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Binary Tree Integration for Notes 20.11.1 - User Guide - FreeBusy

Section 1. Introduction

  1. Document Conventions

    Integration for Notes is the full name of the “heart” of Binary Tree’s complete coexistence solution. Integration for Notes itself is made up of several discrete functions which will be referred to throughout this document by their shorter names.

    The two primary pieces of Integration for Notes are contained on the Domino coexistence server (messaging and calendaring workflow or “BTCal”) and on the Windows coexistence server (calendar free/busy lookups or “FreeBusy”).  When referring to the actual lookup of free and busy time between Domino and Exchange, “free/busy” is used; when referring to the Integration for Notes product, “FreeBusy” is used. Although FreeBusy is part of Integration for Notes, since it requires its own configuration, it has a separate user guide. While this guide touches on the entire coexistence suite of products, it is focused on the FreeBusy setup.

    “Coexistence” (or “Coex”) is used to refer to both the state of interoperability between Domino and Exchange or Office 365 (also known as Microsoft 365) environments, and as the suite of Binary Tree products that create an ideal coex environment—Directory Sync Pro for Domino (DirSync Pro) and Integration for Notes.

1.2    Need for Coexistence

Coexistence is required when multiple messaging environments need to exist together over an extended period of time due to mergers and acquisitions, or during email system migrations.  Transparent, highly functional, and stable communication throughout the email environment is mission-critical, making coexistence much more than just a system that ensures email is delivered in a timely fashion.

Coexistence between Domino and Microsoft Exchange is successful if the following criteria are met:

  • Messages on the destination platform appear exactly the way they appear in the source platform including attachments, rich text, embedded images, and forms

  • Cross platform calendaring, including free/busy lookups, is functional

  • Email directories are synchronized, allowing transparent access to addressing information (see the Directory Sync Pro for Domino and Active Directory user guide for additional information)

1.3    Integration for Notes: Product Overview

Integration for Notes delivers the highest levels of functionality, stability, and scalability for connection between Microsoft Exchange and Domino. It provides high-fidelity exchange of mail and calendar data.  It also intercepts mail and calendar data traveling between the environments, and if necessary, modifies the address and content portions of the message header and body to make coexistence between environments more transparent, functional, and user-friendly.  In addition, it preserves user workflow between Domino and Exchange.

“Workflow,” or the flow of data or information between users, applications, or a user and an application is illustrated by the image below, showing the different types of workflow managed in a coexistence environment.

 

 

 

 

Here is a brief description of how each of the workflow component contributes to making Integration for Notes a complete solution for coexistence:

Directory Workflow/Directory Sync Pro  - Used to establish directory synchronization between the two platforms to make sure that user addressing is transparent and functional regardless of the migration status of the users; see the Directory Sync Pro User Guide for more information

Availability Workflow - Provides for calendar free/busy lookups to ensure that users can obtain availability information for other users regardless of the system with which the users are associated

Messaging Workflow - Enables the high-availability, high-performance, and high-fidelity exchange of data that preserves the workflow related to e-mail including document and database links

Calendar Workflow - Ensures that calendars stay synchronized between Notes and Outlook users when creating, updating, rescheduling, and cancelling meetings regardless of a user’s migration status

Application Workflow - Preserves the ability of a user to receive application-originated e-mails and to perform the actions required by these e-mails

1.3    Coexistence Environment

A coexistence environment consists of three servers, which are specifically configured so that Integration for Notes can be utilized optimally. These servers are:

  1. Domino Coexistence Server

  2. Windows Coexistence Server (for Free/Busy only)

  3. SQL Coexistence Server (for Directory Sync Pro)

     

    In the illustration above, one of the components is the Domino Coexistence Server, which is responsible for supporting coexistence server tasks at the Domino end of the environment. These server tasks include:

  1. Messaging/calendaring/application coexistence

  2. Free/Busy lookup

    The Windows Coexistence Server, on the other hand, is designed to support coexistence on the Exchange side with Free/Busy lookup.

The SQL Coexistence Server can be a dedicated or shared SQL Server (in the middle of the illustration) and contains a dedicated transitional SQL database, which is utilized for directory synchronization between Domino and Exchange.

Messaging

The coexistence environment is configured to enable mail flow between Domino and Exchange. It is also configured to determine how the e-mail addressing will be handled between the two platforms. Similarly, the system is configured such that there is transitional calendar workflow between Domino users and Exchange users to enable them to schedule/update/reschedule/cancel single occurrences and recurring meetings irrespective of their migration status.

For migrated items with Migrator for Notes, this will not be true until a full post-migration workflow has been implemented. 

Directory Synchronization Using Directory Sync Pro

Directory Synchronization is accomplished by reading data from source directories, Active Directory and the Domino Directory, and writing it into an SQL database. In turn, information in SQL is written into target directories, Active Directory and the Domino Directory. The SQL database allows for the customization of data from one directory to another directory. Some of the basic mapping is already completed; however, there are several changes that must be made to accommodate environments ranging from the small business to enterprise deployments. The Domino BTDirSync task handles all the interaction with SQL for reading and writing to Domino. The Windows BTDirSync (full name BinaryTree.Coexistence.DirSync.Exchange.exe) service handles the reading and writing to Active Directory. The Client UI component is used to configure the base settings for connectivity.

Free/Busy

The way a Domino environment implements its calendar Free/Busy queries is different from the way Exchange does. One environment cannot see the availability of users in the other environment. Integration for Notes FreeBusy is designed to enable reliable Free/Busy schedule lookups between Microsoft Exchange and Lotus Domino users by providing the proper address resolution. In other words, to make the two environments communicate with each other, Integration for Notes configures the system such that one environment can determine the Free/Busy status of users within the other environment.

The Binary Tree FreeBusy application is designed to allow for calendar scheduling look ups for meeting bookings. It does not allow for direct calendar access between Notes and Outlook.

 

 

Section 2. Scope

Before installing FreeBusy, it is important to know what specific functionality is covered in this document and what is not. For items not included in this document but covered elsewhere, references to the appropriate documentation are provided in the Out of Scope section.

2.1    In Scope

This document covers the installation of a single FreeBusy pair.  The following topics are also covered:

Configuration of the Domino and Exchange/Office 365 infrastructure to support FreeBusy

2.2    Out of Scope

This document does not cover the items listed below. If documentation exists elsewhere, the corresponding references are provided.

DirSync configuration (see DirSync user guide)

Active Directory (AD) schema changes

Project methodology

Creation of an Office 365 tenant and security model

Proxies and firewall changes

Network Load Balancers

Section 3. Recommended Installer Prerequisites

3.1    Recommended Prerequisite Knowledge

An administrator of FreeBusy should have some prerequisite knowledge of Domino and Exchange/Office 365.

Regarding IBM Domino, an administrator should understand:

  • How free/busy lookups work between Domino servers

  • Domino Replication topology and how Connection docs control replication

  • How to configure server and configuration docs

  • Domino server and the Notes.INI file; for example, an administrator should know that the last character in an INI file needs to be a carriage return

  • Domino Directory Domain docs, in particular, Foreign Domain Docs

    Regarding Exchange/Office 365, an administrator should understand:

  • How free/busy lookups work to and from Exchange/O365

  • Availability address space, organization customization, availability configuration

  • The difference between contact, mail enabled, and mailbox enabled users

  • How to create an Office365 free/busy proxy account

  • How to create a public DNS entry/entries

  • How SSL certificates work

     

Section 4. Pre-installation Requirements

Before installing FreeBusy, the administrator should review this section to be sure the necessary products, permissions, and checklist items have been acquired (refer to the Integration for Notes BTFreebusy/FreeBusy Requirements documentation). Some form of directory synchronization is necessary for FreeBusy. While it’s possible to manage directory synchronization manually, Binary Tree recommends its own DirSync Pro.

4.1    Recommended Products

DirSync Pro

Why is DirSync Pro recommended?

Before Integration for Notes FreeBusy can be installed, a fully populated GAL (Global Address List) must exist in either the O365 or the local Exchange environments. The GAL can be populated in O365 by manually adding the information from Notes, but this is cumbersome and error-prone.

DirSync Pro automates the process of populating the local Active Directory and transferring mail enabled objects from Notes to Exchange/Office 365. DirSync Pro populates all mail attributes from Notes to make them available in Outlook. It also populates the target addresses so that they appear in Exchange. All mail addresses will need to be in Active Directory so that they can be synced to the cloud. DirSync Pro takes the known valid SMTP addresses in Domino and writes them to Active Directory.

You must use Azure AD Connect to populate the local Active Directory to the Azure Active Directory

 

Visit https://www.binarytree.com/products/directory-sync-pro/ and refer to the “Documentation” link at the bottom of the page for more information on Directory Sync Pro.

 

4.2    Required Administrator Rights and Permissions

To install and configure FreeBusy, the administrator must have certain rights. The required rights are listed below under their corresponding environment.

Domino – Required Rights

Description

Domino Directory access

  • Editor access

    • Server Modifier role

    • Net Modifier role

The administrator must be assigned “Editor” access with the Server Modifier and Net Modifier roles in the Domino Directory Access Control List.

Domino Server Document(s)

  • Add the administrator to the following fields:

    • Administrators

    • Create databases & templates

    • Create new replicas

The administrator must be listed under the Administrators, Create databases & templates, Create new replicas field on the server documents where FreeBusy will be installed. 

Notes.ini edit rights

The administrator must be able to edit the Domino Notes.ini file.

 

Exchange/O365 - Required Rights

Description

PowerShell rights

  • Issue commands

The administrator must have rights to issue PowerShell commands.

Exchange roles

  • Configure Accepted and Remote domain settings

The administrator must be able to configure Accepted and Remote domain settings.

Office 365 roles

  • Exchange Administrator role

The administrator must be assigned the “Exchange Administrator” role to configure Accepted and Remote domain settings and the Availability Address space.

 

Windows - Required Rights

Description

Administrator access

The administrator requires admin access to the server(s) where FreeBusy will be installed.

 

 

4.3    Administrator Pre-Install Checklist

Use the checklist below to gather the information necessary for successful installation of Integration for Notes FreeBusy.

To answer many of the questions below, administrators should already have the rights listed in the previous section: Required Administrator Rights and Permissions.

DirSync Pro (if in use)

  • Deploy Domain name:     

  • Target SMTP address (domain):     

  • Local part of internet address, short name or the internet address:     

    Local part value depends on which was deployed in DirSync Pro

Domino

  • Domino Coexistence Server Name(s):     

  • IIS Coexistence Server Name:     

    • IP Addresses of the IIS Coexistence Servers:     

          

       

  • SSL San Certificates for the Domino FreeBusy Namespace (if required):     

  • OS and Service Pack Version:     

    Windows Server 2012 | 2008 R2

    .NET 4.0 | 4.5 and Microsoft Visual C++ v10 dependencies (the necessary C++ runtimes are in the installation package)

  • Domino Version:     

    Domino 8.5.3 or higher (32-bit version only)

  • Foreign Domain:     

    The Foreign Domain reference used to route mail for Exchange to the Domino Coexistence server, e.g. Exchange; this reference gets appended to Notes mail messages for users, e.g. Joe Smith/Acme@Exchange

  • Recommendation: “BTEx” (for on-prem Exchange) “MSO365” (for Office365)

  • Foreign Domain Mail Box:     

    The file name to be used when creating the router mail box used by the foreign domain

  • Recommended value: “btexchange.box”

  • Directory for Exchange Contacts:     

    The name of the secondary Domino Directory to be used by Directory Synchronization to sync contacts from Exchange to Domino.

  • Recommended value: “exchangenames.nsf”

     

  • Exchange Organizational Unit:     

    The organizational unit to be used when creating Exchange contacts in the Domino Directory, i.e. /Exchange; users will be created as Joe Smith/Exchange; this must be a unique value in the Domino environment

  • Domino Free/Busy Proxy User:     

    The internet address of a valid Domino user; this account is used to proxy Free/Busy requests in the Domino environment from Exchange

  • Domino entries contain valid and unique SMTP address (Y/N):     

    All Domino Directory entries intended for synchronization must have valid SMTP addresses; these must also be unique in both Domino and Exchange; any pre-existing contacts in the GAL should be removed or disclosed prior to the start of the project

Other

  • Shared Mail Namespace:     

    If a shared namespace is used for both environments, list it here, i.e. contoso.com

  • Domino Mail Namespace:     

    Namespace to be used internally to represent the Domino mail environment, i.e. domino.contoso.com; SMTP domain from the target address AD attribute

  • Exchange Mail Namespace/SMTP Domain:     

    Namespace to be used internally to represent the Exchange mail environment, i.e., for on-prem, exchange.contoso.com or, for O365, <tenantname>.onmicrosoft.com

  • Active Directory Server:     

    Name (FQDN) of the Active Directory server that will be used for reading and writing information, i.e. DomainController1.contoso.com

  • Exchange CAS Server:     

    Name of the Exchange Client Access Server; this server is used for Free/Busy queries

        

Server Connectivity

  • Bidirectional communication between Domino and the Domino Coexistence Server(s) is configured using port 1352

  • Ports 80 and 443 is open on the network between the Windows Coex Server(s) and the Exchange Hub Transport Server(s)

  • Port 80 or 443 is open between the Windows Coex Server and the Domino Coex Server

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