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Migrator for Notes to Exchange 4.16 - 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 customize the placeholder message that the Data Migration Wizard substitutes for filtered attachments?

The Data Migration Wizard does not migrate encrypted messages or their attachments, so it substitutes placeholder messages for the filtered attachments in your users’ Exchange mailboxes. The Self-Service Desktop Migrator can then replace the placeholder messages with the corresponding attachments as it de-crypts and migrates the associated messages.

You can customize the content of this placeholder message by creating a simple text file of the content, and then editing the Global Default Settings to specify the use and location of the file. The message can be a simple notification, or may include instructions for launching and running the Self-Service Desktop Migrator to migrate the encrypted message bodies. For information about customizing the user interface of the Self-Service Desktop Migrator, see How to customize the SSDM (in the Migrator for Notes to Exchange Scenarios Guide).

After you create the text file, edit the Global Default Settings (see How do I add or edit program parameters?):

In the [General] section, set UseFilteredAttachmentMsg=1, and set a suitable parameter value for AttachmentLostDueToEncryptionMsg (the full path and filename of the customized text file). Example:

Then use Notepad or some other text editor to open the notesdtapp.ini file, set the same two parameter values in the [General] section of that file, and save the changes to notesdtapp.ini.

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 lets you send either or both of:

"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 intercepted 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.

These options were originally 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 like this you can use the same process explained below to create or edit a template, and then use the Data Migration Wizard to only 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.

As in any mail-merge process, the template files contain variables that are replaced with actual values as each user’s 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. (Actually the wizard draws the per-user values from an INI file, but the INI-file values are in turn drawn from the SQL database and are rewritten, per user, as each user is processed.)

Migrator for Notes to Exchange installs with three standard template files:

ybm_template.html: for delivery to users’ Notes mailboxes immediately after migration, when migrating to a local Exchange 2010 or later 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.
wte_template.html: for delivery to users’ Outlook mailboxes immediately after migration, when migrating to any target type.

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 listed above, or 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 these specifications:

A template file may 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 will be 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 within a pair of dollar signs, like this: $VarSpec$. (Also see the default templates, installed with the applications, to see how variables are used within a template file.)

A template may contain any combination of INI variables, environment variables, and system variables. Environment and system variables characterize the wizard’s 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 consults as it processes the users in a collection. The wizard generates this "scratch" INI file at the start of every program run by copying parameter values from the wizard’s Task Parameters. The [User] section of the INI file contains only a single user’s data, drawn from the collection data table elsewhere in the SQL database, but this per-user data is rewritten to the INI file prior to the processing of each user so that the correct values are available to the wizard for each user processed. The wizard can therefore consult 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

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

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