SharePoint Archive - Overview

SWING Seascape provides a structured and user-friendly way to move Lotus Notes content and data into Microsoft SharePoint. The archiving process ensures that Lotus Notes documents, attachments, and metadata are preserved, while providing end users with intuitive access through SharePoint lists and libraries.

SharePoint version support

• Microsoft SharePoint Online is supported.

• SharePoint On-Premise is not supported; however options may be available through SWING Software Export Services Program. Contact us for more information.

Data migration methods

Seascape supports two methods for migrating databases to SharePoint:

1. SharePoint Uploader, auto-config (recommended): The Seascape upload utility automatically creates one or more SharePoint lists to store Notes field data, generating a separate list for each Notes form found in the database. It also creates a SharePoint library for Notes documents (as PDFs) and cross-links list items to their corresponding documents, attachments, and related items, preserving the complete parent/child document structure.

2. SharePoint Uploader, manual-config: You must first create the SharePoint list or library, including all fields/columns you want to populate with Notes data. During the upload process, you will need to map the Lotus Notes fields to the corresponding SharePoint fields/columns you created.

Below is a side-by-side comparison of the auto-config and manual-config data migration methods:

	AUTO-CONFIG	MANUAL-CONFIG
Creates SharePoint lists and libraries automatically?	Yes	No
Option to show/hide additional view columns (Notes fields) after the export is completed?	Yes. In each list view, a few primary columns are displayed by default, while the rest are hidden (and can be enabled as needed).	No. In the list or library, you can only have the columns that you created before starting the data migration.
Creates a database catalog page in SharePoint (Home Page)?	Yes	No
Supports upload of multiple databases?	Yes	No
Requires manual field mapping?	No	Yes
Supports automated indexing of SharePoint columns?	Yes	No (columns need to be indexed manually)
Is there a limit to the number of SharePoint columns?	Yes, each list is subject to standard SharePoint column limits. However, because each Notes form becomes a separate list in SharePoint, each list typically accommodates ALL fields found on the original Notes form.	Yes, each list and library is subject to standard SharePoint column limits. When you create your list or library, you must carefully consider which fields/columns to create, as it is not possible to add additional columns in the future.

Export process overview

The export process in Seascape consists of two distinct parts:

1. Exporting from Lotus Notes to a local folder

   • Selected Lotus Notes databases are exported locally.

   • During export:

     • Notes documents are converted into PDF files.

     • File attachments are exported in their native file formats.

     • Metadata from Lotus Notes is preserved in XML files.

2. Uploading to SharePoint

   • The exported content is uploaded to SharePoint using Seascape’s built-in SharePoint upload utility using either the AUTO-CONFIG or MANUAL-CONFIG mode.

     • AUTO-CONFIG

       • When the upload begins, a Database Catalog page is created, serving as the entry point to the database archive.

       • For each Lotus Notes database a separate SharePoint library is created automatically which stores the PDF files and file attachments.

       • Additional SharePoint lists are created for each Lotus Notes form found in the database. Each list’s columns are generated based on the fields defined on the Notes form.

     • MANUAL-CONFIG

       • The the SharePoint upload tool is launched, you'll need to switch to the manual config, and map your Lotus Notes fields to the corresponding SharePoint fields/columns (the SharePoint list or library already needs to be in place at this point).

Key benefits

• Preservation of context: Documents, attachments, and metadata remain accessible in a structured format.

• Familiar navigation: End users can interact with document links and attachments in ways similar to Lotus Notes.

• Automated mapping: SharePoint lists, libraries, and columns are automatically created based on the structure of the source Lotus Notes databases.

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