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Quadrotech Archive Shuttle 10.3 - Planning Guide

Introduction Architecture Modules Migration Workflow Planning Component Installation Planning for the Archive Shuttle Databases Planning Export/Import Storage Permissions/Access requirements for complex deployments Sizing the PST Output Location How to change Folder Translations Preserving the Chain of Custody Planning for Migrations Migrating Leavers Data and Journal Archives Journal Transformation Migration Tuning a Migration About Us Contacting Quest

Journal Transformation Migration

Journal Transformation migrates a journal archive to a target environment in a special way that fans-out the recipient / custodian list. If an original message was addressed to three different people, then the item is exported, and ingested into up to four target containers.

Here are some reasons you might want to use Journal Transformation:

·It causes deliver/ingest messages to be sent to user mailboxes in the same way the Exchange or Office 365 modules do in regular migrations, rather than a separate mailbox.

·If a user’s data becomes corrupt or lost, journal archives can be used to recreate the user’s data.

·It can be used for leavers who lack archives.

·It’s easy to distinguish external email addresses.

·It can help fulfill legal/compliance/regulatory requirements.

Requirements for Journal Transformation

All journaled Enterprise Vault content originating from Exchange or an SMTP stream is a supported source data and we support exploding data into Office 365. Connectors for PST as a source, and PST or Exchange as target are available through preview via Product Management.

Sizing information depends on several project details and should be reviewed within the scope of a project.

At a minimum, it is generally recommended to leverage a x64 EV Export module, a dedicated SQL Enterprise instance, and a minimum of 1 TB space for staging the data between source and target.

Procedure for a Journal Archive Migration

There are a number of steps that need to be followed to configure and perform a journal archive migration. They are covered below.

Perform base configuration for Journal Transformation

Set up the base configuration of Journal Transformation (see how to do it here).

·Enable Modules

·Enable Domains

·Add EV Environment

·Add Source Links

·Add Staging Area

·Set Office 365 Credentials

Configure journal archive migration link

On the Configuration > Links page, select the Journal Explosion tab and create a new journal archive migration link.

The link can be given a name, and the target type must be selected from the available list.

Once the link has been created, an ingest module must be mapped to the link.

O365 Environment configuration

If you will be migrating leavers, the Journal Explosion link must be configured in the Configuration > O365 Environment. This will include configuring the O365 Rolling license settings, the naming scheme for DL, Groups and E-Mail domain, and leaver mailbox settings; such as enabling Litigation Hold.

Confirm the General Folder Location for Ingesting Items

The Journal Transformation default folder location for active users, is the Recoverable Items Folder in the target container and for a leaver user, the default folder location is Journal Items in the target container

These folder locations can be overridden on an individual user mapping basis by creating a Folder Name Policy. On the Configuration > Naming Policies page, select the Folder Name Policy tab and create the required policy.

Journal Transformation system configuration

User Domain Whitelist

All exploded SMTP addresses are stored in Journal Transformation. However, only the user domains added to the Accepted Domains List will be enabled for further processing.

To configure the domain whitelist, go to Configuration > System Configuration > Journal Explosion Settings and add the allowed user domains that are required to the Accepted Domains List.

The Journal Transformation System settings at Configuration > System Configuration > Journal Explosion Settings will require configuration and are dependent on the migration project dependencies and requirements.

Ensure you plan and consider the relevant settings during the design phase of a project before embarking on a journal migration.

Check/Confirm General Location for Ingest Items

In the System Configuration section of the user interface, go to the Journal Explosion Settings tab.

On this page you can set a general folder to be used when ingesting the items into the target container. This can be overridden on an individual user mapping. If one is not specified then the Recoverable Items Folder is used in the target container.

Create Mapping

The source environment, associated staging areas, and module mappings then need to be configured. Once those are done, a mapping can be created for the source container.

When creating the mapping, there is an option to use Journal Explosion, rather than normal migration.

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NOTE: If you have a large source journal container, you may want to consider using date range filters to break down the source journal into smaller/multiple mappings. This should be carefully planned before creating any mappings.

Export Starts

Journal archive migration is done during export. As the item is exported, the P1 information is reviewed for SMTP addresses. These addresses then need to be mapped, as described in the next section.

Journal Transformation User Management

As items export from the source container and are analyzed for recipient information a list is built up that needs to be reviewed, mapped, and enabled for migration. This is done on the Journal Explosion User Management page in the user interface.

You can enable/add users for import manually or automatically.

To perform the process manually, you first need to add the user manually or by CSV import.

Add an active user SMTP manually

1.Go to Archive Shuttle > Configuration and select Journal Explosion User Management.

2.From the Select Journal Explosion Name drop-down, select All or the required Journal Explosion container mapping.

3.Click Add.

4.In the Enable Users for Journal Explosion window, select the required active user SMTP and click Save & Close.

5.The selected user SMTP is now enabled for use in Journal Transformation and is added to the User Mappings screen

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NOTE: If you need to manually change the Mapped SMTP Address or assigned Folder Name Policy on the mapping, select the relevant mapping and use the appropriate toolbar button.

Add active user SMTP using a .csv file

A .csv file can be used to add users for Journal Transformation.

The csv file requires the format to be: OriginalSMTPAddress,MappedSMTPAddress

1.Go to Archive Shuttle > Configuration and select Journal Explosion User Management.

2.From the Select Journal Explosion Name drop-down, select All or the required Journal Explosion Container Mapping.

3.Click Import from CSV.

4.Click Browse and select your .csv file.

5.Ensure the option, Update existing user mappings is NOT selected.

6.Click Import.

7.The selected user SMTP is now enabled for use in Journal Explosion and is added to the User Mappings screen.

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NOTE: If you need to manually change the Mapped SMTP Address or assigned Folder Name Policy on the mapping, select the relevant mapping and use the appropriate toolbar button.

Enable the Users for Import Manually

Once the user mappings are made either from a CSV file or manually, and a folder policy is applied (if required), one or more of the user mappings can then be enabled for migration.

Manually Enable for Import an Active User SMTP

To manually enable a user SMTP:

1.On the User Mappings page, select the required user SMTP.

2.Ensure the selected Sender-Recipient SMTP status is:

oHas Mailbox = Yes

oIs Ready for Import = Ready

oEnabled for Import = No

oIs Deleted = No

3.Click the Enable for Import button.

4.Ensure the Enabled for Import status changes to Yes (Enabled) for the selected Sender-Recipient SMTP.

Automatically Add and Enable Users

Rather than enabling users for import using CSV file mappings, you can set configuration rules and then auto-enable certain users and domains for import based on those rules.

Use wild card operators to create general rules that result in a larger number of Journal Explosion user mappings.

Create User Auto Creation rules

1.On the Auto-Creation Rules page, click Add.

2.Use the Add User Rule window to create rules. The rule editor works with these wild cards operators: “*”,”%”

3.Click Add.

4.The configured rules display on the Email Address Rules page.

The mappings that were created to existing users/target containers will progress as normal. For example, if you have mapped a source SMTP address of abc@somedomain.com to an existing mailbox with an address of abc@somedomain.com, then the import process will begin for that mapping.

Leavers

For leaver mappings, the configuration defined on the Office 365 Environment page will be used. Mailboxes will be created and licensed, as required, using a rolling license count. This operates in much the same way as the process for migrating ownerless archives to Office 365. The difference is that the Office 365 license will be added, and removed, as required, during Stage 1. The addition and removal of the license may happen multiple times.

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NOTE: Bulk actions cannot be performed when you create manual mappings to external SMTP addresses.

During a journal archive migration, leavers are handled on a global level. So, for example, you can ingest the same user from different journals or mappings into the same mailbox. You can manage leavers, including adding/removing/merging them, from the Journal Explosion Leavers Management page.

Leavers Finalization

1. Click the Manage Leaver(s) Finalization button on the Journal Explosion Leavers Management page.

2. The status page shows only leavers that are enabled for import. Each row represents an SMTP address (target mailbox).

3. After you click Finalize, mailboxes progress through these statuses:

·Finalization Started

·User Mailbox Licensed

·Placed On Hold

·Finalized

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NOTE: When finalization is complete, the target leaver mailbox is removed (made into an InActive Mailbox), and no other actions can be performed against the leaver.

Management and Monitoring

Tracking Progress

A Journal Transformation mapping can be viewed on the Stage 1 page in the user interface. It is also possible on this page to expand the mapping and see the progress on a per user basis. This can also be exported to supported formats (ex. XLS, PDF)

Additional Notes

There are some additional notes to be aware of when using Journal Transformation:

·Items may be skipped on ingest. This happens when an item to be ingested into a user mapping is older than the creation date of the user. These can be reviewed in the log files and database. If assistance is needed please contact support.

·User mappings can be imported from CSV file to aid with the handling of a large list of recipients.

·In JE to Office 365 migrations, you can create user-defined mailbox naming tokens per container mapping using the Bulk Mappings Wizard.

·When an item has been imported into all applicable user mappings it will be removed from the staging area. Later, if a new user mapping is created, requiring that same item, it will be re-exported. This will not affect the license usage.

·When using Journal Transformation with Enterprise Vault as a source, you’re able to process messages without P1 headers by enabling the option to Process messages without P1 header on the System Configuration > EV Export Module page.

·Enterprise Vault 9 and below is excluded from journal transformation selective migrations.

 

Journal Transformation Detail Grid

The Journal Transformation detail grid on the Stage 1 page of the user interface contains many details relating to the item level detail surrounding a mapping which is in migration.

Here is an example of how the screen might look:

JTGD1

As shown in the screenshot, it is possible to perform grouping to aid with management of the migration.

In addition the filtering possibilities have the ability to enter free text:

JTGD2

Journal Splitting

Archive Shuttle Journal Splitting setup

The Office 365 Virtual Journal feature brings with it the possibility to migrate large journal archives to Office 365, using multiple target mailbox/personal-archives and specifying criteria such as number of items and size of target. This article explains more detail about this splitting process.

There are two ways that data can be split:

Number of Items

This is the simplest form. The splitting to a new mailbox/personal-archive occurs when the specified number of items are routed to the target mailbox or personal archive.

Size of Items

The splitting here is determined by the size of the items from the source environment. In the case where migration is from Enterprise Vault, the size used is the larger of the original size versus compressed size. When the amount of data routed to a target container reaches the specified value, a new target container will be created.

Journal Archives in source environments are typically large. Their multiple terabyte nature makes it currently quite hard to migrate the data to Office 365 as there are limits imposed by Microsoft on both the mailbox and personal archive sizes. To be able to migrate a large journal archive to Office 365, the product introduced a concept of a ‘Journal Splitting’.

There are two processes in migrating a journal archive to Office 365. This can be via Journal Splitting or a Journal Transformation. Below are the steps for Journal Splitting.

The general process for doing this is:

1.Define the naming scheme for the target. It is suggested to prefix or postfix names, eg AL- or -Departed. This makes the data easier to find in the target after the migration has completed.

2.Define the allowed number of rolling licenses.

3.Decide on the type of ‘hold’ to place on the migrated data.

4.Configure the maximum number of items allowed per child container, and maximum size allowed.

5.Perform the mapping.

 

In the background what will happen is:

1. Provisioning

a.A user account will be created according to the naming scheme.

b.A Personal Archive will be created if it was required in the mapping.

c.The mailbox/personal archive will be placed on the selected type of hold.

d.A license will be assigned from the pool.

e.The data from Office 365 about the ‘user’ will be synchronized.

 

2. Migration

a.Data will be exported after the provisioning process is done.

b.Data will be imported soon after it is exported, when a particular child container is full, as determined by the system settings, a new one will be created.

 

3. Stage 2

a.The license which was assigned in order to be able to ingest data in to the mailbox (or Personal Archive) will be removed (usually as the last step) and returned to the pool so that another mapping can take that license and complete the provisioning step.

 

Transformation

Journal Transformation information can be found here.

 

To PST

This can be found in the Quadrotech Archive Shuttle Migration Guide.

Tuning a Migration

There are many aspects of a migration that can be tuned with Archive Shuttle, some of these are manual tuning mechanisms, others can be automatic if required.

Scheduling Module Operation

Each Archive Shuttle module can be supplied with a specific schedule. For example, if extraction is allowed only during the evening, so as to lessen the load on the source environment, the export modules can be configured to have an evening-only schedule.

Configuring schedules should be done with careful consideration of the impact on the space requirements on the Staging Area. If exports are occurring all night long, but ingests are not scheduled, the staging area may fill up rapidly.

Tuning Module Parallelism

Each of the modules used in an Archive Shuttle migration operates on a number of containers in parallel and within that a number of items in parallel. The defaults for each module have been chosen following testing in many different environments. They can be adjusted to higher or lower values in the System Configuration. The changes made will take effect the next time the module checks in with the Archive Shuttle Core (approximately once per minute)

For reference:

Container level parallelism

For example, Office 365 Mailbox Parallelism. This is the number of containers that will be operated on simultaneously by the module

Item level parallelism

For example, EXC Import Item Parallelism. This is the number of items that will be operated on simultaneously per container.

When changing the parallelism, it is advised to make changes in small steps and then observe the impact that this has had on migration performance.

EV Ingest Specific Tuning

An option in the System Configuration allows the EV Import Module to pause if Enterprise Vault is in a scheduled archiving window. Pausing the ingestion during this time lessens the load on the target environment.

In addition, backup mode is checked per target Vault Store every 5 minutes.

When ingesting data the EV Import module will only send data to a Vault Store that is not in backup mode.

Finally, the number of items that are not yet marked as indexed in the target environment is captured per Vault Store once per minute. This is displayed on the System Health page in the Archive Shuttle Admin Interface.

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NOTE: A large index backlog might indicate that the target environment has a problem relating to indexing is indexing slowly.

Native Format Import (NFI) Specific Tuning

An option in the System Configuration allows the Native Format Import module to rename (i.e., move) temporary PST files from the Staging Area to the PST Output Path during Stage 1. Normally, the finalization of PSTs is not performed until Stage 2 is running for a container mapping, but this can lead to increased pressure for storage requirements on the Staging Area.

Enabling the option in the System Configuration can mean that this pressure is reduced because completed PST files are moved out of the Staging Area and placed in their final location.

Office 365 Specific Tuning

Additional throughput can be achieved by the Office 365 module by setting up and configuring additional service accounts that have application impersonation rights within Office 365. These accounts can then be added to the credentials editor, and the Office 365 module will use them for ingesting data in a round-robin fashion.

Item Batching

The Exchange and Office 365 modules both utilize an intelligent batching mechanism which groups together items based on size, folder and whether the item has an attachment or not.

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NOTE: This can be deactivated on a per-module basis, if required.

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