Getting Started with Migration to Document Sets
March 14, 2011
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Notes Migrator for SharePoint 6.0 now allow you to migrate to SharePoint 2010 Document Sets. Document sets are a great way to keep multiple related files together as one logical document group. In many respects, one can think of this as a new more-powerful type of folder. Documents in the same document set may be secured together, approved together, versioned together, etc., and the document set as a whole is displayed with a nice, customizable user interface. In the following screen shot, the “Notes Migrator for SharePoint” document set in our marketing library contains six documents.
From a Notes migration perspective, there are number of ways to think about migrating content to document sets:
- Map multiple Notes documents into the same document set. Typically you would use some Notes data item (for example the Category field, the Product Name, or the Binder fields) to define the document sets. In the above example, “Notes Migrator for SharePoint” was actually a Domino.Doc binder name and the six files were the documents inside the binder.
- Map each Notes document to a unique document set. Each attachment, image, or embedded object can now become a document inside the document set. Not only that, you may map the rich Notes document itself to a document in the document set. In the following screen shot, we generated a Word document to contain all the Notes rich text content and migrated all the attachments as siblings inside the document set.
You can easily add document sets to any migration job. In your target data definition, simply add a field of type “Document Set” and give it a name.
If you are using generic document sets, that’s all you need to do here. If you have designed a custom document set (that is, a custom content type derived from “Document Set”) edit the Document Set Template property where you can specify your custom content type as well as any additional document set properties you wish to map Notes data to.
Finally, return to your job Map Data tab in the Notes Migrator for SharePoint Designer and map data into your document set. At a minimum, you need to map something to the Name property of your document set. This value defines the name of the document set and ultimately controls what constitutes a unique document set. Two documents migrated with the same document set Name will be packaged together inside the same document set.
Most the standard features that you have come to know and love when migrating documents apply to document sets as well, sometimes in interesting new ways:
- You can migrate additional properties at the document level, the document set level or both.
- You can migrate Notes readers and authors fields to document set permissions
- You can place document sets into dynamically generated folders
- You can migrate version histories of documents inside document sets
- Document links are still preserved between documents