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Binary Tree Archive Migrator for Notes 20.11 - Release Notes

Section 3. User Provisioning

This section is intended to provide the steps necessary to successfully provision a user in Office 365.

User Provisioning

The Migrator for Notes application provides for the automatic creation of Office 365 Exchange Online mail-enabled users from HCL Notes. This process is completed through the application of an Office 365 license that has the Exchange Online option to the accounts.


The provisioning step to Enable / Activate Mailboxes does not have to be completed through Migrator for Notes. If a process for applying Office 365 licensing already exists this can be followed to update Office 365 accounts with the relevant license option to create mailboxes.


Binary Tree Directory Sync Pro for Notes 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.

3.1 Provisioning

Expanding the Provisioning view displays the following subfolders:

  • 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 Enable Mailboxes view to begin enabling mailboxes

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

  3. Once the Country Code is set, select one or more entries and then click the Enable/ Activate Mailbox button to enable a Mailbox; enter your password in the Begin Activation of Office 365 Users command line window:


    Before end user mail file migration takes place, be sure that the Notes users have matching accounts in Office 365 (in Validation). This process helps in checking if the username that is being migrated has an existing account in the new Office 365 environment. However, matching usernames is not required if you are migrating to a .pst file.

  4. Next, select one or more entries and then click the Set Full Access button and select Set Full Access:

  5. Click Yes in the Validate Users In Office 365 dialog box that appears and then enter your password in the Windows PowerShell credential request window

    The Full Access Status column will be populated to apply the Settings | Office365 | Office 365 Security Group to the Full Access Delegation on the users’ Office 365 Mailboxes that the Notes data will be migrated to.

 


Office 365 can require some time to create a mailbox after the activation step has been completed. The recommendation is to allow for a minimum of 15 minutes between the activation step and setting the Full Access.

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

  2. Click on Match Usernames

    Match Usernames View

  3. 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 and select either Match Selected users using PowerShell or Match all users using PowerShell. PowerShell is the only method that is supported for Office 365.

 


The last two options in the Match Domino Usernames to Exchange Usernames dropdown menu will not appear if the Create Exchange Archive Documents setting is not set to Yes in Settings. For more information, refer to the Migrating to an Exchange Archive section of this document.

 


PowerShell matching is recommended for Office 365 migrations.

 

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. Click the Change Step To… button to select a migration step:

  2. Click on the Check Errors folder in the Navigation Pane to check errors:

 


For accounts that have an error status, the matching values should be checked in the Person Document and then verified in Office365.

 

If you cannot resolve the errors or need assistance determining why an error occurred, contact Product Support.

  1. Click on 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 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 & Group Members has not been run prior to migration.

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 Lotus Notes will allow these folders to be created, Exchange will not. Refer to the Installation and Configuration Guide for information on the settings that control this feature.

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 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:

  1. 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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