Migrator for Notes to SharePoint 6.16 - User Guide

Data Fields tab

Data Fields tab

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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).

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.

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.

Advanced tab

Advanced tab

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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.

 

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: • 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). • Sorting - Handled the same as grouping, except applied to the sort setting of the Notes view columns. • 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: ▫ For Notes setting Average Per Category, Average Per Document: use SharePoint 'Average'. ▫ For Notes Total, use SharePoint 'Sum' ▫ For all other Notes total settings, use SharePoint 'None'. 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.

9	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.

▪	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:

▫	Mapping of permissions (using the "Map Reader/Author fields" check box on your Advanced tab)

▫	Mapping created/modified metadata to folders (using the "Preserve Created/Modified" check boxes on the Map Data tab)

▫	Mapping additional data items to folders (requires creating a new Folder content type).

▪	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.

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.

NOTE: The following fields will not appear as custom properties after the document is migrated to PDF: • The fields with the type of RichText • The fields from standard properties, including Title, Author, Subject, Keywords, Creator, Producer, CreationDate, ModDate, and Trapped.

11	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:

▪

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.

14	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

SQL Server

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

To create SQL Server data targets

1	Select a server and database.

2	Access the database through Windows or SQL Authentication. To change authentications, click Settings and select an authentication.

3	From the Target Data Definition section, select Create.

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.

List Definition tab

Data Fields tab

List Definition tab

List Definition tab

4	From the List Definition tab:

a	enter a name and description for the target data definition.

b	specify a primary table by selecting one from the list or enter the table name, then add normalized tables.

c	if you want to generate a new table that does not exist in the SQL database described on the SQL Server tab, select Create Tables. The new table will be based on the Data Fields in your Target Data Definition. The Add Table Fields checkbox is automatically selected as you select Create Tables.

d	if you want any fields identified in your Target Data Definition but not in the destination table to be added to the table, select Add Table Fields.

e	select the Migrate attachment icons as image files check box to allow the original attachment icons in Notes to appear in SharePoint.