Technical Introduction

Notes Extractor is a software solution to convert the contents of a IBM Notes databases (Mail, QuickR, Discussion, Team Room, Library, Custom application...) in an open format. We use XML to store structured data (text, number, date elements) and the HTML for unstructured data (Rich Text, Mime). The design elements of the database used to display documents data (Forms, Views, Folders, Navigators) are converted into XSL format. The results of the conversion can be simply viewed locally with a browser (Internet Explorer, Firefox, Chrome...) or can be published directly on a web server. It can also be integrated directly into application architectures such as Microsoft SharePoint or Google Apps using dedicated importing software.

To maintain the security information of the Notes documents (read, modify, delete), user identities (Notes names) can be translated according to the target directory (Active Directory identity). In order to achieve this security layer conversion, you will use Cooperteam solutions SynchroNSF and SynchroLDAP included in Notes Extractor.

The conversion of one or more Notes databases in a XML / HTML / XSL requires the installation of Notes Extractor, which is composed of a Notes database setup (NotesExtractor.nsf) and an executable (NotesExtractor.exe). The configuration of the executable is done in the NotesExtractor.nsf database by creating a Setup document from the Configuration / Export Setup view.

The product may be used on a Domino server or a Notes client desktop. In every case, the generated XML / HTML / XSL files are stored on the hard disk of the computer hosting the executable.

Operating principle

All components (NotesExtractor.nsf database and NotesExtractor.exe executable) should be installed on the Domino Server or User Workstation.

NotesExtractor process will read the contents of the Notes database to determine the list of documents to convert. Each Notes document is extracted to a set of files (one XML + one HTML per Rich Text or Mime field + any Attach files):

• For each Notes document, a XML file is created. It contains all the structured data of the document (text fields, Number, Date, Keywords, Identities ...) as well as document properties (ID, creation / modification date / time, size ...). The document security layer (Authors/Readers fields , Roles in the ACL) is integrated in a dedicated section of the XML file.
• Unstructured data (Rich Text, Mime Part) are converted to HTML, which preserves the information (styles, tables, colors, fonts, images, links,...).
• If there are any attachments or OLE objects in the document, the conversion process will extracted them and stored them in their original format.
• All images are converted to JPEG or GIF files. In order to save some space on disk, Notes Extractor use a single instance storage of pictures.
• Notes Forms are converted into XSL files.
• Notes Views and Folders are created in order to display all types of documents in the database. The view indexes are stored in either XML or HTML files formats.

The user identity (Notes FullName) is converted into the target format (as UPN to Active Directory if the target is to migrate to Sharepoint, LDAP format if the target is to migrate to an open system, etc...). Notes Extractor also translates Group names, but they remain as named. To realize this part, it is mandatory to synchronize all Person, Group and Server documents from a Domino Directory using SynchroNSF, and then, collect LDAP user data using SynchroLDAP. Both tools need to be used from the Identities / Users & Groups view of the Notes Extractor database.

The keywords are exported and their values are translated. Notes Extractor will search in the database design (form / subform / shared fields) to translate aliases (stored in documents) and their values (what user sees from the interface). For example, if a radio button field gets 2 possible values ("Yes | 1 No | 2"), the Notes document will contain "1" or "2" in the field, but the user will see "Yes" or "No" from the interface.