Filter By Rich Text Content
April 1, 2013
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In SharePoint, document libraries contain files. Every “document” is a binary file that you can download to your hard disk, etc. Notes document libraries are more flexible however. Some documents contain just one file attachment, while others may contain lots of rich text (and possibly multiple file attachments) in a rich text “Body” field. In fact, it is common to see mixed usage patterns in one document library, making it difficult to figure out the best migration target.
In the past, the best approach has been to migrate document libraries to a SharePoint list instead of a document library. SharePoint Lists mirror the flexibility of Notes documents well and allow you to capture your rich text (if any) in a “Body” field and migrate zero, one, or many attachments to the list’s attachment area. Unfortunately, you lose all the advantages of SharePoint document libraries with this approach. In the cases where you know that most documents are really just single file attachments, you would probably prefer to migrate those directly to a document library.
What many migration teams want to do is apply the following policy for document libraries:
- For documents that contain just one attachment (and no other rich text), migrate the attachment directly to the SharePoint document library with all the appropriate security and metadata.
- For documents that contain Notes rich text, generate a Word or PDF document and place it in the same SharePoint document library with all the appropriate security and metadata.
- For documents containing neither attachments nor rich text, either skip the document or create a stub entry in the target library.
In order to implement this policy, Notes Migrator for SharePoint 6.2 now includes a new record filtering option for Notes and Domino.Doc data source definitions.
On the record selection tab, check the “Select documents based on Rich Text Content” checkbox. This will enable a Details button where you can specify further details. First specify one or more rich text items you would like to inspect. Second, specify the criteria you would like to use for filtering documents:
- Whitespace only
- One attachment only
- Multiple attachments or other rich text
This new record selection option allow you to create multiple migration jobs for each document library, each one implementing one of the rules in the above policy. Remember that the Notes Migrator for SharePoint migration console makes it easy to sequence multiple migration jobs for one database, and to automate these jobs for many databases of the same type.
Also note that we are planning a similar feature for extracting QuickPlace and QuickR folders, but this is not available in the current build.