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Migrator for Notes to Exchange 4.16.1 - Administration Guide

About the Migrator for Notes to Exchange documentation Notes Migration Manager NABS Discovery Wizard Internet Domains Discovery Wizard Directory Export Wizard Collection Wizard Groups Provisioning Wizard Notes Data Locator Wizard Provisioning Wizard Send PAB Replicator Wizard Data Migration Wizard SSDM Statistics Collection Wizard The Log Viewer Using the Qsched.exe task-scheduling utility SSDM Scheduling Administration utility Office 365 Admin Account Pool utility PowerShell cmdlets for Migrator for Notes to Exchange Appendix A: How do I ...?
Post-installation configuration Pre-migration preparations Batch-migration process Other features

How do I create or edit a template for personalized user-notification emails?

The Data Migration Wizard can generate personalized (mail-merge) notification emails to end users to inform them of their migration and provide useful information to help them in their transition. The wizard can also generate migration summary emails to administrators to keep them apprised of migration status.

The wizard lets you send the following messages:

"You’ve been migrated" messages to Notes mailboxes: Generates a personalized mail-merge email to the Notes mailbox of every user in the collection, notifying them of their migration to the Exchange server. (The wizard inserts these messages directly into the users’ Notes mailboxes, so they are not icepted by any forwarding rules that would re-route them to Exchange.)
"Welcome to Exchange" messages to Exchange mailboxes: Generates a personalized mail-merge email to the Exchange mailbox of every user in this collection, welcoming him or her to the Exchange environment and the Outlook client, and typically including information (or a link) to orient users to their new tools.
Send "Migration summary" messages to administrators: Generates a personalized mail-merge email to all the SMTP addresses that are specified in the Recipient SMTP address text box. The email provides the migration summary and often includes an attachment containing logs of the migration statistics for each user in the collection. The email message might also include an attachment that contains a log of deferred Notes emails to be sent at a future date and time by Domino.

The first two options were developed to facilitate notification emails to users at the time of migration, but the feature can also be used to send personalized emails to users before or after they are migrated. You can use such pre- and post-migration notifications to announce an upcoming migration, explain the implications to end users, and tell them what they can expect and what will be expected of them.

To send pre/post-migration emails, use the process for creating or editing a template described in this section, and use the Data Migration Wizard only to send the messages (and not mailbox-enable users or migrate user data). See How do I send pre- or post-migration notification emails to end users? for more information.

The third option can be used to provide migration summary information to administrators and migration teams. An email attachment can provide detailed migration status information for each user in a collection. Another attachment can provide a list of Notes emails that were scheduled to be sent by Domino at a future date and time.

As in any mail-merge process, the template files contain variables that are replaced with values as each email is created. The wizard merges a template file with per-user variable values drawn from the collection’s data table (in the SQL database), and/or with environment or system variables. (The wizard draws the per-user values from an INI file, but the INI-file values are drawn from the SQL database and are rewritten, per user, as each user is processed.)

Migrator for Notes to Exchange installs with the following standard template files:

ybm_template.html: for delivery to users’ Notes mailboxes immediately after migration when migrating to an on-premises Exchange server, or to a hosted Exchange environment other than Office 365.
ynma_template.html: for delivery to users’ Notes mailboxes immediately after migration when migrating to Office 365.
migration_summary_template.html: for delivery to the specified SMTP addresses of the administrators who should receive migration summary emails.
wte_template.html: for delivery to users’ Outlook mailboxes immediately after migration when migrating to any target type.
ada_template.html: for delivery to users' Notes mailboxes when migrating to on-premises Exchange. Tells the users that their AD accounts have been created and provides account information and passwords.
o365_pwreset.html: for delivery to user's Notes mailboxes when migrating to Office 365. Tells the users that their Office 365 account passwords have been reset.

The Data Migration Wizard prompts you to specify a template file for each merged email you want to send. You can choose one of the standard templates, or you can create and use your own templates. You can also edit any of the template files to add or delete or modify content to better suit your needs.

A mail-merge template file must conform to the following specifications:

A template file can contain UNICODE, UTF-8 or ANSI characters. UTF-16 is not supported. If an HTML tag specifying charset is included in the file, the charset is sent with each email.
Maximum length of any single line in the file (after any merge variables are expanded) is 512 bytes, or 256 UNICODE characters. Any line that exceeds this limit will be omitted from the merged email. This may vary from user to user, as variables in the form are replaced with user-specific values.

A variable specification in a mail-merge template is enclosed in a pair of dollar signs, such as: $VarSpec$. (Also see the default templates installed with the applications to see how variables are used within a template file.)

A template can contain any combination of INI variables, environment variables, and system variables. Environment and system variables characterize the wizard operating environment—the current date and time, for example— and are not unique per user.

An INI variable is so named because its value is drawn from the associated INI file that the wizard checks as it processes users in a collection. The wizard generates this "scratch" INI file at the start of every run by copying parameter values from the wizard Task Parameters. The [User] section of the INI file contains only a single user’s data drawn from the collection data table in the SQL database, but this per-user data is rewritten to the INI file before processing of each user so that the correct values are available to the wizard for each user processed. The wizard can check the [User] section of the INI file for per-user values when generating a notification email.

Using "INI" variables in a mail-merge template

An INI replacement variable refers the wizard to a particular parameter value within a particular section of the INI file, and takes the form $Section:Param$. For example:

$User:DisplayName$: Specifies the value of the DisplayName parameter in the [User] section of the INI file.
$Notes:Server$: Specifies the value of the Server parameter in the [Notes] section of the INI file.
$Exchange:Server$: Specifies the value of the Server parameter in the [Exchange] section of the INI file.

The $Notes:Server$ and $Exchange:Server$ examples above are commonly used in merge templates, but the most commonly used INI variables are drawn from the [User] section, representing values that vary per user:

$user:displayname$: The user’s Notes user name, from the SQL DB DisplayName column.
$user:TargetAddress$: The user’s Exchange email address, from the SQL DB TargetAddress column.
$user:MovedMsgCnt$: the number of the user’s mail messages that were migrated.
$user:MovedContactCnt$: the number of the user’s contacts that were migrated.
$user:MovedApptCnt$: the number of the user’s calendar items that were migrated.
$user:MovedEncryptedMsgCnt$: the number of the user's encrypted messages (found in the Notes source, but not migrated).

Using environment and system variables in a mail-merge template

An environment or system variable in a mail-merge template takes the form $env:VarName$, as in these examples:

$env:date$: the date system variable
$env:time$: the time system variable

You can view Windows default environment and system variables through the System utility in the Windows Control Panel: On the Advanced tab of System Properties, click Environment Variables. You can also define new variables in the same Environment Variables dialog box.

Batch-migration process

If synchronization of coexisting directories during the transition period is not a high priority, the administrator can add and delete users and update user data in the Exchange environment (only), using Exchange administration software.

If it is important to keep the two directories synchronized throughout the transition period, you should:

Check the export results (the summary table in the Export Notes Directory screen) to verify the integrity of the exported data. Any format or translation errors should be apparent; missing users, or inappropriate data forms in any fields would indicate that the export process was corrupted or otherwise unsuccessful.

The most efficient updating strategy is to automate the process by scheduling the CMN Directory Connector and Migrator for Notes to Exchange Directory Export Wizard to automatically run successively, in tandem, at regular recurring times—such as every night at midnight or 2 am.

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