cimtrek migrator to share point user guide

Subject to change without Notice

User Guide for

CIMTrek Notes Migrator to SharePoint

Rev 3.0

January 2016

CIMTrek Ltd © 2016 CIMTrek Migrator to SharePoint User guide January 2016 2 | P a g e Please note that CIMTrek Ltd reserves the right to alter content and product functionality without prior notice

Contents 1. Introduction: ............................................................................................................................. 3

2. Installation and Configuration ................................................................................................... 5

2.1 Installation ............................................................................................................................ 5

2.2 Configuration ........................................................................................................................ 5

3. Discovery................................................................................................................................... 7

4. Extract to CIM ........................................................................................................................... 9

5. Configuring elements for exclusion ......................................................................................... 10

6. Migration ................................................................................................................................ 11

6.1 Data Export ......................................................................................................................... 11

6.2 Generating SharePoint Document Libraries ........................................................................ 12

6.3 Migrating the application to 1st Fix staging post. ................................................................ 12

7. Post Migration – 2nd fix ........................................................................................................... 14

7.1 Workflow migration ................................................................................................................... 14

7.2 ACL mapping............................................................................................................................... 15

7.3 Other remedial work .................................................................................................................. 16

7.4 Where stuff can be found ........................................................................................................... 17


1. Introduction: Thank you for choosing CIMTrek for you Lotus Notes migration project to the Microsoft SharePoint platform. We are proud of the product that we have created but should you have any issues when using, please let us know and we shall endeavor to correct any shortcomings. One of the key design objectives for the product was ease of use from installation, configuration and execution. For the first phases of your migration project you will need very little in the way of technical know-how, however some knowledge of Lotus Domino server would be an advantage but is not, by any means, a prerequisite to using the product and deriving benefit from each of the stages. Key Benefits derived from the CIMTrek Notes Migrator to SharePoint include: Easy Mapping of SharePoint Target Environment/Server

• Directly connect to your SharePoint environment from the migration tool. • Create Site Collection for your target deployment directly from within the tool.

Export to SQL Server Tables (per Requirements)

• All Data from the Notes Application is stored in the corresponding SQL Server Database mapped to the SharePoint site.

Flexible Migration Processes • Full Migration – Design + Data • Design Elements Only • Data Elements Only – For Incremental migrations to update data. Also useful for high-

volume data scenarios where migration is carried out.

One-Click migration in a few minutes • Migration Results show detailed status and errors if any (makes remedial work easier). • Final deployed site link displayed on completion of process. • Simply click SharePoint site link and progress to migrated SharePoint site. • Infopath also supported out-of-the-box.

CIMTrek Notes migrator to SharePoint supports migration/deployment to:

• SharePoint 2010 • SharePoint 2013

The rest of this document is designed to guide you through the initial installation, the discovery and analysis and finally the various stages of the actual migration process as shown in Figure 1 below:


Figure 1 – The Preferred CIMTrek process

When reading this document and analyzing the outcomes of the CIMTrek process, please keep in mind that the automated migration process aims to deliver, on average, 80% of the original application’s functionality – this is sometimes more and sometimes less. We arrive at this figure by using a simple calculation of three key factors:

Data conversion – 100%

UI Conversion – 95%

Scripts, formulae, security and ACL usage 55% So there is always a need for remedial development work to be completed before deploying.


2. Installation and Configuration

2.1 Installation Installing CIMTrek is simplicity itself and requires a couple of mouse clicks and it’s done. However, CIMTrek is Licensed for use on the PC you are installing it and the Domino server declared at the time you purchased the right to use the product. To install and execute the software you will need the following:

A Lotus Notes client version 8.5.2 or newer

A Notes user ID that logs on to the Domino server (Administrator is recommended)

SQL Server (express) 2008/2012

SharePoint Foundation

.NET Framework 2 or higher

Licensing and executing the software requires us to be informed of the

MAC address of the PC, plus

Name of the domino server(s) you want to access – see Figure 2.

Figure 2 – CIMTrek will expect to access “Jonwork” Once all that is established simply double click the installer icon and the rest of the process is self-explanatory

2.2 Configuration Once the installation is complete you can start the configuration process. Configuring CIMTrek is very straightforward; simply click on the “Migration Configuration” tab and you will be presented with the following screen (Figure 3).


Figure 3 Configuration

The things to address are as follows:

1. The NSF Ignore List – is the standard Notes NSF files that you want to explicitly ignore during the analysis phase.

2. The Database Configuration – this is where the database will be built and used in the migrated application – this is for the migration process only – you can deploy the final database anywhere you like – see deployment section below.

3. Output files - the locations where you want the output files and error logs to be placed. When you’re finished, please remember to save the configuration by clicking the Save configuration button in the bottom right of the screen. You’re now ready to proceed to section 3: the Discovery process.


3. Discovery Before the task of migrating applications can begin, there is the need to understand which NSFs are to be migrated and in order to do that the product includes the CIMTrek Discovery Process. Given the correct access (normally Administrator) rights, this process automatically interrogates the Domino server (s) and compiles a complete list of the NSFs on the server(s). This analysis reports the headline characteristics of the application as shown in the screen shot, See Figure 5 below. CIMTrek Migrator can then analyse those NSFs in detail to determine what needs to be converted and how much effort it might take. To run the discovery all that is required is to connect to the Domino server that you want to interrogate. The user name is derived from the Notes-ID file on your PC – all you require is the password. Select the Server or its IP Address from the drop down menu. Finally enter the required password and click the Discovery button. This will then establish a connection to the Domino server and the discovery process will start automatically. Please note that the default setting for the “include Mail Databases” checkbox is unchecked by default. Only select this option if you want to include all Mail users on the system.

Figure: 4 Connecting to Domino Server You only need run this process once – on subsequent occasions you will be given the opportunity of recalling a previous discovery and using that. You do not need to concern yourself with the fact that the NSF may have been accessed since the full discovery was run as CIMTrek takes care of that during analysis and migration.

Figure 5: Discovery and Analysis Output


The information displayed shows:

Title (Name of the Application)

The NSF Name

Size

Original Template Name used when the application was built

Number of documents

The number of forms CIMTrek finds

The number of subforms, shared Fields, pages, Form Fields, Actions, formulae, columns, scripts, data connections

Last modified date and date created.

In addition to the above, Cimtrek will also list all of the users with managerial access. Finally, Cimtrek looks at the NSF in the round and provides a guideline assessment as to the level of complexity – ranging from simple to “consider alternatives”. See below


4. Extract to CIM Before anything else happens, CIMTrek has to interrogate the NSF file and extract all of the design elements. Select the application you want to migrate from the Discovery process and click on the export to CIM tab

Figure 6 Create CIM file This process extracts all of the design components from the NSF file and you will see the list of items that have been extracted. This is for information purposes only; you do not need to do anything with this file or information contained therein. The Checkboxes “Design Elements” and “Export Documents” are not applicable in the SharePoint Migrator so can be ignored. The SharePoint migrator has an option to migrate parts of the data from, say, a specific date or a last modified date. This is done by selecting the conditions at the bottom of the screen.

CIMTrek Ltd © 2016 CIMTrek Migrator to SharePoint User guide January 2016 10 | P a g e

Please note that CIMTrek Ltd reserves the right to alter content and product functionality without prior notice

5. Configuring elements for exclusion . Notes is a complex product with many ways of achieving a desired outcome. Sometimes the flexibility offered leads to duplication and superfluous artefacts being generated. This sometimes causes more, unnecessary, work to be generated during the remedial process. To help, CIMTrek provides the ability to exclude columns, views and forms from the process thereby ensuring you extract and migrate what’s needed to move the application to the new platform.

Figure 7 Exclusion List The Analysis process can generate a report in Excel for you to use at a later date – if you chose to generate an Excel file you’ll find it in the output file defined in the configuration described in section 2.2 above. The file name will be:



6. Migration Once the Analysis is complete, you are ready to migrate an application – this comprises:

Data export and migration to RDBMS file structures

Document extract and migration (moving attachments to selected depository)

Migration of the application to the new environment

Each process is described below;

6.1 Data Export Part of the migration process is the “liberation” of the data held in the NSF file and making it available in an open relational database management system (RDBMS) such as SQL Server. Please Note that when migrating an application to MS SharePoint it is not necessary for the user to select this part of the migration process since it happens automatically during the migration process. The option is left open to the users as there may be a need to generate the XML output, the SQL database, develop bespoke data mappings or even export the attachments to an alternative DMS environment. Should you chose to build a SQL database then the creation of it is an automated process and is described in the following screen shots. First select the Notes Data Export tag – this will result in you seeing the following screen:

Figure 8 Data Export

You select the target database (normally the one defined in the configuration section in 2.2 above) and test the connection by clicking the “Test Connection” button shown. There are 2 Checkbox options to consider. Checking the “Generate XML output” will not only generate the database as described below, it will also create a folder in the output directory that contains all of the data and attachments in a well-defined XML format that you can use as an import option to third party products such as Salesforce.com or Microsoft Dynamics. Checking the “Generate GAE data” is used when migrating to the Google Application Engine’s Cloud SQL – this option is not applicable in the SharePoint environment.



If the database does not exist, CIMTrek will CREATE it – if it does exist, CIMTrek will OVERWRITE it so be careful. Now select the Export Data button, then sit back and watch.

6.2 Generating SharePoint Document Libraries Many Notes applications are little more than document libraries. Migrating to SharePoint enables you to “replicate” those applications in a document library. And it couldn’t be easier. On selecting the “Export to DocLib” tab you will see a list of attachments that have been extracted from the NSF along with a number of options as follows:

Set the SharePoint parameters of user name, password, site collection details

Target environment of Office 365 or “on premise”

Select all of certain documents

Create a site collection or not

Decide on the folder structure you want to use based on the Notes Views and columsn

6.3 Migrating the application to 1st Fix staging post. This is the final part of the automatic migration. The migration to, what we at CIMTrek call the Staging Post. The Staging Post is the point in the migration process where we would consider the application to be at + or - 80%1 of its original functionality. The following screen shot was taken during an actual migration of an application. Each of the configuration options are described below.

1 80% is an average figure calculated as defined in Section 1 of this document – it is not guaranteed and under certain conditions could be significantly better or worse than the figure given.



Figure 10 Migration of the Application to Staging Post

There are a number of options and details that need to be considered and provided before the migration can begin:

Option Value

Migrating Platform Currently can be SP2010 and SP2013

Database Type SQL Server

Central Admin Server The URL where your Admin Server can be found

User Name The User Name that is used to access SP

Password The Password that is used to access SP

Domain Server name

Migration Type Options are: - All (to migrate both design and data) - Data Only – Used to refresh migrated data - Design Only – to assist in development

Site Collection Where you want the site collection to reside

Site Name The application name that will be executed

Create Site Collection An option to overwrite existing sites or leave as is – recommendation is to overwrite

Info Path Form If you are using Info Path forms then they will be generated during the migration – you need SharePoint enterprise to use this option

O365 To migrate the application directly to SharePoint on Office 365

Duplicate Site Collection To enable you to migrate an application once and then replicate the site collection as many times as required to enable you to migrate similar applications quickly and cost effectively

Approval Steps See below

During the migration process, an application called CIMTrekSP is executed. This application is responsible for creating and populating the lists with data. The application also takes care of the simple workflow requirements. During maintenance of the application this standalone application can be used over and over again to add features and data.



Figure 11 – deploying the app to SP

At the end of the process scroll to the bottom of the screen and you will see the following:

Figure 12 – the new application file and location

The message tells you that the migration is complete and ready to be deployed into SharePoint. The output from the process is a site collection which can be run directly from a browser in any SharePoint supported environment

7. Post Migration – 2nd fix Once the application has been migrated to SharePoint the tidying up, remedial work and security settings can be addressed. CIMTrek Migrator to SharePoint provides out-of-the box several tools to make this process as simple as possible.

7.1 Workflow migration - During the deployment phase, Cimtrek will ask the user to enter the number of steps required in

the approvals process. If there are none, then simply respond with <CR> . Otherwise enter the number of steps required. This will generate a form (see below) in the application where the end



user can define the simple process. This will be accessed via the “Approvals” button located in the Ribbon.

Simple Workflow migration without using SP Designer

Figure 13 – Workflow mapping

7.2 ACL mapping

CIMTrek provides you out-of-the box a strong capability to map the Notes ACL settings with your SharePoint – and Active Directory users/roles/access rights. As part of the migration CIMTrek migrator automatically picks up all ACL settings and the existing SharePoint and Active Directory Users uploaded from the output directory, so they can be manually mapped. ACL and site permissions are managed by separate applications that are shipped as part of the product.



Figure 14 – ACL mapping

SharePoint ACL Implementation support

• Form Based Authentication (i.e. where the user base is maintained within SharePoint) • Active Directory Services (i.e. where the user base is maintained in a ADS server which is

configured in SharePoint)

CIMTrek ACL utility Features • Migration Tool extracts existing Users found in the NSF File. • Supports creation of new users’ \ groups \ permissions in SharePoint for both FBA & ADS. • Mapping can be defined to change the Lotus Notes user to the new user configuration. • Post Migration – Users in Lotus Notes are simply moved as text fields in SharePoint. The

CIMTrek ACL utility updates these fields to people lookup after the mapping has been correctly defined and applied.

• People Lookup applies to both FBA as well as ADS

7.3 Other remedial work The application can be tidied-up using standard SharePoint (maintenance) functionality and tools such as Visual Studio. For example:

- Changing sequence menu structure - Changing titles/naming - Deleting hidden fields - Applying style sheets - Debugging using Visual Studio - Etc., etc.



The migrated application is standard SharePoint which means making the migrated application production ready, and future maintenance is very straightforward in the majority of cases.

7.4 Where stuff can be found To assist you in completing the remedial work, Cimtrek stores all of the forms, views, data, etc. in XML files created under the output directory as defined in the Cimtrek configuration process described above. They are as follows:

cimtrek migrator to share point user guide

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