussions.
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Members– These pages contain information about the team members who typically use the QuickPlace.
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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.
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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).
 
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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.
 
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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).
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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.
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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.
 
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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.
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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
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Get around SharePoint file restrictions (that is, blocked file extensions and/or size limits)
•
Improve the bandwidth sending data to remote SharePoint servers
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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 original 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 original 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:

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Multi - Allows you to return multi-valued items as arrays.
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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
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From the Preview Data Query tab, select Test to run the Command against live data. Any results from executing the command will be displayed in the Results dialog box.
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NOTE: Binary data columns (images and attachments) and MIME columns will not be shown in the preview dialog box. Multi-valued items will always be displayed as concatenated strings. To see the details of large data items, click the item's cell and the full contents will be displayed in a dialog box.
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The Max Records option allows you to limit the number of Notes records to be viewed to a predetermined number.
•
The Skip option allows you to skip the first ‘x’ number of Notes records. When used in conjunction with the "Max Records" option, you can view distinct chunks of data.
For custom fields that you have added, you can perform the following tasks by right-clicking on the column title.
•
Remove This Field: Removes the custom field from the Source Data Definition.
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Go to Definition: Opens the Definition tab containing the custom field properties.

Creating/Editing data targets

You can create the following data targets:

•
SharePoint
•
SQL Server
•
Folder

SharePoint

The "SharePoint" tab is where you select the SharePoint List that will be used as the destination for data to be migrated. It is also where you select (or create) a Data Target Definition file that describes how data should be written to this list.

To create SharePoint data targets
1
Select the Site URL to which you will be migrating data. Navigate the SharePoint Virtual Servers, Sites, and Sub-Sites (Web Pages). Select the desired list.
 
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NOTE: If you are using the Console, the target on the Migration Targets tab overrides this target in the migration job definition.
 
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NOTE: If you have previously selected a Source Data Definition that typically maps to a particular SharePoint List Type, that List Type will be displayed in the Show Lists of Type field and the tree view will only display Lists of that particular type. If you want to see all types of Lists, select "<All>" in the Show Lists of Type field.
To be sure this is the correct list, you can open the SharePoint List that you have selected by clicking the Go To button. Once you have selected the desired list, click OK.
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NOTE: Migrator for Notes to SharePoint is now capable of local or remote SharePoint servers. To control the mode of operation, click Options and go to the “SharePoint” tab. For details on how to configure your type of SharePoint connectivity, see Customizing Global Options. If your installation is configured to access remote SharePoint servers, the list of available sites contains information about each site's level of connectivity. You can add additional sites to the list by clicking the Sites button.
Migrator for Notes to SharePoint displays the Site URL and List Name that describe the List location. (If you prefer, you can type in the Site URL and List values instead of using the SharePoint server browser.)
Migrator for Notes to SharePoint will connect to the SharePoint server and display the List Template used in the List you selected. (If you have typed in your own Site URL and List values or have loaded them from an existing Job Definition, you may need to click Test to force this connection to occur.)
If the list does not yet exist and you want the Migrator for Notes to SharePoint migration process to create the list, you can enter {} substitution variables in the List Name field which will be used to generate the target list name. If you type ‘{‘the valid variable substitution list will appear. You can use the arrow-down key to select an entry, or click an entry with the mouse. If you type any other key, the list will disappear so you can resume typing into the field.
 
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NOTE: This feature is only available when using the Migrator for Notes to SharePoint Console.
Migrator for Notes to SharePoint displays the Template used to show what type of List it is. For example, if the Template used is "Discussion Board" Migrator for Notes to SharePoint knows it is a standard SharePoint Discussion List and can deduce the fields available within and other pertinent information.
The details about what fields, are available in a particular type of List are stored in the Target Data Definition. For each List you want to migrate, you need to load (or create) a corresponding Target Data Definition.
Migrator for Notes to SharePoint contains predefined Target Data Definitions for most of the standard List Types that ship with SharePoint (Discussion, Document Library, Events). As soon as you select a List that is based on a recognized List Type, Migrator for Notes to SharePoint will ask you if you want to automatically load the corresponding Target Data Definition.
Sometimes the SharePoint List you wish to migrate has been customized or is not based on a recognized List Type. If you know what the List Type is, you can click the Target Data Definition Load button to select the appropriate Target Data Definition manually.
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NOTE: If you want to generate a new SharePoint list that does not exist in the location described on the SharePoint tab, select Create SharePoint List. The new List will be based on the List Template identified in your Target Data Definition. This will allow you provision entire SharePoint lists and document libraries as part of your migration job.

If you want any fields identified in your Target Data Definition but not in the destination List to be added to the list, select Add or upgrade List Fields. This will allow you to upgrade the schema SharePoint lists and document libraries as part of your migration job.

If you want Migrator for Notes to SharePoint to automatically add provisioned lists or document libraries in to the Quick Launch area in the target SharePoint site, select When creating List, Add to Quick Launch.

If you want Migrator for Notes to SharePoint to enable versioning to the SharePoint list, select When creating List, enable versioning.

If you want to remove any items previously displayed in the destination list, select Delete Current List Items. This option may be disabled depending on how your tool Options are set. This option can cause data loss. Be sure that you really want to remove all existing documents from the list.
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 List Definition tab, enter a name and description for the target data definition.
4
Select a list type and template.
* 
NOTE: Template is optional. The template specified here will be used when provisioning new lists. You may specify standard or custom templates from the target site collection
5
To allow provisioning of Content Types in the target list, select the Allow management of Content Types check box. Click the Add button to enter the Content Types that should be added to the target list. Associate a Notes Form to the Content Type in order to automatically assign the Content Type to all migrated records that are associated with the Form.
6
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.
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NOTE: If you select Managed Metadata as target type, ensure you add the terms to the termset bound to the column, or you set Adding Missing Terms to Term Store to True so the content in source field can be migrated to the target column.
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.
When Document is selected as the Target Type for the Doc field, you can decide how the buttons in Notes will be rendered as in the target document by the Button Style option:
•
Text: Buttons will be rendered as texts.
•
IconOrButton: Buttons will be rendered as not-clickable icons, or buttons (for PDF document only).
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NOTE: You can create customized Target Data Definitions by altering a loaded default template and saving it with a new name. The new pmtrg file can then be selected for future migration jobs. Once you complete the template changes and return to the Designer SharePoint tab (Step 12 below), click the Save button in the Target Data Definition area.
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NOTE: When you click Files in the left column, you can specify an alternate folder where files will be written. You can also specify the maximum number of items in each alternate folder (the default is 5000). When the maximum number is exceeded, more alternate folders are created with an incremental value. For example, you can have an alternate folder called “Attachments”, once a maximum number of items in the folder is reached, another alternate folder with an incremental number, is created, called “Attachments-0001”. If you set the Max Item per Folder to 0, an incremental alternate folder will not be created.
7
Define a view. From the Advanced tab, click New. The Edit a SharePoint view dialog box allows you to define the SharePoint view. Only Standard SharePoint views can be defined. Migrator for Notes to SharePoint does not create other view types like datasheets or calendar views. This editor has all the same view definition properties as the view editor in SharePoint except it does not contain any mobile settings.
•
The “Columns” tab is where you define the name of the view as well as the columns to include in the view. Use the arrow buttons to change the order of the columns in the view.
•
The “Group/Sort” tab is where you define how the data is grouped and sorted. In SharePoint you can only group on up to 2 columns.
•
The “Filter” tab is where you define a filter. This is optional. Select the radio button Show items only when the following is true to define your filter. Select the field and its criteria for the filter. By selecting the Show more columns link, you can add additional criteria to your filter.
•
The “Totals” tab is where you specify the calculations you want added to the view. You can specify only one calculation per column. Different field types can have different possible calculations, as follows:
•
All fields have None and Count
•
Integer, Currency and Number fields also have Average, Maximum, Minimum, Sum, Standard Deviation, and Variance
•
DateTime fields have Average, Maximum, and Minimum
•
The “Limits” tab is where you define if you want to show items in their folders (hierarchical view) or show items without their folders (flat view). From this tab you also define how may items to display at a time as well as which folders to display the view in.
 
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You can import a Notes view.

To create a view using an existing Notes view definition
1
Select the view - Select the Notes view that you wish to migrate to SharePoint. The name of the SharePoint view defaults to the Notes view name. If the Notes view is the default for that database, the Make this the default view check box is checked. If the view already exists in the Migrator for Notes to SharePoint target definition Views list, then another check box appears in red, asking you if you wish to overwrite the view. The Next button is disabled until you either change this view’s name or you check the overwrite box.
2
View columns - You can decide to manually map a Notes existing column, define a new data column (which will be added to your migration job), or specify a formula for a new computed column in SharePoint. For each column in the Notes view, an entry appears in the column list. The Notes view column is labeled “(Untitled x)” if it has no title. Below the column name is a description of the view’s details: sorting (ascending/descending), categorized, hidden or response-only. Each column has the following migration options:
•
Migrate? - Check this check box to migrate this column with the new view.
•
Hidden? - Check this check box to not display the migrated column. It will be available to use in filtering but no data will be displayed for the column
•
New or Existing Column - You can create a new column or select an existing column. All new columns are added to the target definition when the wizard is done.
When you click Next, some validation will occur: a migrated column must have a name, new Calculated fields must have a formula, field names cannot be duplicated, and new fields cannot duplicate those in the target definition. Next to the formula box for new fields there is an Edit button which will launch the Formula Editor. In the Formula Editor, you can edit your formula with built-in code fragments, or create custom formulas.
3
Grouping, Sorting and Totals - The SharePoint settings default to the options based on the Notes view settings, as follows:
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Grouping - If, in the previous panel, a Notes view column is set to migrate to the SharePoint view ('Migrated but not displayed', or 'Display in view'), and it is marked as 'categorized' in Notes, then the column will be set for grouping in SharePoint, based on the sort method (ascending/descending). The first two categorized columns will be set this way in SharePoint (any additional categorized columns will not be grouped - SharePoint's maximum is two columns).
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Sorting - Handled the same as grouping, except applied to the sort setting of the Notes view columns.
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Totals - Notes and SharePoint views both have the concept of showing totals for a column, but the options are somewhat different. The migration wizard maps the totals as follows:
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For Notes setting Average Per Category, Average Per Document: use SharePoint 'Average'.
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For Notes Total, use SharePoint 'Sum'
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For all other Notes total settings, use SharePoint 'None'.
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View Selection Formula - recreate your selection formula in the SharePoint filter editor by first selecting the Show items only when the following is true radio button. Select the field and its criteria for the filter. By selecting the Show more columns link, you can add additional criteria to your filter.
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View Migration Complete- launch the completed view in the view editor to fine-tune details not available in the wizard. Your view definition has been created and added to the migration job. The migration job needs to be saved for the view definition to be saved.
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Select the Migrate attachment icons as image files check box to allow the original attachment icons in Notes to appear in SharePoint.
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From the Migrate mapped data to section, indicate that you want to migrate to a folder or document set in your target list or library rather than the default list item. Every record you extract from the data source will result in a folder or document set being created, instead of a document.
This feature only writes new SharePoint folders; it will not update existing ones with the same name.
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If you choose to migrate to a folder, you must map at least one item to a target column of type ‘Folder ‘ in the “Map Data” tab. This controls the new folder names. Many of the usual document migration features will now apply to folders including:
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Mapping of permissions (using the "Map Reader/Author fields" check box on your Advanced tab)
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Mapping created/modified metadata to folders (using the "Preserve Created/Modified" check boxes on the Map Data tab)
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Mapping additional data items to folders (requires creating a new Folder content type).
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If you choose to migrate to a document set, a target column of type ‘DocumentSet’ must be added and a value mapped to the DocumentSet.Name property in the “Map Data” tab.
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Select the Migrate document fields to custom properties check box to migrate any document properties in the PDF to SharePoint. This is selected by default.
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NOTE: The following fields will not appear as custom properties after the document is migrated to PDF:
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The fields with the type of RichText
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The fields from standard properties, including Title, Author, Subject, Keywords, Creator, Producer, CreationDate, ModDate, and Trapped.
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Select the names of the SharePoint templates that "match" this data definition. More than one template can match. Use the Select button to add or remove multiple selections.
The Views list contain all the views that will be created in the SharePoint target, similar to fields, during the provisioning part of the migration job.
The buttons at the bottom of the list are for importing view definitions from Notes, editing view definitions, creating new and deleting existing view definitions from the list.
If the If view already exists in SharePoint, overwrite its configuration check box is checked, the view definition in SharePoint will be overwritten. Otherwise a pre-existing view will not be changed.
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Click OK.
You are returned to the SharePoint tab.
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Select an option if a duplicate is found. This situation can occur if you have run the same migration job twice or if you have two migration jobs that process the same document (for example, a document that appears in multiple Notes views) or if you are migrating multiple versions of a QuickPlace or Domino.Doc document (see QuickPlace Publishing and Domino.Doc Publishing for more information). The following options allow for running the same migration job repeatedly (and as efficiently as possible) while always yielding the most desirable result. Your choices for this option are:
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Write new item - Do not check for duplicates and simply write a new SharePoint record for each Notes document encountered. This is the fastest option if you expect duplicates to be rare. If you are migrating QuickPlace or Domino.Doc versions, each version of a document will be created as a new SharePoint record.
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Replace existing item - If a duplicate record is encountered, delete the prior SharePoint version and then migrate the document again.
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Create new version (if modified) - If a duplicate record is encountered and the Notes document has been modified since it was previously migrated, the new document will be created as a new version of the old document. If the SharePoint list or library does not support versioning, then the document will be migrated as a separate record. Use this option to create corresponding versions of a SharePoint record for each version of the document in QuickPlace or Domino.Doc when you are migrating multiple versions. If you are migrating to a list that is already created, enable SharePoint version control.
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Skip item - If a duplicate record is encountered, then ignore the Notes document.
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Update existing item (mapped fields) - If a duplicate record is encountered, update the mapped fields of the item.
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NOTE: To update the document content, your field mapping must include BodyHtml, BodyAttachments, BodyEmbeddedObjects, and BodyImages.
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If you want to save a new or modified Target Data Definition, click Save in the Target Data Definition area. Enter a new file name that reflects the change. (For example, if you have changed the Document page size to A4, a good name would be WordA4.pmtrg.). Then click Save.
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