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A Detailed Study on IBM Notes Database Archiving to Sharepoint

In IBM Notes environment decommission projects clients have different options what to do with the Notes databases. Some will be deleted. Other databases still in use will be migrated to SharePoint (Notes content and functionality). There is always a group of Notes databases that are no longer actively used, but the content cannot be deleted. For these databases, the content can be archived to SharePoint. This means that, in a cost-effective way, the Notes content will be stored in SharePoint or on a disk drive. In the archive approach, the Notes functionality will no longer be available.

The bottom line result of archiving a Notes databases is:

  • the Notes database content (text, images, attachments, embedded objects, document and response structure) is available in SharePoint or on a disk
  • the archived content looks the same in SharePoint as it was in Notes
  • the archived content may not be edited

Let’s archive a Notes document library.

Subject to this archive demo is a typical Notes document library database with a Notes document response structure, with attachments, text, and images.

 

 

For this job we use an archive tool from our partner IONET.

Lets manually add this particular Notes database. Its also possible to add many databases in one go.

 

 

In the image below I have configured what to export. I want to export Notes documents created with 3 Notes forms (main topic, response, and response to response). Let’s do the ‘export to HTML’ and then render the HMTL , which will result in an HTML document looking the same as the Notes document.

 

 

There are two more settings that are important which are illustrated below. The formula will set the file name of the response and of the main documents.

 

 

All responses will be stored in the Response folder.

The IONET tool runs on a Domino server, it can archive one or many Notes databases in one go.

The archive result is illustrated below.

 

 

The files created are HTML files with the extension aspx.The responses are stored in the Response folder and all attachments are stored in the att_files folder.

The next step is to copy all these files to a SharePoint library. I have created a new SharePoint library and I open the library using Internet Explorer because only with this browser you can open the library with the Windows Explorer.

 

 

Pressing the “Open with Explorer” button results in the SharePoint library opened in the Windows Explorer.

 

 

Now I can copy the files created by IONET to this library using drag and drop.

 

 

The result in SharePoint is displayed below.

The SharePoint library contains aspx files which can be opened simply by clicking on them, resulting in for example:

 

 

At the top links are displayed to the two attachments stored in the Notes document body field.

Links to all responses are displayed.

At the bottom, the Notes document is displayed in Notes style.

The attachment links have the option ?web=1 added, this will open the file in the online office program which is very convenient for the end users, for example:

 

 

In this example we did not recreate the Notes categorized view. This would be possible using ShareGate. With ShareGate the notes categories which are part of the file name can be retrieved from the file name and added to a new column in SharePoint.

In this example, we did not recreate the Notes categorized view. This would be possible using ShareGate. With ShareGate the note categories which are part of the file name can be retrieved from the file name and added to a new column in SharePoint.

Any Notes and Domino database can be archived in this way. Using IONET the archive result can be changed in many ways.

Lialis uses this tool in several projects to archive many Notes databases.

Only IONET is supporting embedded objects in Notes by the way.

Finally, a legal note, the aspx files stored in SharePoint cannot be edited via Sharepoint.

Lialis can help you with the migration of Notes applications to SharePoint, please contact us here.