Needles, Haystacks and Teamstudio Export: Locating Databases to Archive

By Brian Arnold

If you're a fan of Where's Waldo (or Wally if you're in the UK), then you probably like searching for things. But for the rest of us, spending hours searching for what we're looking for is an exercise in frustration. 

Teamstudio Export provides a really easy way to create user-friendly, pure HTML archives of your IBM Lotus Notes/Domino databases. If you only have a few databases on a single server, it's pretty easy to scroll through the list of databases to identify the ones you want to archive. But what if your IBM Domino server has hundreds or even thousands of Notes databases?  The process of scrolling through the list becomes very labor intensive; scroll the screen, read through the Notes database titles, keep scrolling, repeat. This method is quite cumbersome, to say the least.

Through discussions with customers, we've found that many are not aware of the more advanced searching features within Export that can help you locate the databases you're looking for. Hence this blog post!

There are three different methods within Export to assist you in finding what you want fast.

1. Find

Using the "Find" functionality is the quickest and simplest method for locating a Notes database if you know its title or file name.

From within Teamstudio Export, simply press the "CTRL" and "F" keys together to display the "Find" field (alternatively you can also display the "Find" field by using the menu item "Window -> Find").  Once the "Find" field is displayed, simply start typing the database title, file name or any other information that is contained in the columns that you want to find:

2. Sort

Another way to locate databases is simply to change the sort order of the rows of data that are displayed. For example, to re-sort by the Notes database file path instead of the Domino server name, simply drag the columns and place them in the order you want them to be sorted by:

You can also use the Sort functionality to quickly categorize the information based on one of the available columns. Simply locate the column that you want to sort by and drag it onto the area just above the columns. This will then provide you with collapsed categories of information:

3. Filter

For each of the columns displayed within Teamstudio Export you can filter the data contained within the column. At the right side of each column is a small “filter” icon. Clicking on this icon will display the filter functionality.

For example, let's say you want to filter out any template files because you don't want to archive templates. Simply click on the filter icon on the column labeled "PATH". Then in the dialog box that is displayed, in the field labeled "Show rows with value that", select "Does not contain". In the following field, enter ".ntf" and then finally click the "Filter" button.  The end result will be that only Notes databases with the ".nsf" extension will be displayed:

Or, perhaps you only want to display the Notes databases that have already been archived but not converted to HTML so that you can begin the process of creating the HTML Archive files. By filtering on these two conditions you can very quickly get to the list of Notes databases you are looking for:

There are many other methods for filtering the information displayed within the Teamstudio Export application, all of which are very easy to navigate through. Using these different methods, you will be able to hone in on the information you need quickly and efficiently, in turn making your archiving tasks simpler to perform.

If you have any questions about these features, or any other aspect of using our tools, don't hesitate to contact us. We're always happy to chat!