Lotus Notes to SharePoint Blog

Blog about Dell's Notes Migrator to SharePoint tool and other things related to Lotus Notes migration projects

Migrating Lotus QuickPlace to SharePoint (Part 2): Migration jobs

In Part 1 [link] we discussed how QuickPlace works and how QuickPlaces are structured.  Now it’s time to start everyone’s favorite migration tool, Notes Migrator for SharePoint, and actually migrate something.  Again, if you have Lotus QuickR (the version that sits on top of Domino servers), everything in this post applies equally well to you. 

I should start by explaining that this article is going to dive deep into the nuts and bolts of QuickPlace migration jobs and is probably more than many people will ever want to know about.  As you will see in part 3, you can run the Migration Console to discover all your QuickPlaces and immediately start automating the migration process.  If you like the tool’s defaults and you don’t need to deal with lots of customized QuickPlaces, you don’t really need to know how the migration jobs work in great detail. 

Notes Migrator for SharePoint currently supports migrating from Notes, QuickPlace, QuickR, and Domino.Doc data sources.  Most of the posts on this blog show the tool running in “Notes mode”.  To run the Designer Client in “QuickPlace” or “QuickR” mode, you simply change the Type in the drop-down selector in the first tab.

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People who are used to running the tool in Notes mode will notice that not much is different in QuickPlace mode.  The only difference, in fact, is the first tab where you select your data source and select (or design) a Data Definition for extracting the data you want to migrate.  Everything else (the SharePoint parts, the data Mapping parts, and the Advanced options) is exactly the same.

One digression before defining our migration job…  Notes Migrator for SharePoint always uses native Notes connections to access Domino servers and Notes databases.  This include the databases used to implement QuickPlace.  Our tool uses local Notes DLLs and your local Notes ID file to perform these operations. 

You should make sure in advance that your Notes ID has access rights to read those databases.  One quick way to achieve this is to have your Domino administrator add you to the QuickPlaceAdministratorsSUGroup in your Domino domain.

If you are prompted for passwords while using the tool, use your Notes password, not QuickPlace-specific passwords.  (To avoid such prompts, you can set your password permanently by pressing the Options button and going to the QuickPlace tab.)

To select your QuickPlace data source, press the Select button on the QuickPlace tab.  The first time you use this Selector, you will need to specify the name of your QuickPlace server.  Press the Add Server button (the green plus sign at the top) and add one or more QuickPlace servers using the Domino server name format.

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If you have local replicas of your QuickPlace databases, you can specify “local” as the server name.  (While QuickPlace itself does not support running from local databases, working with local copies can reap big performance gains at migration time.)

Notes Migrator for SharePoint will remember your “favorite” QuickPlace server locations and you can use the drop down server selector at the top of the Select QuickPlace / Room dialog to switch between them.  Select the QuickPlace site, room or sub-room that you want to migrate and press OK.

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Note: All migration jobs are scoped to a particular QuickPlace room or sub-room.  We will cover options for migrating all rooms in a QuickPlace all at once in a subsequent post.  For now, think in terms of a separate migration job for every room.

When you have selected your data source, you will probably be prompted to load a default Data Definition.  Notes Migrator for SharePoint ships with five predefined Data Definitions that work with standard QuickPlaces.  If the QuickPlace room you selected is based on the standard “MeetingRoom” template, you will be prompted to load one of these data definitions.  (If not, you will need to manually load a data definition or design one from scratch, as discussed in the next article in this series.)

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The five predefined Data Definitions for standard QuickPlaces each select data in different ways.  They are designed with the “likely SharePoint targets” in mind.  We have found that most customers would like to re-platform their QuickPlace data as follows:

Predefined Data Definition Data selected Likely SharePoint Target
QP Pages All rich text pages, imported files, link pages and pages created with custom forms Custom List
QP Tasks Task Pages Task List
QP Calendar Calendar Pages (not including Task pages that show on the Calendar) Calendar List
QP Discussion All discussion posts and responses Discussion List
QP Members All member records (applicable to top-level rooms only) Contacts List

A question that savvy customers often ask at this point is “what about document libraries”?  QuickPlace has a “Library” construct and SharePoint has a very rich concept of Document Libraries with versioning, check-out, and great Office integration.  As discussed extensively in a prior post [link], the problem is that SharePoint document libraries work in terms of Files while QuickPlace pages often have much more than just a single file attachment.  QuickPlace pages, even the ones sitting in a “Library” folder, often include additional rich text and sometimes even more than one attachment per page.  Therefore we elected to include all such pages into our generic “QP Pages” Data Definition to avoid possible data loss.

If, however, you are confident that your users followed a strict one-attachment-per-page policy and did not add any additional rich text that should be considered part of “the document”, it would be a simple matter to grab just the attachments and send them to a SharePoint document library.  (Creating custom data definitions will be discussed in the next post in this series.)

For now, select the standard “QP Pages” Data Definition.  Information about the QuickPlace data source and your selected data definition will be displayed.  You can press the Preview button to see a sample of the QuickPlace data being extracted.

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The rest of the migration process is the same as it would be for Notes and Domino.Doc data sources, so I will move through these parts fairly quickly.  For deep dives on using SharePoint content types, choice and lookup columns, security mapping, connections to remote sites, and other advanced features, see the other Tech Notes on this blog.

On the SharePoint tab, select a target SharePoint site and a List or Library.  Note that the drop down list at the top will help you quickly filter your choices based on the “likely target” described above.  Also note that you can provision a new List or Library by selecting just the SharePoint site and then typing in the new List/Library name.  As before, you will need to select a target Data Definition that describes how data should be written to SharePoint.

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On the mapping tab, you will probably accept all the default mappings provided by the tool’s Auto Map function.  You can also add any additional mappings as needed.  The example below shows mapping the {FormName} field to the SharePoint “ContentType”.  (For more details on working with content types during a migration, see my earlier posts on this topic [link].)

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Note that the Source Definition fields available for mapping in the above screen shot all contain curly brackets, for example {Name} and {FolderName}.  This indicates that these are pre-defined metadata fields instead of custom fields.  This actually brings up a significant difference between migrating QuickPlaces and “normal” Notes applications.  With Notes, nearly all data items are “custom” (i.e., your Source Data Definition needs to explicitly identify each one).  QuickPlace is a much more structured environment and most of what you need is predefined.

On the Advanced tab, you can specify Access Control List mapping options, document-level security mapping options, and any additional options that you care about.  Then run the migration job.

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The results are pretty much identical to what you would get when migrating a “normal” Notes application:  very high fidelity rich text (fonts, tables, embedded images and attachments), additional Columns you decided to map, original creation dates and author names, etc.  In the example below, folders were generated by the mapping the QuickPlace folder name to the SharePoint folder name.

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At this point, you might want to go back and run similar migration jobs to move the Discussion pages to a SharePoint Discussion list, Task pages to a Task list, etc.  (We will cover options for automatically running several jobs for a single QuickPlace room in a subsequent post.)

Later in this series, we will look into customizing QuickPlace Source Data Definitions.  This is where the real power lies to migrate custom Forms, custom Fields and even custom Place templates.  

But first, we will look at how to automate the provisioning of target SharePoint sites and running of migration jobs such as the ones shown above based on your discovery and analysis data.

One response to “Migrating Lotus QuickPlace to SharePoint (Part 2): Migration jobs

  1. Pingback: Migrating Lotus QuickPlace to SharePoint (Part 3): Discovery and Automation « Notes SharePoint Blog