In IBM Notes/ Domino environment decommission projects clients have different options what to do with the Notes databases. Some will be deleted. Other databases still in use will be migrated to a new system (Notes content and functionality). There is always a group of Notes databases that are no longer actively used, but the content cannot be deleted. For these databases, the content can be archived to SharePoint, to disk or to IBM Connections in a cost effective way. The archive operation to SharePoint or disk is explained in this blog.
This blog is about archiving to IBM Connections for which we need File Jockey.
In the archive approach, the Notes functionality will no longer be available. The bottom line result of archiving a Notes databases are:
- the Notes database content (text, images, attachments, embedded objects, document and response structure) is available in IBM Connections
- the archived content looks the same in SharePoint as it was in Notes
- the archived content may not be edited
Lets archive a Notes document library. This approach will work for any Notes / Domino application design.
Subject to this archive demo is a typical Notes document library database with a Notes document response structure, with attachments, text and images.
For this job we use an archive tool from our partner IONET.
Let’s manually add this particular Notes database. It’s also possible to add many databases in one go.
In the image below I have configured what to export. I want to export Notes documents created with 3 Notes forms (main topic, response and responsetoresponse). Let’s do the export to PDF and render the PDF will result in a PDF document looking the same as the Notes document.
There are two more settings that are important which are illustrated below. The formula will set the file name of the response and of the main documents.
All responses will be stored in the Response folder.
The IONET tool runs on a Domino server, it can archive one or many Notes databases in one go.
The archive result is illustrated below.
The files created are PDF files.The responses are stored in the Response folder and all attachments are stored in the att_files folder. For example below green marked Notes document contains response documents which are yellow marked.
The green marked Notes document is illustrated below.
Above Notes document is archive result to PDF is displayed in the image below.
There are links to all response documents and files attached to this Notes document.
The next step is to copy all exported files to IBM Connections. For this, we need File Jockey to create a network drive to IBM Connections. The IBM desktop plugin will not be sufficient because the links to the attached files and response documents will stop working. In this example, we will use the IBM Connections environment of IBM Greenhouse and the free Lialis File Jockey cloud environment for IBM Greenhouse.
For the next step in this archive operation, we will need File Jockey. In the image below, left we have created a network drive to IBM Greenhouse and it displays a community named Archive with a library. To the right we have all PDF files created by the archive tool IONET.
Now we can drag and drop all files from the right (pdf files on local disk) to the left (IBM Greenhouse via File Jockey).
After some time the files are all copied to the IBM Connections library, via file Jockey.
Now the same files can be viewed via the File Jockey network drive, for example, the document we used as an example is displayed below.
If we open the PDF file we will see the following details.
The links to the responses and attachments will continue to work because of File Jockey. File Jockey will make sure the relative links will continue to work. As illustrated below.
The links will not work in the IBM Desktop plugin nor in the IBM Connections browser. But using these two tools all content will be visible, only the links do not work. So it is all about the wishes of the client whether or not use File Jockey to access the archived content.
Any Notes and Domino database can be archived in this way. Using IONET the archive result can be changed in many ways.
Lialis uses this tool in several projects to archive many Notes databases.
Only IONET is supporting embedded objects in Notes by the way.
Please contact me on firstname.lastname@example.org if you have Notes databases to be archived in this way.