Transcript Engage2014_Quickr

The end is near!...Run for your
lives!...And other strategies
for Lotus Quickr customers
• Rob Novak, SNAPPS
#engageug
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About Me
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Rob Novak, President, SNAPPS
─ “Lotus” industry for 22 years, SNAPPS for 17 years
─ Co-author and editor: RedBooks, about 15 cert exams, articles
─ Speaker at Lotusphere since 2002, other events back to 1995
─ Other areas of interest include cognitive theory, collaboration
strategy, business process design, obscure history, BTVS and fishing
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2011-2014
─ @IBMRockStar
─ IBMRockStar.com
─ [email protected]
Oh, and…
I’ve done some
stuff
with
Quickr
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Agenda
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Purpose of the session
Lotus® Quickr for Domino® usage scenarios
IBM® Connections Content Manager (CCM)
Migration from Quickr  CCM: Preparation
So what ends up where?
Other migration options
Decisions, decisions
Parting thoughts
Q&A
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Suffering from Withdrawal
• Lotus Quickr for Domino (and WebSphere®) was
withdrawn from marketing in April 2013
• This is an official designation from IBM
(http://ibm.co/K7rf8f) that essentially means:
• The product is no longer available to new customers
• The product under certain circumstances can be
bought if you are just adding seats
• No new features will be developed
• Technical support is available for at least three years,
but don’t count on anything Sev3 or Sev4 at being addressed
• Technical support may be available for up to two more
years with a support contract
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Quickr is Dead! Yelled all Last Year
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Follow the Path
• IBM has announced an upgrade path and entitlement
• Users of Quickr for Domino or WebSphere Portal are entitled to
licenses of IBM Connections and IBM Connections Content
Manager
• IBM has developed tools for some users to migrate from Quickr
(D/P) to IBM Connections Content Manager
• CAVEAT FOR CCM SLIDES THAT FOLLOW: AS OF
MARCH 2014, MIGRATION LOGIC IS BROKEN.
INQUIRE ABOUT THIS IN INTERACTIONS WITH IBM
OR BUSINESS PARTNERS AND REQUEST PROOF
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Or Turn Left…or Right
• Depending on use cases, strategy, and organizational
direction, customers may choose another path
• Stick with Quickr while making strategic decision on platform for
document collaboration
• Start mapping to another solution already in place
• Evaluate third party solutions for partial replacement
• Evaluate cloud solutions
• Distribute Quickr functions to other platforms
• So which way should you turn?
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Quickr Use Patterns
• “All Over the Map” – literally…there are Quickr
installations in about 100 countries*
• Common use cases have been:
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Simple document repository (in some cases Connectors-only)
Intranet for resources, newsletters, etc.
Intranet for self service forms
Intranet for team and project activities, events, tasks, lists
Extranet for client service
Template applications – home grown or open source
Integrated applications – directory, mapping, data source
Business process applications with complex combinations of
custom forms, scripts, external databases, and interfaces
*Source: Quickr Template downloads
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In Case You Missed a Little Marketing
• CCM is an add-on to Connections Communities
• Provides a path to advanced ECM solutions from IBM
• Features:
• Upload and sharing files
• Configuring library settings like draft approvals, document types
and metadata
• Saving files as drafts
• Configuring access to files
• Searching by document types
• Refine search by custom metadata
• Tagging, liking, commenting on files
• Approving / rejecting a document
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Quick Look at CCM
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High Level Overview
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Items that DO Migrate to CCM
• The Quickr Domino place is migrated as a community in
IBM Connections.
• Quickr Domino place membership is migrated to
community
• The Quickr Domino room is migrated to CCM as folder
(hierarchy is preserved)
• The Quickr Domino folder is migrated to CCM as a folder
(hierarchy is preserved)
• Quickr Domino documents created from the upload,
import, page, simple custom forms, and MS forms are
migrated to CCM
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Items that DO Migrate to CCM
• Information, such as author, last editor, created
timestamp, and last updated timestamp is migrated with
the documents and folders
• Versions and comments are migrated together with the
documents
• Simple custom forms are migrated to CCM as document
classes (NOTE they have to be done first, and there are
limits)
• ACL (Access Control) is migrated to CCM together with
documents, folders, and rooms
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Items that do NOT Migrate to CCM
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Wiki and Blog places
Task, Calendar, forum, list, link, custom library
HTML forms and the documents based on HTML forms
Draft - Complete all drafts before migration
Content in trash
Local members
Workflow state - Complete all workflows before migration
• So, prepare…
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Notes.ini Settings
• There are new jar files that qptool will depend on – so
they are added to notes.ini
• Found in “JavaUserClassesExt=“
• Additional settings (note that https is required for the
Connections server URL)
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ConnectionsServerURL=https://icserver.example.com:9444
FilenetURL=http://fnserver.example.com:9081
ObjectStore=ICObjectStore
TopTargetFolderForMigration=/ClbTeamspaces
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Qpconfig.xml Settings
• New node in qpconfig.xml under <server settings>:
<migration>
<person_mapping_file></person_mapping_file>
<group_mapping_file></group_mapping_file>
<person_ldap_dump_file>D:\LDAP_dump\users.dns</person_ldap_du
mp_file>
<group_ldap_dump_file>D:\LDAP_dump\groups.dns</group_ldap_du
mp_file>
<expand_external_groups enabled="true" max_depth="3"
number_limit="10"
<special_char_encoding_mode>underline</special_char_encoding_mo
de>
</migration>
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Qpconfig.xml Settings
• <combination_document_name> After migration, the attachment name
will be used as title in CCM for a document created by an upload, an
import, or a Microsoft™ Office-based form in Quickr. If you want to
preserve the original document title in Quickr, you could set
<combination_document_name enabled="true"/> in the <migration>
section in qpconfig.xml. With this attribute enabled, the Quickr migration
tool combines the document title and attachment name, then moves it to
CCM.
• <domino_native enabled="true"/> If the directory of Quickr is Domino
Native, enable this attribute.
• <hide_restricted_document_name enabled="false"/> If this parameter
is enabled (that is, set to "true"), the document name will not display in the
generated list to avoid leaking confidential information contained in the
document name.
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Java Policy Modification
• Locate java.policy on the Domino server at <Domino
installation dir>\jvm\lib\security and append
grant codeBase "file:${notes.binary}/lib/Jace.jar"
{
permission java.security.AllPermission;
};
grant codeBase
"file:${notes.binary}/lib/quickplace.jar" {
permission java.security.AllPermission;
};
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Over to FileNet
• Log into the Administration Console for Content Platform
Engine to make modifications to Security for the migration
user (which means, open the ACCE in the browser)
• Ensure that Permission Type value is Allow, the Apply to value
is This object and all children, and that the Level value is
Custom.
• Select All system properties in the Rights list.
• NOTE: You may have to add a new user to do this!
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Over to Tivoli Directory Integrator (TDI)
• It is necessary to generate a list mapping DNs to Connections unique IDs
(uid) – because every user in Quickr has to already exist in Connections or
they won’t migrate, and the migration tools need to know the mapping
• Before performing this task, you should know how to populate the Profiles
database and where your Connections unique ID comes from.
• The Unique ID could be directly from a LDAP attribute, no conversion needed,
for example from ibm-entryUuid for Tivoli LDAP by default.
• The Unique ID also could be converted from a LDAP attribute by calling
existing TDI JavaScript™ functions.
• Performing this task, TDI scripting, and all the choices for different LDAP
directories is out of the scope of this session, please refer to
http://ibm.co/1dvGQea for further documentation
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Ready, Set, Wait
• With all systems prepared for migration, we can migrate Quickr places,
with some caveats:
• Simple documents only – no custom forms yet
• Security considerations for rooms, folders and documents
• User interface considerations (pretty much a new topic)
• So, if all you have in Quickr are document repositories, go for it (not really!)
• Best Practice time – create a series of test Quickr places with attributes of
your normal use
• Nested rooms and folders
• Secure folders (if you use them)
• Secure rooms
• Different page types
• Add documents via connectors (if you use them)
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Running Quickr Migration
• Migration is implemented through the qptool command line with new
arguments
• Fixpack to perform these is available from IBM Support, eventually in a
public fixpack (maybe)
• Four qptool commands to familiarize you with the tool’s processes:
• qptool getrestrictedresourcelist [–?] (–a | –p <place list> | –i <file>) [–o
<file>]
• qptool getcustomized forms [–?] (–a | –p <place list> | –i <file>) [–o
<file>]
• qptool migratecustomizedforms [–?] -u <user> -pw <password> -i <file>
[-o <file>]
• qptool migration [-p (place list)] [-a] [-i input.xml] -u username -pw
password
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qptool getrestrictedresourcelist
• In the current implementation of the migration tool, the
room/folder/document reader ACL setting is not preserved
after migration
• All community members are granted reader access to the
content contained in the community, whether or not the user is
allowed based on the original ACL setting
• Kind of a big deal if you depend on security in your Quickr
implementation (rooms, folders) but can be partially mitigated
after migration
• qptool getrestrictedresourcelist outputs an XML file with a list
of all restricted resources in the source Quickr place, so
security can be applied in CCM if necessary
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qptool getrestrictedresourcelist Output
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qptool getcustomizedforms
• Simple forms only – remember HTML forms do not
migrate
• Purpose is to gather a list (XML output) of all custom
forms, generating an input file for the next qptool
command
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qptool migratecustomizedforms
• What it sounds like, just way more involved than you think
• Taking the input list (modified) from the previous
command, this command saves the mapping relationship
between Quickr forms and the Document class in
memory, then writes it to Filenet
• Best Practice:
• All property templates contained in document class are
maintained in the DocVersion table
• The underlying database has a row length limitation
• So…migrate incrementally from most to least important (for the
whole server!)
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qptool migration
• Yes, what it sounds like! Output to the console gives you statistical
information about the migration
• Migrated Room Count: The number of sub-rooms successfully migrated for
this place.
• Migrated Folder Count: The number of folders successfully migrated for
this place.
• Migrated Document Count: The number of Quickr documents successfully
migrated for this place.
• Migrated Document Version Count: The number of Quickr documents
taking version into account successfully migrated for this place
• Migrated Attachment Count: The number of attachments successfully
migrated for this place
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qptool migration
• Sample output:
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Place Membership conversion
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Folder and Room ACLs
Quickr Role
CCM Role
Reader
Community member
Author
Contributor
Editor
Editor
Manager/Owner
Editor
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Sample Folder ACL conversion
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Document ACLs
Quickr Role
CCM Role
Reader
Community member
Author
Editor
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Sample Document ACL conversion
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Import / Upload Migration
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Page Migration
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Sample Custom form (SIMPLE) conversion
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Most Common Option
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Most Common Option
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Next Most Common Option(s)
• Most companies have a mixture of the Quickr use cases
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Some plain libraries with minimal security needs
Some slightly custom applications, with simple forms
Some templates, either for UI or from open source
Some project places with heavy use of calendars and tasks
• When there is a mixture of use cases, consider splitting
off Quickr into CCM and
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A) Quickr – just keep it as is
B) Other document management systems
C) Redevelop in Domino or a platform where the skills exist
D) Third party applications that make sense as replacements
E) SaaS solutions like Intuit QuickBase, etc.
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Migration to ECM/DMS
• When a primary interest of your Quickr install is document
management and workflow, consider migration to another
document management system
• FileNet (from a licensing standpoint, more than what you get
with CCM)
• Custom Domino application (you may have staff for this)
• Insert most evil ECM/DMS you can think of here (SharePoint)
• Consider workflow states, mapping of steps, and UI as
critical evaluation points
• Consider migration programming, consultation, training,
and new license acquisition when evaluating migration
expense
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What Kind of Quickr Customer are You?
• Evaluate your usage patterns
• Use expert assistance or develop tools to analyze usage
and perform discovery on customizations made by end
users
• Survey end users to determine:
• Criticality of security of their documents within the membership
• How heavily they use non-migrating features (Calendar, Tasks,
HTML forms, Lists, blogs, wikis)
• Whether there is heavy use of Simple Custom Forms
• Whether their use of Quickr is appropriate for a more social
experience (Likes, Shares, etc.)
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Analyze Environment Based on Usage
You are a:
Level 1
Level 2
Level 3
Level 4
You use Quickr
for:
Basic
document
storage
Simple forms,
Placetypes with
room and folder UI, custom
security
forms
Business
applications
Your best
strategy is:
Evaluate CCM
for complete
migration
Consider
simplification
then CCM +
Domino
Perform more
detailed
analysis and
planning to
determine path
to replacement
product(s)
Possibilities:
CCM,
Connections
customization,
Forms
Experience
Builder,
WebSphere
applications
More likely than not you will need to combine strategies!
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Rate the Importance of Architectural Limits
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Do you use Quickr for an Extranet?
Do you require more granular security?
Do you require greater use of Forms?
Do you use Quickr for business processes?
Do you rely on more complex workflow?
• Answers to these, and a degree of importance for each,
will help you determine readiness of your Quickr
environment – or part of it – for migration to CCM
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A Few Things to Consider
• Quickr has served us well for 15 years (and 2 more…)
• Connections Content Manager represents the future of
IBM’s investment in the space, but are relatively new
• It will take time for replacement strategies to evolve
• Quickr afforded customers a lot of leeway in creating
structure, forms, and content – the result being systems
that can be difficult to analyze, so give it time
• In the meantime, the best strategy is to begin an
analysis of your Quickr usage, environment, users,
customizations and importance to help make the best
decisions
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Thank You! Time for Q & A
• Contact details:
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@IBMRockStar
Skype: RobNovak
Email: [email protected]
Blog: IBMRockStar.com
Newsletter: Sign up online at snapps.com
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