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Binary Tree Migrator for Notes 20.11 - 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 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

1.4 Product Overview

Binary Tree Migrator for Notes features a new name and logo but is the same trusted product previously known as CMT for Exchange (CMTe).

1.1 Document Conventions

Notes and Domino .nsf files were often referred to in the past as “databases.” Over time, the term changed to “applications.” In this document, Notes and Domino .nsf files are mostly referred to with the more familiar name “databases,” and at other times they are referred to as “applications.”

The Navigation Pane shows a list of “views”. Each view will automatically become populated with data as you progress through the migration steps outlined in this document.  “Folders” are also shown through the Migrator for Notes application but are treated the same as views from a navigation perspective. While some folders use the same icon as a view (), they differ, in that, they contain information and documents that is manually placed there by you, the user.

A pipe (|) denotes the succession of steps when navigating from one menu, icon or button to another; for example, “expand the Preparation | Import Users folder” means to expand the Preparation folder first and then expand the Import Users subfolder.

1.2 Purpose & Audience

The purpose of this document is to provide information on how to use Migrator for Notes to perform a mail migration from HCL Domino and Notes to Microsoft Exchange and Outlook. It is assumed that the Migrator for Notes Installation and Configuration Guide, Requirements, and Known Limitations documents have been read prior to using this user guide.

This document assumes the reader has a minimum of one-year experience using a Notes Client and some basic Domino Administration skills, as well as Exchange and PowerShell for mailbox provisioning. If Domino/Notes Administration topics mentioned in this document are not understood, please reference the HCL System Administration documentation that is included with the HCL Notes Administration tool or through HCL Domino/Notes online help. Similarly, details on Exchange or PowerShell topics are available in Microsoft Exchange’s documentation or on the Microsoft website.

1.3 About Binary Tree Migrator for Notes

Migrator for Notes is the most comprehensive software available for migrating from HCL Domino to Microsoft Exchange.

Migrator for Notes not only supports migrations to on-premises Microsoft Outlook and Exchange, but also to online versions of Microsoft Outlook and Hosted Exchange, including Office 365.

Migrator for Notes, part of Binary Tree’s suite of migration solutions that includes Directory Sync Pro and Notes Integration, offers unmatched data fidelity, migration management, and migration throughput.

Data Fidelity

Migrator for Notes migrates HCL Notes email messages, calendar entries, contacts, to-do lists, journal entries and more to Microsoft Outlook and Exchange while retaining the original text formatting, images, attachments and links. Migrator for Notes also ensures that recurring meetings are properly migrated so that any subsequent changes, reschedules, or cancellations can be entered for all instances of the meeting where these are supported in Exchange. The data fidelity of Migrator for Notes significantly reduces the risk that your users will experience business process disruptions, data loss, or corruption. It is important to note, however, that Migrator for Notes will not migrate corrupt source data. Also, fields in Notes, which do not have a corresponding field in Outlook, will not be migrated.

Migration Management

Migrator for Notes allows you to manage the entire migration project. Migrator for Notes enables you to schedule users for migration, monitor the status of their migration, and to configure pre- and post-processing actions, such as decrypting encrypted email items, collecting rules and Access Control Lists. Migrator for Notes also enables you to control the data being migrated by enabling you to filter it by data type, date ranges and message size. Acting as a centralized migration management system, Migrator for Notes reduces the risk of forgotten tasks and provides an audit trail of tasks both completed as well as pending.

Migration Throughput

Migrator for Notes can scale to meet the migration requirements of any organization. Under optimal conditions, a single Migrator for Notes migration workstation can migrate up to 8 GB of data per hour. For smaller organizations, one Migrator for Notes workstation may be appropriate. For larger migrations, multiple Migrator for Notes workstations, whether on virtual machines or individual workstations, will coordinate the work effortlessly. Adding additional workstations is a simple and painless process. These additional workstations use a technology called Automated Workload Distribution (AWD) to ensure that each workstation is kept busy continuously.

Multiple laboratory tests have been performed to evaluate Migrator for Notes migration throughput. We have observed migration speeds of up to 8 GB of data per hour. Migration throughput will vary widely depending upon the source system, migration environment and target system. Review the list of testing details below.

 


For testing the throughput of the migration system, we recommend that you migrate to .pst for a baseline of migration worker performance.

 


Review any data throughput or throttling restrictions on the target messaging system. These are typically applied through Exchange system throttling policies, restricting items such as burst allowances and maximum allowed usage and MAPI connections. Additional information on Exchange throttling can be requested from Microsoft support.

Migrator for Notes does allow for multiple Outlook migration accounts to be used and spread over multiple migration workers to prevent throttling on a single Outlook account from impacting all migrations. It is recommended to configure one Outlook migration account for every five migration workers if AWD is used.

Lab Throughput Testing Details:

  • Lab migrations are performed over a high-speed LAN (1000 mbps)

  • Lab Domino and Exchange Servers support very few active users

  • Lab Migration workstation(s) normally have 2 GB of RAM or higher (often 4 GB); although, a minimum acceptable amount of RAM as 4 GB is strongly recommended. Also, processor speeds and number of processors increase migration throughput.

  • Higher migration speeds have been observed on physical workstations versus virtual ones

  • Migration throughput is higher when migrating smaller number of messages with larger attachments than larger number of messages with smaller attachments. Additionally, disk I/O speeds greatly impact the throughput when migrating messages with attachments.

  • Migration throughput is lower when migrating calendar data, especially repeating calendar events. Large number of reschedules of repeating calendar events dramatically decreases migration throughput as all meeting updates must be processed prior to the data being migrated.

  • Large number of entries in the name translation table used to resolve source recipient lists decreases migration throughput

  • Large numbers of personal contact distribution lists, and especially distribution lists with many members, dramatically decreases migration throughput. Lab migration performance does not necessarily provide accurate estimates for production migration performance. The only way of determining the throughput you may achieve in your own environment is to set up and run a proof-of-concept project.

 

 


Lab testing of migrations to Exchange 2019 have shown lower throughput than Exchange 2013 and 2016. Throughput for 2019 has closer to Office 365 throughput processing and it is recommended to validate migrations to Exchange 2019 for planning purposes.

Key Features and Functions

Migrated Data

  • Mail Messages

  • Subject, Date, Body, Recipients

  • Mail Archives (server & local)

  • Mail-in Databases

  • Follow-up Flags

  • File Attachments

  • Doc Links, View Links and Database Links

  • Folders and Nested Folders

  • Calendar Entries

  • Personal Contacts

  • Personal Distribution Lists

  • Private Distribution Lists

  • To-do Lists / Personal Journal Data


Calendar notices (acceptances / declines / updates / cancellations) that do not have a main meeting to be applied to (orphaned calendar documents) will not be migrated.


End Users should be advised to process calendar items in Notes prior to migration. Unexpected results may occur in Outlook/OWA if an unprocessed meeting notice is migrated.


Domino Message Headers are not included in the data migration.

Data Fidelity

  • Names Resolution

  • Name Translation

  • All Messages Reply-able in Outlook

  • Migrates Embedded Images

  • Migrates Encrypted Emails (after decrypting them or migrating the encrypted content attached in an .nsf)

  • Migrates Attachments

  • Retains Formatting of Tables

  • Retains Original HTML Formatting

Calendar Fidelity

  • Migrates Single and Recurring Meetings

  • Migrates Custom and Complex Recurring Meetings

  • Migrates all Past and Present Calendar Entries

  • Migrates all Rescheduled Calendar Entries

Data Filtering Options

  • Filter by Document Type (Mail, Contact, Calendar, Task)

  • Filter by Absolute/Relative Dates or Ranges

  • Select to Skip a List of Folders (excluding system folders)

  • Select to Skip Notes Links

  • Filter by Data Quota Limits

Migration Management

  • Advanced User Management

  • Selective User Migration

  • Migration-related Communications

  • Scheduled Migrations

  • Email Archive Migration Options

  • Migration Destination Options

  • Room and Resource Migration Options

  • Mail File Access and Size Verification

  • Migration Pre-processing

  • Migration Post-Processing

  • Automated or Manual User Provisioning

  • Detailed Activity Logging

Migration Throughput

  • Built-in Automated Workload Distribution (AWD) Functionality

  • Up to 8 GB/hour Migration Throughput per Migration Workstation (actual throughput may vary depending on the environment).


Throughput speed may be reduced if your litigation hold and retention policies are enabled during mailbox migration. It is not recommended to enable litigation hold and retention policies until after a mailbox migration has completed.

 

Migrator for Notes is a Notes application that migrates HCL Domino/Notes items (e.g. emails and contacts) and other Notes applications (e.g. Rooms & Resources) to Microsoft Exchange. There are two major activities involved in a migration:

  • Pre-migration activities

  • Data conversion and transfer to Exchange or .pst

 


The data migration does not remove Notes source data and this remains available for reference in Notes post migration.

The Migrator for Notes application contains all the required tools to give you complete control of these two activities.

Pre-Migration

The Migrator for Notes application provides centralized control and management of all pre-migration activities.

Pre-migration activities include:

  • Auditing source data

  • Sending notification emails

  • Uploading local contacts

  • Validating the accounts to be migrated  in the Exchange system

  • Provisioning mailboxes

  • Switching email routing to Exchange

  • Replicating data to staging servers (if that option is selected)

  • Updating Unread marks in replicas (if that option is selected)

  • Verifying Notes Folders

  • Verifying Notes personal contacts

  • Updating the Notes Integration calendar cache (if Integration is used)

Migration

Once pre-migration activities are complete, migration can be queued for the selected Notes applications from Migrator for Notes. The migration destination can be either a Mailbox or Archive Mailbox on an Exchange Server or .pst files.

Section 2. Pre-migration Activities

Migrator for Notes provides various tools to prepare and manage the following types of source applications before they are ready for migration:

  • Mail Files

  • Rooms and Resources

  • Mail-in Databases

Control documents for selected databases must be imported into the Migrator for Notes Domino application before migrations can proceed. Depending upon the type of item, there may be several additional steps to perform and depending on the kind of actions to be performed, toolbars consisting of tools specific for each database type are provided.

All the tools required to prepare and manage Person (user) data are provided under the Mail File Migration view in the Navigation Pane:

Navigation Pane View

 


The Import tool must be run in order to create a Person document for all items to be migrated. Depending upon the type of item, the Preparation process will provide additional tools. For example, Mail File Migration supports email communication with end users. Therefore, this Preparation process contains tools to manage all the associated email communication tasks.

Separate navigation menus in the Navigation Pane control migration for Mail-In Databases and Rooms & Resources.

2.1  Importing Users

The first step to prepare for the migration of user mail files is to create a list of the users to be migrated.


The tabs listed below provide information used by the tools in this procedure. Before proceeding, be sure that the values in the following fields are configured correctly in Configuration | Settings:

  • Domino tab | Mail Server and Domino Directory

  • Required Settings tab | Additional tab | User Import View and Mail-In Database Import View

 

 

To begin importing users:

  1. In the Import Users view, click the Import Users button; the Import Users drop-down menu displays:

    Import Users View

  2. Select one of the following options from the drop-down menu.

Option

Description

All Users

Select all users from the Domino directory to import

Select Users to Import

Select specific users from the Domino directory to import

Import Select Users from Excel

Select an Excel file of users to import

 

2.1.1 All Users

  1. Click All Users from the drop-down menu

  2. A message box appears indicating the number of users selected from the Domino directory for import; click Yes.

  3. Depending on the number of entries being processed, this could take from a few seconds to several minutes. When complete, a status message is displayed. The message confirms that all users have been imported and moved to the next step of migration (Audit Mail Files); click OK.

A Person document for each user has been created and saved in the Migrator for Notes database. The list of imported users displays in the Data Pane (see Data Pane screenshot below). A Control document for each user will be created in the SQL database once the Migrator for Notes migration engine queues up a user for migration:

Data Pane

2.1.2 Select Users to Import

  1. Click Select Users to Import from the drop-down menu; the dialog box displays the People view of the Domino Directory

  2. Click in the white column next to each user that you’d like to select and then click OK:

    People View Dialog Box

  3. A message box appears indicating the number of users selected from the Domino Directory for import; click OK

  4. Depending on the number of entries being processed, this could take from a few seconds to several minutes. When complete, a status message is displayed. The message confirms that selected users have been imported and moved to the next step of migration (Audit); click OK

  5. The list of selected imported users displays in the Data Pane. A Control document for each user will be created in the SQL database when Migrator for Notes migration engine queues up the users for migration.

2.1.3 Import Select Users from Excel

Migrator for Notes offers two options for importing user information from Excel. The most commonly used method is Import Select Users from Excel, which will import new users and mail-in databases (users and MIDBs that don’t already exist in the application) into the application.

 


Mail-in databases in Domino do not have a ShortName value by default so a Column header should be added to the Excel spreadsheet to include ShortName with a unique value for each mail-in database entry.

 


Rooms and Resources require additional import processing and cannot be imported via Excel.

A second advanced option is available, import field values from Excel, that modifies field data for users already existing in the application. This method is detailed in Appendix C: Work with Files (Import/Export).

  1. Click Import Select Users from Excel from the drop-down menu; the document selection dialog box appears

  2. Select the Excel file (.xls or .xlsx) and then click Open; Note that Excel must be installed and properly registered with the operating system:

  • The first row of the Excel spreadsheet must include the field names used during the import. The key values ‘ShortName’ and ‘InternetAddress’ will automatically open the correct corresponding lookup views in Migrator for Notes.

  • Field names should match Migrator for Notes field names to be visible in the Migrator for Notes interface.  All fields will be imported from the Excel headers and the Domino Directory even if the field does not exist on the Migrator for Notes document.  

    An example Excel spreadsheet with ‘InternetAddress’ as the key column is below:

  1. If multiple Domino directories are configured in Migrator for Notes, you are prompted to select the Domino directory to use during the import

  2. If multiple Excel sheets are present, you are prompted to select which sheet to use

  3. You are prompted to choose a key column from the Excel file that will be used during the import process to locate the entries in the Domino Directory

  • If the selected key column is either ‘ShortName’ or ‘InternetAddress’, the import will use the appropriate view

  • If the key column is another value, you are prompted with the lookup view to be used in Migrator for Notes.  The key value must match the header of the first sorted column in the view for the Migrator for Notes document to be found.

  1. The Notes agent will search for a matching document in the Migrator for Notes lookup view.  If a document cannot be located, the Domino directory will be searched, and the user record imported.


Notes uses both “scripts” and “agents” as does the Migrator for Notes application, but for ease reference we’re using the term “agent”. This refers to a macro or piece of code that runs in the background of HCL Notes to “help perform repetitive tasks, such as managing documents and sending memos.”

Refer to HCL Support for more information.

  • If a user document does not exist in the Migrator for Notes application and a match is found in the Domino directory, all fields on the user document will be imported, and the following fields will be set:

    • BTNextStep = “Stage” (e.g. Audit, Notify, Match, Migrate)

    • ADStatus = “Unmatched”

    • MailFileName = MailFile value from the directory document

    • PNAB_NOTEID = noteID value from the directory document.

  • If a user document exists in Migrator for Notes, the document will be updated under the following conditions:

    • If the Migrator for Notes document’s migrationStatus is “Migration completed successfully”, the document in Migrator for Notes will not be modified, and results will be reported to the file.

    • If the Migrator for Notes documents migrationStatus is "MIGRATION PENDING", "MIGRATED WITH ERRORS", "ROLLBACK REQUESTED", "ROLL FORWARD REQUESTED", "MIGRATION FAILED" the Migrator for Notes document will not be modified, and the current migration status will be reported to the output file.

    • If the Migrator for Notes documents migrationStatus is “Ready to migrate” or not set, the following fields will be set:

      • ImportFileName = file name of the Excel spreadsheet used during the import

      • LastImportRun = time the agent was run

      • Values for all fields in the excel file will be copied to the Migrator for Notes person document; if a field exists on the CMT document (copied from the domino directory document when created above) that corresponds to an existing field name, that field will be overwritten and the value from the excel spreadsheet will be set

2.1.4 Person Document

Whenever a user is imported, a new Person document is created in the Migrator for Notes application. These documents are populated with a variety of information which is used during user mail migration. These documents are also updated with status information after each migration task is completed (including links to cumulative and individual migration logs); therefore, they are an important control point for user mail migration. Double-click a user in the Data Pane to open the user’s Person document.

Person Document Sample

2.1.5 Change Step To

The Change Step To button allows you to move a user back or forward to a step where you can audit, notify, match, or migrate the user.

 


If the Change Step To button does not appear right away, you can always find it on the Import Users tab (see the Change Step To… Window screenshot below).

  1. Select users (a checkmark appears next to selected users), and then click the Change Step To button; a dialog box appears:

    Change Step To… Window

  2. Click Audit, Notify, Match or Migrate and then click OK. The selected users are moved to the selected step; for example, if you select Audit, the selected users are moved to the Audit Mail File Data folder. Similarly, if you select Notify or Match, the selected users can be moved back and forth between steps to run the tools again.

  3. You can select the Migrate option if you are ready to move those users to the final step of migration

    The Set Migration Status button is explained in Section 8: Setting Migration Status.



When the Unhide Entry button is clicked, users that are selected in the Import Users view will be revealed in the Migrate view. A user will be hidden in the Migrate view when the Mark Complete button is clicked. 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.

2.2  Auditing Mail Files

Next, you need to audit imported users’ mail files using the Audit Mail Files agents. This tool will check the following (depending upon selections made in the Installation and Configuration for the Required Settings) against each mail file:

  • Mail file exists

  • Migration Notes ID has sufficient access (see the Migrator for Notes Requirements document for more information about required access).

  • Mail file size

  • Number of Contacts

  • Number of Encrypted Items

  • Number of Rules

  • Number of Journal entries

To audit mail files:

  1. In the Navigation Pane, expand 2. Mail File Migration and then expand the Audit Mail Files | Audit Mail File Data view

  2. Select the user Person Documents in the Data Pane; you can either audit a select number of users or all the users at once

  3. Click the Audit Actions button in the Data Pane; the Audit Actions drop-down menu displays:

    Audit Actions Drop-down Menu

  4. Select one of the following options from the drop-down menu:

Option

Description

Audit workflow and delegation

Determines the number of calendar entries affected by delegation for each user and will check for custom repeating meetings. This will provide a report for meetings with repeating patterns that are not supported by Notes Integration (MTCW).

 

Delegation in Notes and Forwarding in Outlook are similar methods of enabling an invitee to share a meeting with someone else; however, these two processes are very different from a system perspective. Migrator for Notes makes every effort to fully support the calendar workflow (see the Known Limitations.pdf for details on unsupported patterns), but some customers may wish to identify users heavily affected by delegated meetings prior to migration.

 

If the Settings option to Audit calendar unsupported patterns is enabled this will also collect a list of any current and future meetings that Outlook cannot fully support. Custom repeating meeting patterns in Notes are migrated to Outlook but are not fully supported for changes in Outlook.

Audit Mail File & Personal Data For Selected Users

Determines each user’s mail file size (includes count of contacts and journal entries)

 

This option will also query the options that you selected in the Required Settings > Domino tab.

Audit pNAB DB For Selected Users

Determines if users’ pNAB database is accessible and the number of contacts

 

This agent audits the server-based pNAB for selected users if one is defined in their Person document. This menu option is not used for migration. Irrespective of whether the migration mail agent is used to prompt the user to synchronize their own contacts or the administrator syncs their contacts for them, it is imperative that contacts must be synced into the users’ mail files to migrate contacts.

 

The purpose of the server-based pNAB field is so that the migration coordinator can perform the synchronization on behalf of the user by clicking Actions > Other to access the Synchronize Address Book agent.

 

Note: If pNAB database information is not populated in the users’ Person documents in Migrator for Notes, then you need to either send users a message to sync the pNAB to the mail file or specify pNAB details to be sure that Migrator for Notes is pointing to the server where pNAB is stored.

 

2.2.1 Audit workflow and delegation

  1. Click the Audit workflow and delegation menu option

  2. Totals will appear in the following columns:

  • Unsupported workflow - unsupported calendar recurrence patterns

  • Was Delegated - another Domino user delegated attendance

  • Delegator – the Chair delegated the meeting

  • Delegatee – the user was delegated to attend the meeting on someone’s behalf

 


Totals will show in these columns only if data is populated in the corresponding fields of the Person Document.

  1. The Calendar MTCW Audit Report will be populated with any meetings that the user is a Chair for, are in the Notes Integration cache range (typically 90 days from current date) and have a repeating meeting pattern that would not be supported for Outlook to Notes coexistence. This will include any meeting in the cache range including cancelled meetings.

 


This is an administrator-only audit for informational purposes to assist with Integration troubleshooting. This can be disregarded if Integration has not been deployed.

  1. If the Settings to Audit calendar unsupported patterns is enabled then the Calendar audit RTF report will be populated with any meetings that have a Notes custom pattern. This will be for meetings where the user is the Chair but can also include meetings where the user an Invitee if that option is enabled. This will not include meetings that have been cancelled. The audit can be sent to the end user through the Remediation Summary message template.


The Remediation Summary message will not be sent if the audit does not locate any active meetings with Notes custom patterns.

2.2.2 Audit Mail File & Personal Data for Selected Users

  1. Click the Audit Mail File & Personal Data for Selected Users menu option; a message box appears indicating the number of selected users to audit

  2. Click Yes

  3. Depending upon the number of selected users, this process could take from a few seconds to several minutes. Upon completion, a message box confirms that auditing of the mail database is complete, and all users have been promoted to the next step of migration; click OK. If no errors are found, skip to step 4.

    All errors must be fixed and then the Audit Mail File & Personal Data for Selected Users tool must be re-run without errors prior to the mail file migration. See Appendix B: Pre-Migration Troubleshooting for common audit errors and troubleshooting steps.

 


If problems occur during the audit process, the Person Document will be moved to the Check Errors folder in the Navigation Pane. The Check Errors folder will show any errors found during the audit process.

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. After the error is resolved, to re-audit the user, select the user in the Check Errors view and, from the Data Pane, click the Audit Actions | Audit Mail File & Personal Data For Selected Users button in the Data Pane:

    Check Errors View

  2. Successfully audited users are promoted to the next step of migration (Notify)

  3. To view the result of the audit, you can go to the Mail File Migration | Advanced document view in the Navigation Pane

Notice that the tool has audited users’ mail file size and listed the number of encrypted items, rules, contacts and journal entries that each user’s mail file contains. In addition, the Data Pane also lists the people, journal and rule count in all of the user mail files.

2.2.3 Moving the Selected Users Back to Audit Mail File Data

As soon as an audit is run, the successfully audited users are moved to the Notify step; however, you may wish to run the remaining Audit options on the users. To perform more audits, move them back to the Audit step.

2.2.4 Audit pNAB DB for Selected Users

Local Contact Data

Users’ contact data needs to be in the $PeopleGroupsFlat view in their mail file to be migrated. The local contact data needs to be synchronized through Notes replication on the end users’ workstation. This can be enabled through Domino/Notes policies, but if that has not been configured you will need to send each user an email message containing a special button. When clicked, the user’s contact and personal distribution list data found in their local names.nsf will be synchronized with their mail file. This data is then stored in a hidden view called $PeopleGroupsFlat in their mail files. If the view doesn’t exist, it will be created when the user clicks the embedded button in the migration message.

Server-based Contact Data

If a user’s contact data is stored on the Domino server, then you can edit the user’s Person document to point to the location and the name of the Personal Name and Address Book (pNAB). For example, if user Susan Johnson has pNAB on the Acme_mail Domino server in the Contacts folder, then his/her Person document must be edited and saved to update this information.


This action is only required if the end user contact data is not being synchronized by Notes directly into their email file using Notes Replication and Sync processing.

  1. Open a user’s Person document in the Data Pane

  2. Open the Additional Databases tab and either click the Edit Document button or double-click inside the document

  3. Edit the PNAB Server and PNAB File Name fields; specify the Domino server name and the full path to user's server-based personal name and address book (pNAB)

  4. Click the Open link to verify whether the database can access the specified location and open the pNAB

  5. Click Save & Close:

    Person Document

  6. With the user selected in the Data Pane, click the Actions | Other menu option

  7. Select Synchronize Address Book from the list of agents in the Run Agent dialog box, and then click OK

  8. Once the Person document is edited and saved, and the contact data synchronized, select the user (Susan Johnson using the example above), and then select Audit Actions | Audit pNAB DB For Selected Users.. The server-based pNAB is validated and its size is audited and moved to the next step.

     

2.3  Sending End User Notifications

During the migration lifecycle, notices can be sent through the Migrator for Notes application to the end user community.  These may be for relaying important information, delivering end user driven action buttons or both. See the Migrator for Notes Installation and Configuration Guide for information on how to configure and customize message templates.

 


The message templates and any buttons must be signed (edited and saved) individually by a Domino Administration account to prevent end users from receiving a Notes ECL notification.

Send End User Notifications

Once you have determined your communications strategy and updated/created the message templates, you are ready to send them according to your communications plan and any end user processing updates required. You can send pre-migration as well as post-migration messages to end users. Pre-migration messages typically prompt users to click the embedded action button in the message to perform an action, such as decrypt the encrypted messages in users’ mail files or copy/replicate users’ local archive database to the mail server. After the end user has performed the required action, a status message is returned to the Migrator for Notes application using standard Notes Mail.

 


The Migrator for Notes database must be configured as a Mail-In Database. Refer to the Installation and Configuration Guide for more information.

To send a notification:

  1. Expand Notify End Users for Required Actions in the Navigation Pane

  2. Click Send End User Notifications; depending on the setting configured in the Required Settings tab, you can either send one notification per user that will contain the selected actions/forms that you want to send to the user or send one notification per action/form per user

2.3.1 Send Notifications

  1. Select all the Person documents in the Data Pane to whom you want to send the notification

  2. Click the Send Users Notifications button in the Data Pane

  3. In the Message Templates dialog box, a list of available predefined templates is displayed; if you have created pre-migration custom templates, these will also be listed; select the template you wish to send and click OK; for example, select the Migration Message – Windows Decrypt Encrypted Items message template, and click OK:

    Message Templates Dialog Box

  4. The progression message box displays; after a few seconds of processing, another message box displays confirming that notifications have been sent to selected users (see screenshot below); click OK

  5. After you have sent the first notification to the users, the users remain in the Notify step (under the Pending Responses view). The users remain in this step so that you can continue sending the rest of the notifications

2.3.2 Pending Responses

Notifications where users are required to click an embedded button in the email are processed differently. The Migration Message – Windows Decrypt Encrypted Items email template, for example, contains buttons that can be clicked by the user to perform many functions. If users don’t click the buttons, their response is considered pending and is listed in the Pending Responses view.

To demonstrate this, if user John Smith has not performed the required action, the Data Pane will show that two notifications have been sent, one requires user action, and no response has been received.

In a situation like this, you may want to send another notification prompting users to respond to migration notifications.

Responses can also be seen in the Responses view; click Responses in the Navigation Pane:

Responses View

Responses to the Archive Migrator Opt Out option can be seen by clicking Archive Migrator Responses in the Navigation Pane:

Finally, you need to check for notification transmission errors; click Check Errors:

If the user’s mail files do not move out of the Notify view, then you need to move them to the Match view using the Change Step To button. Do this when you have ensured that all the notifications have been sent, all the pending responses have been responded to, and there are no unresolved errors.

 


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.

2.4  Setting Advanced Options

The Advanced view provides some additional tools, such as setting migration status, sending, or inserting migration messages, which prepare and manage your data for migration.

  1. Click Advanced in the Navigation Pane

    Advanced View

2.4.1 User Migration Actions

To select user migration actions:

  1. Select users and click the User Migration Actions button

  2. The User Migration Actions drop-down menu displays:

    Advanced View

    The following table describes the function of each menu option:

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 (or Notes archive inbox) for the mail file specified on the selected document, 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 Migrator for Notes Email Repliability 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 Email Repliability.

 

The Migrator for Notes Email Repliability should be imported (and updated) prior to running the Fix Contacts processing.

 

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 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.

Audit workflow and delegation

Refer to Auditing Mail Files section

Audit Mail File & Personal Data for Selected Users

Refer to Auditing Mail Files section

 

To send a migration message to selected users:

  1. Select users and then select User Migration Actions | Send Migration Message to Selected User(s):

  2. The Message Templates dialog box displays; select a message template and then click OK:

 

To insert a migration message into selected users’ inbox:

  1. Select users and then select User Migration Actions | Insert Migration Message into Selected User(s) Inbox:

  2. The Message Templates dialog box displays; select a message template and then click OK

     

To send a rules email to the selected users:

  1. Select user(s), and then select User Migration Actions | Send Rules Email to Selected User(s):

    For this option to work, you should enable the Audit Domino Mail Rules field in the Domino Settings document. Then, when you run the audit, the number of mail rules will be listed in each user’s Person document. They can then be sent to the end users to recreate their mail rules using Outlook formats post migration.

    Settings | Required Settings tab | Domino tab


 

 

 

 

 

    Person Document

  1. A message box appears and confirms that mail rules have been sent to the selected number of users; click OK to continue

To send an encrypted email summary to the selected users:

  1. Select user(s), and then select User Migration Actions | Send Encrypted Email Summary to Selected User(s):

    For this option to work, you should enable the Audit Domino Encrypted Items field in the Domino Settings; then, when you run the audit, the number of encrypted items will be listed in each user’s Person document:

    Settings | Required Settings tab | Domino tab

  2. A message box appears and confirms that an encrypted item has been sent to the selected number of users; click OK to continue

2.4.2 Replication Management

Advanced also includes the ability to manage mail file replicas.

 


Replication must be enabled and configured in the Replica Settings tab of Settings. Replication Management views do not appear if Replication is disabled.

Replication is not required for migration and can be skipped if the centralization of source data onto Domino staging servers is not required.

To manage replication:

  1. Expand the Advanced view and then click Replication Management | Create Replicas:

    Create Replicas View

  2. To create replicas, select one or more entries in the Data Pane and click the Create Replicas button. Options to change the replication formula and delete replicas are also available in this view; these replicas will be created on the server and folder specified in the Replica Settings

  3. Click Compare All Replicas in the Navigation Pane; the replica comparison will allow you to compare the user’s home mail database and the staging replica

  4. Select an option form the Verify Actions drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view

    Compare All Replicas View



Normally, replicas on the staging server are created by a scheduled connection between the staging server and the home server of the user mail file.  The “quick push” button forces the servers to create/replicate the selected databases immediately with waiting for the schedule. Domino Connection documents are required between the home server and staging server for replication to function.

The table below described the function of each option in the Verify Actions dropdown menu:

Option

Description

Run Replica Comparison For Selected Users

Allows you to select users and compare the mail files to the staging replicas.

Send Replica Command For Selected Users

Allows you to select users and send replica command for the users. You will be prompted for the type of replication and to select the Domino servers.

 

*This assumes that you are familiar with Domino replication.

Replicate Unread Table

This allows read and unread marks to be synchronized when your staging server is in a different Domino Domain to the home mail server(s). As this may take several hours to complete, it should be run 1-2 days prior to migration.

Set Verification Flag for Selected Users

Once you have validated that all the expected data has been replicated to the staging server, you can set the Verification flag. This will cause the document to appear in the Validated Replicas view, and not in the Non-Validated Replicas view, for easier administration

Remove Verification Flag for Selected Users

Allows you to select users and remove the verification flag for them.

 

  1. Click Validated Replicas or Non-Validated Replicas; the Validated Replicas view displays users that have been marked as verified; the Non-Validated Replicas view displays users that have not been verified:

    Validated Replicas View

  2. This view gives you the ability to refresh the view, set migration status, verify actions, and quick push replication; click the Help button for more information about the replica comparison view; Quick Push Replication uses the information defined in the Replica Settings to initiate a push from the mail file to the staging replica

  3. Click Delete Replicas:

    Delete Replicas View

  4. To delete replicas, select one or more entries and click the Delete Replicas button

2.5 Validation

Validation allows you to verify that a user mail-enabled object exists in Active Directory based on matching values specified in the Settings | User Provisioning options.

To validate:

  1. Expand the Validation | User Validation Status view

  2. Select one or more entries and click the Run Validation Check button:

    User Validation Status View

  3. Click OK on the following dialog boxes indicating the selected documents have been processed

  4. Click Check Errors in the Navigation pain to view errors; it is recommended to resolve any errors before moving to the next step:

    Check Errors View


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.

 

 

2.5 Validation

Migrator for Notes provides various tools to prepare and manage the following types of source applications before they are ready for migration:

  • Mail Files

  • Rooms and Resources

  • Mail-in Databases

Control documents for selected databases must be imported into the Migrator for Notes Domino application before migrations can proceed. Depending upon the type of item, there may be several additional steps to perform and depending on the kind of actions to be performed, toolbars consisting of tools specific for each database type are provided.

All the tools required to prepare and manage Person (user) data are provided under the Mail File Migration view in the Navigation Pane:

Navigation Pane View

 


The Import tool must be run in order to create a Person document for all items to be migrated. Depending upon the type of item, the Preparation process will provide additional tools. For example, Mail File Migration supports email communication with end users. Therefore, this Preparation process contains tools to manage all the associated email communication tasks.

Separate navigation menus in the Navigation Pane control migration for Mail-In Databases and Rooms & Resources.

2.1  Importing Users

The first step to prepare for the migration of user mail files is to create a list of the users to be migrated.


The tabs listed below provide information used by the tools in this procedure. Before proceeding, be sure that the values in the following fields are configured correctly in Configuration | Settings:

  • Domino tab | Mail Server and Domino Directory

  • Required Settings tab | Additional tab | User Import View and Mail-In Database Import View

 

 

To begin importing users:

  1. In the Import Users view, click the Import Users button; the Import Users drop-down menu displays:

    Import Users View

  2. Select one of the following options from the drop-down menu.

Option

Description

All Users

Select all users from the Domino directory to import

Select Users to Import

Select specific users from the Domino directory to import

Import Select Users from Excel

Select an Excel file of users to import

 

2.1.1 All Users

  1. Click All Users from the drop-down menu

  2. A message box appears indicating the number of users selected from the Domino directory for import; click Yes.

  3. Depending on the number of entries being processed, this could take from a few seconds to several minutes. When complete, a status message is displayed. The message confirms that all users have been imported and moved to the next step of migration (Audit Mail Files); click OK.

A Person document for each user has been created and saved in the Migrator for Notes database. The list of imported users displays in the Data Pane (see Data Pane screenshot below). A Control document for each user will be created in the SQL database once the Migrator for Notes migration engine queues up a user for migration:

Data Pane

2.1.2 Select Users to Import

  1. Click Select Users to Import from the drop-down menu; the dialog box displays the People view of the Domino Directory

  2. Click in the white column next to each user that you’d like to select and then click OK:

    People View Dialog Box

  3. A message box appears indicating the number of users selected from the Domino Directory for import; click OK

  4. Depending on the number of entries being processed, this could take from a few seconds to several minutes. When complete, a status message is displayed. The message confirms that selected users have been imported and moved to the next step of migration (Audit); click OK

  5. The list of selected imported users displays in the Data Pane. A Control document for each user will be created in the SQL database when Migrator for Notes migration engine queues up the users for migration.

2.1.3 Import Select Users from Excel

Migrator for Notes offers two options for importing user information from Excel. The most commonly used method is Import Select Users from Excel, which will import new users and mail-in databases (users and MIDBs that don’t already exist in the application) into the application.

 


Mail-in databases in Domino do not have a ShortName value by default so a Column header should be added to the Excel spreadsheet to include ShortName with a unique value for each mail-in database entry.

 


Rooms and Resources require additional import processing and cannot be imported via Excel.

A second advanced option is available, import field values from Excel, that modifies field data for users already existing in the application. This method is detailed in Appendix C: Work with Files (Import/Export).

  1. Click Import Select Users from Excel from the drop-down menu; the document selection dialog box appears

  2. Select the Excel file (.xls or .xlsx) and then click Open; Note that Excel must be installed and properly registered with the operating system:

  • The first row of the Excel spreadsheet must include the field names used during the import. The key values ‘ShortName’ and ‘InternetAddress’ will automatically open the correct corresponding lookup views in Migrator for Notes.

  • Field names should match Migrator for Notes field names to be visible in the Migrator for Notes interface.  All fields will be imported from the Excel headers and the Domino Directory even if the field does not exist on the Migrator for Notes document.  

    An example Excel spreadsheet with ‘InternetAddress’ as the key column is below:

  1. If multiple Domino directories are configured in Migrator for Notes, you are prompted to select the Domino directory to use during the import

  2. If multiple Excel sheets are present, you are prompted to select which sheet to use

  3. You are prompted to choose a key column from the Excel file that will be used during the import process to locate the entries in the Domino Directory

  • If the selected key column is either ‘ShortName’ or ‘InternetAddress’, the import will use the appropriate view

  • If the key column is another value, you are prompted with the lookup view to be used in Migrator for Notes.  The key value must match the header of the first sorted column in the view for the Migrator for Notes document to be found.

  1. The Notes agent will search for a matching document in the Migrator for Notes lookup view.  If a document cannot be located, the Domino directory will be searched, and the user record imported.


Notes uses both “scripts” and “agents” as does the Migrator for Notes application, but for ease reference we’re using the term “agent”. This refers to a macro or piece of code that runs in the background of HCL Notes to “help perform repetitive tasks, such as managing documents and sending memos.”

Refer to HCL Support for more information.

  • If a user document does not exist in the Migrator for Notes application and a match is found in the Domino directory, all fields on the user document will be imported, and the following fields will be set:

    • BTNextStep = “Stage” (e.g. Audit, Notify, Match, Migrate)

    • ADStatus = “Unmatched”

    • MailFileName = MailFile value from the directory document

    • PNAB_NOTEID = noteID value from the directory document.

  • If a user document exists in Migrator for Notes, the document will be updated under the following conditions:

    • If the Migrator for Notes document’s migrationStatus is “Migration completed successfully”, the document in Migrator for Notes will not be modified, and results will be reported to the file.

    • If the Migrator for Notes documents migrationStatus is "MIGRATION PENDING", "MIGRATED WITH ERRORS", "ROLLBACK REQUESTED", "ROLL FORWARD REQUESTED", "MIGRATION FAILED" the Migrator for Notes document will not be modified, and the current migration status will be reported to the output file.

    • If the Migrator for Notes documents migrationStatus is “Ready to migrate” or not set, the following fields will be set:

      • ImportFileName = file name of the Excel spreadsheet used during the import

      • LastImportRun = time the agent was run

      • Values for all fields in the excel file will be copied to the Migrator for Notes person document; if a field exists on the CMT document (copied from the domino directory document when created above) that corresponds to an existing field name, that field will be overwritten and the value from the excel spreadsheet will be set

2.1.4 Person Document

Whenever a user is imported, a new Person document is created in the Migrator for Notes application. These documents are populated with a variety of information which is used during user mail migration. These documents are also updated with status information after each migration task is completed (including links to cumulative and individual migration logs); therefore, they are an important control point for user mail migration. Double-click a user in the Data Pane to open the user’s Person document.

Person Document Sample

2.1.5 Change Step To

The Change Step To button allows you to move a user back or forward to a step where you can audit, notify, match, or migrate the user.

 


If the Change Step To button does not appear right away, you can always find it on the Import Users tab (see the Change Step To… Window screenshot below).

  1. Select users (a checkmark appears next to selected users), and then click the Change Step To button; a dialog box appears:

    Change Step To… Window

  2. Click Audit, Notify, Match or Migrate and then click OK. The selected users are moved to the selected step; for example, if you select Audit, the selected users are moved to the Audit Mail File Data folder. Similarly, if you select Notify or Match, the selected users can be moved back and forth between steps to run the tools again.

  3. You can select the Migrate option if you are ready to move those users to the final step of migration

    The Set Migration Status button is explained in Section 8: Setting Migration Status.



When the Unhide Entry button is clicked, users that are selected in the Import Users view will be revealed in the Migrate view. A user will be hidden in the Migrate view when the Mark Complete button is clicked. 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.

2.2  Auditing Mail Files

Next, you need to audit imported users’ mail files using the Audit Mail Files agents. This tool will check the following (depending upon selections made in the Installation and Configuration for the Required Settings) against each mail file:

  • Mail file exists

  • Migration Notes ID has sufficient access (see the Migrator for Notes Requirements document for more information about required access).

  • Mail file size

  • Number of Contacts

  • Number of Encrypted Items

  • Number of Rules

  • Number of Journal entries

To audit mail files:

  1. In the Navigation Pane, expand 2. Mail File Migration and then expand the Audit Mail Files | Audit Mail File Data view

  2. Select the user Person Documents in the Data Pane; you can either audit a select number of users or all the users at once

  3. Click the Audit Actions button in the Data Pane; the Audit Actions drop-down menu displays:

    Audit Actions Drop-down Menu

  4. Select one of the following options from the drop-down menu:

Option

Description

Audit workflow and delegation

Determines the number of calendar entries affected by delegation for each user and will check for custom repeating meetings. This will provide a report for meetings with repeating patterns that are not supported by Notes Integration (MTCW).

 

Delegation in Notes and Forwarding in Outlook are similar methods of enabling an invitee to share a meeting with someone else; however, these two processes are very different from a system perspective. Migrator for Notes makes every effort to fully support the calendar workflow (see the Known Limitations.pdf for details on unsupported patterns), but some customers may wish to identify users heavily affected by delegated meetings prior to migration.

 

If the Settings option to Audit calendar unsupported patterns is enabled this will also collect a list of any current and future meetings that Outlook cannot fully support. Custom repeating meeting patterns in Notes are migrated to Outlook but are not fully supported for changes in Outlook.

Audit Mail File & Personal Data For Selected Users

Determines each user’s mail file size (includes count of contacts and journal entries)

 

This option will also query the options that you selected in the Required Settings > Domino tab.

Audit pNAB DB For Selected Users

Determines if users’ pNAB database is accessible and the number of contacts

 

This agent audits the server-based pNAB for selected users if one is defined in their Person document. This menu option is not used for migration. Irrespective of whether the migration mail agent is used to prompt the user to synchronize their own contacts or the administrator syncs their contacts for them, it is imperative that contacts must be synced into the users’ mail files to migrate contacts.

 

The purpose of the server-based pNAB field is so that the migration coordinator can perform the synchronization on behalf of the user by clicking Actions > Other to access the Synchronize Address Book agent.

 

Note: If pNAB database information is not populated in the users’ Person documents in Migrator for Notes, then you need to either send users a message to sync the pNAB to the mail file or specify pNAB details to be sure that Migrator for Notes is pointing to the server where pNAB is stored.

 

2.2.1 Audit workflow and delegation

  1. Click the Audit workflow and delegation menu option

  2. Totals will appear in the following columns:

  • Unsupported workflow - unsupported calendar recurrence patterns

  • Was Delegated - another Domino user delegated attendance

  • Delegator – the Chair delegated the meeting

  • Delegatee – the user was delegated to attend the meeting on someone’s behalf

 


Totals will show in these columns only if data is populated in the corresponding fields of the Person Document.

  1. The Calendar MTCW Audit Report will be populated with any meetings that the user is a Chair for, are in the Notes Integration cache range (typically 90 days from current date) and have a repeating meeting pattern that would not be supported for Outlook to Notes coexistence. This will include any meeting in the cache range including cancelled meetings.

 


This is an administrator-only audit for informational purposes to assist with Integration troubleshooting. This can be disregarded if Integration has not been deployed.

  1. If the Settings to Audit calendar unsupported patterns is enabled then the Calendar audit RTF report will be populated with any meetings that have a Notes custom pattern. This will be for meetings where the user is the Chair but can also include meetings where the user an Invitee if that option is enabled. This will not include meetings that have been cancelled. The audit can be sent to the end user through the Remediation Summary message template.


The Remediation Summary message will not be sent if the audit does not locate any active meetings with Notes custom patterns.

2.2.2 Audit Mail File & Personal Data for Selected Users

  1. Click the Audit Mail File & Personal Data for Selected Users menu option; a message box appears indicating the number of selected users to audit

  2. Click Yes

  3. Depending upon the number of selected users, this process could take from a few seconds to several minutes. Upon completion, a message box confirms that auditing of the mail database is complete, and all users have been promoted to the next step of migration; click OK. If no errors are found, skip to step 4.

    All errors must be fixed and then the Audit Mail File & Personal Data for Selected Users tool must be re-run without errors prior to the mail file migration. See Appendix B: Pre-Migration Troubleshooting for common audit errors and troubleshooting steps.

 


If problems occur during the audit process, the Person Document will be moved to the Check Errors folder in the Navigation Pane. The Check Errors folder will show any errors found during the audit process.

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. After the error is resolved, to re-audit the user, select the user in the Check Errors view and, from the Data Pane, click the Audit Actions | Audit Mail File & Personal Data For Selected Users button in the Data Pane:

    Check Errors View

  2. Successfully audited users are promoted to the next step of migration (Notify)

  3. To view the result of the audit, you can go to the Mail File Migration | Advanced document view in the Navigation Pane

Notice that the tool has audited users’ mail file size and listed the number of encrypted items, rules, contacts and journal entries that each user’s mail file contains. In addition, the Data Pane also lists the people, journal and rule count in all of the user mail files.

2.2.3 Moving the Selected Users Back to Audit Mail File Data

As soon as an audit is run, the successfully audited users are moved to the Notify step; however, you may wish to run the remaining Audit options on the users. To perform more audits, move them back to the Audit step.

2.2.4 Audit pNAB DB for Selected Users

Local Contact Data

Users’ contact data needs to be in the $PeopleGroupsFlat view in their mail file to be migrated. The local contact data needs to be synchronized through Notes replication on the end users’ workstation. This can be enabled through Domino/Notes policies, but if that has not been configured you will need to send each user an email message containing a special button. When clicked, the user’s contact and personal distribution list data found in their local names.nsf will be synchronized with their mail file. This data is then stored in a hidden view called $PeopleGroupsFlat in their mail files. If the view doesn’t exist, it will be created when the user clicks the embedded button in the migration message.

Server-based Contact Data

If a user’s contact data is stored on the Domino server, then you can edit the user’s Person document to point to the location and the name of the Personal Name and Address Book (pNAB). For example, if user Susan Johnson has pNAB on the Acme_mail Domino server in the Contacts folder, then his/her Person document must be edited and saved to update this information.


This action is only required if the end user contact data is not being synchronized by Notes directly into their email file using Notes Replication and Sync processing.

  1. Open a user’s Person document in the Data Pane

  2. Open the Additional Databases tab and either click the Edit Document button or double-click inside the document

  3. Edit the PNAB Server and PNAB File Name fields; specify the Domino server name and the full path to user's server-based personal name and address book (pNAB)

  4. Click the Open link to verify whether the database can access the specified location and open the pNAB

  5. Click Save & Close:

    Person Document

  6. With the user selected in the Data Pane, click the Actions | Other menu option

  7. Select Synchronize Address Book from the list of agents in the Run Agent dialog box, and then click OK

  8. Once the Person document is edited and saved, and the contact data synchronized, select the user (Susan Johnson using the example above), and then select Audit Actions | Audit pNAB DB For Selected Users.. The server-based pNAB is validated and its size is audited and moved to the next step.

     

2.3  Sending End User Notifications

During the migration lifecycle, notices can be sent through the Migrator for Notes application to the end user community.  These may be for relaying important information, delivering end user driven action buttons or both. See the Migrator for Notes Installation and Configuration Guide for information on how to configure and customize message templates.

 


The message templates and any buttons must be signed (edited and saved) individually by a Domino Administration account to prevent end users from receiving a Notes ECL notification.

Send End User Notifications

Once you have determined your communications strategy and updated/created the message templates, you are ready to send them according to your communications plan and any end user processing updates required. You can send pre-migration as well as post-migration messages to end users. Pre-migration messages typically prompt users to click the embedded action button in the message to perform an action, such as decrypt the encrypted messages in users’ mail files or copy/replicate users’ local archive database to the mail server. After the end user has performed the required action, a status message is returned to the Migrator for Notes application using standard Notes Mail.

 


The Migrator for Notes database must be configured as a Mail-In Database. Refer to the Installation and Configuration Guide for more information.

To send a notification:

  1. Expand Notify End Users for Required Actions in the Navigation Pane

  2. Click Send End User Notifications; depending on the setting configured in the Required Settings tab, you can either send one notification per user that will contain the selected actions/forms that you want to send to the user or send one notification per action/form per user

2.3.1 Send Notifications

  1. Select all the Person documents in the Data Pane to whom you want to send the notification

  2. Click the Send Users Notifications button in the Data Pane

  3. In the Message Templates dialog box, a list of available predefined templates is displayed; if you have created pre-migration custom templates, these will also be listed; select the template you wish to send and click OK; for example, select the Migration Message – Windows Decrypt Encrypted Items message template, and click OK:

    Message Templates Dialog Box

  4. The progression message box displays; after a few seconds of processing, another message box displays confirming that notifications have been sent to selected users (see screenshot below); click OK

  5. After you have sent the first notification to the users, the users remain in the Notify step (under the Pending Responses view). The users remain in this step so that you can continue sending the rest of the notifications

2.3.2 Pending Responses

Notifications where users are required to click an embedded button in the email are processed differently. The Migration Message – Windows Decrypt Encrypted Items email template, for example, contains buttons that can be clicked by the user to perform many functions. If users don’t click the buttons, their response is considered pending and is listed in the Pending Responses view.

To demonstrate this, if user John Smith has not performed the required action, the Data Pane will show that two notifications have been sent, one requires user action, and no response has been received.

In a situation like this, you may want to send another notification prompting users to respond to migration notifications.

Responses can also be seen in the Responses view; click Responses in the Navigation Pane:

Responses View

Responses to the Archive Migrator Opt Out option can be seen by clicking Archive Migrator Responses in the Navigation Pane:

Finally, you need to check for notification transmission errors; click Check Errors:

If the user’s mail files do not move out of the Notify view, then you need to move them to the Match view using the Change Step To button. Do this when you have ensured that all the notifications have been sent, all the pending responses have been responded to, and there are no unresolved errors.

 


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.

2.4  Setting Advanced Options

The Advanced view provides some additional tools, such as setting migration status, sending, or inserting migration messages, which prepare and manage your data for migration.

  1. Click Advanced in the Navigation Pane

    Advanced View

2.4.1 User Migration Actions

To select user migration actions:

  1. Select users and click the User Migration Actions button

  2. The User Migration Actions drop-down menu displays:

    Advanced View

    The following table describes the function of each menu option:

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 (or Notes archive inbox) for the mail file specified on the selected document, 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 Migrator for Notes Email Repliability 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 Email Repliability.

 

The Migrator for Notes Email Repliability should be imported (and updated) prior to running the Fix Contacts processing.

 

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 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.

Audit workflow and delegation

Refer to Auditing Mail Files section

Audit Mail File & Personal Data for Selected Users

Refer to Auditing Mail Files section

 

To send a migration message to selected users:

  1. Select users and then select User Migration Actions | Send Migration Message to Selected User(s):

  2. The Message Templates dialog box displays; select a message template and then click OK:

 

To insert a migration message into selected users’ inbox:

  1. Select users and then select User Migration Actions | Insert Migration Message into Selected User(s) Inbox:

  2. The Message Templates dialog box displays; select a message template and then click OK

     

To send a rules email to the selected users:

  1. Select user(s), and then select User Migration Actions | Send Rules Email to Selected User(s):

    For this option to work, you should enable the Audit Domino Mail Rules field in the Domino Settings document. Then, when you run the audit, the number of mail rules will be listed in each user’s Person document. They can then be sent to the end users to recreate their mail rules using Outlook formats post migration.

    Settings | Required Settings tab | Domino tab


 

 

 

 

 

    Person Document

  1. A message box appears and confirms that mail rules have been sent to the selected number of users; click OK to continue

To send an encrypted email summary to the selected users:

  1. Select user(s), and then select User Migration Actions | Send Encrypted Email Summary to Selected User(s):

    For this option to work, you should enable the Audit Domino Encrypted Items field in the Domino Settings; then, when you run the audit, the number of encrypted items will be listed in each user’s Person document:

    Settings | Required Settings tab | Domino tab

  2. A message box appears and confirms that an encrypted item has been sent to the selected number of users; click OK to continue

2.4.2 Replication Management

Advanced also includes the ability to manage mail file replicas.

 


Replication must be enabled and configured in the Replica Settings tab of Settings. Replication Management views do not appear if Replication is disabled.

Replication is not required for migration and can be skipped if the centralization of source data onto Domino staging servers is not required.

To manage replication:

  1. Expand the Advanced view and then click Replication Management | Create Replicas:

    Create Replicas View

  2. To create replicas, select one or more entries in the Data Pane and click the Create Replicas button. Options to change the replication formula and delete replicas are also available in this view; these replicas will be created on the server and folder specified in the Replica Settings

  3. Click Compare All Replicas in the Navigation Pane; the replica comparison will allow you to compare the user’s home mail database and the staging replica

  4. Select an option form the Verify Actions drop-down menu; a Quick Push Replication option is also available; click the Help button for more information about the replica comparison view

    Compare All Replicas View



Normally, replicas on the staging server are created by a scheduled connection between the staging server and the home server of the user mail file.  The “quick push” button forces the servers to create/replicate the selected databases immediately with waiting for the schedule. Domino Connection documents are required between the home server and staging server for replication to function.

The table below described the function of each option in the Verify Actions dropdown menu:

Option

Description

Run Replica Comparison For Selected Users

Allows you to select users and compare the mail files to the staging replicas.

Send Replica Command For Selected Users

Allows you to select users and send replica command for the users. You will be prompted for the type of replication and to select the Domino servers.

 

*This assumes that you are familiar with Domino replication.

Replicate Unread Table

This allows read and unread marks to be synchronized when your staging server is in a different Domino Domain to the home mail server(s). As this may take several hours to complete, it should be run 1-2 days prior to migration.

Set Verification Flag for Selected Users

Once you have validated that all the expected data has been replicated to the staging server, you can set the Verification flag. This will cause the document to appear in the Validated Replicas view, and not in the Non-Validated Replicas view, for easier administration

Remove Verification Flag for Selected Users

Allows you to select users and remove the verification flag for them.

 

  1. Click Validated Replicas or Non-Validated Replicas; the Validated Replicas view displays users that have been marked as verified; the Non-Validated Replicas view displays users that have not been verified:

    Validated Replicas View

  2. This view gives you the ability to refresh the view, set migration status, verify actions, and quick push replication; click the Help button for more information about the replica comparison view; Quick Push Replication uses the information defined in the Replica Settings to initiate a push from the mail file to the staging replica

  3. Click Delete Replicas:

    Delete Replicas View

  4. To delete replicas, select one or more entries and click the Delete Replicas button

Validation allows you to verify that a user mail-enabled object exists in Active Directory based on matching values specified in the Settings | User Provisioning options.

To validate:

  1. Expand the Validation | User Validation Status view

  2. Select one or more entries and click the Run Validation Check button:

    User Validation Status View

  3. Click OK on the following dialog boxes indicating the selected documents have been processed

  4. Click Check Errors in the Navigation pain to view errors; it is recommended to resolve any errors before moving to the next step:

    Check Errors View


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.

 

 

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.

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.

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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