Notes Extractor

Overview

Notes Extractor is a solution to extract the data stored in Notes databases and to convert them, either in the form of files whose formats respect the open standards of the market (XML, HTML, EML), or to proprietary formats (PDF, Word, SharePoint, O365, Google Drive, Google Sites, etc.).
The tool can process all Notes database types:
  • Users' mail databases generic mail databases, archive databases ...
  • Document databases generated from a standard Notes template (Library, Forum, TeamRoom ...)
  • Databases generated from a QuickR site (Main, Room, Contact, Search).
  • Domino directories.
  • Notes application databases, either accessed via the Notes client or a Web browser.
Data extraction from Notes databases first meets the need to archive inactive Notes databases. The choice of a non-proprietary format ensures data accessibility on the long run, without having to use a Notes or a Domino server.
The Web View has several key features, such as the search module available for all types of databases, and the possibility to reply to messages.
Data extraction can also be required in the context of a platform migration project where the data from active Notes databases needs to be transferred to other application technologies (Microsoft SharePoint, Google Apps, Alfresco ...). The choice of open file formats for data transition facilitates the import into the target system.
The Notes Extractor tool is part of a larger ecosystem, between Notes database audit tools (activity, volume, complexity ...) via the Application Migration Factory solution and data automatic integration tools in target systems such as SharePoint Provisioner.
For application databases :
  • Data extraction from application databases in XML/HTML/XSL and file hosting by a J2E Application engine. Data from Notes databases is accessed in read-only mode, through a Web browser accessing to the server portal. The application server directory manages the access rights to the various documents.
  • Conversion of unused application databases into XML/HTML files before their long term archiving on tape.
  • Data extraction from application databases in XML/HTML/XSL formats and re-integration into SharePoint using SharePoint Provisioner.
  • Simple data extraction from Notes databases in XML files and import of result in a SQL database (no complex content such as Rich Text or attached files to transfer).
For mail databases :
  • Conversion of users' Archive Mail databases in XML/HTML and provision of result files on a users' network drive, for a read-only access to their older archives. Messages are accessed using the desktop Web browser and direct access to files hosted on the network drive.
  • Conversion of mail databases into XML/HTML files when employees quit the company (files are provided to them on an USB drive). These can access their mails locally using a Web browser.
  • Conversion of users' Archive Mail databases in EML format before their integration into the MimeCast solution for online access.
For QuickR databases :
  • All databases from a single QuickR site are processed in order to generate a single file tree (XML/HTML). Data is then injected into a SharePoint site via SharePoint Provisioner.
The conversion of all Lotus Notes database content (application database, mail database, QuickR database ...) into an open format (XML/HTML/XSL) requires the installation of the Notes Extractor product, which includes a Notes setup database (NotesExtractor.nsf) and an executable (NotesExtractor.exe). The executable setup is done in the NotesExtractor database by creating Setup documents. The product can be used on a Domino server or on a Notes client desktop. In any case, XML/HTML/XSL files are created on the hard drive of the machine hosting the executable.
The data from the Notes databases is converted into market standard formats appropriate to its type:
  • XML for structured data (Text/Number/Date fields) and document properties (creation date, ID, security ...).
  • HTML for rich information (Rich Text or Mime) with preservation of styles, tables, graphics, sections, tabs, links ...
  • GIF / JPEG / PNG for images (individually stored: Single Instance Storage).
  • EML for messages.
  • XSL for data display elements (Form).
  • Attached files and OLE objects are directly detached on disk.
In order to preserve the information related to Notes documents security (reading, modification, deletion), user identities (Notes names of FullName type) can be translated according to the target directory (UPN for Active Directory). Notes Extractor also translates the names of groups present in document fields and analyzes the database ACLs in order to solve [Roles].
Indexes of Notes databases' views and folders are exported as XML or HTML files, so that the information related to the document structure is preserved.
If the exported Notes databases have a known template (Mail, QuickR, Library, TeamRoom, Forum databases …), Design elements used for data display (browsers, views, forms) are provided as standard in the Notes Extractor product (as XSL files). If the databases use an unknown template (application database), Notes Extractor will automatically convert database forms and views into XSL files to allow document display.
The conversion result can be used locally with a Web browser (Internet Explorer, FireFox, Chrome) or directly integrated on a Web server. This way, the navigation in the application is done in read-only mode. The result file tree can also be injected using dedicated tools into application architectures such as Microsoft SharePoint, Google Apps, Alfresco, etc.
  • Notes databases can be converted individually or as a group (all databases from a server or a sub-directory ...).
  • The tool adapts to the database type (Mail Database, QuickR, Library, TeamRoom, Application ...) in order to provide a suitable extraction.
  • The choice of the output format (XML/HTML or EML) is possible for mail databases.
  • No information from documents is lost during extraction (preservation of document fields and properties in the XML file dedicated to each document).
  • Data extracted from databases is directly accessible via the read-only access interface (using a Web browser).
  • Document security is maintained (each document specifies who can access it for read-only, modification and deletion).
  • User identities are converted to the target directory (a Notes FullName identity becomes an Active Directory UPN).
  • No loss of OLE objects, as they are transformed into standard files (Excel, Word, PowerPoint ...).
  • Rich document sections (Rich Text or Mime fields) are converted with preservation of their look and feel (style, table, section, tab table ...).
  • Links present in documents (database links, doc links) are translated as URLs.
  • Document structure is maintained (presence in views, in folders).
  • Design elements used for document display (Browsers, Views, Forms) are converted into HTML/XSL format in order to allow the same document data display as in the Notes database.
  • The data and design output format uses open formats (XML/HTML/XSL) Files are easily customizable.
  • Ability to use a search module for all types of databases, making it easy to find information for read-only use.
  • Archiving of inactive Notes databases allows storage savings on Domino servers.
  • Consolidation of remaining Domino servers/decommissioning of no longer used servers.
  • No recurrent running up cost (data extraction is done once).
  • Once data is converted, it can be processed later without needing to maintain an active Domino infrastructure.
  • The choice of an open file format allows to delegate data processing to any market player.
Try Notes Extractor for free for 30 days

Discover all the power of Notes Extractor:

  • A COOPERTEAM consultant will demonstrate the power and richness of the features of Notes Extractor.
  • Get 24-hour email support from our dedicated team
  • Live demo and product presentation available
  • No credit card required
Start taking advantage of our solution Notes Extractor for free for 30 days by completing the contact form.

Technical Information

The Notes Extractor process will read the Notes database content to determine the list of documents to convert. Each Notes document is extracted in a set of files (one XML + one HTML per Rich Text or Mime field + attached files): :
  • For each Notes document, an XML file is created, that contains all the document structured data (Text, Number, Date, Keywords, Identities fields ...) as well as metadata information (ID, creation/modification, time/date, size ...).
  • The document security layer (Authors, Readers, ACL Roles) is integrated into a dedicated section in the XML file.
  • Any attached files (or OLE Objects) in the documents will be saved on disk.
  • Unstructured data (Rich Text, Mime Part) are converted into HTML, which preserves the same look and feel, such as styles, tables, colors, fonts, images, links, etc.
  • If there are any attached files (or OLE Objects) in the document, the program will retrieve and detach them on disk. Attached files are extracted and saved in their original format.
  • All images are converted into JPEG, GIF or PNG files. To save disk space, Notes Extractor factorizes images (single-instance storage).
  • Forms are converted into XSL files.
  • Views are created to display all document types from the converted database. View indexes are saved as XML or HTML files.
  • If the file format should be EML (mail database conversion), an extra pass is done to convert XML/HTML files into EML.
Required System Configuration:
  • Data can be exported from a Notes client (v.8.x min.) or directly from a Domino server (v.8.x min.), 32 or 64 bits.
  • The operating system supported on the client and server sides is Windows (32 or 64 bits).
  • The Notes ID used for data extraction should have sufficient rights in order to ensure proper data extraction (presence in the database ACL, access to documents protected by Reader fields, encryption keys of encrypted documents ...).

Related resources

In this section you will find our Notes Extractor companion products:
SharePoint Provisioner : Transitioning from IBM to the Microsoft world involves the migration of your data and documents.
When the time comes to import the content from your databases, whether they are from discussions to business applications, containing a multitude of attachments or not, whether simple or complex, it is essential to automate this integration in order to save time and money.
SharePoint Provisioner will accompany you with this important challenge. The tool possesses the essential technical advantages, like data security management, management of different field types, inclusion of rich content, as well as matching of user names.

More about SharePoint Provisioner
Archive Mail is a centralized and automated IBM Notes email archiving solution.
Even if communication patterns evolve with enhanced socialization, mail remains the main tool for exchanging information between people in a business context, leading to a steady increase in data volumes stored on mail servers. The Archive Mail solution offers a new way to organize the archiving of users' email data by considering the constraints of the various actors (users, administrators, support).

More about Archive Mail
In this section you will find our technical datasheets downloadable in PDF format:
In this section you will find our Customer Success Stories downloadable in PDF format:

Customer registration

Notes Extractor sales model

The Notes Extractor license is granted per user desktop (individual license) and in subscription mode on a yearly basis. You pay a fee for the first year and then a renewal fee every year. The fee payment may cease at the end of the period if you wish. For periods shorter than 12 months, the license is granted in rental mode (3 or 6 months) and is more specifically intended to the use of the product within a project (see user cases) whose planned end occurs within 12 months.
A subscription during the course of the year is calculated from the 1st day of the month following the month of acquisition (purchase on March 15th, anniversary date on April 1st). A 12 month subscription may be followed by a 3 or 6 month rental.
Upon each renewal, the fee is reassessed on a contractual basis according to a fixed index (2.5%) or a variable index (Syntec index).
Your COOPERTEAM license agreement enables you to get free access to :
  • Software updates.
  • Technical Support.
  • Online Documentation and Support.
Contact us by email at contact@cooperteam.eu, by phone at +33 (0) 492 906 480 or using the online form.
If you are a government or non- government organization (NGO) or an academic institution, we have specific purchasing conditions.

Find out about the power of Notes Extractor with a remote demo or a Webinar

A COOPERTEAM consultant is available to show you the power and rich features of Notes Extractor.
You can contact us by email at contact@cooperteam.eu, by phone at +33 (0) 492 906 480 or using the online form.

Test Notes Extractor for free now

We provide you with a trial version of the Notes Extractor software during a 3 weeks-period after we have defined your needs together.
In order to save time during installation, initial setup and configuration of some features, we recommend you to get help from our technical support team so that we can best meet your expectations and guide you through your trial process. You will then benefit from a tailored start-up with a quick training session in order to get your first results.
Please feel free to contact us in order to schedule your trial at contact@cooperteam.eu, at +33 (0) 492 906 480 or using the online form.

To get a quote, you may proceed as follows

  • Complete the online form with the requested information for this product (see the Purchase Options tab).
  • Call your sales representative or ask for the sales team at +33 (0) 492 906 480.
  • A COOPERTEAM pre-sales consultant will quickly review your request and may contact you to better meet your specific needs or to get missing information.
  • You will then receive a proposal adapted to your project and your organization.
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