Notes Archiver Technical Demo

In this video I will give a technical demo on how to create read only dumps of any notes database to a files and folder structure on your PC in the formats PDF, HTML or ASPX.

Please check out the other video on this page if you want to see a short management demo of this solution.

I assume you have downloaded the demo software from our website.

When you extract the download zip file you will find a Notes app inside. I will run it now from my downloads folder on my Windows PC.

You can also store the Notes app on a Domino server, but this is not mandatory. So all you need to carry out Notes db read only dumps to your PC is this software and a HCL Notes client.

This is the begin screen. First goto Help Export wizard and press option 1 sign this database.

Then press option 2 install pdf export on your PC, then restart your Notes client and open the app again.

Press add database, you may choose a server based or local Notes db.

Choose the export method, lets go for PDF

The next step is important, make sure you understand it.

The software will modify the Notes db design, it will modify certain Notes forms and subforms, we do this to improve the rendering of the Notes documents to PDF or HTML. Bottom line we fix Notes design issues that will cause Notes to PDF rendering issues.

We supply an option in the tool to undo this design modifications. We do not modify Notes content by the way. If you are unsure you can always create a Notes db copy of the Notes db to dump to your local PC and use this one to archive to PDF.

Well, I press yes and then it created a Notes db archive setting document.

Lets first open the Notes db subject to archive in Notes designer and let me show what design elements are modified.

These IOR forms are added, so existing forms are not modified. The software will use these IOR forms to do the export. When end users open the Notes databases these IOR forms are not used by end users, so no impact here.

If the Notes db is using subforms we modify the subforms a little bit for rendering purposes also. You can easily undo these design modifications by the way using this action.

Lets review the archive settings.

On the first tab we can set what content we want to archive, for example everything, or all notes documents in a certain view, I will select the main view of this Notes db and for dump and I remove the @All formula.

On the second tab there are a few options that need your attention.

For the demo use this formula, later in this video I will make this part look better. Copy the formula in the second field.

Set this field to “Notescontent” and this field to Root, you will see later on what these settings do.

I prefer Landscape for this setting

That’s it, save and close

Lets have a look at the defaults

You will find a demo license key, in demo mode it will archive 500 Notes docs max. if you purchase this software you will get a new key and then you can use it to do the full exports

The only setting on the second page is the export path where the Notes dumps will be stored.

Well, lets start the dump now by pressing this button.

The Notes client background task will immediately start to carry out the work.

You can tell the software to archive multiple Notes files in a row.

Right the export has been completed, lets have a look at the output.

In the main folder all Notes views that are not hidden by Notes design are exported. So in other words the Notes view is displayed in a PDF file. The PDF file links to the Notes documents rendered in PDF file which are stored in the Notescontent folder. Notes attachments are stored in the files folder and they are linked to the Notes document pdf files stored in Notescontent.

You may copy and paste this folder to any file server, the links between the PDF files will not break.

The formula we have set creates this file name. It looks not to bad, but we can improve it by choosing a certain Notes field. I have to choose the field name, lets check the Notes db for a good notes field to use. I open the main view and I will use this field name

ProjSRNumber

Lets edit the settings and paste in in these 2 fields

Delete the output folder and run the export again.

Now we have better file names in the Notescontent folder. But the users use the views anyway, so the file name is not so important.

Now lets change the output to aspx, because I want to store it in SP. That’s really easy, simple change the setting here and kick it off again.

OK, its ready, lets drag and drop the output folder to SP. The aspx views look a lot better compared with the PDF export I think.

You may now add a second Notes db, lets add a Notes teamroom database.

I will do the setup quickly now, you know the drill.

Lets pay attention to out of the box support for Notes response documents. If the Notes document has responses they are displayed indented in the view and the whole response structure is displayed on the top of the form

I have demo’ed the light weight version of this software. We also supply a version of the tool where the Domino server will carry out all of the archive work. The advantage is the performance, a Domino server can do the work a bit faster.

Well I hope you have enjoyed this demo and that you will use our software for your projects. Thanks a lot.

 

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