Transcript Quest PowerPoint Template

Quest Notes Migrator for SharePoint
Partner Training Webcast Series - Session 3
Advanced Content Migration Jobs
Steve Walch, Senior Product Manager
Blog: http://notes2sharepoint.org
November, 2011
©2011 Quest Software, Inc. All rights reserved.
Partner Training Webcast Series
1. Migration Basics with the NMSP Designer Client
2. Analysis and Automation with the NMSP
Migration Console
3. Advanced Content Migration Jobs
4. Tool Deployment, Domino.Doc and QuickPlace /
QuickR migrations
5. Migrating Application Designs
6. Tips and Tricks for Managing Large Migration
Projects
7. Even More Advanced Content Migration Jobs
(Product demos using NMSP 6.1 beta)
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©2011 Quest Software, Inc. All rights reserved.
Today’s Agenda
Advanced Content Migration Jobs
• Working with Lookups and Managed Metadata
• Migrating images/attachments to alternate Libraries
• Dealing with multi-valued items
• Normalizing multi-valued items to multiple documents
• Working with Content Types
• Dealing with Response documents
• Generating Microsoft Word and PDF documents
• Setting links to parent documents
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©2011 Quest Software, Inc. All rights reserved.
Override Document Metadata
• Create special columns in Source Data Definition
– No need to map to target!
Field name
Data type
Notes
{OverrideAuthor}
STRING
Created By name
{OverrideLastModifier}
STRING
Modified By name
{OverrideCreatedDate}
DATE
Created Date
{OverrideModifiedDate}
DATE
Last Modified Date
{OverrideDocumentId}
STRING
{OverrideParentId}
{OverrideDocumentWriters}
Document UNID – Used in duplicate document
detection, versioning, and reassembling
parent/response hierarchies
STRING
Parent UNID – Used in reassembling
parent/response hierarchies
STRING ARRAY Writer Names
{OverrideDocumentReaders} STRING ARRAY Reader Names
{OverrideDocumentUrl}
STRING
Url to document – Used in log files and Link
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Tracking Service
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Working with Lookup Columns
• Similar to choice columns, except the set of choices is
in another SharePoint list
– May be multi-valued
– May “join” other columns from the lookup list (read-only)
– May be used to enforce constraints (Cascade Delete, Restrict Delete)
• Create Manually or Provision with NMSP
• Lookup list must be pre-populated with needed values
– May be accomplished using a separate migration job
– Missing items will be errors if Required column, otherwise warnings
• Bonus! NMSP can provision cross-site lookups (within
the same site collection)
– Not possible in SharePoint user interface
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Working with Managed Metadata
• Similar to choice/lookup columns, except the set of
choices is in a centralized Term Store
– Separate user interface for managing term store
– Term store may be scoped to site collection or enterprise
– Supports aliases, translation, hierarchies
• Most define column manually, then migrate content
• Migration options:
– Match using Hierarchy (Notes values contain “/” or “\”)
– Match on Alias
– Match on specific Locale
– Add missing values to Term Store
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Recap: Replacing Notes keyword fields
Choice
Lookup
Managed
Metadata
Where choices stored
In list schema
In another list
In term store
Can be multi-valued
Yes
Yes
Yes
Allow fill-in choices
Yes
No
Yes
NMSP can populate
choices from Notes data
Yes
Yes (must run
separate job)
Yes
Supports hierarchy
No
No
Yes
Supports aliases
No
No
Yes
Supports translation
No
No
Yes
Span multiple site
collections
No
No
Yes
TIP: Use formulas to convert values while migrating
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©2011 Quest Software, Inc. All rights reserved.
Migrating files to Alternate Locations
• Lists: Images / attachments / objects are normally
placed in the list item’s “Attachments” area
– You can also place them in a separate document library
– Links and images references remain intact
• Libraries: Images / attachments / objects are normally
placed in the same library folder as the migrated doc
– You can place them in a separate folder OR document library
– Links and images references remain intact
• Create target column of type “File”
– Set “Alternate Folder” or “Alternate Library” properties
– Alternate Libraries may be provisioned automatically
• Use “Applies To” property on other target columns
– “Primary Only” “Alternate Only” “All Items”
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©2011 Quest Software, Inc. All rights reserved.
SharePoint targets and related files
Migrating Rich Text
to…
List Item
Images
Attachments
Word document
Internal or
Alternate
Internal only
PDF document
Internal only
Internal or
Alternate
Internal or
Alternate
Alternate only
Embedded
Objects
Internal or
Alternate
Internal or
Alternate
Alternate only
InfoPath document
Internal only
Wiki page
Basic page
Web Part page
Publishing page
Alternate only
Internal or
Alternate
Alternate only
Internal or
Alternate
Alternate only
Typical Alternate Libraries:
• Shared Documents, Site Assets, Site Images
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©2011 Quest Software, Inc. All rights reserved.
Controlling Folder / File names
• Create target column of type “Folder” and map any text
value to it
– Causes folders and subfolders to be created (if needed)
– By default, “/” and “\” characters get interpreted as hierarchy delimiters
– This may be disabled by setting “Multi Level” property to False
– Migrated documents are placed in designated folder
• Create target column of type “File Name” and map any
text value to it
– Causes file names to be assigned to migrated files
– By default, only applies to embedded elements that do not have their
own file names (images, OLE objects)
– Set “Override Existing Names” property to apply to all attachments
– File extensions are always preserved
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©2011 Quest Software, Inc. All rights reserved.
Dealing with multi-valued items
• Many Notes items are multi-valued arrays
– Text Lists, Number Lists, DateTime Lists
– Formulas can also result in “Lists”
• In SharePoint, only Choice, Managed Metadata,
Lookup, User columns can be multi-valued
– In NMSP, specify “Multi” in source and target column definitions
• Other column types must merge to single value
– Use NMSP mapping properties to select “First”, “Last” or “Merge”
– Use Formula source field for more precise control
– @Implode(fieldname, ”, “)
– Special case: Multi-Lined Text Items
– @Implode(fieldname, @Newline)
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©2011 Quest Software, Inc. All rights reserved.
Normalizing multi-valued items to multiple records
• Set “Multi-value Disposition” property to “Normalize”
on desired column mappings
– Only allowed for basic column types (not rich text, etc.)
• NMSP will create separate List Item for each value
encountered in the Normalized columns
– Largest array found will control number of documents written
– Non-normalized columns will be copied to each record
• Common normalization scenario:
– Migrate “header” records first
– Use Lookup column, etc., to link “detail” records to “header” records
– Optional: Use Cascaded or Restricted Delete
• Limitations: Only for custom lists
– No automatic versioning, Not added to Link Tracking Service
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Normalization Example #1
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Normalization Example #2
• Some Notes forms have tables of related fields
• Solution: Use a formula source column to create
multi-valued items out of related fields
– Example: “Product_1: Product_2: Product_3: Product_4”
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©2011 Quest Software, Inc. All rights reserved.
Working with Content Types
• Content types allow multiple types of documents in one
SharePoint list or library
– Each content type can have it’s own schema, workflow, etc.
– Content types may be defined at site collection or site level
– Content types may be reused across many lists
• When provisioning lists, NMSP can…
– Dynamically push Content Types from site into list
– Add newly provisioned columns to all content types in list
• When migrating content, NMSP can…
– Dynamically assign Content Type based on Notes form used
– Dynamically assign Content Type based on data value (or formula)
– Restrict certain column mappings to certain content types
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Dealing with Response documents
• Notes applications may have Response and
Response-To-Response documents
– Example: Discussion threads
– Example: Customers, Customer Contacts, Contact Call Logs
• Option 1: Migrate to a Discussion List
– Expand list schema with additional columns
– If provisioning from NMSP, use “Add To All Content Types”
– Optional: Subclass “Discussion” and “Message” content types
– Optional: Use Quest Web Parts for SharePoint for Notes-like views
• Option 2: Migrate to Custom List(s)
– Use data columns to correlate records
– Use multiple lists or content types
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Mapping things other than Notes data to Lists
• Constant values
– Set “Source Type” property of column mapping to “Constant”
– Entered value will be cast to appropriate type
• Links to Parent Documents
–
–
–
–
For use in Response documents
Set “Source Type” property of column mapping to “Target Value”
Set “Target Value” to “Link to Parent document”
Computes a link to the migrated parent Notes document
• Links to Primary Document
–
–
–
–
For use in embedded elements migrated to Alternate locations
Set “Source Type” property of column mapping to “Target Value”
Set “Target Value” to “Link to Primary document”
Computes a link to the migrated document that contained the file
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©2011 Quest Software, Inc. All rights reserved.
Generating Microsoft Word documents
• Create a target column of type “Word Document“
• Use custom Template editor
–
–
–
–
Import custom Word Template
Select document properties to map data to
Select content controls to map data to
Select legacy controls to map data to
• Map Notes data to properties on Mapping Tab
–
–
–
–
Use “Column.Property” notation
At a minimum, map “File Name” and “Body” properties
Map multiple items to “Body” to concatenate rich text
Map to other document properties / controls as needed
• Embedded images stored inside document
• Map attachments inside document or separately
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©2011 Quest Software, Inc. All rights reserved.
Generating PDF files
• Create a target column of type “PDF Document“
• Set Page Layout properties
– Or keep defaults
• Map Notes data to properties on Mapping Tab
– Use “Column.Property” notation
– At a minimum, map “File Name” and “Body” properties
– Map multiple items to “Body” to concatenate rich text
– Map to other document properties as needed
• Embedded images stored inside document
• Map attachments must be stored separately
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©2011 Quest Software, Inc. All rights reserved.
Working with Approval Codes
• SharePoint lists have an optional approval process
– Versioning Settings -> Require content approval for submitted items
– Gives you simple Pending/Rejected/Approved workflow functionality
– Perfect for replacing many simple Notes document workflows
• In NMSP, add a target column of type “Approval Code”
• Map Notes data (or use a formula) with values
“Pending”, “Rejected” or “Approved”
– Example: @If(PublishStatus="Published";"Approved";"Pending")
• Note: For more complex workflow state, simple map
data items that represent state
– Map to columns that your Declarative workflow will look at
– Example: NextApprover, DueDate, Status
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©2011 Quest Software, Inc. All rights reserved.
Duplicate Document Handling
• If you migrate the same document to the same list
twice, NMSP considers it to be a “duplicate”
• “Same document” defined by the “Document ID”
– For most Notes apps, this is the UNID
– For QuickPlace, QuickR, Domino.Doc internal ID is used
– For custom apps use {OverrideDocumentId}
• NMSP also looks at timestamps to determine if the doc
has been modified since migrated
• If Duplicate Found options:
– Skip, Overwrite
– Write an additional document (if modified)
– Write another version of the document (if modified)
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©2011 Quest Software, Inc. All rights reserved.
Notes Migrator for SharePoint 6.1 Beta Program
• Beta in progress now!
• Go to http://communities.quest.com/groups/notesmigration-product-beta-group
• Sign in with your Quest Community ID
•
•
Or register to create a new one
Use corporate email (No gmail or hotmail accounts)
• Press the “Ask To Join This Group” button
• Once approved, log in and download
•
•
Reviewers Guide
Product Installer
• Expected release: January 2012
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©2011 Quest Software, Inc. All rights reserved.
Steve’s blog: http://notes2sharepoint.org
Product: http://quest.com/notes-migrator-for-sharepoint/
©2011 Quest Software, Inc. All rights reserved.