Lotus Notes to SharePoint Blog

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

Direct Folder / Document Set Migration

In previous versions of Notes Migrator for SharePoint, users could map document metadata (for example the Category property of a Notes application or the {BinderName} property for Domino.Doc documents) that would cause folders to be created in SharePoint. Folders would be created as needed as documents were being migrated. This worked for most cases, but there were limitations that customers would occasionally ask about:

  • Since we only migrate folders as a “side effect” of migrating documents, there was no way to migrate empty folders.
  • Similarly, there was no way to create the folders ahead of time (before migrating the documents)
  • There was no way to set permissions, created/modified metadata, or additional data columns on the newly created folders

Now in Notes Migrator for SharePoint 6.2 we offer a way to do direct folder migration. This is really two separate features that work together…

Migrating records to folders

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On the Advanced tab of your Target Data Definition, you can now indicate that you want to migrate to a folder in your target list or library.  In this mode of operation, every record you extract from the data source will result in a folder being created, instead of a document!  The only additional requirement is that you map at least one item to a target column of type Folder (which controls the new folder names). Many of the usual document migration features will now apply to folders including:

  • Mapping of permissions (using the “Map Reader/Author fields” checkbox on your Advanced tab)
  • Mapping created/modified metadata to folders (using the “Preserve Created/Modified” checkboxes on the Map Data tab)
  • Mapping additional data items to folders (requires creating a new Folder content type). 

Note that many job features that would apply to document migration will not apply to folder migrations. For example, document generation and duplicate document handling options would be disallowed in in this context.

Extracting information from Domino.Doc Binders

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One of the things that customers clearly want to do with this new feature is to migrate all the information from their Domino.doc Binders to SharePoint folders. To support this, we have added a new option to do exactly that in Domino.Doc Source Data Definitions. Simply check the Binders radio button on the Document Selection job, and now you are extracting Binders instead of Documents. Each row in the Preview represents a Binder in the current file cabinet and we have included additional columns for all of the standard Binder metadata available in Domino.Doc. Of course you can add additional columns to this query as well.

So putting these features together, you would typically map the {Title} property of your data source to a Folder column in your target. Simply checking “Map Reader/Author fields”, “Preserve Created/Modified identities”, and “Preserve Created/Modified dates” should bring over most of the other metadata but you can certainly add additional mappings if desired.

Note that this feature will only write new SharePoint folders; it will not update existing ones with the same name. So a best practice is to run the Binder migration job first (to create the folders with all the properties intact) and then run you normal document migration job.

Also note that we are planning a similar feature for extracting QuickPlace and QuickR folders, but this is not available in the current release.

Migrating to Document Sets

Similar to migrating to folders, Notes Migrator for SharePoint 6.2 also give you the ability to migrate directly to document sets. The situation here is very similar to what was described above. The tool already allowed creation of document sets as files within those document sets were being migrated. This is a powerful and popular feature, but suffered some of the same limitations.

  • Since we only create document sets as a “side effect” of migrating documents, there was no way to create empty document sets.
  • Similarly, there was no way to create the document sets ahead of time (before migrating the documents)
  • There was no way to set permissions or created/modified metadata on the newly created document sets separately from the documents.

The solution is similar to the folder solution described above. On the Advanced tab of your Target Data Definition, you can now indicate that you want to migrate to a document set in your target list or library.  In this mode of operation, every record you extract from the data source will result in a new empty document set being created, instead of a document!  The only additional requirement is that you add a target column of type DocumentSet and map a value to the DocumentSet.Name property. All of the other features of document set migration (described here) still apply. The difference is that every record you select gets mapped to a document set instead of a file within a document set.

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