SharePoint Archive v5

SWING Seascape provides a structured and user-friendly way to archive Lotus Notes content 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 libraries and lists.

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.

   • 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.

     • 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.

     • A SharePoint site page is created, as the database home page.

Navigating archived content in SharePoint

Example: Multiple databases

Here is a SharePoint site where three Lotus Notes databases have been migrated:

Example: Opening a database

When we open one of the databases, we see the lists associated with that database. In the following example, the demo NFL database shows two lists, Team and Player, since the NFL database included two form types with those names:

Example: Viewing a list

Clicking on a list displays its items (previously Notes records). For instance, opening the Team list shows all teams and their properties:

• The ND column opens the main PDF document (a copy of the original Notes record).

• Additional columns provide access to related items (child records) and file attachments.

In the example below, the Dallas Cowboys list item includes several related items (players) and two attachments, which are accessible through the provided columns:

Example: Viewing related items (child records)

Clicking on the Player icon from the Dallas Cowboys list item, shows the Player list filtered to display only the related items for the selected parent. Users can also return to the parent by using the shortcut in the PDoc column.

Example: Viewing attachments

Clicking on the Attachments shortcut opens another view where users can access files associated with the parent list item:

Example: Opening a PDF record

The following screenshot shows a PDF generated from the Dallas Cowboys Notes document. Within the PDF:

• Doclinks remain active, allowing users to navigate to related records.

• Attachment icons provide direct access to the original files.

This mirrors the user experience in Lotus Notes.

Completing the Migration

The Lotus Notes database archive has been successfully migrated to your SharePoint site without requiring manual intervention. You can now use SharePoint features such as creating additional views, grouping, filtering, sorting, and applying advanced formatting to list views. Integration with Power Apps, Power BI, and Power Automate enables the creation of custom forms, advanced analytics, and automated workflows.

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 libraries, lists, and columns are automatically created based on the structure of the source Lotus Notes databases.