Notes Migrator for SharePoint 6.0 now allows you to migrate Notes documents to Adobe Acrobat (PDF) documents. This is similar to the tool’s current ability to migrate to Microsoft Word (DOCX) and MIME documents provides another great way to store rich text content in a way that it is easy for users to view, take offline, etc. Customers see PDF as a particularly good format for archiving content as they see it as a standard that is likely to be around for many, many years.
NOTE: To answer a “Frequently Asked Question” up front, Yes PDF documents work with SharePoint’s search features. You need to install an add-on from Adobe so SharePoint’s full-text search indexer can find it.
NOTE: We expect that many customers will be using PDF format in conjunction with the new “Render with Form” function we introduced in Notes Migrator for SharePoint 5.3.3.
To generate PDF documents while migrating, simply edit your target data definition and add a column of type “PDF Document”. As with any other migration job, you may want to add additional fields for migrating attachments and embedded objects separately from the main documents, creating folders to put your documents in, or assigning other metadata properties that are maintained by SharePoint.
You can also set various parameters for the PDF pages you will be generating including page size, orientation, and margins.
If you prefer, you can simply load a predefined target data definition. The list of default data definitions that pops up when you select a SharePoint document library now includes “PDF Documents”.
Back on the Map Data tab of your migration job, you will see that the PDF field that you defined has several fields that you can map Notes data to.
- FileName – (Required) Whatever data to map to becomes the file name for your PDF documents. It would be common to map Subject, Title, Document ID, or Full Name to this field. The tool will add “.pdf” to the end of the file name for you.
- Body – (Required) This is the rich text content that makes of the visible part of the document. It would be common to map BodyHtml to this field, but you can also map plain text columns as well. You can even map multiple Notes columns to this field and they will be concatenated.
- Title, Subject, Keywords, Author, Created, Modified – These optional metadata fields are sored as properties inside the PDF documents. Note that in addition to these PDF fields, you can also map data to SharePoint properties that are stored by the SharePoint document libraries. Unlike properties in Word documents, properties in PDF documents do not automatically sync with SharePoint so you may want to map to both.
When you run your job, you should get a SharePoint document library filled with PDF documents!
NOTE: This feature is at the “pretty darn good” stage but there are still parts we are working on in subsequent releases. For example, we do not map attachments inside the document (but if you map them as separate files into your document library or document set, we keep them linked). We are also not completely satisfied with how we handle fixed-sized tables and images that run off the page if we use the assigned sizes (we currently opt for avoiding data loss over preserving the Notes layout) and we are also looking into various auto-sizing options. Your feedback (and examples) are very welcome.