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Migrator for Notes to Exchange 4.16.3 - Administration Guide

About the Migrator for Notes to Exchange documentation Notes Migration Manager
Basic operating principles Notes Migration Manager navigation drawer Project management features
NABS Discovery Wizard Internet Domains Discovery Wizard Directory Export Wizard Collection Wizard Groups Provisioning Wizard Notes Data Locator Wizard Provisioning Wizard Send PAB Replicator Wizard Data Migration Wizard SSDM Statistics Collection Wizard The Log Viewer Using the Qsched.exe task-scheduling utility SSDM Scheduling Administration utility Microsoft 365 Admin Account Pool PowerShell cmdlets for Migrator for Notes to Exchange Appendix A: How do I ...?
Post-installation configuration Pre-migration preparations Batch-migration process Other features

Rules for mail-merge template files

Rules for mail-merge template files

A mail-merge template file must conform to the following specifications:

  • The template file must be an HTML file with file extension .html or .htm.

  • A template file can contain UNICODE, UTF-8 or ANSI characters. UTF-16 is not supported. If an HTML tag specifying charset is included in the file, the charset is sent with each email.

  • Maximum file size (including the merge variables, but before the variables are expanded) is 64K–1 byte. If the file is 64K or larger, the email will not be sent.

  • Maximum length of any single line in the file (after any merge variables are expanded) is 512 bytes, or 256 UNICODE characters. Any line that exceeds this limit will be omitted from the merged email. This may vary from user to user, as variables in the form are replaced with user-specific values.

    A variable specification in a mail-merge template is enclosed in a pair of dollar signs, such as: $VarSpec$. (Also see the default templates installed with the applications to see how variables are used within a template file.)

    A template can contain any combination of INI variables, environment variables, and system variables. Environment and system variables characterize the wizard operating environment—the current date and time, for example— and are not unique per user.

    An INI variable is so named because its value is drawn from the associated INI file that the wizard checks as it processes users in a collection. The wizard generates this "scratch" INI file at the start of every run by copying parameter values from the wizard Task Parameters. The [User] section of the INI file contains only a single user’s data drawn from the collection data table in the SQL database, but this per-user data is rewritten to the INI file before processing of each user so that the correct values are available to the wizard for each user processed. The wizard can check the [User] section of the INI file for per-user values when generating a notification email.


Using "INI" variables in a mail-merge template

Using "INI" variables in a mail-merge template

An INI replacement variable refers the wizard to a particular parameter value within a particular section of the INI file, and takes the form $Section:Param$. For example:

  • $User:DisplayName$: Specifies the value of the DisplayName parameter in the [User] section of the INI file.

  • $Notes:Server$: Specifies the value of the Server parameter in the [Notes] section of the INI file.

  • $Exchange:Server$: Specifies the value of the Server parameter in the [Exchange] section of the INI file.

    The $Notes:Server$ and $Exchange:Server$ examples above are commonly used in merge templates, but the most commonly used INI variables are drawn from the [User] section, representing values that vary per user:

  • $user:displayname$: The user’s Notes user name, from the SQL DB DisplayName column.

  • $user:TargetAddress$: The user’s Exchange email address, from the SQL DB TargetAddress column.

  • $user:MovedMsgCnt$: the number of the user’s mail messages that were migrated.

  • $user:MovedContactCnt$: the number of the user’s contacts that were migrated.

  • $user:MovedApptCnt$: the number of the user’s calendar items that were migrated.

  • $user:MovedEncryptedMsgCnt$: the number of the user's encrypted messages (found in the Notes source, but not migrated).


Using environment and system variables in a mail-merge template

Using environment and system variables in a mail-merge template

An environment or system variable in a mail-merge template takes the form $env:VarName$, as in these examples:

  • $env:date$: the date system variable

  • $env:time$: the time system variable

    You can view Windows default environment and system variables through the System utility in the Windows Control Panel: On the Advanced tab of System Properties, click Environment Variables. You can also define new variables in the same Environment Variables dialog box.



Batch-migration process

Batch-migration process


How do I synchronize directory data and update the SQL database?

If synchronization of coexisting directories during the transition period is not a high priority, the administrator can add and delete users and update user data in the Exchange environment (only), using Exchange administration software.

If it is important to keep the two directories synchronized throughout the transition period, you should:

  1. Enter any staff changes in the Domino environment as they occur.

  2. Prior to the migration of each user collection, perform the following tasks:

    1. Use the Quest Coexistence Manager for Notes (CMN) Directory Connector to update Active Directory to match the updated Domino directory. (You do not need perform this step explicitly if the CMN Directory Connector is scheduled to automatically update the directories at regular intervals.)

  1. After the directories are updated, update the SQL database by using the Migrator for Notes to Exchange Directory Export Wizard to re-export Domino directory data. (Again, you do not need to perform this step explicitly if you used Notes Migration Manager to schedule recurring runs of the Directory Export Wizard—for example, 30 minutes after each scheduled update run of the CMN Directory Connector.)

  2. Check the export results (the summary table in the Export Notes Directory screen) to verify the integrity of the exported data. Any format or translation errors should be apparent; missing users, or inappropriate data forms in any fields would indicate that the export process was corrupted or otherwise unsuccessful.

  1. For any already-migrated user that leaves the organization, delete the user from the Exchange server, using Exchange administration software.

    The most efficient updating strategy is to automate the process by scheduling the CMN Directory Connector and Migrator for Notes to Exchange Directory Export Wizard to automatically run successively, in tandem, at regular recurring times—such as every night at midnight or 2 am.



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