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Migrator for Notes 20.14 - User Guide for Office 365

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 11. Customer Status Reports Section 12. Logs About us Technical support resources 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

User Provisioning

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

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


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


Binary Tree Directory Sync Pro for Notes can be used to synchronize email data fields from Domino to Active Directory to facilitate mail-enabling existing Active Directory accounts. This removes the need for migrating the legacyExchangeDN and setting alternate SMTP email addressing.


The Migrator for Notes Application provides for the automatic updating of Exchange mailbox access permissions. Once these are provisioned, it will allow for the Outlook migration IDs to be able to write data during the migration.

Post Migration Tools

After a user’s Exchange account has been created, there are several steps necessary to ensure proper mail delivery between the two email systems. The Migrator for Notes database properly sets the user's HCL Notes person document to direct mail to the user's new Exchange mailbox as well as setting access control rights on the user's HCL Notes mail file, if required.

Post Migration Tools

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

User Provisioning

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


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


Binary Tree Directory Sync Pro for Notes can be used to synchronize email data fields from Domino to Active Directory to facilitate mail-enabling existing Active Directory accounts. This removes the need for migrating the legacyExchangeDN and setting alternate SMTP email addressing.


The Migrator for Notes Application provides for the automatic updating of Exchange mailbox access permissions. Once these are provisioned, it will allow for the Outlook migration IDs to be able to write data during the migration.

After a user’s Exchange account has been created, there are several steps necessary to ensure proper mail delivery between the two email systems. The Migrator for Notes database properly sets the user's HCL Notes person document to direct mail to the user's new Exchange mailbox as well as setting access control rights on the user's HCL Notes mail file, if required.

3.1 Provisioning

Expanding the Provisioning view displays the following subfolders:

  • Enable Mailboxes

  • Post-Enablement Tools

  • Match Domino/AD Usernames

  • Advanced

Provisioning View

Perform the following steps to set up the Exchange mailbox databases:

  1. Select the Enable Mailboxes view to begin enabling mailboxes

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

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


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

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

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

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

 


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

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

  2. Click on Match Usernames

    Match Usernames View

  3. The Data Pane displays a list of users that are unresolved or unmatched with their AD accounts. Click the Match Domino Usernames to Exchange Usernames button and select either Match Selected users using PowerShell or Match all users using PowerShell. PowerShell is the only method that is supported for Office 365.

 


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

 


PowerShell matching is recommended for Office 365 migrations.

 

 


PowerShell matching is required for Office 365 migrations where Modern Authentication is used. The Match Domino Usernames to Exchange Usernames dropdown will only show the PowerShell options if Modern Auth is enabled.

The following table describes the function of each menu option:

Option

Description

Match Users

Matches all the users using LDAP

Match Selected Users

Matches selected users using LDAP

Match Unresolved Users

Matches only the unresolved users in the view

Match Selected users on CAS server

Matches the selected users on the Exchange CAS server

Match Selected users using PowerShell

Matches the selected users using PowerShell

Match all users using PowerShell

Matches all users using PowerShell

 

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

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

 


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

 

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

  1. Click on the Advanced | User Migration Actions button to access additional functions:

     

The following table describes the function of each menu option; these are the same options available in the User Migration Actions dropdown menu from the Preparation | Advanced view:

Option

Description

Send Migration Message to Selected User(s)

Allows you to send an email notification using predefined or customized message templates to selected users.

Insert Migration Message into Selected User(s) Inbox

Allows you to simply insert a migration message into a user’s inbox. The Insert Migration Message option is used when mail cannot be delivered to the user's Notes inbox. This option is also used if the user has already been migrated and their mail is now being delivered to Outlook, but post-migration, they need to sync contacts or to copy archives that were missed before the migration. In these cases, messages are delivered to Outlook rather than Notes, but don’t work. Running this agent drops the selected migration messages directly into the Notes inbox rather than mailing it.

Send Rules Email to Selected User(s)

Allows you to send Rules Email to Selected Users.

Send Encrypted Summary Email to Selected User(s)

Allows you to send a summary of all the encrypted items in an email to selected users.

Fix Contacts & Group Members

Allows you to look for personal contacts whose mail address format is NOT SMTP (usually imported from the Domino Directory).  It will search the Domino Directory for a matching Person document, and if found, replace the mail address with the internet address from Domino. Likewise, it will convert personal group members from Notes Name format to SMTP for members that can be matched in the Domino Directory.

 

Double-byte characters of Display Names are not processed correctly when converting to the Notes Canonical Name if Fix Contacts & Group Members has not been run prior to migration.

Fix Folders

Allows you to fix folders appending a “-Migrated” to the end of any non-system created folder that has a reserved system name (ex: Inbox, Drafts, etc). While Lotus Notes will allow these folders to be created, Exchange will not. Refer to the Installation and Configuration Guide for information on the settings that control this feature.

Fix Chat

Allows you to fix HTML formatting in Sametime Chat transcripts stored in the user’s mail file. This will perform a search of the mail file for Sametime Chat documents and will then edit and save the document in the Notes user interface.

 

Note: This does not need to be run if the user does not save Sametime Chat transcripts, the Settings are configured for Rich Text, or if the chat documents are migrating with correct HTML formatting.

Maintain Transitional Calendar Workflow

Allows you to populate BTCache.nsf recurrence pattern information for repeat meetings to ensure that calendar workflow functions as intended regardless of the migration status of the chairperson and invitees. This assumes that  Notes Integration is fully configured. When this option is run, the number of errors, start and completion status, and messages that could not be found in the destination database are listed in the MTCW Error Report section of the person document.

 

The Post-Enablement Tools view under Provisioning will retain all accounts until these are Marked Complete after the migration is completed. This allows you to update mail routing in the event of a failure that cannot be recovered and to set the account back to Notes.

  1. Expand the Provisioning | Post-Enablement Tools view to update routing to the Exchange account and other post migration actions

  2. Click the Routing Update Actions| Set Mail Routing back to Notes option to roll back to Notes if needed:

  1. Select the Mark Complete button to mark actions as complete.

 




A user will be hidden in the Migrate view when the Mark Complete button is clicked. Mark Complete should only be used if an account was previously migrated. To reveal this user again in the Migrate view, navigate to the Import Users view, search in the Data Pane and select the user, then click Unhide Entry.

 

 

Section 4. Email Repliability

A Name Translation Table contains email addresses of Notes users and their corresponding SMTP and/or Exchange legacy Distinguished Name (legacyExchangeDN). The translation information contained in the table is used by the Migrator for Notes migration engine to look up every entry in the Domino Directory and convert it to an SMTP style address or Exchange legacyDN. Every email address found in every mail message, calendar entry, contact, or task being migrated is translated to its corresponding SMTP address (Internet address) and/or Exchange legacyDN (if available). This is required for migrated items in Exchange to have the correct email address format so that users can reply to the emails or calendar items in Outlook using the Exchange email address format.

This is required for migrated items in Office 365 to have the correct email address format so that users can reply to the emails or calendar items in Outlook using the Exchange email address format.

For migrations to Exchange mailboxes, the legacyExchangeDN is recommended and does require matching of the entries in the Name Translation table to the mail-enabled user or mailbox-enabled user accounts. For PST only archive migrations where there will not be any data uploaded into Exchange mailboxes, the legacyExchangeDN is not required and the SMTP address can be used for the translation of Notes addresses.

 


Be sure that all Domino Domains, including the Integration for Notes Domain if used, have been added in the Settings | Email Repliability tab | Past and Present Domain Domains field. This will ensure correct name translation look-ups during migration.

Migrator for Notes will use the Notes Common Name for the translated Display Name. This applies to recipients on migrated messages with the SMTP or legacyExchangeDN applied for the mail routing address in Exchange mailboxes.

Migrator for Notes allows you to enable free/busy information in Outlook after migration because the users in the Name Translation Table are resolved to the legacyExchangeDN instead of the SMTP address. This allows Outlook to utilize the native free/busy functionality on migrated documents.

The name resolution process is used to apply the Exchange legacyDN during the migration of messages to Notes formatted recipients. This results in migrated entries resolving to the user mailbox in Exchange, therefore making correctly-populated free/busy information available after migration.

A typical Exchange legacyDN follows the pattern displayed below:

/o=DomainName/ou=Exchange Administrative Group (FYDIBOHF23SPDLT)/cn=Recipients/cn=LegacyName

Following is an example of a properly resolved Name Translation document:

Names Translation Document

  1. To create the Name Translation Table from the Domino directory, expand Email Repliability in the Navigation Pane

  2. Click the Add Names to Translation Table | Add Names to the Translation Table button:

    Add Names to Translation Table Button

The following table describes each setting in the drop-down menu:

Settings

Description

Add All Names to Translation Table

Adds all the names in the Domino directory to the Translation Table

Add Selected Names to Translation Table

Adds only the selected names from the Domino directory to the Translation Table

 

Adding all Domino users’ names to the Translation Table is the recommended method of populating the Name Translation Table. The Translation Table should contain every email address for every user that may have sent an email to any other user. Please note, this is not a list of users to be migrated. It is a list used to translate addresses in migrated messages, calendars, and other migrated documents, so it needs to be as exhaustive as possible.

It is recommended to perform regular updates to the Translation Table as new users may be added to the Domino Directory throughout the migration process.

Add All Names to Translation Table

  1. Click Add All Names to Translation Table

  2. If more than one Domino directory has been defined, select a directory from the list and click OK:

  3. A confirmation box appears. Click Yes to confirm that all entries will be added to the Name Translation Table:

  4. After you have selected the entries to add, depending on the number of name entries, this process could take from a few seconds to several minutes; after it’s completed, a confirmation box appears stating that all users have been added to the Translation Table

  5. Click OK

  6. The Data Pane displays that all the names with a Person document found in the Domino directory have been added to the Name Translation Table

  7. Notice that each user has multiple entries; these are all the possible addresses that the user is using and a corresponding SMTP address for each of these addresses is provided in the Name Translation Table:

Add Names to Translation Table View

Add Selected Names to Translation Table

  1. Click Add Selected Names to Translation Table.

  2. If more than one Domino directory has been defined, the selection dialog box appears with a drop-down list of Domino directories. Select a Domino Directory from the drop-down list, click the type of records to add, and then click Finish:

    If a single Domino directory has been defined, the selection dialog box without a drop-down list of Domino directories appears; click the type of records to add and click Finish:

  3. The correct view for the record type selected appears; select the intended records and click OK:

    Name Translation Selection Dialog Box

  4. A confirmation box appears stating that the selected records have been added to the Translation Table; click OK

 


If you add a name that has already been added to the Translation Table, Migrator for Notes does not create duplicate entries.

 

Matching Selected Entries

After the Domino objects are added to the translation table from the Domino directory, you need to resolve these Domino entries to their Exchange entries.

There are several method options for matching entries; click the Match selected entries button:

The following table describes each drop-down menu option:

Settings

Description

Match Selected entries using PowerShell

Uses PowerShell to resolve selected Domino users listed in the view to Exchange

Match all entries using PowerShell

Uses PowerShell to resolve all Domino users listed in the view to Exchange

 

PowerShell is required if you are migrating to Office365.

The Display Name column in the translation table view within the Migrator for Notes database is a static representation of the displayName attribute in Active Directory and is for reference only. It will not reflect any changes made to the displayName attribute after the translation table has been built.

If the PowerShell authentication account is entered and Modern Authentication is enabled for PowerShell processing (Settings | Additional) the matching will use the Email Repliability bulk processing. This will split the matching into the batch size specified and create new PowerShell sessions for each batch.

Matching Entries using PowerShell

  1. Select one or more entries in the Data Pane

  2. Click the Match selected entries using PowerShell or Match all entries using PowerShell drop-down menu option

  3. The Powershell User Match confirmation box appears; click Yes:

  4. Enter the requested password in the dialog box:

  5. The matching completes; click OK:

Updating a Translation Table

Once the Translation Table is created, you can update it whenever there are new entries added or removed from the Domino directory or user accounts are renamed in the Domino Directory.

To update the Translation table, click Updates | Update Name Translation from Domino Directory:

Updates View

 


You can also match users in the Updates view using the Match selected entries button. You can reload the name translation table using the Reload Name Translation from Domino Directory button; however, this will take as long as the initial process to add all names to the translation table. This should be done only if necessary.

 

Checking Errors of a Translation Table

Items that could not be imported will be displayed in the Check Errors view.

  1. To view translation errors, click Check Errors in the Navigation Pane:

    Check Errors View

    

It is recommended to check accounts in Domino and verify the corresponding entries in Active Directory. All items to be translated require an Internet Address (SMTP) in Domino, but some items, like Domino system groups, will not be expected to have these and can be safely ignored.

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

 

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