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Quest Repository Export Tool

Quest NMSP consists two main tools, the designer-client, and the console. A great feature of Quest NMSP Console is to scan all Notes databases. The scan results are very important in the inventory phase of a Notes and Domino decommissions project. This is why it is imperative to opt for the best Quest Repository Export Tool that will offer a very reliable result. In this post, we have explained how we have adjusted the Quest NMSP Console output so it serves the inventory phases of these kinds of projects even more. You can rest assured that with the help of our Quest Repository Export Tool, you will get the best scans for the complete Notes database.

In the inventory phase, it is crucial that a Notes database content scan is performed, besides regular Notes database design, header, and user activity scan. So you should definitely opt for a complete Quest Scan with the help of a Quest Repository Export Tool. But, before you start the scanning process, you need to know that the overall process can take up quite some time. This scan may take weeks because the content scan is time-consuming. Quest NMSP Console will store all details in a Notes database. And then it will use this Notes database to view the results in the Quest NMSP Console program.

To the Quest NMSP Console Notes database, we have added export to Excel features that will help you in your inventory phase by exporting many Notes database details to an Excel master-file. This will be your leading file during the whole decommissioning project. These export features are available when you download the template from here, obviously, you must replace the quest Notes database with the Notes template and reopen it in Notes. These steps might apparently look to be a bit complicated, but once you get your hands on our Quest Repository Export Tool, it will become extremely easy. If you want to check out how our Quest Repository Export Tool works, then click on the following link to free download the software.

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1. Export Design

The first job in the inventory phase is to group Notes database that has the same or a similar design. Some Notes databases have a template set, others do not. Our Export Design will export all design elements of all Notes databases in the Quest console database to excel, including the template name, file name and so on. Sorting this excel, for example the column forms will allow you to quickly see which Notes database have the same forms, so they can be grouped together and receive the same functional treatment later on in the project. The Quest Repository Export Tool has been created in such a way that, it will make the overall task of exporting extremely easy and save a lot of time.

When you open the Quest Repository database (QuestRepository.nsf is the default name) in the Notes client, you will see the ‘Export’ action button in the Actions bar.

 

 

The ‘Export Design’ action will export the design data from the databases you selected in the view, to a sorted Excel file with filters. 26 Columns of information will be displayed in the Excel sheet. This is how it is going to look. Check out the following picture below.

 

Server # Data Documents Views
Title # Forms Used Agents
Replica ID # Docs With Children ScriptLIbraries
Template # Docs With Encryption Pages
File Path # Docs With Doc Links Outlines
Db Size (MB) Roles FrameSets
Last Document Created Forms DatabaseScripts
# Design Documents SubForms StyleSheets
Folders Files

 

Columns displayed in black contain data that are also available within the view interface in Quest. However, within the Quest view, there is no way to display the green-marked data for multiple databases at the same time. This export enables you to compare the design data from multiple databases – not the quantity, but the actual names of design elements are displayed – and group databases with the same design together.

Quest design output displays details for only 1 database at a time:

 

 

With the help of the Quest Repository Export Tool, there is an advantage of the Excel Design Output because it displays fewer details for all databases. And this is exactly why you will be able to compare the different designs of various databases. The following picture will give you an idea of how the output of different databases looks.

 

 

2. Export Activity

The content scan will tell you very important details on how the content of a Notes database is modified and when was the last time a new document was created or modified. This is where another important advantage of Quest Repository Export Tool comes. You will get the details of new document creation or any changes made to the document. We always use the content scan for the first check to decide on the Notes database usage. Secondly, the Notes database user activity details that the Quest gathers, can be useful. But one thing you need to be careful that, the user activity should not be used solely to decide on the Notes database usage because it can be misleading.

It is very easy to get access and analyse the User Activity. Remember that the User Activity information is stored in the Quest Repository database, and can be accessed from the ‘Usage Analysis’ tab in Quest. If you want to know the details, then you need to click on the ‘Details by user’ button. This will give you the complete details of the user. And this is how the details will be displayed, the following picture will offer you an idea.

 

 

Coming to the User Activity, it is also easy to check out the Export Activity with the help of Quest Repository Export Tool. All you have to do is just open the Quest Repository database in the Notes client, and then you have to click the ‘Export Activity’ action. This will export the activity from multiple selected databases to an Excel sheet. If you have to deal with the bulk of databases, then also you can quickly see which databases should be migrated or archived now. Thus, it is evident that the overall process of checking user activity is not really difficult with our Quest Repository Export Tool.

 

 

Another important thing you need to know is, just like in Quest, you can specify names from being excluded in the activity calculation. The Quest Repository Export Tool database has a link in the navigator, called ‘Usage Profile’. This will open a Profile document where you will be able to enter names that should not be included in the User Activity calculation.

 

 

 

 

 

The great advantage of our Quest Repository Export Tool is that we are showing the user activity in Excel in one line per Notes database. The year column shows when the last activity was. The columns write and read show the activity in the last year. The users described in the sheet are not only over the year mentioned in the column year, but you will also find all users in the ‘User Activity’ over all years.

3. Export This View

This action creates an Excel export of the current view.

Other Adjustments that Could be Useful

Some adjustments have been made in the ‘Notefile’ form (the form used to display database specifics) of the Quest Repository Export Tool . 2 Extra tabs have been added to display database properties at a glance.

  • The ‘Computed’ tab displays data that you can easily copy/paste to a Word document or any other formats.
  • The ‘Quest’ tab has some extra sections, fields, and buttons added, particularly to have data displayed at a glance:
    •  A section where you can record data about the complexity of the database.
    • Sections to display User Activity and user details, the number/size of attachments, views with more than 2 category levels, and special items on documents like Readers/Authors fields, number of response documents, Images, Document Links, etc.

There are 2 buttons on the form, which are visible in Edit mode of the Quest Repository Export Tool :

  • In the User Activity and User Details section, the ‘Show/Hide admin activity’ button toggles between the database activity to include/exclude the names you set in the Usage Profile document (see ‘Export Activity’).
  • A ‘Check views’ button lists views that are categorized on more than 2 levels. This can be of importance during migration because SharePoint lists can only be categorized 2 levels deep. You can also perform this action on multiple databases: from the main view, select the database documents you want to process and then click the ‘Check views with categorized columns’action from the Action Bar.

Notes

  • Replace the design of the current Quest Repository Export Tool database with the design of the template file called ‘Quest Repository Advanced v[x].[x]
  • The changes made to the Repository Database do not affect the functionality of the Quest software.

With the best Quest Repository Export Tool, Lialis can help you with the migration of Notes applications to SharePoint, please contact us here.