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Archiving IBM Domino Applications using Veritas Enterprise Vault

Application Archiving


Many companies would like to reduce the number of inactive IBM® Domino® applications they have on their servers but have no easy way to do that.  Our ContentMover solution provides the flexibility needed to move the content to Veritas (TM) Enterprise Vault and provide the following capabilities:
  • Archived content is available via the browser-based Enterprise Vault search.  A search result showing an archived document will display a static HTML rendering of the document as well as any attachments.  The attachments can be easily downloaded.
  • IBM Notes® document links between archived documents are maintained and can be followed
  • Archived content be downloaded from the archive as a .eml file (which can be viewed by tools such as Microsoft Outlook) 
  • Archived content can optionally be stored in DXL format which can be imported into IBM Notes later
  • All document metadata (including which views and folders a document was in when archived) can be retained
  • Retention categories can be created and applied to documents as they are archived.  Retention categories let you specify how long to keep content in the archive before optionally deleting the content 
  • Once the content is archived, IBM Notes and Domino are no longer required to view the data.

IBM, Lotus, and Notes are registered trademarks of the International Business Machines Corporation.   Veritas is a trademark of Veritas.


EZ Notes Search on Microsoft Windows 10
EZ Notes Search was originally designed to run on Microsoft®  Windows® 7 and Microsoft Windows XP.  It is also supported on the Microsoft Windows 8 versions (with a slightly different user experience).

EZ Notes Search doesn't work properly on Microsoft Windows 10 and is therefore not supported on that platform.

One alternative to consider on Windows 10 is to use the native Notes search facility which can now search both mail and mail archives simultaneously.  Please see this post on the IBM web site for more details.

Microsoft and Windows are registered trademarks of Microsoft Corporation.



FAQ: How do I rebuild the Windows Search Index
When using EZ Notes Search with Microsoft Windows Search, you can rebuild the index by following these steps:

  1. Open the EZNConnector application by clicking on its icon in the system tray.
  2. Use File -> Exit menu to close the application
  3. Click the Windows Start button and type: Indexing Options
  4. Select the Indexing Options choice under Control Panel
  5. Click the Advanced button
  6. You may be prompted by the User Account Control, Select Yes
  7. Click the Rebuild button and then OK
  8. You should see the EZNConnector application restarted in the system tray.
  9. The amount of time to completely rebuild the index depends on how many files, IBM Notes databases, messages and attachments you have on your system.


EZ Notes Search Supports Searching IBM Notes 9!
We are pleased to announce that EZ Notes Search now supports searching IBM® Notes® 9.0 and IBM Notes 9.0.1.  In addition, we have added official support for Microsoft® Windows® 8.  This support was added in response to very strong interest in the Notes 9 product by both our existing customers and customers who are considering purchasing our product.

EZ Notes Search enables users to search their IBM Notes databases (mail, archives, attachments, contacts, discussion databases, teamrooms, and document libraries) using Microsoft's Windows Search feature.

The search can be initiated from the Start button (on Windows 7), Windows Explorer, or from within Notes itself.  When searching from Windows Explorer our document preview feature works for both Notes documents and attachments (if the associated attachment previewer is installed).

In addition to Notes, EZ Notes Search includes support for searching IBM Connections from Windows Search.

You can learn more about our product offerings on www.notesconnectors.com.

IBM and Notes are registered trademarks of the International Business Machines Corporation.
Microsoft and Windows are registered trademarks of Microsoft Corporation.



Searching IBM Connections via Windows Desktop
With EZ Notes Search V2.3 users can search IBM Connections easily from their Microsoft Windows 7 desktop (in addition to their IBM Lotus Notes mail and archive files.)  Users can specify which area(s) of Connections they would like to search:
  • All of Connections
  • Activities
  • Blogs
  • Bookmarks
  • Communities
  • Files
  • Forums
  • Personal Information
  • Profiles
  • Stand-alone content
  • Status Updates
  • Wikis
and can also search more than one Connections server (for example a public server like Lotus Greenhouse and their corporate server).

To start a search, click on the IBM Connections area that you want to search in Windows Explorer (you may be prompted to login to IBM Connections) and enter your query.  In the example below we have a search of the IBM Connections Files for the term: "application archiver for lotus domino" which is in the contents of a file on the Connections server:



Double clicking on the search result will open the found item.

The search query is sent to the Connections server which will query its index of content items and attachment contents.  The search results are returned to the user and displayed in Windows Explorer.

The configuration step is very simple and only needs to be done once:

a. Open the EZNConnector application
b. Select File->New Search Connector... and the following dialog appears:


c. Select the type of Connector and add the server information (here we have added https://greenhouse.lotus.com)
d. You can also change the name of the connector and have the connector automatically added to your Explorer favorites.
d. Select OK and connector is created.

Users can create a connector for each of the areas they are interested in searching.  The IBM Connections server must have basic authentication enabled in order to search the IBM Connections server.

There is a free trial version of EZ Notes Search V2.3 available on http://www.notesconnectors.com

Searching IBM Connections
We are pleased to announce that we have added support for IBM® Connections to our EZ Notes Search product.  EZ Notes Search V2.3 has these new capabilities:
  • Users can now quickly search their files, mail, archives, attachments and Connections using a single interface
  • Mail and archived mail messages now display the To and CC fields in the search results preview window
There is a free trial version available.  This is a client only install.  No additional software or changes need to made on the Connections or Domino servers making it very easy to use this product.   

This functionality complements the IBM Connections Desktop Plug-ins for Microsoft Windows which does not offer this search capability.  The IBM Connections Desktop Plug-ins for Microsoft Windows are not required to be installed to use the EZ Notes Search capabilities.

Please visit our site where you can download a free trial or purchase licenses: http://www.notesconnectors.com/search-software/

Lotus Notes/EZ Notes Search on Windows 8 Release Preview

Introduction
Microsoft has made available the Release Preview version of Windows 8 with its new Metro user interface.  Since the final version of the operating system has not been released yet, IBM Lotus Notes is not supported on this OS.  We would like to support EZ Notes Search on Windows 8 when Lotus Notes is supported, so we did some initial testing to see how the two will work together on the platform.

Installation
The Windows 8 Release Preview software (Evaluation copy, Build 8400) was installed in a new Hyper-V Virtual Machine on a Dell Vostro 64-Bit laptop.  Once that was done, IBM Lotus Notes 8.5.3 was installed and configured.  Finally, EZ Notes Search V2.2 (64 Bit) was installed.  No notable problems were encountered installing any of the software. 

Metro User Interface
The new Metro user interface is different from the Windows 7 user interface in a number of areas.  One way to think about the Metro UI is that it is the "Start" Button menu popped up and filling the screen.  There is no "Start" button on the desktop anymore.  From a keyboard you bring up the Metro interface by using the "Windows" key.  The "Start" button also popped up on Windows 7 when you pushed the "Windows" key.  (The Windows key has the Windows logo on it and is usually near the Alt or Ctrl keys).

Search
Users can search Files, Apps and the Control Panel from the Metro user interface.  From the desktop the user can search other content sources like Lotus Notes (if EZ Notes Search is installed) using Windows Explorer.  This can be done by using the "Search Again in" drop down on the Windows Explorer ribbon interface and picking the EZ Notes Search option.  Another way to initiate the search is by opening the "IBM Lotus Notes Content (EZ Notes Search)" Search Connector which is found in the user's "Searches" folder.

 

Behavioral Differences
One of the big differences between Windows XP, Windows 7 and Windows 8 from the EZ Notes Search perspective is what content stores are searched by default.   In Windows 7 the search would be done against Files, Applications, the Control Panel and any custom protocol handlers (like EZ Notes Search, MAPI and others) when you clicked the Start Button and typed your search term(s).  Similarly with Windows XP, when you typed in the  query box on the task bar, it would search all the content stores.  With Windows 8 Release Preview if you push the "Windows" key and start typing only the "Apps" are searched.

EZ Notes Search
If you would like to do some experimenting yourself or would like to try EZ Notes Search on Windows XP or Windows 7 (both 32 and 64 bit versions), you can download a trial version here: http://www.notesconnectors.com/ez-notes-search-v2-30-day-free-trial/  You can also see it in action (on Windows 7) on YouTube.  

EZ Notes Search Modifiers/Filters
Our EZ Notes Search product enables the user to search their local IBM Lotus Notes databases using Microsoft Windows Search.   

The Advanced Query Syntax is documented in the Windows Search help on your system.  To find the syntax:
  • Windows XP - Click on the magnifying glass in the system tray, then Help and then Advanced Query Syntax
  • Windows 7 - Click on the Start Button, then Help and Support.  In the search box, type: "Advanced Tips for Searching in Windows" and then select the "Advanced Tips for Searching in Windows" topic
  •  Windows 8 - Open File Explorer, then click in the Search box.  A new tab, "Search Tools" appears which gives you access to some filters.  The filters documented below also appear to work.
Windows Search gives you some great features including the ability to provide multiple search filters to narrow down your search.  For example you can search for messages from Tom by using the from filter: from:Tom.  Also you can find emails from last week by typing received:last week or find appointments for today by using startdate:today.  If you want to find a document that's an attachment use isattachment:Yes.  There are other filters available, see the table below.

Of course, the user can simply type in the text they are looking for and Windows Search will look for that text in files on the file system, messages, calendar entries,  in their mail files and mail archives (including the message body), and their attachments (if they have needed filters which often come with the application that produced the file). 

There is a free trial of EZ Notes Search available here.

If you want to also search your contacts, journal notebook, discussion databases, document libraries or team rooms, we have a version which let you do that as well: EZ Notes Search: Mail, Archives and Applications.

The search filtering is done through the use of the Microsoft Windows property definitions.  EZ Notes Search maps Notes document items to the corresponding Windows properties.  This article documents which properties EZ Notes Search provides and an example for how that information might be used to filter search results.  The following table is for the EZ Notes Search: Mail and Archives version of our product.


Windows Property
Example(s)
Description
Note Source Item
System.Subject
subject:Sockets
Subject or title of the mail message, document or attachment
Subject (if empty, puts “no subject”
System.Message.HasAttachments
hasattachment:No
Indicates if this message or document has an attachment
Yes if the document has attachments, No otherwise
System.IsAttachment
isattachment:Yes
Finds documents which are attachments
Yes for attachments, No otherwise
System.Search.Store
store:ezn

Will find only messages, documents and attachments added by EZ Notes Search
Is always the protocol name: EZN for documents we add to the index
System.Startdate
startdate:today
startdate:tomorrow

Finds calendar items that start on a particular day
StartDateTime or EndDateTime
System.EndDate
enddate:tomorrow
Finds calendar items that end on a particular day
EndDateTime
System.ItemNameDisplay
name:party
Finds documents based on the displayed name field
Same as Subject
System.ItemType
type:EZN/Message
Used to find documents by their type
Depending on the Form Item is one of: EZN/Message, EZN/Appointment, EZN/Meeting, EZN/ToDo,
EZN/Attachment
System.Kind
kind:document
Allows you to filter on the kind of document
Depending on the Form item is one of “email”, “calendar” or “task”.  For attachments it is “document”
System.Size
size:small
Allows you to filter based on the size of the document, message, attachment or file
The size of the Note Document
System.DateModified
datemodified:yesterday
This is used to find the most appropriate date to display
Is either “DeliveredDate”, “PostedDate” or the modification date of the note when it was last indexed
System.FromName
from:Dieter
The author of the mail message or calendar item.
From
System.Author
author:Dieter
The author of the mail message or calendar item.
Same as System.From
System.FileName
filename:myattach.txt
The original filename of the attachment.
Only set on Attachments to the original filename.  Extracted from the Rich Text Field which references it.  If not found in a Rich Text field, the $File value is used.
System.ItemPathDisplay
title:welcome
This is the default Title property displayed on Windows XP in the search results window (different from Windows 7)
On Windows XP this is set to the same value as System.Subject
System.ParsingName
parsingname:8888
Can be used to find a note by its ID
Note ID of the document or NoteId#AttNum for Attachments
System.Calendar.Location
location:teleconference
The location of a meeting
Location
System.Message.DateReceived
received:last week
The date a message was delivered to your mail file
DeliveredDate
System.Message.DateSent
sent:earlier this month
The date a message was posted for mailing
PostedDate
System.Message.ToName
to:Tom
The recipient names
SendTo
System.Message.ToAddress
toaddress:company.com
The smtp recipient addresses
InetSendTo
System.Message.CcName
cc:Mary
The cc’ed names
CopyTo
System.Message.CcAddress
ccaddress:company.com
The smtp cc addresses
InetCopyTo


Subject:"Windows Search" - Searching your Notes applications can be this simple
With Windows Search (and EZ Notes Search), you can easily filter your local database searches by Subject and then preview the result.



You can also filter by To:, CC: and others. See this post for more details.

Tip: Searching just your Lotus Notes data using Windows Search
If you want to search your Lotus Notes data using Windows Search, you can use "EZ Notes Search" (free trial available on http://www.notesconnectors.com/).  After you install the product and index your content, you can execute a search by simply clicking the Windows Start button and start typing your query.  Windows Search will immediately give you some search results:

Windows Search will show you content from Lotus Notes and your hard drive.  The heading for the Lotus Notes content leaves a little to be desired, so lets change it to something a little friendlier.

To do this, click the Start button and type: Searches

Then click on the "Searches" under Programs.  This will bring up a window with the list of Search Connectors that are installed on your PC.

Select the Lotus Notes one and then using the right mouse menu, click on Properties:

Now you can change the title to whatever you want.  When you are done, click OK.  The "Apply" button is always disabled for some reason.  For this example, I changed it to "Lotus Notes".

Next, select your modified Search Connector and using the right mouse menu, Use the Send to-> Desktop (create shortcut) option.  This will create a shortcut on your desktop.  When you double click on it, a Search window will pop up that will allow you to search only your Lotus Notes content:



Fix: Launching Lotus Notes from Search Results
Some customers have experienced problems when they attempt to launch IBM Lotus Notes from the search results page by double clicking on an item, they get an error message box instead.

Upon investigation, we have found that the user had previously installed Microsoft's "Windows Desktop Search: Add-In for Lotus Notes".  This add-in is known to cause problems with Lotus Notes versions 7.X and 8.X.  Users should uninstall it when using EZ Notes Search.

To uninstall on Windows XP open the Control Panel and then open "Add or Remove Programs".  Then find "Windows Desktop Search: Add-In for Lotus Notes" and click Remove.

To uninstall on Windows 7 open the Control Panel and then click on "Uninstall a program".  Find "Windows Desktop Search: Add-In for Lotus Notes" and click Uninstall.

Using to:, from: and cc: filters with EZ Notes Search
With EZ Notes Search you can quickly find a message to a particular person.  In the search box simply type to:Tom and it will find all messages to Tom.  Similarly from:Tom and cc:Tom work as well.  You can type a portion of their name, say To:Smi and Windows Search will match all messages with "Smi" in the To: field.  All the results will appear as you are typing the string so the more characters you type, the more the results will be refined.

There are other filters you can use as well: Advanced tips for searching in Windows.  EZ Notes Search V2 currently supports the following fields: System.ItemNameDisplay, System.ItemType, System.Author, System.Kind, System.Size, System.ItemFolderPathDisplayNarrow, System.DateModified, System.Message.FromName, System.Message.HasAttachments, System.IsAttachment, System.FileName, System.ItemPathDisplay, System.ParsingName, System.Calendar.Location, System.StartDate, System.EndDate, System.Message.DateReceived, System.Message.ToName, System.Message.ToAddress, System.Message.CcName, System.Message.CcAddress.

A few other examples:

startdate:today - find today's calendar items
startdate:tomorrow - find tomorrow's calendar items
startdate:12-15-2012 - find calendar items on a particular date

Uninstalling EZ Notes Search
If you need to uinstall EZ Notes Search, you should follow the steps in the ReadMe_EZNotesWindowsSearchConnector_InstallGuide_v2.0 found in the Notes directory where EZ Notes Search is installed.  Here is a summary of the instructions:

1. Exit Lotus Notes
2. Stop the Windows Search Service:
a. On Windows 7, this is done by clicking the start button (to do a search) and typing: view local services
b. Under Control Panel section of the search results, you will see a tool named "View local services"
c. Select the tool
d. Find "Windows Search" in the list of services.
e. Select it
f. Using the right mouse button, select Stop
3. If you are uninstalling a V1.X version of the product use the Task Manager to end the EZNMON.exe application if it is running.  EZNMON.exe may request a login but just leave the prompt open until you have started to uinstall the program.
4. If you are uninstalling a V1.5 Beta or V2.0 version of the product select the Show Hidden Icons in the lower right corner.  Select the EZNConnector.exe.  Once the application is visible you must use the File menu and then the Exit menu item to close the application.  If you use the Close X icon, the the application will be hidden again.
5. Now use the Control Panel Add/Remove Programs to remove the EZ Notes Windows Search Connector application.

You should reboot your computer before attempting to install the full licensed version.

EZ Notes Search - Windows Search for Lotus Notes

Search your mail, archives, attachments and files with one click!

  • Designed for use with Microsoft® Windows® Search
  • Allows users to search their Lotus Notes mail, archives, and attachments using Windows® Search.
  • Search your mail, archives and attachments within Lotus Notes® plus the content on your computer at the same time without the need for Lotus Notes to be open.
  • Open attachments without opening the Note first.
  • Previews Lotus Notes content and attachments using the Microsoft® Search preview pane.
  • Keeps your index up-to-date without interrupting your normal activities by indexing when CPU resources are free.
The EZ Notes Connector for Windows® Search works in conjunction with the Windows® Search facility (included with Microsoft Windows® 7 and added to XP with Microsoft Windows® Desktop Search 4.0) to index your IBM Lotus Notes content, so it can be searched at the same time as all the other content on your computer's hard drive. Messages and their attachments are indexed separately and returned as separate search results.
The connector will automatically index any local mail files or mail archives found in your Lotus Notes data directory or any subdirectory. In order to index local mail or local archives not found in your Lotus Notes data directory or subdirectory. Only mail files, including archives, are supported at this time.
Prerequisites
This software is supported on Microsoft Windows® 7 and XP. The user installing the software must be an administrator on the machine. Any version of Lotus Notes 6.5 to 8.5.3 will work with this software. The software will only index local mail files including archives. In order to preview Microsoft Office attachments, you must have Microsoft office installed.