Replace Lotus Notes with modern web applications
HCL Notes (formerly Lotus Notes) and IBM Domino still run in many Dutch corporates — often behind a locked glass door, where forms, workflows and knowledge databases have kept working unchanged for twenty years. We migrate NSF databases, LotusScript business logic and Domino forms to custom web applications on a modern stack — preserving data, audit trail and business rules.
HCL Notes (formerly Lotus Notes): when 30 years of legacy becomes the pain
When Lotus Notes was introduced in 1989, it was a revolutionary platform: a groupware environment in which email, calendar, forms, workflows and knowledge databases came together in a single NSF file, with server replication that was far ahead of its time. IBM acquired Lotus in 1995, and in the 2000s the platform became the standard collaboration platform for banks, insurers, ministries and large business service providers. In 2019 IBM sold the entire Notes/Domino portfolio to HCL Technologies. Since then the client has been called HCL Notes and the server HCL Domino, and ongoing development falls under an Indian owner that offers modernisation paths with Volt MX and the HCL Domino REST API.
Many Dutch organisations have been postponing migration to new platforms for years. Not out of nostalgia, but because the business logic inside is critical and nobody knows well who can rebuild it. We typically see these patterns among our clients:
- A handful of NSF databases are business-critical: the contracts register, the complaints or notifications register, a purchasing approval workflow, a knowledge base of procedures, or a case, member or relations file system. The rest has been phased out or is read-only.
- The LotusScript developer has retired, moved on, or sits on the payroll of an external party who bills by the hour for changes that have been standard elsewhere for twenty years.
- Integrations are brittle: links to accounting, a CRM or a data warehouse rely on export scripts or overnight replicas, and break with every migration elsewhere in the landscape.
- The UI no longer meets current expectations: users want mobile access, integrations with Microsoft 365 or Google Workspace, and SSO via Entra ID, and iNotes and HCL Verse don't reach that level.
- GDPR and security questions become uncomfortable: older Domino versions are no longer supported, audit trails on reader/author fields are difficult to export to modern SIEM tools, and pseudonymisation after the fact is a puzzle.
Lotus Notes was brilliant in its day. For a distributed organisation without a permanent internet connection, without the cloud, without browser applications, and with a development model in which form, view and business logic could live together in a single file, it was remarkable. Today there are practical reasons to move on: a shrinking pool of developers, integration complexity, mobile users and compliance. We help you make that transition in an orderly way, without bringing the business to a standstill.
The typical pain points of a Notes/Domino environment today
Before we talk about migration, let's start with an honest diagnosis. These are the pain points we regularly encounter in organisations still running HCL Notes / Domino:
Technical
- NSF databases are document stores with embedded forms and views — not relational schemas. Joins, complex reporting and BI integrations are cumbersome.
- LotusScript and @-formulas: business logic is scattered across form events, view formulas, agents and buttons. Refactoring without a complete inventory is risky.
- Replication conflicts: with distributed replicas between offices or branches, save conflicts are a daily management issue that simply does not exist in modern systems.
- Rich Text Format (RTF): legacy Notes RTF is a proprietary format, and converting it to HTML or Markdown requires a DXL export plus a parsing layer.
- Reader/author fields control access at document level. This logic must be translated one-to-one into row-level security in the new stack.
Organisational
- Domino Designer skills are becoming scarce: training barely exists any more, and the pool of freelancers shrinks every year.
- Unknown dependencies: a derived application often uses a view from another database via @DbLookup. Nobody knows any more which databases are truly standalone.
- Few modern integrations: connecting to Salesforce, AFAS, Exact, Microsoft 365 or a data warehouse requires custom development or expensive third-party connectors.
- Mobile working via Traveler or iNotes is functional but feels dated; users are asking for native iOS and Android experiences and PWAs.
- Vendor roadmap: HCL is still investing, but its strategic focus lies on Volt MX as a low-code layer, not on expanding the classic Notes/Designer stack.
In our IT modernisation programmes we treat these pain points as input: not everything has to go at once, and not everything in Notes needs to survive at all. An honest audit often shows that 30-40% of NSF databases can simply be archived, 30% need a one-to-one modern replacement, and 30% can be functionally extended in the new environment (mobile, BI, external supply-chain partners). See also our broader view on replacing legacy software.
Our migration approach: from NSF to modern web application
A Notes/Domino migration is not a straightforward database export. The value lies in the combination of data, form logic, views, workflow states and access control. We work in four stages, with explicit go/no-go decision points so that you are never caught off guard.
Inventory and audit
We map every NSF database, every ACL, every agent and every hidden view. Tools: nsfdump, DXL export via Domino Designer, plus a manual walkthrough with your key users. Result: a complete overview of forms, views, scheduled agents, reader/author rules, replicas and cross-database lookups.
Extract and design
The DXL export delivers XML representations of forms, views and documents. We parse these into a target schema in PostgreSQL or SQL Server, capture the business rules from LotusScript and @-formulas in a specification, and design the new application flow with clickable prototypes for your key users.
Building in sprints
Agile delivery in two-week sprints, with parallel data migration and validation against the live Notes environment. Reader and author fields are translated into row-level security; LotusScript agents into background jobs or serverless functions; views into tables plus search and filter layers.
Cutover & sunset
Thorough acceptance testing with key users, user training, a parallel run alongside Notes and a planned cutover. Afterwards, we set Notes to read-only for archiving and plan the final sunset of the Domino servers, including licence and compliance accountability.
What we typically do during the extract step
load nsfdump -d contracten.nsf -o contracten.dxl
# 2. Parse DXL: forms, fields, views, documents, ACL
python dxl_parse.py contracten.dxl > schema.json
# 3. Generate target schema (PostgreSQL) and business-rule spec
python schema_to_sql.py schema.json > migrate.sql
# 4. Migrate documents, including RTF to HTML conversion
python migrate_docs.py --batch=500 --validate
The final architecture depends on your landscape (see below), but the pattern of NSF extraction via DXL plus business-rule extraction from LotusScript remains constant. We document every conversion step, so that after go-live you have not only a new application but also an audit trail showing where old data and logic have ended up.
Three migration paths: which one suits your situation?
Not every organisation wants to move away from HCL straight away. Some clients prefer to modernise within the Domino platform first, while others opt for a complete rebuild immediately. We work out all three paths and help you choose based on your application portfolio, in-house expertise and strategic roadmap.
HCL Domino modernisation with Volt MX
For organisations that want to preserve their investment in Domino for the time being, HCL offers two modernisation tracks: the HCL Domino REST API (to expose existing NSF data through modern endpoints) and Volt MX (HCL's low-code platform with cross-platform UIs built on NSF data). We build Volt MX front ends and REST bridges so that your NSF data is accessible via modern web applications and mobile apps, without having to rewrite all the business logic straight away.
Suitable if: you still hold active licences, want to retain in-house Domino expertise, and wish to phase the migration over several years.
Full rebuild on a modern stack
For maximum flexibility and the lowest long-term TCO: a complete rebuild on a modern stack. Document storage and collaboration move to Microsoft 365 or Google Workspace; workflow and case logic becomes a custom web application (typically React or Astro on Node.js or .NET, with PostgreSQL or SQL Server, hosted on Azure or a private cloud). Authentication via Entra ID, audit trails to your SIEM, and BI directly through a data warehouse.
Suitable if: you were already due a broader overhaul, or if your current Notes applications have drifted too far from their original design to be worth copying. Take a look at our custom software approach for more details on how we build custom software.
Hybrid approach with a REST bridge
Often the pragmatic optimum for large portfolios: we build a REST layer on top of Domino (our own middleware or the HCL Domino REST API) and migrate applications one by one. Non-critical databases are archived, critical databases are replaced by custom web applications that can temporarily still read or write Notes data via the REST layer, and eventually Domino is sunset.
Suitable if: you have dozens of NSF databases, not all of the data is equally critical, and you want to migrate on a risk-weighted basis rather than through a big bang. It fits well within a broader IT modernisation programme.
| Aspect | A · Volt MX | B · full rebuild | C · hybrid |
|---|---|---|---|
| Lead time | Short: weeks per app | Long: months per app | Medium: portfolio in phases |
| HCL licences | Retained | To be phased out | Temporarily retained |
| Mobile UX | Good (Volt MX) | Completely open | Varies by app |
| M365 / Salesforce integrations | Limited: via REST bridge | Native | Per app |
| Risk | Low | Medium: rebuild | Low: phased |
| Long-term TCO | Medium | Low | Medium |
Which Notes applications do we encounter most often in Dutch corporates?
We come across one or more of these use cases at almost every client with an active Notes environment. For each of them we have a reference approach, from data model to UI pattern, so you don't have to wait through four weeks of design meetings before the build begins.
Employee handbook / knowledge base
Procedure manuals, health and safety instructions, quality files. Often hundreds of Notes documents with version history and reader/author rules per department. We migrate these to a custom knowledge portal or a knowledge base web app with search, versions, comments and role-based access.
Contracts and relationship database
Contract register, supplier files, customer database. Reader fields for sales versus legal, expiry-date agents and email reminders via LotusScript. We replace these with a lightweight custom CRM or a workflow web app.
Approval and project tracker
Purchase requests, holiday requests, change requests, small investment proposals. Notes workflow with status fields, escalation agents and e-mail notifications. Becomes a modern document workflow application with an audit log and BI dashboards.
Complaints or incident register
Compliance and quality reporting, incidents, data breaches, security events. High demands on audit trails, segregation of duties and reporting. We build this as a custom app with SIEM export and BI integration, connected to Microsoft 365 and your existing GRC tooling.
In some cases, the Notes functionality overlaps with what an out-of-the-box product (SharePoint Online, ServiceNow, Salesforce, AFAS) already offers. We have no qualms about advising you to choose a standard package when that makes sense — we only build custom software where it delivers real benefit. For pure document storage, a custom SharePoint alternative or the standard M365 stack is often enough.
Domino jargon: what is what?
Anyone just starting a Notes migration can easily get lost in the platform's own terminology. A short reference sheet for your own IT team and steering group:
NSF (Notes Storage Facility)
The file format of a Notes database. It contains data, design elements (forms, views, agents) and the ACL in a single file. An NSF can have replicas on multiple servers; replication conflicts are a typical administrative issue.
LotusScript
A Visual Basic-like procedural language for server-side and client-side scripting. Used for agents, button events and form events. A lot of classic business logic in NSF databases lives here.
@-formulas
Lotus's own formula language for view selections, computed fields and simple logic. @DbLookup, @If, @DocumentUniqueID Recognisable by the @ prefix. Mentally similar to Excel formulas.
Domino Designer
The Eclipse-based IDE in which Notes applications are built. Contains editors for forms, views, agents, script libraries and application properties. Also the source for DXL export.
DXL (Domino XML Language)
XML export format for both data and design elements. Our go-to method for extracting NSF content from the platform in a structured way for analysis and migration.
Reader / Author fields
Document-level access control. A Reader field determines who may see a document, an Author field who may edit it. In modern stacks this translates to row-level security or policy-based access.
iNotes / HCL Verse / Traveler
The web client (iNotes / Verse) and the mobile mail gateway (Traveler) on the Domino platform. Functional but dated in terms of UX; often a trigger for end users to request a replacement.
HCL Domino REST API / Volt MX
A modern API layer (REST API) and low-code platform (Volt MX) from HCL. The natural bridge for anyone who wants to modernise within the ecosystem without a full rebuild.
Why choose Appfront for your Notes migration?
- We understand both the old and the new: experience with DXL export, LotusScript readability and @-formula translation, combined with modern stacks (React, Astro, Node.js, .NET, PostgreSQL).
- No vendor lock-in later on: you receive the full source code, infrastructure as code and documentation. Switching suppliers is no longer a headache.
- Pragmatic advice: wherever possible we recommend standard products (Microsoft 365, SharePoint, ServiceNow) and only build custom solutions where they genuinely add value.
- Compliance first: GDPR, an ISO 27001-aligned way of working, audit trails by design, single sign-on via Entra ID, and encryption at rest and in transit as standard.
- Strangler fig over big bang: we phase the work where possible, with a live REST bridge between old and new so the business keeps running during the migration.
Our wider legacy modernisation services
A Notes migration rarely stands alone. It is often part of a broader programme: cloud migration, identity modernisation, BI integrations or a new digital workplace. Our wider services:
- Legacy software replacement — a general approach for ageing systems
- IT modernisation consultancy — strategic advice and programme management
- Legacy software modernisation — modernisation within the existing architecture
- Platform modernisation — complete platform renewal
- Platform migration service — an execution service
Frequently asked questions about replacing Lotus Notes / HCL Notes
Lotus Notes is the original product name (Lotus Development, since 1989). IBM acquired Lotus in 1995 and continued to use the Lotus Notes name for a long time; later it was referred to as IBM Notes. In 2019 IBM sold the entire Notes/Domino portfolio to HCL Technologies, and the client has since been called HCL Notes and the server HCL Domino. Functionally it is the same platform — only the owner and the roadmap have changed.
A phased migration is almost always the wiser choice. We like to work with a strangler fig approach: we build a REST layer on top of Domino (HCL Domino REST API or custom middleware) and migrate applications piece by piece. Non-critical databases are archived, critical databases are replaced with custom solutions, and eventually the Domino server is phased out. This way you maintain business continuity and spread the risk across several quarters.
Yes. Using DXL export, we extract forms, views, documents, attachments and metadata from every NSF database, including revision history and reader/author fields. During the migration we validate on a sample basis and at total level that record counts and content match. For compliance purposes we provide a migration report per database. Notes remains available in read-only mode during and after the migration for archiving purposes.
We extract all LotusScript code and @-formulas from the NSF databases and then work through them systematically, application by application, with your key users. The aim is a readable specification of what the logic is meant to do, not a one-to-one translation. Sometimes we find that rules are outdated and can be removed; sometimes a rule is still critical and we rebuild it in the modern stack. We document every decision.
Reader/author fields are document-level access control, and in modern stacks they translate into row-level security in the database (PostgreSQL, SQL Server) or policy-based access at the application level. We first map the existing matrix (which role may do what per document type), then build a clean access model. This is often an improvement: existing Notes ACLs have usually grown organically and contain duplications or inconsistencies.
Yes. Your Domino environment remains operational during the migration, and users carry on working in Notes as normal. We synchronise via DXL export or via the HCL Domino REST API. On the cutover date we take the new application live and set Notes to read-only, with the final sunset of the Domino servers scheduled for a later quarter. So there is no big bang and no period without available data.
A major benefit of modernising: integrations that were complex or overnight in Notes become real-time as standard in a modern stack. We connect using proven patterns to Microsoft 365 (Graph API, SharePoint, Teams), Salesforce (REST), AFAS (Profit Web Services) and data warehouses. Read more about Microsoft 365 integrations, or see our broad experience with ERP integrations.
Volt MX is a serious low-code layer from HCL that can expose NSF data via REST and deliver cross-platform user interfaces. For organisations that want to keep working with HCL for years and retain in-house Domino expertise, it is a legitimate option. For customers who want to fully decouple from HCL and lower long-term total cost of ownership, a full rebuild on an open stack is often the wiser choice. We advise independently, case by case.
GDPR questions are a frequently cited reason to migrate. On modern stacks, pseudonymisation, data minimisation, retention policies and audit-trail export to SIEM tools (Microsoft Sentinel, Splunk) are standard. On older Domino versions this is more cumbersome and sometimes impossible. We advise combining a Notes migration with an update of your DPIA, so that compliance and architecture are brought up to date in one go.
Ready for an honest audit of your Notes environment?
A Notes/Domino migration need not be a daunting prospect. With a structured approach — inventory, DXL extract, business-rule specification, phased rebuild — you can move your legacy applications to a modern stack without the business grinding to a halt. We would be glad to visit for a no-obligation NSF assessment, give you honest advice (Volt MX, full rebuild or hybrid) and build the trajectory that suits your portfolio.