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Binary Tree Migrator for Notes 20.11 - 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 12. Logs 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 Third Party Components

7.3 Mail-In Database Replicas

The Rooms and Resources database consists of multiple calendars. You cannot migrate all Rooms and Resources at once because multi-calendar databases are not supported in Microsoft Exchange. For this reason, you need to import each room and resource from this database separately into the server.

The Rooms and Resource Import process will create individual nsf files for the migration of the specific calendar data for the entry to be migrated. The location of these nsf files can be configured on the Settings – Rooms & Resources tab.


The Excel import process cannot be used for Rooms and Resources because there is additional processing required to extract the specific calendar information for each room or resource from the Domino reservation application.


The import and creation of the room or resource .nsf files with the extraction of the calendar data is a point-in-time process and will not automatically pick up changes to bookings after the import is completed. The items to be migrated should be imported as close to the migration time as possible.

The Rooms and Resources database can be migrated either to a .pst file or to the Exchange server. Migrating the Rooms and Resources database to a .pst file is considered an easier method as it doesn’t require manually matching or resolving the database to the Exchange server.

In this section, you will learn to prepare the Rooms & Resources database for migration and migrate rooms and resources to a .pst file as well as to the Exchange server.


Irrespective of which method is employed to migrate the Rooms & Resources database, the preparation steps remain common to both the methods.

6.1  Preparing for Rooms and Resource Migration

To prepare for Rooms and Resources migration:

  1. Expand the Rooms & Resources Migration | Preparation | Import and Copy view in the Navigation Pane:

    Source Count indicates the number of resources that might be necessary to migrate.

  1. Click the Import Rooms & Resources button in the Data Pane:

    Import Rooms & Resources

  2. The Select Resource Type to Import from NAB dialog box appears; Room is selected by default; click OK:

  1. The Rooms dialog box appears; select a room and click OK:

    Rooms Dialog Box

  2. A message box appears displaying the rooms you selected in the previous step; click OK to continue:

  3. A confirmation box appears; click OK

    The Data Pane displays the rooms that are imported:

  4. Click the Import Rooms & Resources button, select Resource and click OK to import from NAB:

  5. The Resources dialog box appears; select a room and click OK:

    Resources Dialog Box

  6. A message box appears displaying the resources you selected in the previous step; click OK to continue

  7. A confirmation box appears; click OK

  8. The Data Pane displays the resources that are imported

6.2  Rooms and Resources Replicas

Rooms and Resources staging replicas can be created and managed if Replication is required and enabled. Note that Replication must be enabled and configured in the Replica Settings tab of Settings. Replication views do not appear if Replication is disabled.

 


Replication for Rooms and Resources is not necessary if the Settings | Rooms and Resources | Target Server is the same as the Settings | Replica Settings | Staging Server(s) are the same server.

To manage replication:

  1. Expand Preparation and click Create Replicas

  2. To create replicas, select one or more entries and click the Create Replicas button; this will create individual replicas; a Quick Push Replication option is also available in this view

  3. You may clear and repopulate or delete selected databases from the Repopulate or Delete view if necessary:

    Repopulate or Delete View

  4. Click Compare All Replicas; the replica comparison will allow you to compare a room or resource and the staging replica

  5. Select an option form the Verify Actions drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view:

    The following table describes the function of each menu option:

Option

Description

Run Replica Comparison For Selected Users

Allows you to select entries and compare replicas

Set Verification Flag for Selected Users

Allows you to select entries and set a verification flag for them

Remove Verification Flag for Selected Users

Allows you to select entries and remove the verification flag for them

 

  1. Click Preparation | By Group:

    Set Migration Status By Group

  1. This view gives you the ability set migration status and migration group

  1. During the matching process, users that encounter an error are moved to the Check Errors folder in the Navigation Pane:

    Check Errors View


If you cannot resolve the errors or need assistance determining why an error occurred, check the Knowledge Base under Support on the product web site or contact Product Support.

6.3  Provisioning Rooms and Resources

Refer to the Provisioning View screenshot below and set up the Exchange mailbox databases in the following steps:

Provisioning View

  1. Expand the Preparation | Provisioning view

  2. Select the appropriate resource in the Data Pane

  3. Click the Set Exchange Mailbox DB button to manually choose a database from a list

  4. Select a database and then click OK to continue

  5. Select Set Exchange Mailbox DB (Round Robin) to distribute the rooms across all available Exchange mailbox databases

 


Example of Round Robin: If you have 10 Exchange mailbox databases set in Exchange to be used and you are provisioning 20 rooms, Room1 is assigned to Exchange mailbox database 1, Room2 to database 2, and so on. When it reaches the last database, it assigns the next room to Exchange mailbox database 1.

Once complete, the Exchange mailbox database is visible in the Room & Resource Migration view

Select the Enable/Create Room view to enable rooms, set X500 addresses and set full access; the Set X500 Address button only displays if you selected “Yes to separate the set X500 action” on the User Provisioning Settings tab

To match the selected Rooms and Resources:

  1. Click Match selected

  2. The drop-down menu displays four menu options:

    The following table describes each menu option:

Option

Description

Match selected entries using LDAP

Matches selected Rooms and Resources with their corresponding entries in AD using LDAP

Match Selected users on CAS server

Matches selected Rooms and Resources with their corresponding entries in AD on the Exchange CAS server

Match Selected entries using PowerShell

Matches selected Rooms and Resources using PowerShell

Match all entries using PowerShell

Matches all Rooms and Resources using PowerShell

 

Once the migration is completed, you can update mail routing and update the AD primary and secondary SMTP.

  1. Click the Mail Routing button to set mail routing to Exchange or update the AD primary and secondary SMTP; the Set Mail Routing Back to Notes option is for rolling back if needed:

     

     

6.4  Migrating Rooms and Resources to .PST

After you have exported Rooms & Resources databases information into the Migrator for Notes, create a migration profile for the rooms and resources to be migrated to a .pst file, and save it.


Be sure that room mailboxes have been created in Exchange for rooms and/or resources.

 

  1. In the Navigation Pane, expand 3. Room & Resource Migration | Migration | 1. Set Migration Profile

  2. Select the rooms and resources in the Data Pane and click the Set CMT Migration Profile button

  3. Select the migration profile created earlier to migrate rooms and resources to a .pst file, and click OK:

    Set CMT Migration Profile

  4. Click Migrate in the Navigation Pane

  5. Select the room and resources in the Data Pane and click the Migrate Rooms & Resource button

  6. The Add to migration queue option is selected; click OK

     

    Rooms and resources are migrated successfully to the location specified in the migration profile, for example C:\Exported PSTs folder

  7. Before migrating, clear or delete any necessary databases; in the Advanced view, select the rooms and resources, click Additional Actions and select the appropriate drop-down menu item:

    The following table describes the menu options:

Option

Description

Clear Selected DB(s) and re-populate

Selected room or resource import database created by Migrator for Notes will be cleared and then repopulated to import the updated information. This does not impact on the source Domino resource application

Delete Selected DB(s)

Selected room or resource will be deleted from the Migrator for Notes database as well as the temporary database created by Migrator for Notes into which the rooms or resources schedule was exported

 

6.5  Migrating Rooms and Resources to Exchange Server

After you have exported Rooms and Resources databases information into Migrator for Notes and matched them with their corresponding AD entries (using the Match selected button in the Import and Copy view), you can prepare the Rooms and Resources for migration.


Be sure that room mailboxes have been created in Microsoft Exchange for rooms and resources.

 

  1. Expand the Rooms & Resource Migration | Migration | Set Migration Profile view in the Navigation Pane

  2. Select rooms and resources in the Data Pane and click the Set CMT Migration Profile button

  3. Select the appropriate profile from the dialog box and click OK:

For information on manually setting migration statuses, see Appendix E: Migration Result Statuses.

Section 7.  Mail-in Database Migration

7.1  Preparing for Mail-in Database Migration

If you have already added all names to the Translation Table in a previous step, Mail-in databases are already there. If not, add them now by going back to the Email Repliability view. You can match these entries in either view as needed.

7.2  Migrating Mail-in Databases

A Mail-in database can be migrated either to a .pst file or to the Exchange server.

The first step in the migration of a mail in database is to import it into Migrator for Notes and prepare it for migration.

  1. Expand Mail In Database Migration | Preparation | Import in the Navigation Pane:

    Import Mail-in DBs button

     

  2. Click the Import Mail-in DBs button

  3. From the Mail-In Databases view in <Domino directory> dialog box, select the mail-in database that you want to migrate and click OK:

  4. Click OK in the message box:

  5. Click OK in the results box:

  6. Expand the Migration | Advanced view in the Navigation Pane

  7. Select the database in the Data Pane and set its migration status, group and workstation

  8. Database appears under its assigned group and displays its current migration status.

  9. Expand the Audit Mail In view; verify the database by selecting it and then clicking the Verify Mail-In Database button:

  10. Click Yes in the confirmation box:

  11. Click OK in the box that appears showing that the database has been audited; the database is audited and its status and group are set

  12. Go to Migration Profiles under the Configuration view in the Navigation Pane; create a profile to migrate the mail in databases to a .pst file, and save it

  13. Navigate back to the Mail In Database Migration | Migration | Set Migration Profile view in the Navigation Pane

  14. Select the database, and then click the Set CMT Migration Profile button

  15. Select the migration profile you created to migrate the mail in databases to a .pst file in the Select Migration Settings dialog box and click OK

  16. Click Migrate in the Navigation Pane

  17. Select the database and then click Migrate Mail-In Database

  18. From the Select Migration Priority dialog box, select a priority and click OK

  19. Depending on the size of the data being migrated, the transfer may take few minutes to several minutes

  20. The Refresh Migration Status button allows you to refresh the status of the selected mail-in databases

If the Audit Exchange Migrated Data option is enabled in the Settings, an Audit Migrated Data button will appear:

This agent audits the Exchange mailbox post-migration and creates a CSV file in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory of the workstation used to initiate the audit.

The CSV file has the following format:

  • Column A - UNID

  • Column B - NoteID

  • Column C - Migration Status (0=Unknown Result Status, 1=Successful, 2= Partially Migrated - Encrypted Body, unable to migrate attachment, but part of the message was converted and is available in Outlook)

  • Column D - Message Subject

The last line of the CSV file states “Audit Completed” when the agent completes. Contact and Group migrations are not included in the audit.  Child documents that are integrated with the parent documents are not be listed in the CSV file.

 

7.3  Mail-In Database Replicas

Mail-In Database Replicas can be created and managed if Replication is required and enabled. Note that Replication must be enabled and configured in the Replica Settings tab of Settings. Replication views do not appear if Replication is disabled.

To manage replication:

  1. Expand the 4. Mail In Database Migration | Preparation | Create Replicas view:

  2. To create replicas, select one or more entries and click the Create Replicas button; the Change Replication Formula option is also available in this view

  3. A dialog box will appear prompting you to enter the data when the migration will commence; select a date from the calendar picker and click OK:

  4. When the Select the Staging Server dialog box appears, select a server from the dropdown menu and click OK

    Only check the Override the replication formula if you want to override your replication formula in the Replica Settings document:

  5. Click Yes in the proceed with Replica Creation? dialog box

  6. A Results dialog box appears to show the results of the replication; click OK

  7. Click Compare Replicas; the replica comparison will allow you to compare the original mail-in database and the staging replica

  8. Select an option form the Verify Actions drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view:

    The following table describes the function of each menu option:

Option

Description

Run Replica Comparison For Selected Users

Allows you to select entries and compare replicas

Set Verification Flag for Selected Users

Allows you to select entries and set a verification flag for them

Remove Verification Flag for Selected Users

Allows you to select entries and remove the verification flag for them

 

  1. You may delete selected mail-in databases from the Delete Replicas view:

  2. Click By Group | Set Migration Status

    This view gives you the ability set the migration status, group and workstation:

7.4  Provisioning Mail-in Databases

Perform the following steps to set up the Exchange mailbox databases.

  1. Select the appropriate Mail-in databases

  2. Click the Set Exchange Mailbox DB button to manually choose a database from a list.

  3. Select a database and then click OK to continue

  4. Select Set Exchange Mailbox DB (Round Robin) to distribute the Mail-in databases across all available Exchange mailbox databases:

Set Exchange Mailbox DB

 


Example of Round Robin: If you have 10 Exchange mailbox databases set to be used and you are provisioning 20 Mail-in databases, Mail-indatabase1 is assigned to Exchange mailbox database 1, Mail-indatabase2 to database 2, and so on. When it reaches the last database, it assigns the next Mail-in database room to Exchange mailbox database 1.

Once complete, the Exchange mailbox database is visible in the Mail-in Database Migration view.

  1. Select the Enable/Create Mail In  view to begin enabling Mail-in databases, set X500 Addresses and set full access; the Set X500 Address button only displays if you selected “Yes to separate the set X500 action” on the User Provisioning Settings tab

To match the selected Mail-In databases:

  1. Expand Preparation and click Provisioning

  2. Click Match selected

  3. The drop-down menu displays four menu options:

 

The following table describes each menu option:

Option

Description

Match selected entries using LDAP

Matches selected Mail-in databases with their corresponding entries in AD using LDAP.

Match Selected users on CAS server

Matches selected Mail-in databases with their corresponding entries in AD on the Exchange CAS server.

Match Selected entries using PowerShell

Matches selected Mail-in databases using PowerShell.

Match all entries using PowerShell

Matches all Mail-in databases using PowerShell.

Match Selected Entries using LDAP

  1. Select the Match selected entries using LDAP menu option

  2. The selected Mail-in databases are matched in AD

  3. Click OK to close the message box

Match Selected users on CAS Server

Use this option if the destination mailbox server and the CAS servers are not the same server.

  1. Select the Match Selected users on CAS server menu option

  2. The selected Mail-in databases are matched on the Exchange CAS server; click OK to close the message box

Match Selected entries using Powershell

  1. Select the Match Selected entries using PowerShell menu option

  2. The selected Mail-in databases are matched using PowerShell; click OK to close the message box

Match all entries using Powershell

  1. Select the Match all entries using PowerShell menu option

  2. All Mail-in databases are matched using PowerShell; click OK to close the message box

Once the migration is completed, you can update mail routing.

  1. Click the Mail Routing button to set mail routing to Exchange. The Set Mail Routing Back to Notes option is for rolling back if needed.

 

7.4 Provisioning Mail-in Databases

The Rooms and Resources database consists of multiple calendars. You cannot migrate all Rooms and Resources at once because multi-calendar databases are not supported in Microsoft Exchange. For this reason, you need to import each room and resource from this database separately into the server.

The Rooms and Resource Import process will create individual nsf files for the migration of the specific calendar data for the entry to be migrated. The location of these nsf files can be configured on the Settings – Rooms & Resources tab.


The Excel import process cannot be used for Rooms and Resources because there is additional processing required to extract the specific calendar information for each room or resource from the Domino reservation application.


The import and creation of the room or resource .nsf files with the extraction of the calendar data is a point-in-time process and will not automatically pick up changes to bookings after the import is completed. The items to be migrated should be imported as close to the migration time as possible.

The Rooms and Resources database can be migrated either to a .pst file or to the Exchange server. Migrating the Rooms and Resources database to a .pst file is considered an easier method as it doesn’t require manually matching or resolving the database to the Exchange server.

In this section, you will learn to prepare the Rooms & Resources database for migration and migrate rooms and resources to a .pst file as well as to the Exchange server.


Irrespective of which method is employed to migrate the Rooms & Resources database, the preparation steps remain common to both the methods.

6.1  Preparing for Rooms and Resource Migration

To prepare for Rooms and Resources migration:

  1. Expand the Rooms & Resources Migration | Preparation | Import and Copy view in the Navigation Pane:

    Source Count indicates the number of resources that might be necessary to migrate.

  1. Click the Import Rooms & Resources button in the Data Pane:

    Import Rooms & Resources

  2. The Select Resource Type to Import from NAB dialog box appears; Room is selected by default; click OK:

  1. The Rooms dialog box appears; select a room and click OK:

    Rooms Dialog Box

  2. A message box appears displaying the rooms you selected in the previous step; click OK to continue:

  3. A confirmation box appears; click OK

    The Data Pane displays the rooms that are imported:

  4. Click the Import Rooms & Resources button, select Resource and click OK to import from NAB:

  5. The Resources dialog box appears; select a room and click OK:

    Resources Dialog Box

  6. A message box appears displaying the resources you selected in the previous step; click OK to continue

  7. A confirmation box appears; click OK

  8. The Data Pane displays the resources that are imported

6.2  Rooms and Resources Replicas

Rooms and Resources staging replicas can be created and managed if Replication is required and enabled. Note that Replication must be enabled and configured in the Replica Settings tab of Settings. Replication views do not appear if Replication is disabled.

 


Replication for Rooms and Resources is not necessary if the Settings | Rooms and Resources | Target Server is the same as the Settings | Replica Settings | Staging Server(s) are the same server.

To manage replication:

  1. Expand Preparation and click Create Replicas

  2. To create replicas, select one or more entries and click the Create Replicas button; this will create individual replicas; a Quick Push Replication option is also available in this view

  3. You may clear and repopulate or delete selected databases from the Repopulate or Delete view if necessary:

    Repopulate or Delete View

  4. Click Compare All Replicas; the replica comparison will allow you to compare a room or resource and the staging replica

  5. Select an option form the Verify Actions drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view:

    The following table describes the function of each menu option:

Option

Description

Run Replica Comparison For Selected Users

Allows you to select entries and compare replicas

Set Verification Flag for Selected Users

Allows you to select entries and set a verification flag for them

Remove Verification Flag for Selected Users

Allows you to select entries and remove the verification flag for them

 

  1. Click Preparation | By Group:

    Set Migration Status By Group

  1. This view gives you the ability set migration status and migration group

  1. During the matching process, users that encounter an error are moved to the Check Errors folder in the Navigation Pane:

    Check Errors View


If you cannot resolve the errors or need assistance determining why an error occurred, check the Knowledge Base under Support on the product web site or contact Product Support.

6.3  Provisioning Rooms and Resources

Refer to the Provisioning View screenshot below and set up the Exchange mailbox databases in the following steps:

Provisioning View

  1. Expand the Preparation | Provisioning view

  2. Select the appropriate resource in the Data Pane

  3. Click the Set Exchange Mailbox DB button to manually choose a database from a list

  4. Select a database and then click OK to continue

  5. Select Set Exchange Mailbox DB (Round Robin) to distribute the rooms across all available Exchange mailbox databases

 


Example of Round Robin: If you have 10 Exchange mailbox databases set in Exchange to be used and you are provisioning 20 rooms, Room1 is assigned to Exchange mailbox database 1, Room2 to database 2, and so on. When it reaches the last database, it assigns the next room to Exchange mailbox database 1.

Once complete, the Exchange mailbox database is visible in the Room & Resource Migration view

Select the Enable/Create Room view to enable rooms, set X500 addresses and set full access; the Set X500 Address button only displays if you selected “Yes to separate the set X500 action” on the User Provisioning Settings tab

To match the selected Rooms and Resources:

  1. Click Match selected

  2. The drop-down menu displays four menu options:

    The following table describes each menu option:

Option

Description

Match selected entries using LDAP

Matches selected Rooms and Resources with their corresponding entries in AD using LDAP

Match Selected users on CAS server

Matches selected Rooms and Resources with their corresponding entries in AD on the Exchange CAS server

Match Selected entries using PowerShell

Matches selected Rooms and Resources using PowerShell

Match all entries using PowerShell

Matches all Rooms and Resources using PowerShell

 

Once the migration is completed, you can update mail routing and update the AD primary and secondary SMTP.

  1. Click the Mail Routing button to set mail routing to Exchange or update the AD primary and secondary SMTP; the Set Mail Routing Back to Notes option is for rolling back if needed:

     

     

6.4  Migrating Rooms and Resources to .PST

After you have exported Rooms & Resources databases information into the Migrator for Notes, create a migration profile for the rooms and resources to be migrated to a .pst file, and save it.


Be sure that room mailboxes have been created in Exchange for rooms and/or resources.

 

  1. In the Navigation Pane, expand 3. Room & Resource Migration | Migration | 1. Set Migration Profile

  2. Select the rooms and resources in the Data Pane and click the Set CMT Migration Profile button

  3. Select the migration profile created earlier to migrate rooms and resources to a .pst file, and click OK:

    Set CMT Migration Profile

  4. Click Migrate in the Navigation Pane

  5. Select the room and resources in the Data Pane and click the Migrate Rooms & Resource button

  6. The Add to migration queue option is selected; click OK

     

    Rooms and resources are migrated successfully to the location specified in the migration profile, for example C:\Exported PSTs folder

  7. Before migrating, clear or delete any necessary databases; in the Advanced view, select the rooms and resources, click Additional Actions and select the appropriate drop-down menu item:

    The following table describes the menu options:

Option

Description

Clear Selected DB(s) and re-populate

Selected room or resource import database created by Migrator for Notes will be cleared and then repopulated to import the updated information. This does not impact on the source Domino resource application

Delete Selected DB(s)

Selected room or resource will be deleted from the Migrator for Notes database as well as the temporary database created by Migrator for Notes into which the rooms or resources schedule was exported

 

6.5  Migrating Rooms and Resources to Exchange Server

After you have exported Rooms and Resources databases information into Migrator for Notes and matched them with their corresponding AD entries (using the Match selected button in the Import and Copy view), you can prepare the Rooms and Resources for migration.


Be sure that room mailboxes have been created in Microsoft Exchange for rooms and resources.

 

  1. Expand the Rooms & Resource Migration | Migration | Set Migration Profile view in the Navigation Pane

  2. Select rooms and resources in the Data Pane and click the Set CMT Migration Profile button

  3. Select the appropriate profile from the dialog box and click OK:

For information on manually setting migration statuses, see Appendix E: Migration Result Statuses.

Section 7.  Mail-in Database Migration

7.1  Preparing for Mail-in Database Migration

If you have already added all names to the Translation Table in a previous step, Mail-in databases are already there. If not, add them now by going back to the Email Repliability view. You can match these entries in either view as needed.

7.2  Migrating Mail-in Databases

A Mail-in database can be migrated either to a .pst file or to the Exchange server.

The first step in the migration of a mail in database is to import it into Migrator for Notes and prepare it for migration.

  1. Expand Mail In Database Migration | Preparation | Import in the Navigation Pane:

    Import Mail-in DBs button

     

  2. Click the Import Mail-in DBs button

  3. From the Mail-In Databases view in <Domino directory> dialog box, select the mail-in database that you want to migrate and click OK:

  4. Click OK in the message box:

  5. Click OK in the results box:

  6. Expand the Migration | Advanced view in the Navigation Pane

  7. Select the database in the Data Pane and set its migration status, group and workstation

  8. Database appears under its assigned group and displays its current migration status.

  9. Expand the Audit Mail In view; verify the database by selecting it and then clicking the Verify Mail-In Database button:

  10. Click Yes in the confirmation box:

  11. Click OK in the box that appears showing that the database has been audited; the database is audited and its status and group are set

  12. Go to Migration Profiles under the Configuration view in the Navigation Pane; create a profile to migrate the mail in databases to a .pst file, and save it

  13. Navigate back to the Mail In Database Migration | Migration | Set Migration Profile view in the Navigation Pane

  14. Select the database, and then click the Set CMT Migration Profile button

  15. Select the migration profile you created to migrate the mail in databases to a .pst file in the Select Migration Settings dialog box and click OK

  16. Click Migrate in the Navigation Pane

  17. Select the database and then click Migrate Mail-In Database

  18. From the Select Migration Priority dialog box, select a priority and click OK

  19. Depending on the size of the data being migrated, the transfer may take few minutes to several minutes

  20. The Refresh Migration Status button allows you to refresh the status of the selected mail-in databases

If the Audit Exchange Migrated Data option is enabled in the Settings, an Audit Migrated Data button will appear:

This agent audits the Exchange mailbox post-migration and creates a CSV file in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory of the workstation used to initiate the audit.

The CSV file has the following format:

  • Column A - UNID

  • Column B - NoteID

  • Column C - Migration Status (0=Unknown Result Status, 1=Successful, 2= Partially Migrated - Encrypted Body, unable to migrate attachment, but part of the message was converted and is available in Outlook)

  • Column D - Message Subject

The last line of the CSV file states “Audit Completed” when the agent completes. Contact and Group migrations are not included in the audit.  Child documents that are integrated with the parent documents are not be listed in the CSV file.

 

7.3  Mail-In Database Replicas

Mail-In Database Replicas can be created and managed if Replication is required and enabled. Note that Replication must be enabled and configured in the Replica Settings tab of Settings. Replication views do not appear if Replication is disabled.

To manage replication:

  1. Expand the 4. Mail In Database Migration | Preparation | Create Replicas view:

  2. To create replicas, select one or more entries and click the Create Replicas button; the Change Replication Formula option is also available in this view

  3. A dialog box will appear prompting you to enter the data when the migration will commence; select a date from the calendar picker and click OK:

  4. When the Select the Staging Server dialog box appears, select a server from the dropdown menu and click OK

    Only check the Override the replication formula if you want to override your replication formula in the Replica Settings document:

  5. Click Yes in the proceed with Replica Creation? dialog box

  6. A Results dialog box appears to show the results of the replication; click OK

  7. Click Compare Replicas; the replica comparison will allow you to compare the original mail-in database and the staging replica

  8. Select an option form the Verify Actions drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view:

    The following table describes the function of each menu option:

Option

Description

Run Replica Comparison For Selected Users

Allows you to select entries and compare replicas

Set Verification Flag for Selected Users

Allows you to select entries and set a verification flag for them

Remove Verification Flag for Selected Users

Allows you to select entries and remove the verification flag for them

 

  1. You may delete selected mail-in databases from the Delete Replicas view:

  2. Click By Group | Set Migration Status

    This view gives you the ability set the migration status, group and workstation:

7.4  Provisioning Mail-in Databases

Perform the following steps to set up the Exchange mailbox databases.

  1. Select the appropriate Mail-in databases

  2. Click the Set Exchange Mailbox DB button to manually choose a database from a list.

  3. Select a database and then click OK to continue

  4. Select Set Exchange Mailbox DB (Round Robin) to distribute the Mail-in databases across all available Exchange mailbox databases:

Set Exchange Mailbox DB

 


Example of Round Robin: If you have 10 Exchange mailbox databases set to be used and you are provisioning 20 Mail-in databases, Mail-indatabase1 is assigned to Exchange mailbox database 1, Mail-indatabase2 to database 2, and so on. When it reaches the last database, it assigns the next Mail-in database room to Exchange mailbox database 1.

Once complete, the Exchange mailbox database is visible in the Mail-in Database Migration view.

  1. Select the Enable/Create Mail In  view to begin enabling Mail-in databases, set X500 Addresses and set full access; the Set X500 Address button only displays if you selected “Yes to separate the set X500 action” on the User Provisioning Settings tab

To match the selected Mail-In databases:

  1. Expand Preparation and click Provisioning

  2. Click Match selected

  3. The drop-down menu displays four menu options:

 

The following table describes each menu option:

Option

Description

Match selected entries using LDAP

Matches selected Mail-in databases with their corresponding entries in AD using LDAP.

Match Selected users on CAS server

Matches selected Mail-in databases with their corresponding entries in AD on the Exchange CAS server.

Match Selected entries using PowerShell

Matches selected Mail-in databases using PowerShell.

Match all entries using PowerShell

Matches all Mail-in databases using PowerShell.

Match Selected Entries using LDAP

  1. Select the Match selected entries using LDAP menu option

  2. The selected Mail-in databases are matched in AD

  3. Click OK to close the message box

Match Selected users on CAS Server

Use this option if the destination mailbox server and the CAS servers are not the same server.

  1. Select the Match Selected users on CAS server menu option

  2. The selected Mail-in databases are matched on the Exchange CAS server; click OK to close the message box

Match Selected entries using Powershell

  1. Select the Match Selected entries using PowerShell menu option

  2. The selected Mail-in databases are matched using PowerShell; click OK to close the message box

Match all entries using Powershell

  1. Select the Match all entries using PowerShell menu option

  2. All Mail-in databases are matched using PowerShell; click OK to close the message box

Once the migration is completed, you can update mail routing.

  1. Click the Mail Routing button to set mail routing to Exchange. The Set Mail Routing Back to Notes option is for rolling back if needed.

 

Section 8. Setting Migration Status

The Set Migration Status options are available in the following views:

  • Mail File Migration > Preparation > Import Users

  • Mail File Migration > Preparation > Advanced

  • Mail File Migration > Provisioning > Advanced

  • Rooms & Resource Migration > Preparation > Import and Copy

  • Rooms & Resource Migration > Preparation > By Group

  • Rooms & Resource Migration > Migration > Advanced

  • Mail In Migration > Preparation > Import

  • Mail In Migration > Preparation > By Group

  • Mail In Migration > Migration > Advanced

To set the migration status:

  1. Select items in the Data Pane, and then click the Set Migration Status button:

    The following table describes the function of each menu option:

Option

Description

Set Migration Status

Allows you to set the item’s migration status, such as Schedule Pending, Migration Scheduled, Pending Migration, or Migration Completed Successfully based on the options included in the Settings document

Set Migration Group

Allows you to assign a group to item(s) to create logical batches for display in Migrator for Notes; This will enable you to manage a group of entries instead of individually migrating items

Set Migration Workstation

Allows you to manually assign a migration workstation from the farm to process an item’s data; This will enable you to distribute the workload across multiple migration workstations during migration;

 

If you do not set a migration workstation, then the farm will distribute the work automatically

Clear Migration Status

Allows you to clear the migration status of item(s)

Clear Migration Group

Allows you to clear a migration group assigned to item(s)

Clear Migration Workstation

Allows you to clear the migration workstation assigned to item(s)

 

  1. From the Set Migration Status drop-down menu, select the Set Migration Status menu option; a dialog box appears with a list of status codes you specified in the Required Settings tab:

  2. Select a status code, and then click OK:

  3. A confirmation box appears; click Yes to confirm that you want the migration status to be set to the selected status for the selected items:

     

To set the migration group:

  1. Select users. Click the Set Migration Status button; select the Set Migration Group drop-down menu option:

  2. Specify a name for the migration group in the Migration Group dialog box and click OK:

  3. A confirmation box appears. Click Yes. The selected items are in the specified migration group:

If you want items to be migrated on a specific Migration Workstation, you can set it here. Otherwise, they will be distributed across all available workstations.

  1. Select items, then select Set Migration Status > Set Migration Workstation:

  2. The Set Migration Workstation dialog box appears; select a workstation for the selected items where their migration will be carried out, and then click OK:

  3. A confirmation box appears; click Yes to confirm that you want the selected migration workstation to be set for selected items

You can clear set migration status, migration group, and migration workstation by selecting appropriate options.

Section 9. Access and Delegation Migration

9.1  Access and Delegation Migration Overview

Delegation migration migrates access to Exchange mailboxes, such as Send As/Manager access and access to specific folders like Calendars and Contacts. Delegation migration attempts to set access control on objects in Exchange based on the Access Control List (ACL) in Notes which dictates overall access to the Exchange mailbox. The delegation migration can be run by a scheduled process or manually on selected documents.

The following is required for delegation migration:

  • Address translation must be fully populated when migrating Access and Delegation. The SMTP address must match the primary SMTP in Exchange

  • PowerShell 4 must be installed on the workstation/server that the migration process is to run from

  • The Administration account for the CAS Server has the ApplicationImpersonation role in the domain

  • Exchange delegates must have domain accounts and be mailbox-enabled

     


  • Delegation migration to Mail-in databases are treated like other mail files

  • The access control for Rooms and Resources is not included in delegation migration

  • Automatic Forwarding settings in the Notes client are not migrated

  • For ACL Groups permissions migrations, Notes groups must migrate to a security mail-enabled group in Exchange and have an Internet Address assigned or be converted to Multi-Purpose groups

  • In hybrid Exchange installations, with both Office 365 and on-prem Exchange servers:

    • Delegation access can only be set for users on the same system; Office 365 users can set delegation access to the mailbox to other Office 365 users, but not to Exchange users; Exchange users can set delegation access to other Exchange accounts, but not to Office 365 users; Access delegation is not supported between Exchange on-prem users and Office 365 accounts

    • You must set application impersonation in each domain (once for the on-prem Exchange servers, and once in the Office 365 tenant); Impersonation in the on-prem servers does not automatically propagate to Office 365 because they are separate domains and AD objects

 

Delegation also allows you to audit the user's mail files for database ACL and delegation data and send an email containing the user's current delegation settings, so the user can determine if the settings are valid for migration to Outlook.

9.2  Migrate Delegation – Scheduled

The scheduled delegation migration and the scheduled delegation migration agent must be enabled in the Delegation settings. When enabled, the agent will attempt to migrate delegation data for all mailboxes that have been successfully migrated to an Exchange Server since the last delegation migration.

Scheduled delegation migration runs in the background on a workstation or server. If running locally, Notes must be running and background agents must be enabled on the client.

When enabled the scheduled delegation migration agent runs once a day at 3:00 AM.  Note that if the agent is changed to run at a time interval that is too short, the PowerShell tasks may not have time to complete.

The status of the delegation migration can be viewed on the Delegation Migration view:

Delegation Migration View

The status for delegation migration can be successful, incomplete (partially migrated), or a failure. If the status is either incomplete or failed, the delegation migration will be retried until it reaches the successful status, or until the retry limit is exceeded. If the retry limit is exceeded, it will go in to suspended status, where it can be reset and re-queued for background processing.

The failure or incomplete status will occur if one or more delegates does not exist, because either the delegate does not exist as a mailbox-enabled AD account or security enabled group in the target domain.   


Failed scheduled delegation migrations will continue to be retried until successful or until the schedule migration is suspended.

For user delegation this will only be applied once the account that is a delegate has a mailbox. Not all delegation is expected to complete successfully until all Notes accounts are migrated.

It is recommended to schedule migrations for users and delegates who require access to email or calendar data in the same migration batch.

9.3  Enable and Suspend Scheduled Migration

Enable and suspend scheduled migration options are available under Optional Actions:

Select one or more mailboxes and click Optional Actions | Suspend scheduled migration to stop the scheduled delegation migration

Select one or more mailboxes and click Optional Actions | Enable scheduled migration to set the scheduled delegation migration attempts; you may want to use this option after attempting a manual delegation migration

9.4  Migrate Delegation – Manual

Delegation data for selected mailboxes can also be manually migrated immediately using the local machine. Manually migrating delegation data will remove the mailbox from the scheduled state and it must then be validated by the same machine. As stated in the Access and Delegation Migration Overview, PowerShell 4 must be installed on the workstation/server that the migration process is to run from. You can use the Enable scheduled migration option to reset to the scheduled state.

To manually migrate delegation data:

  1. On the Delegation Migration view, select one or more mailbox and click the Migrate Delegation button; the local machine immediately attempts to migrate delegate information

9.5  Active Delegation – Operation

Audit the mailfiles*

This process can be run in conjunction with the Active Mailbox process; after the mail file audit process has completed, select the Delegation Migration option to switch to the following view:     

This view displays the mail file owner, a list of people assigned delegate access, the level of access in ACL terms, and whether the calendar is “open” for public viewing.


This view only shows a maximum of nine delegates per user. If there are more, these can be viewed by opening the person document and switching to the Delegation Information tab.

 

The values “1, 2, 3, 4, 5, 6, 7, 8, 9” refer to the “tick” settings in the database ACL as shown below:

This form also displays the Forward Meeting Notice settings as configured in the delegation settings of the mail file associated with this user:

9.6  Merge ACL Details

Merging ACL details is an optional process to populate the I am a Delegate for section of the person document. Once the Audit process has completed, it is necessary to run an agent to consolidate the data from these users. This agent displays if the user is also a “Delegate For” another user. To run this agent, click on the Merge ACL Details option under the Optional Actions button in the action bar at the top of the view. This agent runs against all documents in the view and can be rerun at any time. If the mail file audit agent is run again, Merge ACL Details must also be run.

Once the agent has run, the view displays data in the I am a Delegate for section. This view is limited to nine delegates per person. Open the person document for full details.

9.7  Send Delegation Settings email

At this point, if you do not intend to migrate mailbox delegation, you can send the end users a report of their delegation settings; select the users from the view and click on the Optional Actions | Send Delegation Settings Email; you will be asked for confirmation before proceeding:

When you click Yes, the selected users receive an email message similar to the one shown below:

At this stage, you can work with your users to audit and tidy up delegation settings in Notes prior to migration. If users update their delegation settings, you need to rerun the audit agent and the Merge ACL Details agent to capture the most updated data.

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