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Binary Tree Migrator for Notes 20.13 - User Guide

Section 1. Introduction Section 2. Pre-migration Activities Section 3. User Provisioning Section 4. Email Repliability Section 5. Migrating Mail Files Section 6. Rooms and Resources Database Migration Section 7. Mail-in Database Migration Section 8. Setting Migration Status Section 9. Access and Delegation Migration Section 10. All Accounts Section 11. Customer Status Reports Section 12. Logs About us Technical support resources Appendix A: Staging Replicas Appendix B: Pre-Migration Troubleshooting Appendix C: Work with Files (Import/Export) Appendix D: Item Processing Results Appendix E: Migration Result Statuses Appendix F: Recovery Process Appendix G: Automatic Migration Restart Appendix H: Folder Processing Order

Section 1. Introduction

1.1 Document Conventions
1.2 Purpose & Audience
1.3 About Binary Tree Migrator for Notes
Data Fidelity
Migration Management
Migration Throughput
Lab Throughput Testing Details:
Key Features and Functions
Migrated Data
Data Fidelity
Calendar Fidelity
Data Filtering Options
Migration Management
Migration Throughput
1.4 Product Overview
Section 2. Pre-migration Activities
2.1 Importing Users
2.1.1 All Users
2.1.2 Select Users to Import
2.1.3 Import Select Users from Excel
2.1.4 Person Document
2.1.5 Change Step To
2.2 Auditing Mail Files
2.2.1 Audit workflow and delegation
2.2.2 Audit Mail File & Personal Data for Selected Users
2.2.3 Moving the Selected Users Back to Audit Mail File Data
2.2.4 Audit pNAB DB for Selected Users
Local Contact Data
Server-based Contact Data
2.3 Sending End User Notifications
Send End User Notifications
2.3.1 Send Notifications
2.3.2 Pending Responses
2.4 Setting Advanced Options
2.4.1 User Migration Actions
2.4.2 Replication Management
2.5 Validation
Section 3. User Provisioning
User Provisioning
Post Migration Tools
3.1 Provisioning
Section 4. Email Repliability
Add All Names to Translation Table
Add Selected Names to Translation Table
Matching Selected Entries
Matching Entries using LDAP
Updating a Translation Table
Checking Errors of a Translation Table
Section 5. Migrating Mail Files
5.1 Setting a Migration Profile
5.2 Migrating a User
5.3 Migrating Local User Archives to an Exchange Server
5.4 Migrating to an Exchange Archive
5.5 Performing Post Migration Actions
CMT Audit Date Time UserSMTPAddress.csv
5.6 Setting Advanced Migration Options
Removing Migrated Data from Exchange Server
Section 6. Rooms and Resources Database Migration
6.1 Preparing for Rooms and Resource Migration
6.2 Rooms and Resources Replicas
6.3 Provisioning Rooms and Resources
6.4 Migrating Rooms and Resources to .PST
6.5 Migrating Rooms and Resources to Exchange Server
Section 7. Mail-in Database Migration
7.1 Preparing for Mail-in Database Migration
7.2 Mail-In Database Replicas
7.3 Provisioning Mail-in Databases
Match Selected Entries using LDAP
Match Selected users on CAS Server
Match Selected entries using Powershell
Match all entries using Powershell
7.4 Migrating Mail-in Databases
Section 8. Setting Migration Status
Section 9. Access and Delegation Migration
9.1 Access and Delegation Migration Overview
9.2 Migrate Delegation – Scheduled
9.3 Enable and Suspend Scheduled Migration
9.4 Migrate Delegation – Manual
9.5 Active Delegation – Operation
Audit the mailfiles
9.6 Merge ACL Details
9.7 Send Delegation Settings email
Section 10. All Accounts
Section 11. Customer Status Reports
Section 12. Logs
About us
Technical support resources
Appendix A: Staging Replicas
Creating Connection Documents
Data Intended for Migration
Enterprise Migration Manager (EMM) Database
Rooms & Resources
Creating Replica Stubs for Users
Configuring EMM Customer Module Database
Creating Replica Stubs on Staging Server(s)
Appendix B: Pre-Migration Troubleshooting
Notes Security Validation:
Notes Server Access Validation:
Notes Template Validation:
Active Directory Account Validation:
Appendix C: Work with Files (Import/Export)
Import any field value from Excel
Export Current View to Excel
Export Selected Docs to CSV
Drop Users From Migration Groups with Excel
Appendix D: Item Processing Results
Appendix E: Migration Result Statuses
Set Migration Status
Set Migration Group
Set Migration Workstation
Clear Migration Status
Set Migration MCC
Appendix F: Recovery Process
Implementation and Feature Functionality
Common Failure Types
Cannot Open Mail File: “Migration initialization failed”
Corrupt Tables:
Corrupt Views:
Notes Crash:
General Recovery
General Recovery Process:
Recovery to Exchange
Recovery to PST
Recovery to PST using secondary AWD Workstation
Recovery to PST using Manual Processes
Appendix G: Automatic Migration Restart
Configuring Automatic Restart
Migrator for Notes Worker Basics
Migrator for Notes Recovery Basics
Detecting abnormal termination of a migration
Automatic re-queue of a migration job
Appendix H: Folder Processing Order

Binary Tree Migrator for Notes features a new name and logo but is the same trusted product previously known as CMT for Exchange (CMTe).

1.1 Document Conventions

Notes and Domino .nsf files were often referred to in the past as “databases.” Over time, the term changed to “applications.” In this document, Notes and Domino .nsf files are mostly referred to with the more familiar name “databases,” and at other times they are referred to as “applications.”

The Navigation Pane shows a list of “views”. Each view will automatically become populated with data as you progress through the migration steps outlined in this document.  “Folders” are also shown through the Migrator for Notes application but are treated the same as views from a navigation perspective. While some folders use the same icon as a view (), they differ, in that, they contain information and documents that is manually placed there by you, the user.

A pipe (|) denotes the succession of steps when navigating from one menu, icon or button to another; for example, “expand the Preparation | Import Users folder” means to expand the Preparation folder first and then expand the Import Users subfolder.

1.2 Purpose & Audience

The purpose of this document is to provide information on how to use Migrator for Notes to perform a mail migration from HCL Domino and Notes to Microsoft Exchange and Outlook. It is assumed that the Migrator for Notes Release Notes, Requirements, and Installation and Configuration Guide documents have been read prior to using this user guide.

This document assumes the reader has a minimum of one-year experience using a Notes Client and some basic Domino Administration skills, as well as Exchange and PowerShell for mailbox provisioning. If Domino/Notes Administration topics mentioned in this document are not understood, please reference the HCL System Administration documentation that is included with the HCL Notes Administration tool or through HCL Domino/Notes online help. Similarly, details on Exchange or PowerShell topics are available in Microsoft Exchange’s documentation or on the Microsoft website.

1.3 About Binary Tree Migrator for Notes

Migrator for Notes is the most comprehensive software available for migrating from HCL Domino to Microsoft Exchange.

Migrator for Notes not only supports migrations to on-premises Microsoft Outlook and Exchange, but also to online versions of Microsoft Outlook and Hosted Exchange, including Office 365.

Migrator for Notes, part of Quest’s Binary Tree suite of migration solutions that includes Directory Sync Pro for Notes and Integration for Notes, offers unmatched data fidelity, migration management, and migration throughput.

Data Fidelity

Migrator for Notes migrates HCL Notes email messages, calendar entries, contacts, to-do lists, personal journal entries (notebook entries) and more to Microsoft Outlook and Exchange while retaining the original text formatting, images, attachments, and links. Migrator for Notes also ensures that recurring meetings are properly migrated so that any subsequent changes, reschedules, or cancellations can be entered for all instances of the meeting where these are supported in Exchange. The data fidelity of Migrator for Notes significantly reduces the risk that your users will experience business process disruptions, data loss, or corruption.


Migrator for Notes will not migrate corrupt source data or data that cannot be processed by the HCL Notes Application Processing Interface (API). Source data must be in a healthy state for migration and any maintenance or remediation should be completed prior to migration using HCL Notes/Domino processes such as Fixup.

Also, fields in Notes, which do not have a corresponding field in Outlook, will not be migrated.

Migration Management

Migrator for Notes allows you to manage the entire migration project. Migrator for Notes enables you to schedule users for migration, monitor the status of their migration, and to configure pre- and post-processing actions, such as decrypting encrypted email items, collecting rules and Access Control Lists. Migrator for Notes also enables you to control the data being migrated by enabling you to filter it by data type, date ranges and message size. Acting as a centralized migration management system, Migrator for Notes reduces the risk of forgotten tasks and provides an audit trail of tasks both completed as well as pending.

Migration Throughput

Migrator for Notes can scale to meet the migration requirements of any organization. Under optimal conditions, a single Migrator for Notes migration workstation can migrate up to 8 GB of data per hour. For smaller organizations, one Migrator for Notes workstation may be appropriate. For larger migrations, multiple Migrator for Notes workstations, whether on virtual machines or individual workstations, will coordinate the work effortlessly. Adding additional workstations is a simple and painless process. These additional workstations use a technology called Automated Workload Distribution (AWD) to ensure that each workstation is kept busy continuously.

Multiple laboratory tests have been performed to evaluate Migrator for Notes migration throughput. We have observed migration speeds of up to 8 GB of data per hour. Migration throughput will vary widely depending upon the source system, migration environment and target system. Review the list of testing details below.


For testing the throughput of the migration system, we recommend that you migrate to .pst for a baseline of migration worker performance.


Review any data throughput or throttling restrictions on the target messaging system. These are typically applied through Exchange system throttling policies, restricting items such as burst allowances and maximum allowed usage and MAPI connections. Additional information on Exchange throttling can be requested from Microsoft support.

Migrator for Notes does allow for multiple Outlook migration accounts to be used and spread over multiple migration workers to prevent throttling on a single Outlook account from impacting all migrations. It is recommended to configure one Outlook migration account for every five migration workers if AWD is used.

Lab Throughput Testing Details:

  • Lab migrations are performed over a high-speed LAN (1000 mbps)

  • Lab Domino and Exchange Servers support very few active users

  • Lab Migration workstation(s) normally have 2 GB of RAM or higher (often 4 GB); although, a minimum acceptable amount of RAM as 4 GB is strongly recommended. Also, processor speeds and number of processors increase migration throughput.

  • Higher migration speeds have been observed on physical workstations versus virtual ones

  • Migration throughput is higher when migrating smaller number of messages with larger attachments than larger number of messages with smaller attachments. Additionally, disk I/O speeds greatly impact the throughput when migrating messages with attachments.

  • Migration throughput is lower when migrating calendar data, especially repeating calendar events. Large number of reschedules of repeating calendar events dramatically decreases migration throughput as all meeting updates must be processed prior to the data being migrated.

  • Large number of entries in the name translation table used to resolve source recipient lists decreases migration throughput

  • Large numbers of personal contact distribution lists, and especially distribution lists with many members, dramatically decreases migration throughput. Lab migration performance does not necessarily provide accurate estimates for production migration performance. The only way of determining the throughput you may achieve in your own environment is to set up and run a proof-of-concept project.



Lab testing of migrations to Exchange 2019 have shown lower throughput than Exchange 2013 and 2016. Throughput for 2019 has closer to Office 365 throughput processing and it is recommended to validate migrations to Exchange 2019 for planning purposes.

Key Features and Functions

Migrated Data

  • Mail Messages

  • Subject, Date, Body, Recipients

  • Mail Archives (server & local)

  • Mail-in Databases

  • Follow-up Flags

  • File Attachments

  • Doc Links, View Links and Database Links

  • Folders and Nested Folders

  • Calendar Entries

  • Personal Contacts

  • Personal Distribution Lists

  • Private Distribution Lists

  • To-do Lists

  • Personal Journal Data (also known as Notebooks)

Calendar notices (acceptances / declines / updates / cancellations) that do not have a main meeting to be applied to (orphaned calendar documents) will not be migrated.

End Users should be advised to process calendar items in Notes prior to migration. Unexpected results may occur in Outlook/OWA if an unprocessed meeting notice is migrated.

Domino Message Headers are not included in the data migration.

Data Fidelity

  • Names Resolution

  • Name Translation

  • All Messages Reply-able in Outlook

  • Migrates Embedded Images

  • Migrates Encrypted Emails (after decrypting them or migrating the encrypted content attached in an .nsf)

  • Migrates Attachments

  • Retains Formatting of Tables

  • Retains Original HTML Formatting

Calendar Fidelity

  • Migrates Single and Recurring Meetings

  • Migrates Custom and Complex Recurring Meetings

  • Migrates all Past and Present Calendar Entries

  • Migrates all Rescheduled Calendar Entries

Data Filtering Options

  • Filter by Document Type (Mail, Contact, Calendar, Task)

  • Filter by Absolute/Relative Dates or Ranges

  • Select to Skip a List of Folders (excluding system folders)

  • Select to Skip Notes Links

  • Filter by Data Quota Limits

Migration Management

  • Advanced User Management

  • Selective User Migration

  • Migration-related Communications

  • Scheduled Migrations

  • Email Archive Migration Options

  • Migration Destination Options

  • Room and Resource Migration Options

  • Mail File Access and Size Verification

  • Migration Pre-processing

  • Migration Post-Processing

  • Automated or Manual User Provisioning

  • Detailed Activity Logging

Migration Throughput

  • Built-in Automated Workload Distribution (AWD) Functionality

  • Up to 8 GB/hour Migration Throughput per Migration Workstation (actual throughput may vary depending on the environment).

Throughput speed may be reduced if your litigation hold and retention policies are enabled during mailbox migration. It is not recommended to enable litigation hold and retention policies until after a mailbox migration has completed.

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