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Migrator for Notes to SharePoint 6.14 - 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

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.

NOTE: To load an existing Source Data Definition, select Load, and select a data definition.
Table 54. Types

Notes

Step 5, then go to Step 8

QuickPlace or Quickr

Step 6, then go to Step 8

Domino.doc

Step 7

Selecting the Select documents based on Rich Text Content check box enables a Details button where you can specify further details.
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 In practice, these pages are often out-of-date or otherwise not useful (as evidenced by the fact that there is not direct navigation to them) and they can be omitted in many migration scenarios.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.
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.
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:
Selecting the Select documents based on Rich Text Content check box enables a Details button where you can specify further details.
Table 55. Columns

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)". 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.

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:

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.

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.

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.
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.

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.

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From the Preview Data Query tab, select Test to execute the Command against live data. Any results from executing the command will be displayed in the Results dialog box.
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.
Remove This Field: Removes the custom field from the Source Data Definition.
Go to Definition: Opens the Definition tab containing the custom field properties.

Creating/Editing data targets

You can create the following data targets:

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.

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.
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.
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.
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.
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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.
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).
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 “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.
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

You can import a Notes view.

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:
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.
3
Grouping, Sorting and Totals - The SharePoint settings default to the options based on the Notes view settings, as follows:
4
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.
5
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.
8
Select the Migrate attachment icons as image files check box to allow the original attachment icons in Notes to appear in SharePoint.
10
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.
12
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.
Replace existing item - If a duplicate record is encountered, delete the prior SharePoint version and then migrate the document again.
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.
Skip item - If a duplicate record is encountered, then ignore the Notes document.
Update existing item (mapped fields) - If a duplicate record is encountered, update the mapped fields of the item.
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.

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.

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.
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.
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