oTool from Kinetic Systems Inc.

oTool is a data export utility to assist in migration of Lotus/IBM Notes data. oTool exports only actual attached files from RTFs. It does NOT support export of Notes Formula Fields or inline images.

Field Type

OTool

Comments

Authors Green Checkmark Exported as stored in Notes
Checkbox Green Checkmark If there is more than a single option populated, will be double quoted.
Colour Green Checkmark Exported as hexadecimal value
Combo Box Green Checkmark If there is more than a single option populated, will be double quoted.
Date/Time Green Checkmark Exported as stored in Notes
Dialogue List Green Checkmark If there is more than a single option populated, will be double quoted.
List Box Green Checkmark If there is more than a single option populated, will be double quoted.
Names Green Checkmark Exported as stored in Notes
Number Green Checkmark Exported as stored in Notes
Password Green Checkmark Exported as plain unencrypted text
Radio Button Green Checkmark Exported as stored in Notes
Readers Green Checkmark Exported as stored in Notes
Text Green Checkmark Exported as stored in Notes. However, since Excel files have a cell character limit of under 255 characters (120 in practice) please be cautious about exporting Text data. If Excel is used as an intermediary tool you may need to parse the text data.
Time Zone Green Checkmark Exported as coded text
Formula Red X Exported as blank
Rich Text Attachments Green Checkmark Stored in identified folders
Rich Text Embedded Text Red X Not Supported
Rich Text Embedded Images Red X Not Supported
Rich Text Light Attachments Red X Stored in identified folders
Rich Text Light Embedded Text Red X Not Supported
Rich Text Light Embedded Images Red X Not Supported
Price US$988.00
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The "Demo Exports" View shows examples of source data, with descriptions and limitations. Here is an example of an exportable document.

Sample Data

Export Data Example

 

Steps in using OTool to export data from ANY unencrypted Notes database

OTool REQUIRES that the source database have Notes Views to support and potentially format the data. Data accessibility is based on the permissions of the active user.

1) Create a Notes View in the source database which has a column for each required exportable data Field. This View name should NOT have any spaces, but may be hidden.

2) This View may have selection criteria or Column Formulas.

3) This View must be flat and have at most a single sorted column.

Export View Definition

Creating an Export View in the Source database

 

For the Attachments export, it is desirable to create a second View.

4) This View should be filtered to show only documents with attachments. This View name should NOT have any spaces, but may be hidden.

5) This View should contain only required identification Fields. These Fields are not used in the export.

6) This View must be flat and have at most a single sorted column.

View for Attachments

Creating an Export View for Attachments in the Source database

 

The export process is defined in an "Xport Information" document in this database. A single document defines the export parameters for a single source database. The following are required:

7) The fully qualified Server name. For example: "CN=Dev2/O=kinetic". Leave this field blank for Local.

8) A fully qualified Source Database path. It should have double "\\" in the path. For example: "c:\\NotesData\\Otool.nsf" for a Local database, "KSI\\KSI_CRM\\IENGroupCal.nsf" for a Server database. In the case of a Server source database, the path is in reference to the Server's Data Directory.

9) The name of the View which defines the CSV export fields. This View name should NOT have any spaces. This is the View created in Step 1.

Once the base criteria are defined, run a test pass.

10) Click on "Get Row Columns"

11) The Rows, Columns, and Field Names will show in the status area at the bottom.

Local Source Definition

Creating an Export Definition for a Local database

 

If this pass is successful, enter the following information:

12) The Folder Path of the exported data. This MUST be at the first level of the file system. For example "C:\OTool_Test".

13) The maximum number of lines in each CSV file. Both CSV files and Excel files have a 32k line limit. The default is 30,000

14) Choose a multi-value separator. The default is "~"

You are now ready to export text data.

15) Click on "Create CSV"

16 Confirm that there is a CSV file created in the location you specified in step 12. If there are more Notes Documents in the source View than the number specified in Step 13, there will be several CSV files, named sequentially.

17) A Status result will show in the status area at the bottom.

CSV Export

CSV Export


Notes:

a)     Multi-Value fields (Checkbox, Dialogue List, List Box) are exported surrounded by quotes. In the case of multiple values, there will be double quotes. These may be removed with a Search and Replace process in a text editor.

b)    Colour field values are exported as a hexadecimal value.

c)     Password field values are exported as plain text.

d)    Since Excel files have a cell character limit of under 255 characters (120 in practice) please be cautious about exporting Text data.

To export attachments, you may use the same View as for the text export, or the one you created in Steps 4-6.

18) Enter the name of the Attachments View if it is different than the Text Export View.

19) The Attachments Export base folder is usually the same as for the Text Export. Change if required.

20) Click on "Migrate Attachments"

A status summary will appear in the status area at the bottom.

Attachments Export

Attachments Export

 

A folder will be created within the folder specified in Step 12 or 19. There will be a folder for each Notes Document which has attachments. If a Notes Document has more than one attachment, all the Attachments will be within one folder. Each Folder has a name which is the Doc UNID of the source Notes Document. There may be Attachments which cannot be exported using OTool. These will be identified in the Status Summary. These will need to be exported manually, These Attachments or the Notes Document may have some corrupt elements.

Full Status Screen

Full Definition and Status Screen

 

Any number of additional Notes databases may be migrated by creating additional Xport Information documents, one per export set.

Contact Information:

Notes-Tools.com

jfederer (you know what goes here) notes-tools.com

Click here to open and download a pdf of this documentation.

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