Archive Shuttle 11.1 - Migration Guide

Migrating leavers to Office 365

Archive Shuttle can manage a pool of licenses to provision and migrate data to Office 365 mailboxes or archives whose source archives have been retained but owners have left the organization. It can even treat an archive as though it is ownerless, and migrate it using this process, even if an owner is shown in the user interface.

The general process for doing this is:

1.Define the naming scheme for the target. It is suggested to prefix or postfix names, ex. AL-<archivename> or <archivename>-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.Perform the mappings.

In the background what will happen is:

Provisioning

1.A user account is created according to the naming scheme.

2.A Personal Archive is created if it was required in the mapping.

3.A license is assigned from the pool.

4.The mailbox/personal archive is placed on litigation hold.

5.A license is assigned from the pool.

6.The data from Office 365 about the user is synchronized into Archive Shuttle.

Migration

1.Data is exported after the provisioning process is done.

2.Data is imported soon after it is exported.

Stage 2

1.The familiar parts of the workflow still occur, such as renaming the source archive and doing a final delta.

2.The user associated with the mailbox targeted is removed; resulting Office 365 processes are to reclaim the license and treat the mailbox in an inactive status. The mailbox is removed in Stage2 with the RemoveMailbox command.

Items which belonged in a mailbox can be searched via eDiscovery. Click here for more information.

How to set this up is described here.

Requirements

The normal Office 365 migration requirements are necessary (see the earlier section). In addition, note that Azure management tools are required. These can be downloaded from: https://msdn.microsoft.com/en-us/library/azure/jj151815.aspx

If these components are not installed, the normal Office 365 migrations will still be successful, but processing of leavers will not be successful. They can be added at any time during the migration; it is not necessary to reinstall or modify the Office 365 module following their installation.

Configuring the Office 365 environment

Naming scheme

This determines how mailboxes and accounts will be created, using a token system. The following are tokens which can be used:

·Archive Name

·Archive ID

·Container Mapping ID

·PST ID

·PST Number

In addition to those, alphanumeric characters can be appended or prepended to the name of the mailbox in Office 365.

Usage location

This is the location relating to license allocation and is required to be chosen from the drop down list.

E-Mail domain

This is the location relating to license allocation and is required to be chosen from the drop down list.

Hide from GAL

If enabled the mailbox/user will be hidden from the Global Address List.

Litigation hold

Litigation hold can be configured, if required, using the Legal Hold option.

Set rolling license count

A specific number of licenses can be used to process the journal splitting mappings. That number should be configured by clicking Set Rolling License Count. Licenses will be consumed up to that limit, and will be freed up when Stage 2 completes on those mappings.

Office 365 configuration changes

Journal Splitting item count limit

This determines the maximum number of items which will be in a particular mapping before rolling over to a new mapping.

Journal Splitting item size limit

This determines the maximum size of a mapping before rolling over to a new mapping.

Performing the Migration

The migration of the archive/container can then be performed. The process of mapping the users is the same as with a normal Office 365 migration, however, there is an additional option in the Mapping Wizard where you can select to use Leavers, and you should select an Office 365 Leavers Workflow.

A container can be processed as a leaver if one or more of the following is satisfied:

·It is ownerless in the user interface

·The Active Directory account is disabled

·The Active Directory account is deleted and exists in the Active Directory Dumpster. Note: The account running the AD Collector module must have permissions to read the contents of the dumpster.

Stage 2

The Stage 2 workflow  (EnterpriseVault to Office 365 Leavers) functions in a similar manner to the normal Office 365 workflows. There is an additional step in the workflow (Office365RemoveUser) that handles the removal of the user, resulting in an “inactive mailbox” appropriate for a naturally occurring leaver.  Once the license has been reclaimed from the removed user, additional users that require migration via the leavers process will begin.

Handling users who leave during a migration

During a migration, if Archive Shuttle detects that a mailbox is no longer present, the user is marked IsDeleted.

Then, you can select the user and select the Enable to Recreate button on the Bulk Mapping page. This enables the leaver mailbox to be created. The user’s data then gets ingested into the leaver mailbox, as described above.

Or, you can automate the process by selecting the option to Enable auto-recreate deleted Office 365 Users as Leavers located on the Office 365 Module page within System Configuration.