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Migrator for Notes to Exchange 4.17 - Administration Guide

About the Migrator for Notes to Exchange documentation Notes Migration Manager 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 utility PowerShell cmdlets for Migrator for Notes to Exchange Appendix A: How do I ...?
Post-installation configuration Pre-migration preparations Batch-migration process Other features

How do I customize the placeholder message that the Data Migration Wizard substitutes for encrypted messages?

Since the Data Migration Wizard does not migrate encrypted messages, it will substitute placeholder messages for encrypted messages in your users’ Exchange mailboxes. The Self-Service Desktop Migrator will then replace the placeholder messages with the real messages as it de-crypts and migrates them.

You can customize the content of this placeholder message by creating a simple text file of the content, and then editing the Global Default Settings to specify the use and location of the file. The message can be a simple notification, or may include instructions for launching and running the Self-Service Desktop Migrator to migrate the encrypted message bodies. For information about customizing the user iface of the Self-Service Desktop Migrator, see How to customize the SSDM (in the Migrator for Notes to Exchange Scenarios Guide).

After you create the text file, edit the Global Default Settings (see How do I add or edit program parameters?):

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In the [General] section, set UseFilteredBodyMsg=1, and set an appropriate parameter value for BodyLostDueToEncryptionMsg (the full path and filename of the customized text file). For example:
[General]
UseFilteredBodyMsg=1
BodyLostDueToEncryptionMsg=c:\temp\replace.txt

Then use Notepad or some other text editor to open the notesdtapp.ini file, set the same two parameter values in the [General] section of that file, and save the changes to notesdtapp.ini.

How do I customize the placeholder message that the Data Migration Wizard substitutes for filtered attachments?

The Data Migration Wizard does not migrate encrypted messages or their attachments, so it substitutes placeholder messages for the filtered attachments in your users’ Exchange mailboxes. The Self-Service Desktop Migrator can then replace the placeholder messages with the corresponding attachments as it de-crypts and migrates the associated messages.

You can customize the content of this placeholder message by creating a simple text file of the content, and then editing the Global Default Settings to specify the use and location of the file. The message can be a simple notification, or may include instructions for launching and running the Self-Service Desktop Migrator to migrate the encrypted message bodies. For information about customizing the user iface of the Self-Service Desktop Migrator, see How to customize the SSDM (in the Migrator for Notes to Exchange Scenarios Guide).

After you create the text file, edit the Global Default Settings (see How do I add or edit program parameters?):

•
In the [General] section, set UseFilteredAttachmentMsg=1, and set a suitable parameter value for AttachmentLostDueToEncryptionMsg (the full path and filename of the customized text file). Example:
[General]
UseFilteredAttachmentMsg=1
AttachmentLostDueToEncryptionMsg=c:\temp\replace2.txt

Then use Notepad or some other text editor to open the notesdtapp.ini file, set the same two parameter values in the [General] section of that file, and save the changes to notesdtapp.ini.

How do I create or edit a template for personalized user-notification emails?

The Data Migration Wizard can generate personalized (mail-merge) notification emails to end users to inform them of their migration and provide useful information to help them in their transition. The wizard can also generate migration summary emails to administrators to keep them apprised of migration status.

The wizard lets you send the following messages:

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"You’ve been migrated" messages to Notes mailboxes: Generates a personalized mail-merge email to the Notes mailbox of every user in the collection, notifying them of their migration to the Exchange server. (The wizard inserts these messages directly into the users’ Notes mailboxes, so they are not icepted by any forwarding rules that would re-route them to Exchange.)
This email typically explains to the user that he or she has been migrated to Exchange, and should use the Outlook client for all future email and calendar activities. The email also typically provides each user’s new Outlook login credentials, and any other special instructions or tips that may be helpful.
•
"Welcome to Exchange" messages to Exchange mailboxes: Generates a personalized mail-merge email to the Exchange mailbox of every user in this collection, welcoming him or her to the Exchange environment and the Outlook client, and typically including information (or a link) to orient users to their new tools.
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Send "Migration summary" messages to administrators: Generates a personalized mail-merge email to all the SMTP addresses that are specified in the Recipient SMTP address text box. The email provides the migration summary and often includes an attachment containing logs of the migration statistics for each user in the collection. The email message might also include an attachment that contains a log of deferred Notes emails to be sent at a future date and time by Domino.

The first two options were developed to facilitate notification emails to users at the time of migration, but the feature can also be used to send personalized emails to users before or after they are migrated. You can use such pre- and post-migration notifications to announce an upcoming migration, explain the implications to end users, and tell them what they can expect and what will be expected of them.

To send pre/post-migration emails, use the process for creating or editing a template described in this section, and use the Data Migration Wizard only to send the messages (and not mailbox-enable users or migrate user data). See How do I send pre- or post-migration notification emails to end users? for more information.

The third option can be used to provide migration summary information to administrators and migration teams. An email attachment can provide detailed migration status information for each user in a collection. Another attachment can provide a list of Notes emails that were scheduled to be sent by Domino at a future date and time.

As in any mail-merge process, the template files contain variables that are replaced with values as each email is created. The wizard merges a template file with per-user variable values drawn from the collection’s data table (in the SQL database), and/or with environment or system variables. (The wizard draws the per-user values from an INI file, but the INI-file values are drawn from the SQL database and are rewritten, per user, as each user is processed.)

Migrator for Notes to Exchange installs with the following standard template files:

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ybm_template.html: for delivery to users’ Notes mailboxes immediately after migration when migrating to an on-premises Exchange server, or to a hosted Exchange environment other than Microsoft 365.
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ynma_template.html: for delivery to users’ Notes mailboxes immediately after migration when migrating to Microsoft 365.
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migration_summary_template.html: for delivery to the specified SMTP addresses of the administrators who should receive migration summary emails.
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wte_template.html: for delivery to users’ Outlook mailboxes immediately after migration when migrating to any target type.
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ada_template.html: for delivery to users' Notes mailboxes when migrating to on-premises Exchange. Tells the users that their AD accounts have been created and provides account information and passwords.
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o365_pwreset.html: for delivery to user's Notes mailboxes when migrating to Microsoft 365. Tells the users that their Microsoft 365 account passwords have been reset.

The Data Migration Wizard prompts you to specify a template file for each merged email you want to send. You can choose one of the standard templates, or you can create and use your own templates. You can also edit any of the template files to add or delete or modify content to better suit your needs.

Rules for mail-merge template files

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

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

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:

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

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$user:displayname$: The user’s Notes user name, from the SQL DB DisplayName column.
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$user:TargetAddress$: The user’s Exchange email address, from the SQL DB TargetAddress column.
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$user:MovedMsgCnt$: the number of the user’s mail messages that were migrated.
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$user:MovedContactCnt$: the number of the user’s contacts that were migrated.
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$user:MovedApptCnt$: the number of the user’s calendar items that were migrated.
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$user:MovedEncryptedMsgCnt$: the number of the user's encrypted messages (found in the Notes source, but not migrated).
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