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IONET Notes Database Archiving – Technical Guide for installation, configuration and execution

Introduction

IONET is our preferred solution to archive Notes database content to SharePoint (Online) (or to disk) because of the great archive result and limited cost involved. By archiving we mean; ‘dumping’ a Notes database to SharePoint Online (‘SPO’) in read-only format.

This post explains how to setup and execute the IONET archive environment. The setup takes some time, but once its all up and running it takes less than one hour of administration time to archive a Notes database to SPO. The processing time is typically longer since the data needs to be uploaded to the cloud.

The big advantage of IONET is that once the system is up and running any Notes database design including content can be archived with one IONET archive setting. This is a crucial because you don’t have to worry about all the Notes database specific Notes forms and fields nor about designing the SharePoint views. This is all done automatically by IONET. Another benefit is that Notes response documents are dealt with by IONET out-of-the-box.

Because IONET runs on a Domino server handling very large Notes databases is no problem. No memory leakages cause program crashes.

IONET generates all Notes views in SharePoint fully automatic. This saves a huge amount of effort and fixes the 5000 items limit in SharePoint.

On this page we explain in detail how to setup the IONET archive environment needed to use IONET. Below guide is meant for Domino and Windows administrators since tasks are described only briefly.

Domino Server setup and configuration

Register a new Domino server in the Domino domain with name APPMIG1

Below the important settings for the Domino server document of APPMIG1

IONET relies on the Domino server agent manager, below settings are important.

Domino server security is important, make sure that the Domino server APPMIG1 and the Domino administrator are listed below orange marked fields.

Disable mail routing, smtp, load internet sites.

Enable a push only replication from the production Domino servers where the Notes databases reside to APPMIG1.

Add APPMIG1 to the Domino server groups. Its fine to give APPMIG1 reader access to names.nsf

Realize a new dedicated and powerful Windows server (Windows version is not relevant), possible in the cloud close to SharePoint Online if this is your archive target environment. Assign a large and fast D:\ drive where all software will be installed. Windows domain setup is not relevant. Windows server specifications guideline: RAM 16 GM, disk 250 GB, don’t go to cheap on CPU because Notes database conversion is CPU intensive.

Make sure that the automatic Windows updates do not reboot the Windows server.

Install Domino server software 64 bits R901 or later on D:\Domino, install FP10 or later. Install Domino java update.

Setup the Domino server. Make sure it runs properly as a service and that the Domino console is working fine.

Set Domino notes.ini:

ServerTasks=Update,Replica,AMgr,AdminP
ServerTasksAt1=Catalog
ServerTasksAt2=Fixup
JavaMaxHeapSize=2048MB
HTTPJVMMaxHeapSize=2048MB

Install full Notes client R901 (Notes, designer and admin client) with latest fix pack. Setup Notes client with a Notes admin ID and make sure the Notes client can access APPMIG1 and the production servers where the Notes databases are located.

Install notepad++.

Make sure the Windows server can assess SharePoint Online and it can access the Domino production servers.

Setup firewall and other needed security.

SharePoint Online Power shell installation

Make sure below settings are applied

Start Windows PowerShell (64 bits is possible) as Administrator and enter the following commands:

Install-Module Az -AllowClobber

Install-Module AzureRM -AllowClobber

Install-Module -Name Microsoft.Online.SharePoint.PowerShell

Install-Module SharePointPnPPowerShellOnline -AllowClobber

IONET configuration

Make a Notes database copy or the archiver.ntf to APPMIG1 and name the Notes database archiver.nsf. Set the ACL and sign the Notes database with the Domino server ID.

Open the IONET archiver and configure the defaults (under action 2. Setup)

Below settings are important and set them accordingly

The account below is a SPO account where MFA is not applicable and this account should be owner of the SP sites where we are going to archive to

Keep all other settings default, they are not used for this purpose.

Setting up the IONET archive profile

The DUMP profile we always use, dumps the complete Notes database (excluding replication and save conflicts) to SPO. The big advantage of dumping all is that you dont miss any content. So we also dump all the settings, the logs and what ever crap the Notes db has. This is a big time saver because you don’t need to look at what forms have the important content. Simply dump all and you are save!

@ALL & !@IsAvailable($Conflict)

month := @If(@IsAvailable(@Created); @Month(@Created); @Month(@Created)); Form + ” – ” + @If(month > 0; @Select(month; “01 January”; “02 February”; “03 March”; “04 April”; “05 May”; “06 June”; “07 July”; “08 August”; “09 September”; “10 October”; “11 November”; “12 December”); “-“) + ” – ” + @Text(@Year(@Created))+ ” – ” + @NoteID

 

@ReplaceSubstring(@DBTitle;” “:”-“:”.”:”&”;””)

Attachments|_Attachments
ParentLink&Datatype=URL&Create=1&Add=1|_ParentLink

“https://lialis.sharepoint.com/sites/OMRONSG/” + @ReplaceSubstring(@DBTitle;” “:”-“:”.”:”&”:”(“:”)”:”/”;””) + “/”

Keep all other settings default, they are not used for this purpose.

Notes database archiving

Replicate the Notes databases to be archived to the APPMIG1 , all in the same folder like Notesdbs makes live easy.

Press option 1 Add databases \ add a single database

Select the Notes database on APPMIG1, do not select the production Domino server as source because the Notes db design will be adjusted!

Select the newly added Notes database and do 2 Setup – Set profile

and choose the DUMP profile

Do the same again and remove the profile

Now all settings of the DUMP profile are applied to the Notes database and may be adjusted.

The only thing that needs adjustment are the SP destination sites.

The sites are adjusted to: https://lialis.sharepoint.com/ionetdemo/, make sure you have the / at the end of the URL

Save and close the profile.

Start the archiver agents under 2 setup \ 10 start the archiver agents, use the Notes admin ID to do this. This only needs to be at initial setup, or on replacing the design of the archiver.

Select the Notes db and do:

Open the Notes db to be archived on APPMIG1 in the designer and edit and save all IOR forms and subforms.

Open the forms, press save and exit the form, do the same for the sub forms that start with IOR. This task must be done to get old Notes forms to render properly to html. You can open up to 10 forms in one go

Copy below view from NMSP Views (which will be supplied by Lialis during the project)

to the views in the Notes db to be archived on APPMIG1

Do 2 Setup option 4.

Or, if you cannot wait, you can do:

But the setup ‘enable archiving once’ is the best approach.

You can enable ‘once multiple Notes databases’.

The archiver will start the archive process at 1 hour in the night set in the defaults). First the Notes database is converted to disk.

The log of the Notes archiving to disk is listed here:

The result is stored on the servers local drive as set in the defaults

All Notes views are exported to html files with the extension aspx, including the zz_AllByForm view which we will use to review the archive result.

Below file will be used to upload the files to SP and set certain additional settings like parent links.

After a while the upload to Office365/SPO will be carried out by a powershell script by the Domino server. In this process the SharePoint library is created and all files are uploaded.

In the defaults a maximum amount of PS uploads is configured, make sure that you complete old not completed PS uploads in below view in the archiver

After a while the log will display the PS upload logging.

If the upload in PS does not start automatic, or you don’t want to wait, you can copy the PS script from here:

Copy the content of to your clipboard

Start Powershell ISE as an Administrator on the windows server where Domino APPMIG1 is running

Remove this line

Type the SPO password

And press:

Now the logging will also appear in the Notes archive log.

But its better to be patient and wait for the Domino server to do the PS uploads.

When the upload to the SP library is completed please check this log file for upload errors and fix these manually.

Review of the result

This is where the copied Notes view zz_AllByForm gets back in action. Because IONET generates aspx files for each Notes view it finds, there will be a zz_AllByForm.aspx view file present in the SPO library created by IONET.

IONET automatically generates hmtl files for each Notes view. Great! The result for the archive of the Domino directory is listed below

The user view in SPO looks like this

And users can open it to see the result in SPO

To check the archive result open the zz_AllByForm.aspx file

Check a few archive examples per Notes form, compare with the Notes zz_AllByForm view Notes documents and make sure all content is rendered properly to SPO.

This rendering is the only thing you need to check and things might fail here because of crappy Notes design work.

All other aspects of IONET don’t need much checking and are executed fine all the time.

Good luck!