Lotus Notes Migration Guide

Overview:

1. Mail migration with Cloudiway
   1. Cutover migration
      1. Cutover migration benefits
      2. Cutover migration considerations
2. Security
3. Performance
4. Mail migration scope
   1. What can be migrated
   2. Migration limitations
   3. Considerations
   4. Audience
5. Pre-migration configuration
   1. Before you start
   2. Google Apps — Create and set up a service account
   3. Google Apps — Set permissions for the service account
   4. Office 365/Exchange — Set up account with impersonation privileges
   5. Set up an Exchange On-Premises account via PowerShell
6. Use the Cloudiway platform to migrate your mail
   1. Before you start
   2. Create your Lotus Notes source connector
   3. Create your target connector
   4. Office 365 — Create a partial archive from a normal inbox
   5. Configure the global settings for migration
   6. Import or create your users
      1. Option 1: CSV import
      2. Option 2: Single user creation details
   7. Add a list of any shared mailboxes
   8. Activate and monitor your migration
7. Post-migration options
   1. Link calendar meeting entries
   2. Migrate existing archive mailboxes
8. Troubleshooting

1. Lotus Notes Migration with Cloudiway

Cloudiway’s mail migration solution helps businesses perform elaborate technical migrations through a simple SaaS interface. As a result, mail migrations require no additional software installation or overhead, and migrations can be performed securely and quickly.

The Cloudiway platform is flexible enough to support all types of migration paths. Your migration strategy will depend on your business setup, type and size.

Two of the most common migration strategies are cutover and staged migrations. Cutover strategies involve migrating all mailboxes over a weekend, ready for your users on Monday morning. Staged strategies provide more flexible migration options, as discussed below.

1.1. Cutover migration

You migrate everybody over a weekend and perform a single migration pass. This strategy is the simplest to implement. After you have switched your MX records to point to the new system, you start mailbox migration.

Cutover migration is therefore a strategy where the entire company is switched at the same time.

1.1.1. Cutover migration benefits

• Fastest, simplest form of migration.
• Your users can start using the new mail system immediately.
• New mails are received in the target messaging system.
• Old mails are migrated in a single pass.

1.1.2. Cutover migration considerations

You can combine your cutover migration with pre-staging, if required. In this case, during the days or weeks leading up to your cutover, you would migrate all mails up to a week or so ago along with calendars and contacts, then on the day of your cutover, you would run a quick delta pass to migrate the remaining items.

2. Security

For more information about security, please refer to this article.

3. Performance

For more information about migration performance, please refer to this article.

4. Mail migration scope

4.1. What can be migrated

When migrating from Lotus Notes, the following mail-related items can be migrated:

• Emails
• Contacts
• Calendars
• Folders
• Shared mailboxes
• Archives (each mailbox requires one separate archive license)

Please note that migration has only been tested on Lotus Notes client version 8.0 and later, using .Net framework 4.0 with at least 4 GB RAM and 50 GB hard drive space.

4.2.  Migration limitations

During migration, Outlook profiles are not recreated by default. Although this is the responsibility of the system administrators performing the migration, Cloudiway provides a free tool to perform this task. Please contact Cloudiway for more information.

It’s currently not possible to migrate delegations from Lotus Notes. Users will need to manually add any delegations after migration.

4.3. Considerations

There are several important factors that you should be aware of before starting a mail migration.

Firstly, migration takes place between existing mailboxes. This means that mailboxes must exist in the target at the time of migration. Please ensure that all mailboxes to be migrated have had their target mailbox created in the target domain.

Secondly, to migrate a user, you must provide the primary source SMTP address and the primary target SMTP address. If you specify an alias, the mailbox migration will fail.

Personal contacts are stored in the personal address book of the users and reside in the desktops of each user. However, it’s possible to enable an option that will replicate the contacts to the mail databases of the users and personal contacts will become available on server side and Cloudiway will be able to migrate them.

Cloudiway migrates the archives of users hosted on the servers. It uses the default path defined in the address book (eg, archive\username). If archives are stored in a different location, you can use a specify this during configuration, and these steps are covered later in this guide.

4.4. Audience

This guide is aimed at experienced system administrators who are capable of connecting to remote systems and using a variety of administration tools.

Although we provide support for our own products, we do not provide support for third party products such as PowerShell or server administration of Lotus Notes or Exchange.

If you are concerned you might have any difficulty completing these steps, please consider a solution with our consulting team, contactable via presales@cloudiway.com. This will ensure a fast, cost-effective and stress-free implementation.

5. Pre-migration configuration

5.1.  Before you start

The following table contains a list of target mail migration prerequisites. You will only need the items associated with your chosen target. The sections below the table only need to be followed if they relate to your target. After the table, we provide steps to set up each prerequisite.

 

5.2. Google Apps — Create and set up a service account

NOTE: Only follow the instructions below if your target is Google Apps.

You can create a project in your Google Apps service account, where you can enable APIs and create a project key. Cloudiway needs this key to open communication with Google Apps.

1. In your browser, go to http://console.developers.google.com to launch the Google API manager
2. Click on Credentials on the left. If you already have a project, you can jump to step 4. If you don’t have any projects set up, you will need to create one before you continue.
3. Click on the Create a project button, and add a meaningful name to Project name (such as ‘Cloudiway’) and click the Create buttonA message might appear prompting you to create credentials. If it does, you can simply ignore it for now (we’ll create them later).
4. Click on Library on the left to display a search bar for Google APIs
   
5. Type Google Calendar API and search for it (information about the API will be shown)
6. Click on the ENABLE API linkOnce the API has been enabled (the link will change to display DISABLE): some other APIs might be automatically enabled (but only Google Calendar API is required for coexistence). You can check which APIs are activated by clicking on Dashboard on the left.
7. Search for the following APIs and enable them:
   CalDAV API
   Contacts API
   Gmail API
   Tasks API
8. Click on Credentials on the left and from the Create credentials button, click on Service account key. The following screen will appear:
   
9. Click on New service account from the dropdown menu
10. Give the service account a recognizable name in Service account name (such as ‘Cloudiway mail migration’); you can leave the Role field unselected as it’s not used by Cloudiway
11. Click on the P12 radio button
    
12. Click on the Create button
    The following message will appear:
    
13. Once you have read and understood the message (and take note of where the downloaded key is: you will need to upload it to Cloudiway later), click on the Close button
14. At the far right of the screen, click on the link for Manage service accounts
15. A list of service accounts will appear. Find the one with the name you just created, and click on the option dots () on the far right, then select Edit
16. Tick the checkbox for Enable Google Apps Domain-wide Delegation and type a product name into Product name for the consent screen, if prompted:
    
17. Click on the Save button

5.3. Google Apps — Set permissions for the service account

NOTE: Only follow the instructions below if your target is Google Apps.

After you’ve created a service, you can use the Google Admin console to manage the service and its API calls. The following steps show you how to grant access permissions for the service account you created in the previous steps.

1. Ensure that you are still logged in to http://console.developers.google.com and from Service Accounts on the left, locate the Cloudiway mail migration service account
2. Click on View Client ID on the far right, and copy the number displayed in Client ID
   
3. In a new browser tab, go to https://admin.google.com and login with your Admin console credentials
4. Click on Security, then Advanced settings (you might need to click on Show more to see this)
5. Click on Manage API client access
   
   
6. Paste the number you copied into Client Name
7. Click in the One Or More API Scopes field and add the following scopes:https://apps-apis.google.com/a/feeds/calendar/resource/#readonly,
   https://apps-apis.google.com/a/feeds/user/#readonly,https://mail.google.com/,https://www.google.com/calendar/feeds/,https://www.googleapis.com/auth/calendar,https://www.googleapis.com/auth/drive,https://www.google.com/m8/feeds/,https://www.googleapis.com/auth/tasks,https://www.googleapis.com/auth/gmail.labels,https://www.googleapis.com/auth/gmail.insert,https://apps-apis.google.com/a/feeds/migration/,

   https://www.googleapis.com/auth/gmail.labels,

   https://www.googleapis.com/auth/gmail.insert,
   NOTE: 1. Each scope must be separated by a comma.
   2. Some scopes require slashes (/) at the end and others don’t: please use the above strings.
   3. If you add another scope later, existing scopes will be removed: you need to add the whole list at the same time.
   

8. Click on the Authorize button (successfully registered scopes will be listed).

5.4 Office 365/Exchange — Set up account with impersonation privileges

NOTE: Only follow the instructions below if your target is Office 365 (including Exchange servers).

An Office 365 account with impersonation can access up to 100 mailboxes concurrently. Therefore, Cloudiway allows you to migrate 100 concurrent users in an Office connector. If you wish to speed up migration, you should set up additional Office 365 target connectors on the Cloudiway platform and associate different accounts with admin access to each one. These can be connected to a single Lotus Notes source connector. If you don’t already have impersonation set up, follow these steps.

1. Login with your administrator account to the Office 365 portal
2. Go to the Exchange admin center, then click on permissions and the admin roles
3. Click on the plus sign (+) to create a new role
   
4. Give your group a name and assign it the role of ApplicationImpersonation, then add a user to the group:
   
5. Click on the Save button to save your group

5.5. Set up an Exchange On-Premises account via PowerShell

NOTE: Only follow the instructions below if your target is Exchange On-Premises.

If you’re migrating from Exchange On-Premises, you can create a migration account with admin and impersonation permissions using your existing Exchange server interface or using the command line instructions shown in the steps below.

1. Launch Exchange Management Shell to connect to your Exchange server
2. Copy the commands below:
   New-ManagementRoleAssignment –Name “Impersonation for migration
   ” –Role “ApplicationImpersonation” –User
   “mailmigration@drypizza.com”
3. Paste the command into the command prompt, ensuring you have updated “mailmigration@drypizza.com” with your own mail migration account

6. Use the Cloudiway platform to migrate your mail

6.1. Before you start

Before you start, you will need to ensure you have the details outlined in the following table.

 

6.2. Create your Lotus Notes source connector

Very little preparation is required on the Lotus Notes side. Before you start configuring the Cloudiway platform for mail migration, make sure you have:

• listed the notes.id (that has access to all mailboxes) in the notes.ini file of the local client;
• chosen to enable or disable the option to replicate contacts to the mail databases of the users (this ensures users’ personal contacts are included in migration);
• ensured that any locally-stored mail archives to be migrated have been identified and moved to your Domino server, preferably in the default location (archive\username); and,
• verified that there is at least 50 GB free on your Lotus Notes server.

To facilitate mail migration, the Cloudiway platform needs to be able to communicate with both your source and target domains. To do this, Cloudiway uses connectors, which are configured on apps.cloudiway.com. You will need to set up a connector for each source you wish to migrate and each target that mail should be migrated to.

As already discussed, a small agent must be downloaded for the connector to communicate with your Notes server, and this is also covered in the steps below which show how to configure a Lotus Notes source connector.

1. From the PC with your Lotus Notes client installed and the migration notes.id file installed (and listed in your notes.ini file), go to https://apps.cloudiway.com and loginYou can choose to manually set up your connectors, or you can use the simpler process of the wizard. The steps below will walk you through the manual process.
2. Click on Mail Migration on the left, then Sources
3. Click on the + New option on the action bar at the bottom of the screen
   
4. Click on Lotus Notes and type a meaningful name in Connector name
   
   
5. Click on the Create button
6. Type your Domino server name in Server Name (it isn’t case sensitive)
7. We recommend you leave Concurrent Uploads set to the default of 10, but you can increase the default (which will reduce bandwidth and speed up migration) or reduce the default (which will preserve bandwidth and slow down migration)
8. Enter the password for the notes.id that has access to all mailboxes (leave blank if the ID has no password associated with it, although we recommend you use one)
   
9. Click on the Application button (the local agent) and the Configuration.xml button to download both files
10. On the Cloudiway platform, click on the Save button at the bottom of the screen to complete creation of your source connector
11. Unzip the downloaded application to a secure location on your hard drive (a folder called MAASAgent will be created)
12. Locate the Configuration.xml file and move it into the new MAASAgent folder
13. Launch cmd.exe on the same computer as the unzipped folder
14. In cmd.exe, change directories to the unzipped folder location
15. In cmd.exe, type Run CIW.Mails.Agent.exe
    The command line console will launch and create a connection between the Lotus Notes server and the Cloudiway migration platform. It will zip up the contents of each Notes mailbox and migrate them to their target destination. The progress of your migration will be displayed in the console, as well as in the user logs on the Cloudiway platform.
16. Click on the Save button at the bottom of the screen

The source connector has now been set up. Next up is the target connector.

6.3. Create your target connector

With the source connector now configured on the Cloudiway platform, it’s time to create and configure the target connector. Follow the steps below to configure your connector.

Remember that some targets have throttling limitations, as discussed in section 3.

1. From the same Mail Migration area of https://apps.cloudiway.com, click on Targets
2. Click on the + New option at the bottom of the screen
   
   
3. Click on your target mail system (we’ve chosen Office 365 for this example) and type a meaningful name in Connector name
   
   
4. Click on the Create button
5. For an Office 365 target, type your target domain name in Domain, check that Server Region is correct, and type and your Office 365 account credentials (with administration and impersonation rights) in the remaining fields, then click on the Save button (we’ll cover the archiving option in the next section, where you can now go)
   
6. For a Gmail target, type your domain name in Domain then paste your Service Account Email (you can copy it from the Manage service accounts screen from the project you created in http://console.developers.google.com), then upload the file that you downloaded earlier (it ends in .p12) to the Service Account Private Key field and click on the Save button
   
7. For an Exchange On-Premises server target, ensure you use the Server Name field if autodiscover isn’t active, and add the domain name, server version and login credentials (UPN format) of the admin user with impersonation rights
   

6.4. Office 365 — Create a partial archive from a normal inbox

If you’re migrating to Office 365, you might wish to consider archiving.

Creating a partial archive of emails provides a number of benefits. From a migration perspective, the biggest benefit is reduced bandwidth. End-users who access mail via Outlook have their mailbox locally cached (in .ost file format). After a mail migration, Outlook will download all migrated mailboxes the first time users access their mailboxes. Therefore, if many users are likely to access Outlook at around the same time after migration (for example, if you’ve completed a cutover migration one weekend before staff arrive at 9am Monday morning), your bandwidth might slow down due to a glut of downloads.

This can be avoided by partially migrating data to the online archive. For example, you could choose to migrate all items older than 30 days to a mail archive, which would be performed prior to the final cutover. The data will remain online and accessible from each user’s inbox as an In-Place Archive folder. The most recent 30 days of emails will be migrated and downloaded when each user first logs in, reducing overall bandwidth usage due to smaller mailbox sizes.

Note: you must ensure that In-Place archiving is switched on within your Exchange Admin center – you can bulk-activate using the instructions on TechNet as https://technet.microsoft.com/en-us/library/jj984357.aspx

1. With your target connector selected, click on the Edit button on the action bar at the bottom of the screen
2. Click on the ON button to activate the Archive mails old than x months option
3. Enter a number in the field to indicate the minimum age (in months) of mails to be archived
   
4. Click on the Save button at the bottom of the screen
   Now, when your migration starts, any emails older than the number of months you specified will be migrated to an In-Place archive. Younger items will be migrated to the target mailbox. The user can continue to use the source mailbox until final cutover, whether it be the following day or in a month’s time.During final cutover, all new and remaining emails will be migrated. Note that migrated items are never re-migrated, so the In-Place archive will contain items older than the months you specified from the date of the first migration pass.

6.5. Configure the global settings for migration

Now that you have set up at least one source and target connector, you’re ready to configure your global settings. Using the Cloudiway platform, this is simply a matter of selecting what you want to migrate.

By default, the global migration settings are configured to migrate everything but the Trash folder. You can toggle these and change the date and time settings from the Global Settings option on the Cloudiway platform.

Most of the options are self-explanatory. The Convert Email Address option needs further explanation. When activated, this option rewrites email addresses found in the header and replaces source email addresses with their corresponding target email addresses.

For example, if Bob sends an email to his colleague to Chloe from his source address bob@source.com to chloe@source.com and a week later, after migration, chloe@target.com replies to Bob, the Cloudiway platform has already updated SMTP header in Bob’s original email in her inbox, so her reply will be sent to bob@target.com.

For migrations where the only email address change is the domain name (such as Bob’s email address above), the Cloudiway platform uses the domain name defined in the target connector to convert source email addresses.

For migrations where both the domain name and the username change (for example, bob@source.com becomes newbob@target.com), the Cloudiway platform already uses a mapping table to link each user. This mapping table is also used by the Convert Email Addresses option in this situation. Therefore, it’s important that all users exist in the mapping table before migration begins (this guide contains instructions).

Note that users in the mapping table do not require a license until you’re ready to migrate them. Therefore, you can assign the free ‘No license’ option to all your users prior to migration. Having a complete mapping table is also required if you plan to use Cloudiway’s free/busy calendar tool in conjunction with mail migration.

The Convert Email Address option is switched on by default (and is best left on). Make sure your user list is up to date to benefit from this functionality.

X.500 address migration

For X.500 email addresses (typically used in Exchange), SMTP email address translation can be enabled or disabled. However, X.500 email conversion is automatic between Exchange and Office 365 servers. During the migration of a mail, if an X.500 address is found, it is automatically converted to the SMTP address.

1. From the same Mail Migration area of https://apps.cloudiway.com, click on Global Settings
   
   By default, the global migration settings are configured to migrate everything but the Trash folder. You can toggle these and change the date and time settings in Edit mode. Please refer to the text above these steps for more information on the Convert Email Addresses option.
2. Click on the Edit button at the bottom of the screen
   The grey buttons will turn blue, indicating you can now edit these to your preferred global migration plan.
3. Update any settings you wish to alter, remembering that time and dates are set to the UTC time zone
4. Click on the Save button at the bottom of the screen to update your global settings

6.6. Import or create your users

There are two ways to add users that you wish to migrate. These include:

• CSV file upload; and
• creation of single users.

Regardless, each user will need to be assigned a license type — Trial (limited to 100 MB), Education, Standard, Archive, or No License (used for adding users to your mapping table regardless of migration plans). Shared mailboxes should also be added as standard users and assigned a license.

6.6.1 Option 1: CSV import

If you have a CSV file of all your users, you can upload the file to Cloudiway. The file must have the following fields in the header row:

FirstName;LastName;SourceEmail;TargetEmail;BatchName

Note that many browsers limit CSV file uploads to 5000 lines, so files larger than that should be split up and uploaded separately. Data already uploaded will not be overwritten, so you can upload as many files as required.

The BatchName field can be left blank. If required, you can use this field to name different batches so they can be run in a certain order. A sample CSV file is available for download during the steps outlined below.

1. Ensure you’re still in the Mail Migration area of apps.cloudiway.com and go to User List
   
2. Click on Manage in the bottom left corner and select Upload CSV
   
   
3. If required, click on Download sample CSV and add your users to the CSV file using the sample headers (FirstName;LastName;SourceEmail;TargetEmail;BatchName)
4. When you have a complete CSV file with the correct headers, click on the Upload button
5. Locate your CSV file within your own file system, and double-click on it to select it
6. Select the appropriate connectors in the Source and Target fields
   
7. Select the license type from the License drop-down list
8. Click on the Upload button.
   If the CSV file format is not correct, you will see an error message on your screen:
   
9. If you see any error messages, check your CSV file to ensure it has five columns, each with a separator (including the last) and try uploading again
10. Once the CSV file format is correct, you will see a confirmation message at the top of your screen:
    
11. Check your email. When you have received confirmation that the upload has been completed, you can refresh the Cloudiway platform to display your imported users

6.6.2.  Option 2: Single user creation details

Many of our first-time customers create a single user for testing purposes. This provides a means of watching the migration process without affecting all users. Single users can also be created for migrations affecting just a few users.

1. Go to the User List of the Mail Migration menu
   
2. Click on Manage in the bottom left corner and select Create Single to display the following screen:
   
3. Fill in all details for a new user
   
4. Click on the Create buttonThe new user will be added to the Mail Migration / User List screen:
5. Repeat steps 1 to 4 for any more users you’d like to create

6.7. Add a list of any shared mailboxes

Shared mailboxes can be migrated from Lotus Notes to any target that supports shared mailboxes. As well as adding them as standard users and assigning them a standard mail license on the Cloudiway platform, you must also create a CSV file that tells Cloudiway where to find the shared mail files.

The CSV file must contain a header row with the following data:

Email,DominoServer,NSFFilePath

where:

• Email is the email address associated with the shared mailbox;
• DominoServer is the Domino server name, and only required if the files are stored on a different server; and.
• NSFFilePath is the folder location on the server where the NSF file can be found

The steps below cover explain this procedure in more detail.

1. In the Cloudiway migration folder (MAASAgent), create a file called LotusSharedMB.csv and give it the following header row:Email;DominoServer;NSFFilePath
2. Add each shared mailbox to be migrated as a single row, and remember to use a semi-colon (;) to separate each field
   For example:
   sales@oldnoodles.com;oldnoodles01;sharedmail\sales.nsf
3. Save the CSV file when all shared mailbxoes have been added.

6.8. Activate and monitor your migration

Now that you have performed all the pre-migration steps within your tenants and within Cloudiway, you’re ready to migrate. We recommend you run a test migration on a single user first to check that your configuration produces the outcome you expect.

To start your migration, select the users or batch you wish to migrate and click on the Start button. Your batch will be scheduled and will begin as soon as resources are available. By default, a hundred migrations can be run concurrently per connector.

The Cloudiway migration platform supports delta passes and that migrations are therefore incremental; every time you restart the migration of a mailbox, only items that haven’t already been copied to the target will be migrated. The platform does not duplicate items in the target.

7. Post-migration options

7.1. Link calendar meeting entries

This task runs on all mailboxes defined in the user list, and tries to link meeting entries for owners and attendees. When completed, attendees and owners can send and receive updates on appointments.

1. Ensure you’re still in the Mail Migration area of apps.cloudiway.com and go to Global Actions
   
2. Click on Link Calendars, and from the pop-up dialog box, click on the Link buttonA message will appear on the Mail Migration / Global Actions screen confirming that the process has started:NOTE:  Remember, you can always check progress on the Mail Migration Dashboard

7.2.  Migrate existing archive mailboxes

Archives can be entirely migrated to inboxes at any target as well as to the In-Place Archives folder within an Office 365 inbox (or a mix of inbox and In-Place Archives folder).

Before archive migration can be configured on the Cloudiway platform, you must ensure all archives are stored on your Domino server. The default path is archive\archivename.nsf but you can specify other server paths in a CSV file containing the list of archives. This list is needed by the Cloudiway platform to locate al archives due for migration.

The CSV file must contain a header row with the following data:

email;servername;archive path

where:

• email is the user email address associated with the archive;
• servername is the Domino server name, and only required if the files are stored on a different server; and.
• path is the folder location on the server that stores the archive.

Users with more than one archive will be listed multiple times. Some examples could therefore be:

bob@oldnoodles.com;;archive\2016_bobowen.nsf

bob@oldnoodles.com;;archive\2015_bobowen.nsf

bob@oldnoodles.com;oldnoodles01;2014_bobowen.nsf

One other small configuration tweak is needed in the configuration.xml file that you downloaded earlier so that the archives are included in mail migration.

The steps below cover both the configuration change and the CSV file details needed to perform any mail archive migrations from Domino.

Once you’ve completed the steps, please contact Cloudiway who will complete the configuration and confirm when everything is ready for you to begin migration.

1. In the Cloudiway migration folder (MAASAgent) that you unzipped in section 6.2, open the file called configuration.xml to edit
2. Add a node before the last line:<MigrateArchives>1</MigrateArchives>
   Here is a sample of how your xml file should now look:
3. Create a file called LotusArchive.csv in the same folder as the agent and give it the following header row:
   email;servername;archive path
4. Add each archive to be migrated on a single row (if a user has two archives, they will have two separate rows), and remember to use a semi-colon (;) separator between each field
   For example:
   bob@oldnoodles.com;;archive\2016_bobowen.nsf bob@oldnoodles.com;;archive\2015_bobowen.nsf
5. Save the CSV file when all archives have been added
6. Get in touch with Cloudiway to confirm that these tasks are complete.

8. Troubleshooting

Cloudiway provides an extensive knowledge base with many resources, including common error messages, video guides and downloads.

Please visit the entire knowledge base here (where you can search for keywords or read through topics): https://kb.cloudiway.com/

The knowledge base also contains information on how you can ask for further support, should you require it.

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