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Binary Tree Migrator for Notes 20.12.1 - 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 3. User Provisioning

This section is intended to provide the steps necessary to successfully provision a user in Exchange.

User Provisioning

The Migrator for Notes application provides for the automatic creation of Exchange mail-enabled users from HCL Notes. The user provisioning process also migrates the user’s LegacyExchangeDN value, as well as a user’s alternate SMTP email addresses from the Domino Directory. Administrators can define on which Domain Controller the user is created and on which Exchange Mail Store to create the user’s mailbox.

 


Directory Sync Pro can be used to synchronize email data fields from Domino to Active Directory to facilitate mail-enabling existing Active Directory accounts. This removes the need for migrating the legacyExchangeDN and setting alternate SMTP email addressing.

 


The Migrator for Notes application provides for the automatic updating of Exchange mailbox access permissions. Once these are provisioned, it will allow for the Outlook migration IDs to be able to write data during the migration.

Post Migration Tools

After a user’s Exchange account has been created, there are several steps necessary to ensure proper mail delivery between the two email systems. The Migrator for Notes database properly sets the user's HCL Notes person document to direct mail to the user's new Exchange mailbox as well as setting access control rights on the user's HCL Notes mail file, if required.

User Provisioning

This section is intended to provide the steps necessary to successfully provision a user in Exchange.

The Migrator for Notes application provides for the automatic creation of Exchange mail-enabled users from HCL Notes. The user provisioning process also migrates the user’s LegacyExchangeDN value, as well as a user’s alternate SMTP email addresses from the Domino Directory. Administrators can define on which Domain Controller the user is created and on which Exchange Mail Store to create the user’s mailbox.

 


Directory Sync Pro can be used to synchronize email data fields from Domino to Active Directory to facilitate mail-enabling existing Active Directory accounts. This removes the need for migrating the legacyExchangeDN and setting alternate SMTP email addressing.

 


The Migrator for Notes application provides for the automatic updating of Exchange mailbox access permissions. Once these are provisioned, it will allow for the Outlook migration IDs to be able to write data during the migration.

Post Migration Tools

After a user’s Exchange account has been created, there are several steps necessary to ensure proper mail delivery between the two email systems. The Migrator for Notes database properly sets the user's HCL Notes person document to direct mail to the user's new Exchange mailbox as well as setting access control rights on the user's HCL Notes mail file, if required.

Post Migration Tools

This section is intended to provide the steps necessary to successfully provision a user in Exchange.

User Provisioning

The Migrator for Notes application provides for the automatic creation of Exchange mail-enabled users from HCL Notes. The user provisioning process also migrates the user’s LegacyExchangeDN value, as well as a user’s alternate SMTP email addresses from the Domino Directory. Administrators can define on which Domain Controller the user is created and on which Exchange Mail Store to create the user’s mailbox.

 


Directory Sync Pro can be used to synchronize email data fields from Domino to Active Directory to facilitate mail-enabling existing Active Directory accounts. This removes the need for migrating the legacyExchangeDN and setting alternate SMTP email addressing.

 


The Migrator for Notes application provides for the automatic updating of Exchange mailbox access permissions. Once these are provisioned, it will allow for the Outlook migration IDs to be able to write data during the migration.

After a user’s Exchange account has been created, there are several steps necessary to ensure proper mail delivery between the two email systems. The Migrator for Notes database properly sets the user's HCL Notes person document to direct mail to the user's new Exchange mailbox as well as setting access control rights on the user's HCL Notes mail file, if required.

3.1 Provisioning

3.1  Provisioning

Expanding the Provisioning view displays the following subfolders:

  • Set Mailbox MDB

  • Enable Mailboxes

  • Post-Enablement Tools

  • Match Domino/AD Usernames

  • Advanced

Provisioning View

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

  1. Select the Set Mailbox MDB view and select the appropriate users

  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. If you do not wish to set specific mailbox MDBs, you can select Set Exchange Mailbox DB (Round Robin) to distribute the users across all available Exchange mailbox databases

    Once complete, the Exchange mailbox database is visible in the Users view

 


Example of Round Robin: If you have 10 Exchange mailbox databases and you are provisioning 20 users, User1 is assigned to Exchange mailbox database 1, User2 to database 2, and so on. When it reaches the last database, it assigns the next user to Exchange mailbox database 1.

 

 

  1. Next, select the Enable Mailboxes view to begin enabling mailboxes, 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

  2. Click the Enable Exchange Mailbox button to enable Exchange Mailbox for selected users

 


Before end user mail file migration takes place, you need to ensure that the Notes users have matching accounts on the Exchange server using the Settings configuration for User Provisioning. This process helps in checking if the username that is being migrated has an existing account in the new Exchange environment. However, matching usernames is not required if you are migrating to a .pst file.

  1. Click the Set Full Access button to apply the Settings | User Provisioning | Account Performing Migrations to the Full Access Delegation on the users’ Exchange Mailboxes that the Notes data will be migrated to.

  2. Expand Post-Enablement Tools

  3. Click Routing Update Actions | Set Mail Routing to Exchange; this will update the Domino Directory for the selected accounts to change the email routing to forward new emails for the accounts to Exchange. For additional information on this see the Installation and Configuration guide for Mail File Processing:

  4. Click Post Migration Actions | Set Reader Access for User Mailfile; this will change the user Role from Manager to Reader in the ACL. This will prevent the user from sending new emails through their Notes mail file post migration.

  5. Click Update AD Primary & Secondary SMTP to update the user active directory document with their x500 address:

  6. Expand the Match Domino/AD Usernames folder in the Navigation Pane

  7. Click on Match Usernames:

    Match Usernames View

  8. The Data Pane displays a list of users that are unresolved or unmatched with their AD accounts; click the Match Domino Usernames to Exchange Usernames button to:

  • Match users

  • Match selected users

  • Match unresolved users

  • Match selected users on CAS server

  • Match Selected users using PowerShell

  • Match all users using PowerShell

    The following table describes the function of each menu option:

Option

Description

Match Users

Matches all the users using LDAP

Match Selected Users

Matches selected users using LDAP

Match Unresolved Users

Matches only the unresolved users in the view

Match Selected users on CAS server

Matches the selected users on the Exchange CAS server

Match Selected users using PowerShell

Matches the selected users using PowerShell

Match all users using PowerShell

Matches all users using PowerShell

  1. Accounts that are successfully matched will be moved to the Migrate step

  2. Click the Change Step To… button to select a migration step if matching is not completed and is not required, for example if an account is not found but the data migration is required and can be migrated to .pst.

  3. Click on the Check Errors view in the Navigation Pane to check errors:

    Check Errors View

 


For accounts that have an error status, the matching values should be checked in the Person Document and then verified in Active Directory.

 

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.

  1. Click the Advanced | User Migration Actions button to access additional functions:

The following table describes the function of each menu option; these are the same options available in the User Migration Actions dropdown menu from the Preparation | Advanced view:

Option

Description

Send Migration Message to Selected User(s)

Allows you to send an email notification using predefined or customized message templates to selected users.

Insert Migration Message into Selected User(s) Inbox

Allows you to simply insert a migration message into a user’s inbox. The Insert Migration Message option is used when mail cannot be delivered to the user's Notes inbox. This option is also used if the user has already been migrated and their mail is now being delivered to Outlook, but post-migration, they need to sync contacts or to copy archives that were missed before the migration. In these cases, messages are delivered to Outlook rather than Notes but don’t work. Running this agent drops the selected migration messages directly into the Notes inbox rather than mailing it.

Send Rules Email to Selected User(s)

Allows you to send Rules Email to Selected Users.

Send Encrypted Summary Email to Selected User(s)

Allows you to send a summary of all the encrypted items in an email to selected users.

Fix Contacts & Group Members

Allows you to look for personal contacts whose mail address format is NOT SMTP (usually accounts imported from the Domino Directory).  It will search the Domino Directory for a matching Person document, and if found, replace the mail address with the internet address from Domino. Likewise, it will convert personal group members from Notes Name format to SMTP for members that can be matched in the Domino Directory.

 

Double-byte characters of Display Names are not processed correctly when converting to the Notes Canonical Name if Fix Contacts & Groups Members has not been run prior to migration.

 

This action will modify the source mail file data so a backup of the users’ email files should be verified prior to processing these updates.

 

Additionally, this action can be processed in advance of user accounts being set for migration under the Migration | 1.Set Migration Profile step but end users are likely to make changes while still using Notes so these actions should be performed immediately prior to migration.

 

Processing performed by the action will be logged in a text file on the Migration Controller Server in a sub folder of the Log Folder specified on the Settings | User Provisioning tab.

Fix Folders

Allows you to fix folders appending a “-Migrated” to the end of any non-system created folder that has a reserved system name (ex: Inbox, Drafts, etc). While HCL Lotus Notes will allow these folders to be created, Exchange will not.

 

This action will modify the source mail file data so a backup of the users’ email files should be verified prior to processing these updates.

 

Additionally, this action can be processed in advance of user accounts being set for migration under the Migration | 1.Set Migration Profile step but end users are likely to make changes while still using Notes so these actions should be performed immediately prior to migration.

 

Processing performed by the action will be logged in a text file on the Migration Controller Server in a sub folder of the Log Folder specified on the Settings | User Provisioning tab.

Fix Chat

Allows you to fix HTML formatting in Sametime Chat transcripts stored in the user’s mail file. This will perform a search of the mail file for Sametime Chat documents and will then edit and save the document in the Notes user interface.

 

Note: This does not need to be run if the user does not save Sametime Chat transcripts, the Settings are configured for Rich Text, or if the chat documents are migrating with correct HTML formatting.

Maintain Transitional Calendar Workflow

Allows you to populate BTCache.nsf recurrence pattern information for repeat meetings to ensure that calendar workflow functions as intended regardless of the migration status of the chairperson and invitees. This assumes that Notes Integration is fully configured. When this option is run, the number of errors, start and completion status, and messages that could not be found in the destination database are listed in the MTCW Error Report section of the person document.

The Post-Enablement Tools view under Provisioning will retain all accounts until these are Marked Complete after the migration is completed. This allows you to update mail routing in the event of a failure that cannot be recovered and to set the account back to Notes.

  1. Expand the Provisioning | Post-Enablement Tools view to update routing to the Exchange account and other post migration actions:

  2. Click the Routing Update Actions| Set Mail Routing back to Notes option to roll back to Notes if needed:

  3. Select the Mark Complete button to mark actions as complete:

 




A user will be hidden in the Migrate view when the Mark Complete button is clicked. Mark Complete should only be used if an account was previously migrated. To reveal this user again in the Migrate view, navigate to the Import Users view, search in the Data Pane and select the user, then click Unhide Entry.

 

 

 

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