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What to do with Lotus Notes Profile Documents during a Migration
Migrations will go more smoothly if you don't ignore them.

What are profile documents?
Profile documents can be described as invisible documents in a Notes database/application. They cannot be displayed in Views and they are not in a document count for the database. Profile documents were added to Notes to enhance performance. They reside in memory and can be accessed more quickly than from the disk. They were first used in Notes 4.5 to hold calendaring and scheduling information.

A user does not create a profile document from the Create menu; the developer needs to provide an action or agent that uses LotusScript or the command language to create the profile document and make it available for editing.

Profile Documents are typically used to:
Where are profile documents used?
Keywords lists:

This example is very simple, the Administrator of this profile could update the OS's without making design changes. Lookups would populate from the values in this field in the Profile Document. But it could be updated programmatically. Notice that there is no way to tell if this form will result as a conventional Notes document or a Notes Profile Document.

Configuration Documents:
Often we are writing a database/application which will be used in a number of situations. In the example below, we would complete the name of the Mail Server and once the Profile Document is saved, the value for Mail Server field is available in memory. This form can be very complex and have a number of tabs and hundreds of fields.

Prior to V4.5, we would store the configuration in a view and do a lookup to the view. We had to write code to make sure that we only had one configuration document in the database. We can have only one Profile Document with the same name in the database/application. If we store the configuration as a Profile document, there can only be one application wide profile document. We can have only one Profile Document with the same name in the database/application.

The command to create this MailProfile would look like this: @Command([EditProfile];"MailProfile")

There is an exception, when we want to have a different Profile Document for each person.
The command would look like this: @Command([EditProfile];"CalendarProfile";@UserName)

If the Profile Document exists then it is edited, otherwise a new Profile Document is created.

So how can I see these 'invisible" documents?
Since Profile Documents can only be created and manipulated programmatically. You will need someone who is familiar with Notes programming.
There are not a lot of steps required.

There you go a quick and dirty way of copying all the "hidden" documents into visible ones. I just ran the code above using Notes 7.0.3 and GetProfileDocCollection seems to have worked. Your mileage may vary.

I have a tool that I have adapted that lets me get a partial look at profile documents.

In this example, Notes has created some profile documents for its own use:


In this example, there are two Profile Documents.

This form displays the names of the Profile Documents in the database. We can delete them or edit them. I have primemaintain checked and if I "Edit Profile", I will be able to view and/or edit the contents of the Profile Document.

Otherwise I get the following message.

Caveat: The form that was used to create the Profile Document must still reside in the database. If the form does not exist then be very nice to your Notes resource.

An actual example.
Notes Migrator for SharePoint is one of the tools that I have enjoyed using over the past four years. NMSP is from Quest Software which is now a part of Dell.

What follows is my personal point of view and has not been sanctioned by Quest Software or Dell.

When I ran an analysis, I came upon a database/application which had 220 Profile Documents. Too many to just gloss over.


Okay, so a few standard Notes Profile documents but nothing that seems urgent.


Future Project
I currently have some code that lets me display all the Items (aka Fields) in a Notes Document. I have found that the Document Properties has been less than useful and this is my replacement. I would like to adapt this code to display the Items and content of a Profile Document.



If you know of a tool that will display the contents of a Notes Profile Document, please click the mail link below.

I hope this is helpful.
JV


Author's Background
I am a Notes/Consultant with twenty-seven years of experience (almost exclusively with Lotus Notes / Domino). My experience with Notes began when I worked as a Senior Computer Consultant for Price Waterhouse. In 1993, I went to work for Lotus Development Corporation as a Senior Notes / Domino Instructor. I started teaching Application Development and System Administration with Version 3. Helped to develop the course materials for Version 4.x and Release 5.x When LotusScript, Javascript and Java were added to Notes/Domino I started teaching these programming languages.

In 1995, IBM acquired Lotus. For several years we were left alone and the culture did not change. It was a lot of fun to work for Lotus. In 1999 the handwriting was on the wall and I decided it was time for me to leave. So I established V&M to do Lotus Notes/Domino Application Development, System Administration and Training. I've been at it ever since. The life of the consultant is constantly changing. It has given me the chance to travel across Canada and the United States, Scotland, England, Bermuda, Jamaica, Barbados and Hawaii. No travel to the Far East yet. Anyone?

For the last seven years I have been helping companies move their data from Lotus Notes to the Microsoft platform.

Some thoughts on Notes to Exchange Migrations
Migrating from Lotus Notes to Microsoft - Very easy and very hard
Pre- Migration Report that I use
Encrypted Mail Choices
Export a Notes View to CSV
Mail Migrations Using the Cloud
Mail Migrations - Some Lessons Learned
Speeding Some Migrations
Redirecting Mail Migration Traffic
One post migration story
One Approach to Mail Rules
Remove Encryption Button
Microsoft's "Secret" Mail Migration Tool
NME Migrations from a secondary Domino Directory
How to remove encryption from a Notes database
NME and Secondary Address Book
Multi File Selector for Binary Tree CMTe
Problem Mail Files for NME (Notes Migrator for Exchange)
Using a Staging Server for Notes to Exchange migrations
SmartCloud to Office 365
Notes2SharePoint Part 1
Migrating Private Folders
Different roles in an email migrations
What to do with Profile Docs during a Migration

If you would like to see my resume
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Copyright 1999-2017, John Vanderhoff. All rights reserved. This document is NOT in the public domain and remains the property of John Vanderhoff. Distribution or modification of this document without the knowledge, review and express permission of John Vanderhoff is strictly prohibited.