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Binary Tree Migrator for Notes 20.11 - User Guide for Office 365

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 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

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 the Mail In Database Migration | Preparation | Import view in the Navigation Pane

  2. Click Import Mail-in DBs:

    Mail In Database Migration | Import View

  3. If the Select a Database dialog box appears, select the Domino Directory you want to use for the import; click OK

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

  5. Click OK in the message box:

     

    Mail-in database successfully imported

  6. Next, click the Audit Mail In view on the Navigation Pane and select a database in the Data Pane to verify

  7. Click the Verify Mail-In Database button:

    Audit Mail In View

  8. Click Yes in the confirmation box:

  9. Click OK in the box that appears showing that the database has been audited

  10. 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

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

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

  13. 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:

  14. Click the Migrate view in the Navigation Pane

    Select the database and then click Migrate Mail-In Database:

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

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

  17. 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.

 

 

Mail-In Database Replicas can be created and managed if Replication is 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 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. Select the date when you want the migration to start; click OK:

  4. In the Select the Staging Server that appears, select the Staging Server that should be used for replica creation; click OK:

     

  5. The Proceed with Replica Creation? window will appear; click Yes

  6. The Results window will appear showing the operation has completed; click Ok; the completed replicas will show in the Data Pane:

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

  8. Select a mail-in database from the Data Pane and click the Verify Actions button; select an option from the drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view:

  9. 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.

  3. This view gives you the ability set migration status, migration group, migration workstation.

7.4  Provisioning Mail-in Databases

Perform the following steps to set up Office 365 mailboxes:

  • Select the appropriate resource.

  • Select one or more entries and then click the Set Country Code button to select a country code.

  • Select one or more entries and then click the Set Full Access button and select Set Full Access.

  • Select one or more entries and then click the Enable O365 Mailbox button to enable a Mailbox.

    To match the selected Mail-In databases:

  1. Expand Preparation | Provisioning

  2. Select mail-in databases in the Data Pane and then click the Match selected button

  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; cllick 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

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 the Mail In Database Migration | Preparation | Import view in the Navigation Pane

  2. Click Import Mail-in DBs:

    Mail In Database Migration | Import View

  3. If the Select a Database dialog box appears, select the Domino Directory you want to use for the import; click OK

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

  5. Click OK in the message box:

     

    Mail-in database successfully imported

  6. Next, click the Audit Mail In view on the Navigation Pane and select a database in the Data Pane to verify

  7. Click the Verify Mail-In Database button:

    Audit Mail In View

  8. Click Yes in the confirmation box:

  9. Click OK in the box that appears showing that the database has been audited

  10. 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

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

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

  13. 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:

  14. Click the Migrate view in the Navigation Pane

    Select the database and then click Migrate Mail-In Database:

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

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

  17. 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 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 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. Select the date when you want the migration to start; click OK:

  4. In the Select the Staging Server that appears, select the Staging Server that should be used for replica creation; click OK:

     

  5. The Proceed with Replica Creation? window will appear; click Yes

  6. The Results window will appear showing the operation has completed; click Ok; the completed replicas will show in the Data Pane:

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

  8. Select a mail-in database from the Data Pane and click the Verify Actions button; select an option from the drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view:

  9. 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.

  3. This view gives you the ability set migration status, migration group, migration workstation.

7.4  Provisioning Mail-in Databases

Perform the following steps to set up Office 365 mailboxes:

  • Select the appropriate resource.

  • Select one or more entries and then click the Set Country Code button to select a country code.

  • Select one or more entries and then click the Set Full Access button and select Set Full Access.

  • Select one or more entries and then click the Enable O365 Mailbox button to enable a Mailbox.

    To match the selected Mail-In databases:

  1. Expand Preparation | Provisioning

  2. Select mail-in databases in the Data Pane and then click the Match selected button

  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; cllick 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 is available in the following views:

  • Mail File Migration (2. Office 365) > Preparation > Import Users

  • Mail File Migration (2. Office 365) > Preparation > Advanced

  • Mail File Migration (2. Office 365) > Provisioning > Advanced

  • Room & Resource Migration > Preparation > Import and Copy

  • Room & Resource Migration > Preparation > By Group

  • Room & 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

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 Workstations:

  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.

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.

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. 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 object

 

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 the Optional Actions button:

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 Optional Actions | Merge ACL Details 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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