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As explained in the wiki article, “Comparing the features of IBM Lotus Domino Document Manager with IBM Lotus Quickr for Domino
” IBM® Lotus® Domino® Document Manager (DDM) will gradually be phased out, and every DDM customer with current IBM support and maintenance has been issued a license for IBM Lotus Quickr® for Domino (hereafter called Quickr Domino). This article explains how to transfer your data from DDM to Quickr Domino 8.5.1.
Lotus Quickr Migrator: Domino Document Manager Edition (hereafter called Migrator) is a tool produced by IBM and Innovative Ideas Unlimited, Inc. (IIUI) that helps users transfer all or part of their DDM data (including documents, data, security setting, etc.) to Quickr Domino. Figure 1 shows the functional structure of the Migrator.
Figure 1. Functional structure of the Migrator
The Migrator can:
- Show the organizational structure of DDM and Quickr Domino
- Allow for modification to the organizational structure of documents during the data migration to Quickr Domino
- Export the DDM data
- Import data to Quickr Domino
- Generate XML files for the transmission of complex data
- Save data for the future needs of Quickr Domino
- Get support from IBM and other business partners
The Migrator is composed mainly of two databases (see figure 2):
Figure 2. Composition of Migrator
- IIUI DDM Migrator Main DB
- IIUI Conversion Working Template
Some other documents and databases are also created during the data migration, such as Export Profile, Working database, and Working document, which are introduced one by one (see table 1).
Table 1. Modules of the Migrator
Migrator Main DB
Includes all the information needed by Migrator during the data transfer to Quickr Domino. All the migrating operations must be implemented in this database.
Profile document; identifies the DDM Library (or part of) from which the data is exported and the Quickr Domino into which the data is imported. Before migrating data, you must create an Export Profile in the Main DB and then implement the migration.
Domino database file (NSF); creates a working database in the Main DB for each Export Profile, including various information about DDM and Quickr Domino such as the directory structure, the document properties, attachments, and access permissions.
Conversion working template
Domino template file (NTF); used for creating the working database.
Exist in working database; show the organizational structure of documents and document properties in DDM; users can even modify the document organizational structure in working document before the data is migrated to Quickr Domino.
Figure 3 illustrates the relationship among all the modules in Migrator.
Figure 3. Module relationships of Migrator
Before we begin we need to do some preparation.
Download and install Migrator
In the preparation stage, users can contact an authorized business partner or IBMer to request the Migrator tool from IIUI. There are two current versions of Migrator, one for Quickr Domino 8.2 and one for Quickr Domino 8.5. We recommend installing the Migrator on the Domino 8.5.1 server because Quickr Domino is also running on it and then Quickr Domino and Migrator can share one server.
The installation process is simple. You only need to copy the two database files to the data directory of the Domino server.
Prepare the client
After installing the Migrator we need a client that can read the information from DDM, save the data locally, and copy the data to Quickr Domino:
The Notes client running on the Windows XP/Vista platforms can implement all the operations in data migration. Notes version 8.5.1 is recommended.
Install a DDM Desktop Enabler that can access the DDM Server. Because the client reads information from DDM, we can complete the migration by using a DDM API that is included in the installation files of Desktop Enabler.
Verify there's enough client disk space. Since the DDM data is stored locally by the client, its disk space should be at least 20% bigger than the DDM data to ensure a successful transference of data.
Create a DDM Library
Create a Library on the DDM Server, named “DDM Library,” that has two Rooms, Room A and Room B (see figure 4). Room A includes Default Binder and binder A, which has two documents. Later we will transfer all the contents of the Library to Quickr Domino.
Figure 4. DDM Library
Install Quickr Domino 8.5.1
For more information about the installation of Quickr Domino 8.5.1, refer to the product documentation
. IIUI recommends building a subordinate relationship between the Quickr Domino 8.5.1 server and the DDM server. By doing so, it is possible to share the user information in DDM, to avoid recreating the same user in Quickr Domino and make the data migration much easier.
After installing Quickr Domino, choose Domino Server as the User Directory type of Quickr Domino, as shown in figure 5, so that the DDM user also becomes a user of Quickr Domino after the configuration.
We need only to transfer the access permissions of the documents in DDM to Quickr Domino, to complete the security setting migration.
In addition, we must create a user group named “QuickPlaceAdministratorsSUGroup” on the Domino server and add all the users’ IDs to this group.
Figure 5. Quickr Domino 8.5.1 User Directory settings
The final prerequisite of using the Migrator is to create a simple Page and Room in the Quickr Domino Place. The content can be deleted after the completion of data migration.
Using the Migrator
When the preparation work is done, we can start to use the Migrator to transfer data. Open the application in the Notes client, and then open the IIUI DDM Migrator Main DB on the Domino server, to get into the Migrator's main User Interface (UI), as shown in figure 6.
Figure 6. Migrator UI
When you use the Migrator for the first time, you need to input a registration key. To do this, access the IIUI Web site
and enter your complete information; you will receive an email enclosed with a Key sent by IIUI. Click “Registration” in the Main DB, fill in the form shown in figure 7, and save it. Now you're ready to use the Migrator.
Figure 7. Register a Key
Create Export profile
Every time you transfer the DDM data into Quickr Domino, you need an Export profile (see figure 8). There are five tabs in the Export profile: Migrator Profile, Migration Options, Security, Advanced, and Logging.
Figure 8. Export profile
Let's discuss these tabs one by one.
Migrator Profile contains the basic information of DDM, Working Database, and Quickr Domino. First, in the Profile Name section, enter the name of Profile and choose its exporting type, as shown in figure 8 above.
Migrator currently supports exporting DDM data to Quickr Domino or to an XML file, in which it can save the DDM data to make it convenient for users to import the data into other document management software such as IBM FileNet® and Microsoft® SharePoint.
In the Library Information section, designate the name of the Library to be exported from DDM, as well as the name of the server, the path on which the database files of Library lie, and the URL. Note that the path here is a relative path.
In the Working Database section, designate the names of the server, and the path on which the working database template files and the newly created working databases are located.
In the Quickr 8.5 Server section, designate the name of the server on which Quickr Domino relies; unlike the other inputted server names, enter the hostname of the server.
The install directory is by default installed under the Lotus Quickr directory by Quickr Domino, which imports the data into a Place. If a sample room and sample document is created, select Yes, and then input the name of the room.
The Migration Options tab includes some options that provide the user with greater flexibility during the data migration (see figure 9).
Figure 9. Migration Options tab
In the Export Type field, you can choose whether to export the entire Library or a part of it; the Migrator can export the content based on File Room, File Cabinet, and Binder.
In the Directory and Path field, input a directory name that can store all the attachments and XML files (if need to be exported) during the data migration.
In the File Naming field, name the exported attachment, using either the name of document or the original name of the attachment.
Select to enable or disable the remaining options. NOTE: For the Export Notes Documents option, if you choose Disabled, the Migrator will export only the documents with attachments, and no Notes documents. If you choose Enabled, then the Notes documents will be exported into Quickr Domino but without any rich text attributes such as the font color and size.
The Security tab is a new feature in the second version of Migrator. Since the security control at the Folder level was introduced after Quickr Domino 8.5, users are given two options for data migration: Rooms or Folders (see figure 10).
Figure 10. Security tab
You have three options in the “Create Rooms for each” field: Disable, File Room, and File Cabinet. Many libraries of DDM have large amounts of content, and if you do not want to import all the content into a single place, you can use this option to import the content to different Rooms.
There are also three options in the “Create secure folders from DDM containers” field: Disable, File Cabinet, and Binders with custom security, among which the default option is Disable.
If it is set up as File Cabinets, the Migrator will create a secure folder for each DDM File Cabinet. If it is set up as Binders with custom security, the Migrator will create a secure folder for every Binder whose security has been customized.
The Place ACL Entries section includes four roles of Quickr Domino: Managers, Editors, Authors, and Readers. The values of these items are filled in automatically and are able to be adjusted after the Migrator reads them from DDM.
Advanced and Logging tabs
The Advanced tab does not have any operations in the current version of Migrator.
The Logging tab contains all the log messages generated during the data migration (see figure 11). Migrator also offers a Debug function. Select “Enable Migrator Debugger” in the Notes Actions menu to see all the detailed information in the log. Note, however, that it will prolong the execution time.
Figure 11. Logging tab
Implement data migration
After the Export profile is created, you can start the process of data migration. The Migrator is able to be implemented step by step, making it easy to review the results of each step and fix any problems, when necessary. Simply click the Process Current Step button to process the current action and, when completed successfully, the Migrator navigates to next step:
1. Complete the Migrator profile.
The Migrator first reviews the inputs in the profile before proceeding.
2. Export DDM taxonomy.
This step evaluates the DDM Library selected, exports the directory structure of the library, and creates a Notes document to show this structural relation in the Working Database.
A link to the Open Working Db is then generated in the Migrator profile. When you click this link, you will see an organization chart of the documents in DDM in the Working Database, as shown in figure 12.Figure 12. Working Database
3. Create Document Stubs.
This helps you retrieve the DDM document information and create the stubs in the Working Database. You can also examine the documents in DDM by viewing the Documents to Migrate page, as shown in figure 13.
Figure 13. Documents to Migrate page
4. Create Bookmarks stubs
. In DDM you are allowed to create the corresponding bookmarks for documents, but you are not allowed to do this in Quickr Domino. You can, however, create the documents of Link type in Quickr Domino to realize the function of bookmarks.
5. Export XML.
This is an optional step, depending on the value of “Create XML File” in the Migration Options. If the value is enabled, then Migrator will create an XML file on the client side and put it under the directory specified in the Directory and Path field in Migration Options.
6. Create Quickr containers.
This step creates the corresponding containers such as Rooms or Folders in Quickr Domino, but before this, the Migrator will prompt you to modify these containers (see figure 14). You can add, delete, or rename the containers and transform the containers into Rooms or secure Folders.
Figure 14. Conversion Working view
7. Migrate Documents to Quickr Domino.
This step imports the documents of the Working Database into Quickr Domino.
8. Migrate Bookmarks to Quickr Domino.
This step imports the bookmark documents of the Working Database into Quickr Domino by creating the links.
9. Populate Security names list.
This is a list of users generated based on their roles in DDM (see figure 15). Users can adjust it based on their needs.
Figure 15. Security settings
10. Create People & Groups.
This sets up the access permissions to the Rooms and Secure Folders in the Place.
The DDM data has now been successfully migrated to Quickr Domino. When you access the Place in Quickr Domino shown in figure 16, you will find all the corresponding documents and their security settings are in Quickr Domino.
Figure 16. Quickr Domino Web page
The Migrator can meet most demands of migrating the DDM data to Quickr Domino; however, as a collaborative platform, Quickr Domino is a bit different than DDM and thus some problems may arise during the process with respect to the following:
- Quickr Domino does not support virtual views. DDM allows the user to create a virtual view; for instance, the same file cabinet can be shown in many rooms or the same binder can be shown in many categories, but Quick Domino does not have this function. After the user creates a container in Quickr Domino, the Migrator processes only the first file cabinet or binder, to prevent any loss of data issues.
- Discussion Forum. Users can create a topic specific to one document in DDM and discuss this topic in the forum; however, the discussion will be ignored during the data migration.
- Rich text. Users can create rich text documents in DDM, add attachments to the documents, or change the font color, etc. The Migrator will transfer the attachments as well as the text to Quickr Domino, but the rich text attributes (font color, etc.) will be lost.
- Migrator does not support customizations in DDM. Programs such as agents and work flows developed by users cannot be migrated to Quickr Domino.
You should now be able to use the Quickr Domino Migrator: Domino Document Manager Edition tool to transfer your data from DDM to Quickr Domino.
Lotus Quickr wiki article, “Comparing the features of IBM Lotus Domino Document Manager with IBM Lotus Quickr for Domino”
Lotus Domino Document Manager
IBM Lotus Quickr Information Center
IBM Redbooks publication, “Self Assessment and Strategy Guide for Migrating from Domino Document Manager
Innovative Ideas Unlimited, Inc.
About the author
Tao YT Yan
is a Software Engineer based at IBM's China Development Lab in Beijing, where he works on the Lotus Quickr for Domino product and is responsible for DDM customer support.