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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

Section 5. Migrating Mail Files

5.1  Setting a Migration Profile

Migration Profiles define settings for certain groups of users. For instance, you can use filters to migrate types of documents, enable size or date restrictions and set the logging level. Refer to the Migrator for Notes Installation and Configuration guide for details. Every user must have a Migration Profile set before a migration can proceed.

To set a migration status:

  1. Expand the Migration | 1. Set Migration Profile views, select users and click the Set Migration Profile button:

    Set Migration Profile View

  2. Select users and click the Set Migration Profile button in the Data Pane

  3. The Select Migration Settings dialog box appears; the list consists of the migration profile(s) you have created; select a profile from the list, and then click OK

    Notice that the profile has been assigned to the users; the users in the Data Pane are ready to be migrated

The Set Migration Profile view also contains options to fix Contacts, Group members, Folders, Unread items and options to maintain the transitional calendar workflow (MTCW):


The MTCW is only required if Notes Integration has been deployed. This will update the repeating meeting cache for Notes Integration which is used to support meeting changes made by users between Notes (prior to migration) and Outlook (post migration).

This processing does require access to all Notes mail files to collect repeating meeting information from the chair person for all relevant meetings.

If this action is not completed for any reason prior to migration it can be run post migration to update the repeating meeting cache. There may be some instances of repeating meeting updates between Notes and Outlook returning a NDR for the migrated users before the cache is updated.

This uses the ApptUNID unique identifier for meetings and will not create duplicates in the cache.


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.

 

5.2  Migrating a User

After you have resolved users and assigned a migration profile to them, they are ready to be migrated.


Make sure that user mailboxes have been created in Microsoft Exchange prior to migration and your Outlook Migration account has Full Access to the mailboxes.

If you are using AWD, be sure to close your migration worker application on the migration control center by right-clicking the application in the system tray and selecting Exit. This will allow your migrations to submit to the migration workstation.

It is recommended to use AWD with at least one migration worker as migrating on the migration control center can interrupt the use of the Migrator for Notes application for migration management.

If you are migrating to a .pst file, users do not need to be matched and users’ mailboxes do not have to exist in Microsoft Exchange but an Internet Address is required on the accounts.

To migrate users:

  1. Expand the Migration | Migrate view in the Navigation Pane

  2. Click the Refresh Migration Status button to show the most current and accurate migration status

  3. Select user(s) that are ready for migration, and then click Migrate Users in the Data Pane:

    Migrate View

  4. The Select migration priority dialog box appears:

    The following table describes each option:

Option

Description

Add to migration queue (normal priority)

Selected users are added to the bottom of the migration queue and will be migrated as soon as a migration workstation becomes available.

Schedule migration on or after

Selected users will be migrated on the specified date or time or later if there is heavy traffic. You can specify the exact time when you want the user mail migration to start.

    

  1. If prompted for a Notes password, specify the password to the Notes login ID you are currently using. If you accidentally specify the wrong password, delete the password.txt file from C:\Program Files\Binary tree\CMT Exchange and then try again:

 


The Notes ID password may be required on the Migration Control Center and all workers if using AWD and would be required for the first migration processed.

  1. The CMT progress box displays the files being migrated on the workstation that the migration job was assigned to. This can be checked in the CMTMonitor web browser page on the migration control center. You can pause or cancel the migration by clicking the Pause and Cancel button, respectively. Depending on the amount of data for the user that is being migrated, the processing may take some time:

 


If an invalid password is entered in the Autodiscover Password setting, the Autodiscover process will prompt for a password when the migration begins. You must enter a valid password, check the box to remember these credentials and click OK for the migration to proceed. If you do not check the box to remember these credentials, the migration will end and not complete.

On migration workers the Connectivity Tester can be used to verify the Migration Outlook account and allows for changing the account and password that is stored on the worker.

  1. As migrations are submitted from the Migrate view, they will then be moved to the Migration Progress view and show as Pending. You can check the status on the Migration Progress view. The status of the accounts in the view can be updated by clicking the Refresh Migration Status button. When a migration workstation selects a user from a queue, the migration status changes to In Progress in the Data Pane.

  2. Once the migration process is complete, the migration status of all users will be updated. For users that are migrated successfully these will be displayed on the Post Migrations Actions view.

  3. For users who have not completed successfully, these will be displayed on the Remediation view.

    You can review the logs that are created during the migration process via links to the migration logs in the Person Document and also in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory on the Migration Control Center

5.3  Migrating Local User Archives to an Exchange Server

After you send the Archive Processing (Notes Archive Migrator must be installed and configured for local archive replication and processing) message template to users, the end user clicks on the button to copy/replicate their local archives to the Domino server. Once completed, a new archive Person document will be created for each archive database copied to the server and located in the Set Migration Profile view.

  1. To view which archive database will be migrated, double-click and open the username archive Person document

  2. Assign a migration profile and the user will be promoted to the Migrate view to perform the migration

  3. Once users’ archive databases have been physically resolved and audited, they are migrated the same way as users’ mail files; they can be migrated to the Exchange mailbox, the Exchange archive mailbox, or to a PST file

 


Review the Notes Archive Migrator guide for more information.

5.4  Migrating to an Exchange Archive

Direct migrations of data from Domino production mail files (not source archives) to the Exchange Archive Mailboxes are supported for both on-premise and Office 365 versions of Exchange. If enabled, Exchange archive documents are created during the matching phase if an archive exists for the user in Exchange. Like other migrations, Exchange Archive migrations are managed by Migration Profiles.

  1. Expand the Settings view and then click the Mail File Processing tab; in the Create Exchange Archive Documents field, select Yes. Then click Save & Close:

  2. During Match Usernames step, select users and select the Match Selected users using PowerShell or Match all users using PowerShell option; the PowerShell matching method is required to generate the Exchange Archive documents:

  3. During the matching process, an Exchange Archive document for each user is created in addition to the Exchange Mailbox document if an Exchange archive exists for the user. The Exchange Archive document can be identified by the appended “-EXArchive”.

     

 


Migrator for Notes does not enable archive mailboxes in Exchange; this should be completed in the Exchange prior to matching accounts.

The Exchange Mailbox document and Exchange Archive document are linked in the EMM database but are migrated as distinct documents as they do not share migration histories.  The link between the two documents can be further seen when opened.  The Exchange Mailbox document displays the status of Exchange Archive document and a button to open the Exchange Archive document. Likewise, the Exchange Archive document displays the status of the Exchange Mailbox document and a button to open it.

 

 

 

 

 

 

 

 

 

 

      

 

  1. During the Set Migration Profile step, select one or more Exchange Archive document(s) and set a Migration Profile; Migration Profiles are created in the Configuration view

  2. During the Migrate step, select one or more Exchange Archive document(s) and click Migrate Users; the Exchange Archive documents are migrated to the Exchange archive; the View Mailboxes only and View Archives only buttons allow you to filter the displayed list

    The option to create Exchange archive documents is necessary for the local archives (above) to be migrated to online Exchange archives; this requires PowerShell matching:

     

    View Mailboxes only and View Archives only buttons

5.5  Performing Post Migration Actions

Once the migration is complete, you may want to send a notification to users informing them of the latest status. The Post Migration Actions document contains some tools that allow you to do that.

  1. Click Post Migration Actions in the Navigation Pane

  2. Select users and then click Send Post Migration Notifications in the Data Pane

    Post Migration Actions View

  3. The Message Templates dialog box appears; the Post Migration Message option is selected by default; click OK:

  4. A message box appears to confirm that the post migration message has been sent to the selected number of users; click OK to continue

If the Audit Exchange Migrated Data option is enabled in the Settings, an Audit Migrated Data button will appear:

This is a post-migration validation process that indicates the state of documents which have been migrated by Migrator for Notes. This feature can be useful in environments as a validation check for data integrity.

In addition, this can be used to audit results to reduce the size of user Domino mail files or archive databases after the migration phase on the Domino servers and user's workstation replicas. For example, removing documents with a Migration Status of 1 would leave only non-migrated data or documents that could not be migrated completely due to malformation or size restrictions in Exchange from a source database.  

Important: Consult your organization’s data retention policies and regulatory compliance requirements before performing migrations. Full backups of the original source data, to be retained post migration, may be required to ensure regulatory compliance. This particularly for cases where source data would be modified prior to migration (e.g. personal contacts) or where data is modified during migration (e.g. To email address for repliability).

This agent audits the Exchange mailbox post-migration and creates two CSV files in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory of the workstation used to initiate the audit.

CMT Audit Date Time UserSMTPAddress.csv

The “CMT Audit Date Time UserSMTPAddress.csv” CSV file contains the following columns:

  • Source UNID

  • Source NoteID

  • Migration Status (0=Unknown Result Status, 1=Successful, 2= Partially Migrated - Encrypted Body, unable to migrate attachment, but part of the message was converted and is available in Outlook)

  • Message Subject

  • Source Server

  • Source Store

  • Message Class

  • Creation Date Time

  • (Destination) Folder

Sample:

2B18FF6499CECFA285257D7B005D0D60,6198,0,"Delegation 4l- Delegate a monthly meeting”,w28dom8mail,CN=w28dom8mail/O=CMTU!!mail\n8b2013,IPM.Appointment,9/29/2017 11:01:44 AM,Calendar

The CSV contains a header row to identify each column of data. The last line of the CSV file states “Audit Completed” when the agent completes. Contact and Group migrations are not included in the audit. Child documents that are integrated with the parent documents are not be listed in the CSV file.

SourceStoreAudit.csv

The “SourceStoreAudit.csv” CSV file is also created (if not present) and is appended to for each subsequent audit run. This file has no header row. 

The “SourceStoreAudit.csv” CSV file contains the following columns:

  • User SMTP Address

  • User Distinguished Name

  • Number of Data Sources in the mailbox

  • A column for each of the unique sources founds.  Each source column contains the Source Server, Source Store, Total Message Count from this source (all three items are in one column). The message count is enclosed in ( ).

Sample:

NotesUser8b2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=ea0d95426dce42979e7c2b4746ed7ad2-Notes,1,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8B2013 (186)

 

NotesUser8c2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=2a83ac4e22ab4e4d961176b38362b245-Notes,3,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8C2013 (198),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST1 (5),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST2 (10)

NotesUser8a2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=33eca14b0ee644b5af8d8e2b0decbea3-Notes,0

This sample shows the results of three audit runs on the same workstation, reporting on three mailboxes NotesUser8b, NotesUser8c, NotesUser8a.

User 8b has 1 data source that resulted in 186 messages migrated.

User 8c has 3 data sources of 198, 5, 10 messages each.

User 8a has 0 data sources (indicating no data has been migrated to this mailbox)

 

5.6  Setting Advanced Migration Options

The Advanced document provides tools that allow you to remove migrated data from the destination server, reset a user’s status, clear a user’s history, remove a backend user record, and move the user back to the Audit/Notify/Match stage or forward to the Migrate stage.

 


Used the Advanced settings with caution and consideration for the impact on end user data in Exchange.

  1. Select Advanced in the Navigation Pane

  2. Click Move to Audit/Notify/Match/Migrate to move selected users to previous or later stages of migration preparation:

    Advanced View

     

  3. Click Clear or Reset User(s) to reveal four menu options:

    Clear or Reset User(s)

 

The following table describes each menu option.

Remove migrated data

Description

Remove migrated data

  • Allows you to remove migrated data from the destination platform; This process only removes migrated items (only messages, calendar items and local contacts and not folders) and only the items that were migrated using Migrator for Notes; New items sent or received in Outlook would not be modified

Note: Data removal only works on an Exchange server migration; You cannot remove items migrated to a .pst file; Any attempts to remove items from a .pst file will not remove any items from the file and the log file will also report several errors

  • Destination mailbox cleanup is invoked in the same way as a regular mailbox migration; This process uses a migration profile to identify the Message Class and Start/End Date filters to determine the items to remove; Even though specifying a profile is not a requisite for the migration removal process, if the profile is specified, the items to be removed must pass the filtering criteria of the selected profile

  • The migration profile’s Date field application for removing data is different from what is applied during a migration; for example, when a profile is used for a migration, the Start and End dates specify items that were received/occurred within the dates and migrates them; When removing data, the Start and End dates are compared to the date the item was migrated; Items migrated after/before/between the dates are then removed

  • Valid Date filter entries are:

    • Start Only: Items migrated on or after this date will be removed (assuming other filter conditions are passed)

    • End Only: Items migrated on or before the end date will be considered for removal

    • Start and End Dates: Items migrated on or after Start and on or Before End will be considered for removal

  • The log file records all the removed items

  • The migration history is updated; All items removed from Exchange are removed from the migration history as well; This allows for re-migration of the same data without manually clearing the history and without migrating duplicate items

  • Previous Migration Record (Kilroy) documents and Skipped/Problem Document records are also removed

Clear User History

Note that this option is not available if using the Discovered History option

 

You may come across a situation where you need to migrate a user again; If you move the user back to the Preparation stage, and then migrate the user, the application will ensure that no duplicates are migrated; The application achieves this by maintaining a user log containing a list of the user’s messages that have been migrated; however, if you wish to start the migration process for a user afresh, you need to clear the user log;

 

The Clear User History button allows you to clear the migration history of a user; Before clearing the history and migrating the user again, be sure that the user’s messages on the Exchange server have been removed using the Remove migrated data option; otherwise, the process will copy all the user’s mail messages to the Exchange server resulting in duplicates

 

You can also right-click a user, select the Clear or Reset User(s) menu option, and then select the Clear User History submenu option to clear the cache of what has previously been migrated for the selected user(s)

 

Use this action to force a full migration on the user mail messages that have already been migrated

Reset User(s)

If a user has already been migrated, or partially migrated, or queued for migration, you can clear the Migrator for Notes memory of this event by using the Reset User(s) option; This action can be executed for a selected user

 

Right-click and select the Clear or Reset User(s) menu option, then select the Reset User(s) submenu option to clear all statuses from the selected users; Use this action to retry a user migration after resolving a problem

Remove Backend User Record

Deletes the user from the CMT_User SQL table; Note that when users are re-migrated after deletion, the previous migration history is not retained

 

Removing Migrated Data from Exchange Server

  1. Create a migration profile in the Set Migration Profile view

    The migration profile controls what types of items are to be removed; for example, if you only select Calendar and Contacts in the Message Types field, then only Calendar entries and Contacts will be removed, and migrated mail will be left on the server. However, items are not removed based on the date the email was received or the date the event occurs on the calendar. When performing data removal, the date range specified in the migration profile only applies to the date the item was originally migrated.

    Creating a new Migration Profile

  1. In the Migration | Set Migration Profile view, select the user whose data has been successfully migrated to Exchange and now needs to be removed from the destination server

  1. Apply the migration profile to the user using the Set Migration Profile button and select the newly created migration profile from the list of profiles

  2. Click the Migration | Advanced view. Select the user again, and click the Remove migrated data menu option from the Clear or Reset User(s) drop-down menu:

     

    Advanced View – Remove Migrated Data

    Select an option to migrate in the Select Remove Migrated Data Priority dialog box, and then click OK; the Exchange mailbox associated with the user opens and the previously migrated items are removed:

  3. This will submit the account for migration worker to process the data removal. The status for this can be checked in the Migration | 2. Migrate view

5.1 Setting a Migration Profile

5.1  Setting a Migration Profile

Migration Profiles define settings for certain groups of users. For instance, you can use filters to migrate types of documents, enable size or date restrictions and set the logging level. Refer to the Migrator for Notes Installation and Configuration guide for details. Every user must have a Migration Profile set before a migration can proceed.

To set a migration status:

  1. Expand the Migration | 1. Set Migration Profile views, select users and click the Set Migration Profile button:

    Set Migration Profile View

  2. Select users and click the Set Migration Profile button in the Data Pane

  3. The Select Migration Settings dialog box appears; the list consists of the migration profile(s) you have created; select a profile from the list, and then click OK

    Notice that the profile has been assigned to the users; the users in the Data Pane are ready to be migrated

The Set Migration Profile view also contains options to fix Contacts, Group members, Folders, Unread items and options to maintain the transitional calendar workflow (MTCW):


The MTCW is only required if Notes Integration has been deployed. This will update the repeating meeting cache for Notes Integration which is used to support meeting changes made by users between Notes (prior to migration) and Outlook (post migration).

This processing does require access to all Notes mail files to collect repeating meeting information from the chair person for all relevant meetings.

If this action is not completed for any reason prior to migration it can be run post migration to update the repeating meeting cache. There may be some instances of repeating meeting updates between Notes and Outlook returning a NDR for the migrated users before the cache is updated.

This uses the ApptUNID unique identifier for meetings and will not create duplicates in the cache.


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.

 

5.2  Migrating a User

After you have resolved users and assigned a migration profile to them, they are ready to be migrated.


Make sure that user mailboxes have been created in Microsoft Exchange prior to migration and your Outlook Migration account has Full Access to the mailboxes.

If you are using AWD, be sure to close your migration worker application on the migration control center by right-clicking the application in the system tray and selecting Exit. This will allow your migrations to submit to the migration workstation.

It is recommended to use AWD with at least one migration worker as migrating on the migration control center can interrupt the use of the Migrator for Notes application for migration management.

If you are migrating to a .pst file, users do not need to be matched and users’ mailboxes do not have to exist in Microsoft Exchange but an Internet Address is required on the accounts.

To migrate users:

  1. Expand the Migration | Migrate view in the Navigation Pane

  2. Click the Refresh Migration Status button to show the most current and accurate migration status

  3. Select user(s) that are ready for migration, and then click Migrate Users in the Data Pane:

    Migrate View

  4. The Select migration priority dialog box appears:

    The following table describes each option:

Option

Description

Add to migration queue (normal priority)

Selected users are added to the bottom of the migration queue and will be migrated as soon as a migration workstation becomes available.

Schedule migration on or after

Selected users will be migrated on the specified date or time or later if there is heavy traffic. You can specify the exact time when you want the user mail migration to start.

    

  1. If prompted for a Notes password, specify the password to the Notes login ID you are currently using. If you accidentally specify the wrong password, delete the password.txt file from C:\Program Files\Binary tree\CMT Exchange and then try again:

 


The Notes ID password may be required on the Migration Control Center and all workers if using AWD and would be required for the first migration processed.

  1. The CMT progress box displays the files being migrated on the workstation that the migration job was assigned to. This can be checked in the CMTMonitor web browser page on the migration control center. You can pause or cancel the migration by clicking the Pause and Cancel button, respectively. Depending on the amount of data for the user that is being migrated, the processing may take some time:

 


If an invalid password is entered in the Autodiscover Password setting, the Autodiscover process will prompt for a password when the migration begins. You must enter a valid password, check the box to remember these credentials and click OK for the migration to proceed. If you do not check the box to remember these credentials, the migration will end and not complete.

On migration workers the Connectivity Tester can be used to verify the Migration Outlook account and allows for changing the account and password that is stored on the worker.

  1. As migrations are submitted from the Migrate view, they will then be moved to the Migration Progress view and show as Pending. You can check the status on the Migration Progress view. The status of the accounts in the view can be updated by clicking the Refresh Migration Status button. When a migration workstation selects a user from a queue, the migration status changes to In Progress in the Data Pane.

  2. Once the migration process is complete, the migration status of all users will be updated. For users that are migrated successfully these will be displayed on the Post Migrations Actions view.

  3. For users who have not completed successfully, these will be displayed on the Remediation view.

    You can review the logs that are created during the migration process via links to the migration logs in the Person Document and also in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory on the Migration Control Center

5.3  Migrating Local User Archives to an Exchange Server

After you send the Archive Processing (Notes Archive Migrator must be installed and configured for local archive replication and processing) message template to users, the end user clicks on the button to copy/replicate their local archives to the Domino server. Once completed, a new archive Person document will be created for each archive database copied to the server and located in the Set Migration Profile view.

  1. To view which archive database will be migrated, double-click and open the username archive Person document

  2. Assign a migration profile and the user will be promoted to the Migrate view to perform the migration

  3. Once users’ archive databases have been physically resolved and audited, they are migrated the same way as users’ mail files; they can be migrated to the Exchange mailbox, the Exchange archive mailbox, or to a PST file

 


Review the Notes Archive Migrator guide for more information.

5.4  Migrating to an Exchange Archive

Direct migrations of data from Domino production mail files (not source archives) to the Exchange Archive Mailboxes are supported for both on-premise and Office 365 versions of Exchange. If enabled, Exchange archive documents are created during the matching phase if an archive exists for the user in Exchange. Like other migrations, Exchange Archive migrations are managed by Migration Profiles.

  1. Expand the Settings view and then click the Mail File Processing tab; in the Create Exchange Archive Documents field, select Yes. Then click Save & Close:

  2. During Match Usernames step, select users and select the Match Selected users using PowerShell or Match all users using PowerShell option; the PowerShell matching method is required to generate the Exchange Archive documents:

  3. During the matching process, an Exchange Archive document for each user is created in addition to the Exchange Mailbox document if an Exchange archive exists for the user. The Exchange Archive document can be identified by the appended “-EXArchive”.

     

 


Migrator for Notes does not enable archive mailboxes in Exchange; this should be completed in the Exchange prior to matching accounts.

The Exchange Mailbox document and Exchange Archive document are linked in the EMM database but are migrated as distinct documents as they do not share migration histories.  The link between the two documents can be further seen when opened.  The Exchange Mailbox document displays the status of Exchange Archive document and a button to open the Exchange Archive document. Likewise, the Exchange Archive document displays the status of the Exchange Mailbox document and a button to open it.

 

 

 

 

 

 

 

 

 

 

      

 

  1. During the Set Migration Profile step, select one or more Exchange Archive document(s) and set a Migration Profile; Migration Profiles are created in the Configuration view

  2. During the Migrate step, select one or more Exchange Archive document(s) and click Migrate Users; the Exchange Archive documents are migrated to the Exchange archive; the View Mailboxes only and View Archives only buttons allow you to filter the displayed list

    The option to create Exchange archive documents is necessary for the local archives (above) to be migrated to online Exchange archives; this requires PowerShell matching:

     

    View Mailboxes only and View Archives only buttons

5.5  Performing Post Migration Actions

Once the migration is complete, you may want to send a notification to users informing them of the latest status. The Post Migration Actions document contains some tools that allow you to do that.

  1. Click Post Migration Actions in the Navigation Pane

  2. Select users and then click Send Post Migration Notifications in the Data Pane

    Post Migration Actions View

  3. The Message Templates dialog box appears; the Post Migration Message option is selected by default; click OK:

  4. A message box appears to confirm that the post migration message has been sent to the selected number of users; click OK to continue

If the Audit Exchange Migrated Data option is enabled in the Settings, an Audit Migrated Data button will appear:

This is a post-migration validation process that indicates the state of documents which have been migrated by Migrator for Notes. This feature can be useful in environments as a validation check for data integrity.

In addition, this can be used to audit results to reduce the size of user Domino mail files or archive databases after the migration phase on the Domino servers and user's workstation replicas. For example, removing documents with a Migration Status of 1 would leave only non-migrated data or documents that could not be migrated completely due to malformation or size restrictions in Exchange from a source database.  

Important: Consult your organization’s data retention policies and regulatory compliance requirements before performing migrations. Full backups of the original source data, to be retained post migration, may be required to ensure regulatory compliance. This particularly for cases where source data would be modified prior to migration (e.g. personal contacts) or where data is modified during migration (e.g. To email address for repliability).

This agent audits the Exchange mailbox post-migration and creates two CSV files in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory of the workstation used to initiate the audit.

CMT Audit Date Time UserSMTPAddress.csv

The “CMT Audit Date Time UserSMTPAddress.csv” CSV file contains the following columns:

  • Source UNID

  • Source NoteID

  • Migration Status (0=Unknown Result Status, 1=Successful, 2= Partially Migrated - Encrypted Body, unable to migrate attachment, but part of the message was converted and is available in Outlook)

  • Message Subject

  • Source Server

  • Source Store

  • Message Class

  • Creation Date Time

  • (Destination) Folder

Sample:

2B18FF6499CECFA285257D7B005D0D60,6198,0,"Delegation 4l- Delegate a monthly meeting”,w28dom8mail,CN=w28dom8mail/O=CMTU!!mail\n8b2013,IPM.Appointment,9/29/2017 11:01:44 AM,Calendar

The CSV contains a header row to identify each column of data. The last line of the CSV file states “Audit Completed” when the agent completes. Contact and Group migrations are not included in the audit. Child documents that are integrated with the parent documents are not be listed in the CSV file.

SourceStoreAudit.csv

The “SourceStoreAudit.csv” CSV file is also created (if not present) and is appended to for each subsequent audit run. This file has no header row. 

The “SourceStoreAudit.csv” CSV file contains the following columns:

  • User SMTP Address

  • User Distinguished Name

  • Number of Data Sources in the mailbox

  • A column for each of the unique sources founds.  Each source column contains the Source Server, Source Store, Total Message Count from this source (all three items are in one column). The message count is enclosed in ( ).

Sample:

NotesUser8b2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=ea0d95426dce42979e7c2b4746ed7ad2-Notes,1,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8B2013 (186)

 

NotesUser8c2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=2a83ac4e22ab4e4d961176b38362b245-Notes,3,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8C2013 (198),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST1 (5),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST2 (10)

NotesUser8a2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=33eca14b0ee644b5af8d8e2b0decbea3-Notes,0

This sample shows the results of three audit runs on the same workstation, reporting on three mailboxes NotesUser8b, NotesUser8c, NotesUser8a.

User 8b has 1 data source that resulted in 186 messages migrated.

User 8c has 3 data sources of 198, 5, 10 messages each.

User 8a has 0 data sources (indicating no data has been migrated to this mailbox)

 

5.6  Setting Advanced Migration Options

The Advanced document provides tools that allow you to remove migrated data from the destination server, reset a user’s status, clear a user’s history, remove a backend user record, and move the user back to the Audit/Notify/Match stage or forward to the Migrate stage.

 


Used the Advanced settings with caution and consideration for the impact on end user data in Exchange.

  1. Select Advanced in the Navigation Pane

  2. Click Move to Audit/Notify/Match/Migrate to move selected users to previous or later stages of migration preparation:

    Advanced View

     

  3. Click Clear or Reset User(s) to reveal four menu options:

    Clear or Reset User(s)

 

The following table describes each menu option.

Remove migrated data

Description

Remove migrated data

  • Allows you to remove migrated data from the destination platform; This process only removes migrated items (only messages, calendar items and local contacts and not folders) and only the items that were migrated using Migrator for Notes; New items sent or received in Outlook would not be modified

Note: Data removal only works on an Exchange server migration; You cannot remove items migrated to a .pst file; Any attempts to remove items from a .pst file will not remove any items from the file and the log file will also report several errors

  • Destination mailbox cleanup is invoked in the same way as a regular mailbox migration; This process uses a migration profile to identify the Message Class and Start/End Date filters to determine the items to remove; Even though specifying a profile is not a requisite for the migration removal process, if the profile is specified, the items to be removed must pass the filtering criteria of the selected profile

  • The migration profile’s Date field application for removing data is different from what is applied during a migration; for example, when a profile is used for a migration, the Start and End dates specify items that were received/occurred within the dates and migrates them; When removing data, the Start and End dates are compared to the date the item was migrated; Items migrated after/before/between the dates are then removed

  • Valid Date filter entries are:

    • Start Only: Items migrated on or after this date will be removed (assuming other filter conditions are passed)

    • End Only: Items migrated on or before the end date will be considered for removal

    • Start and End Dates: Items migrated on or after Start and on or Before End will be considered for removal

  • The log file records all the removed items

  • The migration history is updated; All items removed from Exchange are removed from the migration history as well; This allows for re-migration of the same data without manually clearing the history and without migrating duplicate items

  • Previous Migration Record (Kilroy) documents and Skipped/Problem Document records are also removed

Clear User History

Note that this option is not available if using the Discovered History option

 

You may come across a situation where you need to migrate a user again; If you move the user back to the Preparation stage, and then migrate the user, the application will ensure that no duplicates are migrated; The application achieves this by maintaining a user log containing a list of the user’s messages that have been migrated; however, if you wish to start the migration process for a user afresh, you need to clear the user log;

 

The Clear User History button allows you to clear the migration history of a user; Before clearing the history and migrating the user again, be sure that the user’s messages on the Exchange server have been removed using the Remove migrated data option; otherwise, the process will copy all the user’s mail messages to the Exchange server resulting in duplicates

 

You can also right-click a user, select the Clear or Reset User(s) menu option, and then select the Clear User History submenu option to clear the cache of what has previously been migrated for the selected user(s)

 

Use this action to force a full migration on the user mail messages that have already been migrated

Reset User(s)

If a user has already been migrated, or partially migrated, or queued for migration, you can clear the Migrator for Notes memory of this event by using the Reset User(s) option; This action can be executed for a selected user

 

Right-click and select the Clear or Reset User(s) menu option, then select the Reset User(s) submenu option to clear all statuses from the selected users; Use this action to retry a user migration after resolving a problem

Remove Backend User Record

Deletes the user from the CMT_User SQL table; Note that when users are re-migrated after deletion, the previous migration history is not retained

 

Removing Migrated Data from Exchange Server

  1. Create a migration profile in the Set Migration Profile view

    The migration profile controls what types of items are to be removed; for example, if you only select Calendar and Contacts in the Message Types field, then only Calendar entries and Contacts will be removed, and migrated mail will be left on the server. However, items are not removed based on the date the email was received or the date the event occurs on the calendar. When performing data removal, the date range specified in the migration profile only applies to the date the item was originally migrated.

    Creating a new Migration Profile

  1. In the Migration | Set Migration Profile view, select the user whose data has been successfully migrated to Exchange and now needs to be removed from the destination server

  1. Apply the migration profile to the user using the Set Migration Profile button and select the newly created migration profile from the list of profiles

  2. Click the Migration | Advanced view. Select the user again, and click the Remove migrated data menu option from the Clear or Reset User(s) drop-down menu:

     

    Advanced View – Remove Migrated Data

    Select an option to migrate in the Select Remove Migrated Data Priority dialog box, and then click OK; the Exchange mailbox associated with the user opens and the previously migrated items are removed:

  3. This will submit the account for migration worker to process the data removal. The status for this can be checked in the Migration | 2. Migrate view

5.2 Migrating a User

5.1  Setting a Migration Profile

Migration Profiles define settings for certain groups of users. For instance, you can use filters to migrate types of documents, enable size or date restrictions and set the logging level. Refer to the Migrator for Notes Installation and Configuration guide for details. Every user must have a Migration Profile set before a migration can proceed.

To set a migration status:

  1. Expand the Migration | 1. Set Migration Profile views, select users and click the Set Migration Profile button:

    Set Migration Profile View

  2. Select users and click the Set Migration Profile button in the Data Pane

  3. The Select Migration Settings dialog box appears; the list consists of the migration profile(s) you have created; select a profile from the list, and then click OK

    Notice that the profile has been assigned to the users; the users in the Data Pane are ready to be migrated

The Set Migration Profile view also contains options to fix Contacts, Group members, Folders, Unread items and options to maintain the transitional calendar workflow (MTCW):


The MTCW is only required if Notes Integration has been deployed. This will update the repeating meeting cache for Notes Integration which is used to support meeting changes made by users between Notes (prior to migration) and Outlook (post migration).

This processing does require access to all Notes mail files to collect repeating meeting information from the chair person for all relevant meetings.

If this action is not completed for any reason prior to migration it can be run post migration to update the repeating meeting cache. There may be some instances of repeating meeting updates between Notes and Outlook returning a NDR for the migrated users before the cache is updated.

This uses the ApptUNID unique identifier for meetings and will not create duplicates in the cache.


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.

 

5.2  Migrating a User

After you have resolved users and assigned a migration profile to them, they are ready to be migrated.


Make sure that user mailboxes have been created in Microsoft Exchange prior to migration and your Outlook Migration account has Full Access to the mailboxes.

If you are using AWD, be sure to close your migration worker application on the migration control center by right-clicking the application in the system tray and selecting Exit. This will allow your migrations to submit to the migration workstation.

It is recommended to use AWD with at least one migration worker as migrating on the migration control center can interrupt the use of the Migrator for Notes application for migration management.

If you are migrating to a .pst file, users do not need to be matched and users’ mailboxes do not have to exist in Microsoft Exchange but an Internet Address is required on the accounts.

To migrate users:

  1. Expand the Migration | Migrate view in the Navigation Pane

  2. Click the Refresh Migration Status button to show the most current and accurate migration status

  3. Select user(s) that are ready for migration, and then click Migrate Users in the Data Pane:

    Migrate View

  4. The Select migration priority dialog box appears:

    The following table describes each option:

Option

Description

Add to migration queue (normal priority)

Selected users are added to the bottom of the migration queue and will be migrated as soon as a migration workstation becomes available.

Schedule migration on or after

Selected users will be migrated on the specified date or time or later if there is heavy traffic. You can specify the exact time when you want the user mail migration to start.

    

  1. If prompted for a Notes password, specify the password to the Notes login ID you are currently using. If you accidentally specify the wrong password, delete the password.txt file from C:\Program Files\Binary tree\CMT Exchange and then try again:

 


The Notes ID password may be required on the Migration Control Center and all workers if using AWD and would be required for the first migration processed.

  1. The CMT progress box displays the files being migrated on the workstation that the migration job was assigned to. This can be checked in the CMTMonitor web browser page on the migration control center. You can pause or cancel the migration by clicking the Pause and Cancel button, respectively. Depending on the amount of data for the user that is being migrated, the processing may take some time:

 


If an invalid password is entered in the Autodiscover Password setting, the Autodiscover process will prompt for a password when the migration begins. You must enter a valid password, check the box to remember these credentials and click OK for the migration to proceed. If you do not check the box to remember these credentials, the migration will end and not complete.

On migration workers the Connectivity Tester can be used to verify the Migration Outlook account and allows for changing the account and password that is stored on the worker.

  1. As migrations are submitted from the Migrate view, they will then be moved to the Migration Progress view and show as Pending. You can check the status on the Migration Progress view. The status of the accounts in the view can be updated by clicking the Refresh Migration Status button. When a migration workstation selects a user from a queue, the migration status changes to In Progress in the Data Pane.

  2. Once the migration process is complete, the migration status of all users will be updated. For users that are migrated successfully these will be displayed on the Post Migrations Actions view.

  3. For users who have not completed successfully, these will be displayed on the Remediation view.

    You can review the logs that are created during the migration process via links to the migration logs in the Person Document and also in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory on the Migration Control Center

5.3  Migrating Local User Archives to an Exchange Server

After you send the Archive Processing (Notes Archive Migrator must be installed and configured for local archive replication and processing) message template to users, the end user clicks on the button to copy/replicate their local archives to the Domino server. Once completed, a new archive Person document will be created for each archive database copied to the server and located in the Set Migration Profile view.

  1. To view which archive database will be migrated, double-click and open the username archive Person document

  2. Assign a migration profile and the user will be promoted to the Migrate view to perform the migration

  3. Once users’ archive databases have been physically resolved and audited, they are migrated the same way as users’ mail files; they can be migrated to the Exchange mailbox, the Exchange archive mailbox, or to a PST file

 


Review the Notes Archive Migrator guide for more information.

5.4  Migrating to an Exchange Archive

Direct migrations of data from Domino production mail files (not source archives) to the Exchange Archive Mailboxes are supported for both on-premise and Office 365 versions of Exchange. If enabled, Exchange archive documents are created during the matching phase if an archive exists for the user in Exchange. Like other migrations, Exchange Archive migrations are managed by Migration Profiles.

  1. Expand the Settings view and then click the Mail File Processing tab; in the Create Exchange Archive Documents field, select Yes. Then click Save & Close:

  2. During Match Usernames step, select users and select the Match Selected users using PowerShell or Match all users using PowerShell option; the PowerShell matching method is required to generate the Exchange Archive documents:

  3. During the matching process, an Exchange Archive document for each user is created in addition to the Exchange Mailbox document if an Exchange archive exists for the user. The Exchange Archive document can be identified by the appended “-EXArchive”.

     

 


Migrator for Notes does not enable archive mailboxes in Exchange; this should be completed in the Exchange prior to matching accounts.

The Exchange Mailbox document and Exchange Archive document are linked in the EMM database but are migrated as distinct documents as they do not share migration histories.  The link between the two documents can be further seen when opened.  The Exchange Mailbox document displays the status of Exchange Archive document and a button to open the Exchange Archive document. Likewise, the Exchange Archive document displays the status of the Exchange Mailbox document and a button to open it.

 

 

 

 

 

 

 

 

 

 

      

 

  1. During the Set Migration Profile step, select one or more Exchange Archive document(s) and set a Migration Profile; Migration Profiles are created in the Configuration view

  2. During the Migrate step, select one or more Exchange Archive document(s) and click Migrate Users; the Exchange Archive documents are migrated to the Exchange archive; the View Mailboxes only and View Archives only buttons allow you to filter the displayed list

    The option to create Exchange archive documents is necessary for the local archives (above) to be migrated to online Exchange archives; this requires PowerShell matching:

     

    View Mailboxes only and View Archives only buttons

5.5  Performing Post Migration Actions

Once the migration is complete, you may want to send a notification to users informing them of the latest status. The Post Migration Actions document contains some tools that allow you to do that.

  1. Click Post Migration Actions in the Navigation Pane

  2. Select users and then click Send Post Migration Notifications in the Data Pane

    Post Migration Actions View

  3. The Message Templates dialog box appears; the Post Migration Message option is selected by default; click OK:

  4. A message box appears to confirm that the post migration message has been sent to the selected number of users; click OK to continue

If the Audit Exchange Migrated Data option is enabled in the Settings, an Audit Migrated Data button will appear:

This is a post-migration validation process that indicates the state of documents which have been migrated by Migrator for Notes. This feature can be useful in environments as a validation check for data integrity.

In addition, this can be used to audit results to reduce the size of user Domino mail files or archive databases after the migration phase on the Domino servers and user's workstation replicas. For example, removing documents with a Migration Status of 1 would leave only non-migrated data or documents that could not be migrated completely due to malformation or size restrictions in Exchange from a source database.  

Important: Consult your organization’s data retention policies and regulatory compliance requirements before performing migrations. Full backups of the original source data, to be retained post migration, may be required to ensure regulatory compliance. This particularly for cases where source data would be modified prior to migration (e.g. personal contacts) or where data is modified during migration (e.g. To email address for repliability).

This agent audits the Exchange mailbox post-migration and creates two CSV files in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory of the workstation used to initiate the audit.

CMT Audit Date Time UserSMTPAddress.csv

The “CMT Audit Date Time UserSMTPAddress.csv” CSV file contains the following columns:

  • Source UNID

  • Source NoteID

  • Migration Status (0=Unknown Result Status, 1=Successful, 2= Partially Migrated - Encrypted Body, unable to migrate attachment, but part of the message was converted and is available in Outlook)

  • Message Subject

  • Source Server

  • Source Store

  • Message Class

  • Creation Date Time

  • (Destination) Folder

Sample:

2B18FF6499CECFA285257D7B005D0D60,6198,0,"Delegation 4l- Delegate a monthly meeting”,w28dom8mail,CN=w28dom8mail/O=CMTU!!mail\n8b2013,IPM.Appointment,9/29/2017 11:01:44 AM,Calendar

The CSV contains a header row to identify each column of data. The last line of the CSV file states “Audit Completed” when the agent completes. Contact and Group migrations are not included in the audit. Child documents that are integrated with the parent documents are not be listed in the CSV file.

SourceStoreAudit.csv

The “SourceStoreAudit.csv” CSV file is also created (if not present) and is appended to for each subsequent audit run. This file has no header row. 

The “SourceStoreAudit.csv” CSV file contains the following columns:

  • User SMTP Address

  • User Distinguished Name

  • Number of Data Sources in the mailbox

  • A column for each of the unique sources founds.  Each source column contains the Source Server, Source Store, Total Message Count from this source (all three items are in one column). The message count is enclosed in ( ).

Sample:

NotesUser8b2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=ea0d95426dce42979e7c2b4746ed7ad2-Notes,1,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8B2013 (186)

 

NotesUser8c2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=2a83ac4e22ab4e4d961176b38362b245-Notes,3,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8C2013 (198),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST1 (5),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST2 (10)

NotesUser8a2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=33eca14b0ee644b5af8d8e2b0decbea3-Notes,0

This sample shows the results of three audit runs on the same workstation, reporting on three mailboxes NotesUser8b, NotesUser8c, NotesUser8a.

User 8b has 1 data source that resulted in 186 messages migrated.

User 8c has 3 data sources of 198, 5, 10 messages each.

User 8a has 0 data sources (indicating no data has been migrated to this mailbox)

 

5.6  Setting Advanced Migration Options

The Advanced document provides tools that allow you to remove migrated data from the destination server, reset a user’s status, clear a user’s history, remove a backend user record, and move the user back to the Audit/Notify/Match stage or forward to the Migrate stage.

 


Used the Advanced settings with caution and consideration for the impact on end user data in Exchange.

  1. Select Advanced in the Navigation Pane

  2. Click Move to Audit/Notify/Match/Migrate to move selected users to previous or later stages of migration preparation:

    Advanced View

     

  3. Click Clear or Reset User(s) to reveal four menu options:

    Clear or Reset User(s)

 

The following table describes each menu option.

Remove migrated data

Description

Remove migrated data

  • Allows you to remove migrated data from the destination platform; This process only removes migrated items (only messages, calendar items and local contacts and not folders) and only the items that were migrated using Migrator for Notes; New items sent or received in Outlook would not be modified

Note: Data removal only works on an Exchange server migration; You cannot remove items migrated to a .pst file; Any attempts to remove items from a .pst file will not remove any items from the file and the log file will also report several errors

  • Destination mailbox cleanup is invoked in the same way as a regular mailbox migration; This process uses a migration profile to identify the Message Class and Start/End Date filters to determine the items to remove; Even though specifying a profile is not a requisite for the migration removal process, if the profile is specified, the items to be removed must pass the filtering criteria of the selected profile

  • The migration profile’s Date field application for removing data is different from what is applied during a migration; for example, when a profile is used for a migration, the Start and End dates specify items that were received/occurred within the dates and migrates them; When removing data, the Start and End dates are compared to the date the item was migrated; Items migrated after/before/between the dates are then removed

  • Valid Date filter entries are:

    • Start Only: Items migrated on or after this date will be removed (assuming other filter conditions are passed)

    • End Only: Items migrated on or before the end date will be considered for removal

    • Start and End Dates: Items migrated on or after Start and on or Before End will be considered for removal

  • The log file records all the removed items

  • The migration history is updated; All items removed from Exchange are removed from the migration history as well; This allows for re-migration of the same data without manually clearing the history and without migrating duplicate items

  • Previous Migration Record (Kilroy) documents and Skipped/Problem Document records are also removed

Clear User History

Note that this option is not available if using the Discovered History option

 

You may come across a situation where you need to migrate a user again; If you move the user back to the Preparation stage, and then migrate the user, the application will ensure that no duplicates are migrated; The application achieves this by maintaining a user log containing a list of the user’s messages that have been migrated; however, if you wish to start the migration process for a user afresh, you need to clear the user log;

 

The Clear User History button allows you to clear the migration history of a user; Before clearing the history and migrating the user again, be sure that the user’s messages on the Exchange server have been removed using the Remove migrated data option; otherwise, the process will copy all the user’s mail messages to the Exchange server resulting in duplicates

 

You can also right-click a user, select the Clear or Reset User(s) menu option, and then select the Clear User History submenu option to clear the cache of what has previously been migrated for the selected user(s)

 

Use this action to force a full migration on the user mail messages that have already been migrated

Reset User(s)

If a user has already been migrated, or partially migrated, or queued for migration, you can clear the Migrator for Notes memory of this event by using the Reset User(s) option; This action can be executed for a selected user

 

Right-click and select the Clear or Reset User(s) menu option, then select the Reset User(s) submenu option to clear all statuses from the selected users; Use this action to retry a user migration after resolving a problem

Remove Backend User Record

Deletes the user from the CMT_User SQL table; Note that when users are re-migrated after deletion, the previous migration history is not retained

 

Removing Migrated Data from Exchange Server

  1. Create a migration profile in the Set Migration Profile view

    The migration profile controls what types of items are to be removed; for example, if you only select Calendar and Contacts in the Message Types field, then only Calendar entries and Contacts will be removed, and migrated mail will be left on the server. However, items are not removed based on the date the email was received or the date the event occurs on the calendar. When performing data removal, the date range specified in the migration profile only applies to the date the item was originally migrated.

    Creating a new Migration Profile

  1. In the Migration | Set Migration Profile view, select the user whose data has been successfully migrated to Exchange and now needs to be removed from the destination server

  1. Apply the migration profile to the user using the Set Migration Profile button and select the newly created migration profile from the list of profiles

  2. Click the Migration | Advanced view. Select the user again, and click the Remove migrated data menu option from the Clear or Reset User(s) drop-down menu:

     

    Advanced View – Remove Migrated Data

    Select an option to migrate in the Select Remove Migrated Data Priority dialog box, and then click OK; the Exchange mailbox associated with the user opens and the previously migrated items are removed:

  3. This will submit the account for migration worker to process the data removal. The status for this can be checked in the Migration | 2. Migrate view

5.3 Migrating Local User Archives to an Exchange Server

5.1  Setting a Migration Profile

Migration Profiles define settings for certain groups of users. For instance, you can use filters to migrate types of documents, enable size or date restrictions and set the logging level. Refer to the Migrator for Notes Installation and Configuration guide for details. Every user must have a Migration Profile set before a migration can proceed.

To set a migration status:

  1. Expand the Migration | 1. Set Migration Profile views, select users and click the Set Migration Profile button:

    Set Migration Profile View

  2. Select users and click the Set Migration Profile button in the Data Pane

  3. The Select Migration Settings dialog box appears; the list consists of the migration profile(s) you have created; select a profile from the list, and then click OK

    Notice that the profile has been assigned to the users; the users in the Data Pane are ready to be migrated

The Set Migration Profile view also contains options to fix Contacts, Group members, Folders, Unread items and options to maintain the transitional calendar workflow (MTCW):


The MTCW is only required if Notes Integration has been deployed. This will update the repeating meeting cache for Notes Integration which is used to support meeting changes made by users between Notes (prior to migration) and Outlook (post migration).

This processing does require access to all Notes mail files to collect repeating meeting information from the chair person for all relevant meetings.

If this action is not completed for any reason prior to migration it can be run post migration to update the repeating meeting cache. There may be some instances of repeating meeting updates between Notes and Outlook returning a NDR for the migrated users before the cache is updated.

This uses the ApptUNID unique identifier for meetings and will not create duplicates in the cache.


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.

 

5.2  Migrating a User

After you have resolved users and assigned a migration profile to them, they are ready to be migrated.


Make sure that user mailboxes have been created in Microsoft Exchange prior to migration and your Outlook Migration account has Full Access to the mailboxes.

If you are using AWD, be sure to close your migration worker application on the migration control center by right-clicking the application in the system tray and selecting Exit. This will allow your migrations to submit to the migration workstation.

It is recommended to use AWD with at least one migration worker as migrating on the migration control center can interrupt the use of the Migrator for Notes application for migration management.

If you are migrating to a .pst file, users do not need to be matched and users’ mailboxes do not have to exist in Microsoft Exchange but an Internet Address is required on the accounts.

To migrate users:

  1. Expand the Migration | Migrate view in the Navigation Pane

  2. Click the Refresh Migration Status button to show the most current and accurate migration status

  3. Select user(s) that are ready for migration, and then click Migrate Users in the Data Pane:

    Migrate View

  4. The Select migration priority dialog box appears:

    The following table describes each option:

Option

Description

Add to migration queue (normal priority)

Selected users are added to the bottom of the migration queue and will be migrated as soon as a migration workstation becomes available.

Schedule migration on or after

Selected users will be migrated on the specified date or time or later if there is heavy traffic. You can specify the exact time when you want the user mail migration to start.

    

  1. If prompted for a Notes password, specify the password to the Notes login ID you are currently using. If you accidentally specify the wrong password, delete the password.txt file from C:\Program Files\Binary tree\CMT Exchange and then try again:

 


The Notes ID password may be required on the Migration Control Center and all workers if using AWD and would be required for the first migration processed.

  1. The CMT progress box displays the files being migrated on the workstation that the migration job was assigned to. This can be checked in the CMTMonitor web browser page on the migration control center. You can pause or cancel the migration by clicking the Pause and Cancel button, respectively. Depending on the amount of data for the user that is being migrated, the processing may take some time:

 


If an invalid password is entered in the Autodiscover Password setting, the Autodiscover process will prompt for a password when the migration begins. You must enter a valid password, check the box to remember these credentials and click OK for the migration to proceed. If you do not check the box to remember these credentials, the migration will end and not complete.

On migration workers the Connectivity Tester can be used to verify the Migration Outlook account and allows for changing the account and password that is stored on the worker.

  1. As migrations are submitted from the Migrate view, they will then be moved to the Migration Progress view and show as Pending. You can check the status on the Migration Progress view. The status of the accounts in the view can be updated by clicking the Refresh Migration Status button. When a migration workstation selects a user from a queue, the migration status changes to In Progress in the Data Pane.

  2. Once the migration process is complete, the migration status of all users will be updated. For users that are migrated successfully these will be displayed on the Post Migrations Actions view.

  3. For users who have not completed successfully, these will be displayed on the Remediation view.

    You can review the logs that are created during the migration process via links to the migration logs in the Person Document and also in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory on the Migration Control Center

5.3  Migrating Local User Archives to an Exchange Server

After you send the Archive Processing (Notes Archive Migrator must be installed and configured for local archive replication and processing) message template to users, the end user clicks on the button to copy/replicate their local archives to the Domino server. Once completed, a new archive Person document will be created for each archive database copied to the server and located in the Set Migration Profile view.

  1. To view which archive database will be migrated, double-click and open the username archive Person document

  2. Assign a migration profile and the user will be promoted to the Migrate view to perform the migration

  3. Once users’ archive databases have been physically resolved and audited, they are migrated the same way as users’ mail files; they can be migrated to the Exchange mailbox, the Exchange archive mailbox, or to a PST file

 


Review the Notes Archive Migrator guide for more information.

5.4  Migrating to an Exchange Archive

Direct migrations of data from Domino production mail files (not source archives) to the Exchange Archive Mailboxes are supported for both on-premise and Office 365 versions of Exchange. If enabled, Exchange archive documents are created during the matching phase if an archive exists for the user in Exchange. Like other migrations, Exchange Archive migrations are managed by Migration Profiles.

  1. Expand the Settings view and then click the Mail File Processing tab; in the Create Exchange Archive Documents field, select Yes. Then click Save & Close:

  2. During Match Usernames step, select users and select the Match Selected users using PowerShell or Match all users using PowerShell option; the PowerShell matching method is required to generate the Exchange Archive documents:

  3. During the matching process, an Exchange Archive document for each user is created in addition to the Exchange Mailbox document if an Exchange archive exists for the user. The Exchange Archive document can be identified by the appended “-EXArchive”.

     

 


Migrator for Notes does not enable archive mailboxes in Exchange; this should be completed in the Exchange prior to matching accounts.

The Exchange Mailbox document and Exchange Archive document are linked in the EMM database but are migrated as distinct documents as they do not share migration histories.  The link between the two documents can be further seen when opened.  The Exchange Mailbox document displays the status of Exchange Archive document and a button to open the Exchange Archive document. Likewise, the Exchange Archive document displays the status of the Exchange Mailbox document and a button to open it.

 

 

 

 

 

 

 

 

 

 

      

 

  1. During the Set Migration Profile step, select one or more Exchange Archive document(s) and set a Migration Profile; Migration Profiles are created in the Configuration view

  2. During the Migrate step, select one or more Exchange Archive document(s) and click Migrate Users; the Exchange Archive documents are migrated to the Exchange archive; the View Mailboxes only and View Archives only buttons allow you to filter the displayed list

    The option to create Exchange archive documents is necessary for the local archives (above) to be migrated to online Exchange archives; this requires PowerShell matching:

     

    View Mailboxes only and View Archives only buttons

5.5  Performing Post Migration Actions

Once the migration is complete, you may want to send a notification to users informing them of the latest status. The Post Migration Actions document contains some tools that allow you to do that.

  1. Click Post Migration Actions in the Navigation Pane

  2. Select users and then click Send Post Migration Notifications in the Data Pane

    Post Migration Actions View

  3. The Message Templates dialog box appears; the Post Migration Message option is selected by default; click OK:

  4. A message box appears to confirm that the post migration message has been sent to the selected number of users; click OK to continue

If the Audit Exchange Migrated Data option is enabled in the Settings, an Audit Migrated Data button will appear:

This is a post-migration validation process that indicates the state of documents which have been migrated by Migrator for Notes. This feature can be useful in environments as a validation check for data integrity.

In addition, this can be used to audit results to reduce the size of user Domino mail files or archive databases after the migration phase on the Domino servers and user's workstation replicas. For example, removing documents with a Migration Status of 1 would leave only non-migrated data or documents that could not be migrated completely due to malformation or size restrictions in Exchange from a source database.  

Important: Consult your organization’s data retention policies and regulatory compliance requirements before performing migrations. Full backups of the original source data, to be retained post migration, may be required to ensure regulatory compliance. This particularly for cases where source data would be modified prior to migration (e.g. personal contacts) or where data is modified during migration (e.g. To email address for repliability).

This agent audits the Exchange mailbox post-migration and creates two CSV files in the C:\Program Files\Binary Tree\CMT for Exchange\Logs directory of the workstation used to initiate the audit.

CMT Audit Date Time UserSMTPAddress.csv

The “CMT Audit Date Time UserSMTPAddress.csv” CSV file contains the following columns:

  • Source UNID

  • Source NoteID

  • Migration Status (0=Unknown Result Status, 1=Successful, 2= Partially Migrated - Encrypted Body, unable to migrate attachment, but part of the message was converted and is available in Outlook)

  • Message Subject

  • Source Server

  • Source Store

  • Message Class

  • Creation Date Time

  • (Destination) Folder

Sample:

2B18FF6499CECFA285257D7B005D0D60,6198,0,"Delegation 4l- Delegate a monthly meeting”,w28dom8mail,CN=w28dom8mail/O=CMTU!!mail\n8b2013,IPM.Appointment,9/29/2017 11:01:44 AM,Calendar

The CSV contains a header row to identify each column of data. The last line of the CSV file states “Audit Completed” when the agent completes. Contact and Group migrations are not included in the audit. Child documents that are integrated with the parent documents are not be listed in the CSV file.

SourceStoreAudit.csv

The “SourceStoreAudit.csv” CSV file is also created (if not present) and is appended to for each subsequent audit run. This file has no header row. 

The “SourceStoreAudit.csv” CSV file contains the following columns:

  • User SMTP Address

  • User Distinguished Name

  • Number of Data Sources in the mailbox

  • A column for each of the unique sources founds.  Each source column contains the Source Server, Source Store, Total Message Count from this source (all three items are in one column). The message count is enclosed in ( ).

Sample:

NotesUser8b2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=ea0d95426dce42979e7c2b4746ed7ad2-Notes,1,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8B2013 (186)

 

NotesUser8c2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=2a83ac4e22ab4e4d961176b38362b245-Notes,3,W28DOM8MAIL!!CN=W28DOM8MAIL/O=CMTU!!MAIL\N8C2013 (198),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST1 (5),W28DOM9MAIL!!CN=W28DOM9MAIL/O=CMTU!!AUDITTEST2 (10)

NotesUser8a2013@corp20.cmtsandbox.com,/o=First Organization/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=33eca14b0ee644b5af8d8e2b0decbea3-Notes,0

This sample shows the results of three audit runs on the same workstation, reporting on three mailboxes NotesUser8b, NotesUser8c, NotesUser8a.

User 8b has 1 data source that resulted in 186 messages migrated.

User 8c has 3 data sources of 198, 5, 10 messages each.

User 8a has 0 data sources (indicating no data has been migrated to this mailbox)

 

5.6  Setting Advanced Migration Options

The Advanced document provides tools that allow you to remove migrated data from the destination server, reset a user’s status, clear a user’s history, remove a backend user record, and move the user back to the Audit/Notify/Match stage or forward to the Migrate stage.

 


Used the Advanced settings with caution and consideration for the impact on end user data in Exchange.

  1. Select Advanced in the Navigation Pane

  2. Click Move to Audit/Notify/Match/Migrate to move selected users to previous or later stages of migration preparation:

    Advanced View

     

  3. Click Clear or Reset User(s) to reveal four menu options:

    Clear or Reset User(s)

 

The following table describes each menu option.

Remove migrated data

Description

Remove migrated data

  • Allows you to remove migrated data from the destination platform; This process only removes migrated items (only messages, calendar items and local contacts and not folders) and only the items that were migrated using Migrator for Notes; New items sent or received in Outlook would not be modified

Note: Data removal only works on an Exchange server migration; You cannot remove items migrated to a .pst file; Any attempts to remove items from a .pst file will not remove any items from the file and the log file will also report several errors

  • Destination mailbox cleanup is invoked in the same way as a regular mailbox migration; This process uses a migration profile to identify the Message Class and Start/End Date filters to determine the items to remove; Even though specifying a profile is not a requisite for the migration removal process, if the profile is specified, the items to be removed must pass the filtering criteria of the selected profile

  • The migration profile’s Date field application for removing data is different from what is applied during a migration; for example, when a profile is used for a migration, the Start and End dates specify items that were received/occurred within the dates and migrates them; When removing data, the Start and End dates are compared to the date the item was migrated; Items migrated after/before/between the dates are then removed

  • Valid Date filter entries are:

    • Start Only: Items migrated on or after this date will be removed (assuming other filter conditions are passed)

    • End Only: Items migrated on or before the end date will be considered for removal

    • Start and End Dates: Items migrated on or after Start and on or Before End will be considered for removal

  • The log file records all the removed items

  • The migration history is updated; All items removed from Exchange are removed from the migration history as well; This allows for re-migration of the same data without manually clearing the history and without migrating duplicate items

  • Previous Migration Record (Kilroy) documents and Skipped/Problem Document records are also removed

Clear User History

Note that this option is not available if using the Discovered History option

 

You may come across a situation where you need to migrate a user again; If you move the user back to the Preparation stage, and then migrate the user, the application will ensure that no duplicates are migrated; The application achieves this by maintaining a user log containing a list of the user’s messages that have been migrated; however, if you wish to start the migration process for a user afresh, you need to clear the user log;

 

The Clear User History button allows you to clear the migration history of a user; Before clearing the history and migrating the user again, be sure that the user’s messages on the Exchange server have been removed using the Remove migrated data option; otherwise, the process will copy all the user’s mail messages to the Exchange server resulting in duplicates

 

You can also right-click a user, select the Clear or Reset User(s) menu option, and then select the Clear User History submenu option to clear the cache of what has previously been migrated for the selected user(s)

 

Use this action to force a full migration on the user mail messages that have already been migrated

Reset User(s)

If a user has already been migrated, or partially migrated, or queued for migration, you can clear the Migrator for Notes memory of this event by using the Reset User(s) option; This action can be executed for a selected user

 

Right-click and select the Clear or Reset User(s) menu option, then select the Reset User(s) submenu option to clear all statuses from the selected users; Use this action to retry a user migration after resolving a problem

Remove Backend User Record

Deletes the user from the CMT_User SQL table; Note that when users are re-migrated after deletion, the previous migration history is not retained

 

Removing Migrated Data from Exchange Server

  1. Create a migration profile in the Set Migration Profile view

    The migration profile controls what types of items are to be removed; for example, if you only select Calendar and Contacts in the Message Types field, then only Calendar entries and Contacts will be removed, and migrated mail will be left on the server. However, items are not removed based on the date the email was received or the date the event occurs on the calendar. When performing data removal, the date range specified in the migration profile only applies to the date the item was originally migrated.

    Creating a new Migration Profile

  1. In the Migration | Set Migration Profile view, select the user whose data has been successfully migrated to Exchange and now needs to be removed from the destination server

  1. Apply the migration profile to the user using the Set Migration Profile button and select the newly created migration profile from the list of profiles

  2. Click the Migration | Advanced view. Select the user again, and click the Remove migrated data menu option from the Clear or Reset User(s) drop-down menu:

     

    Advanced View – Remove Migrated Data

    Select an option to migrate in the Select Remove Migrated Data Priority dialog box, and then click OK; the Exchange mailbox associated with the user opens and the previously migrated items are removed:

  3. This will submit the account for migration worker to process the data removal. The status for this can be checked in the Migration | 2. Migrate view

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