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.
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 on this page:
How Lotus Notes Migration Works
The solution requires an agent running On-Premises in charge of communicating with the Cloudiway platform. The agent runs on a workstation (not on the Domino server) with a Lotus Notes client installed and configured.
The Cloudiway platform never tries to connect to your On-Premises environment. Instead, the local agent periodically connects to the platform and checks if a local task has to be executed.
The agent connects to the Notes mailbox databases and dumps it locally. Then, zips and uploads it to the Cloudiway server. All exchanges are performed over a secure channel (TLS 1.2).
Once uploaded to the Cloudiway server, it is pushed to the target (Google, Office 365, or Exchange). At the end of the migration, the data uploaded to the Cloudiway server is removed.
For more information about security, please refer to this article.
For more information about migration performance, please refer to this article.
4.1. What can be migrated
When migrating from Lotus Notes, the following mail-related items can be migrated:
Anything not mentioned above is not migrated. In particular, permissions, rooms, distribution lists, signatures, and encrypted mails are not migrated.
Please contact Cloudiway for more information.
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. This will ensure a fast, cost-effective, and stress-free implementation.
Lotus Notes client is a 32-bit application. Therefore it can’t use more than 4Gb of RAM.
Please note that migration has only been tested on Lotus Notes client version 8.0 and later, using .Net framework 4.7.2 minimum, with at least 4 GB RAM and 100 Gb Hard Drive space.
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.
|Cloudiway||Account to configure the Cloudiway Platform for your migration.||https://portal.cloudiway.com|
|Lotus Notes. A notes.id with access to all mailboxes||This ID will be used with the Cloudiway agent (downloadable in the steps below) to communicate with your Lotus Notes server.||Local PC with Lotus Notes client installed. Make sure your notes.ini file refers to this notes.id. We recommend you create a migration account and use its notes.id, then delete it after migration.|
|Target: Google Admin||To configure the Google feeds.||https://admin.google.com|
|Target: Office 365 Admin||Used to configure Azure Active Directory Application and associated permissions.||https://aad.portal.azure.com|
Very little preparation is required on the Lotus Notes side. Before you start configuring the Cloudiway platform for mail migration, make sure you have:
5.2. Create your user mailboxes
Cloudiway migrates between existing user mailboxes and does not provides a tool to provision user mailboxes. Therefore, the user mailboxes must be created prior to the migration. You can set up user accounts on the target Microsoft 365 tenant in several ways. (The following links are to Microsoft documentation.)
5.3. Mapping Table
During the migration, Cloudiway uses a mapping table to perform the conversion of email addresses into email headers, and calendar items.
Important: the mapping table must be exhaustive, any missing email address will not be converted, and would end up with a loss of broken calendar items. Cloudiway automatically populates this mapping table when source mailboxes are discovered by Get List functionality explained below. However, make sure if the mapping table was populated automatically that you are not missing any email address.
6.1. Create your connectors
For Cloudiway to migrate your Mailboxes, it needs to be able to communicate with both your source (Lotus Notes) and target (Office365/Exchange or Google) domains. To do this, Cloudiway uses connectors. You will need to set up a connector for each source tenant you wish to migrate and each target tenant that mail should be migrated to. Follow the steps from the page below to configure your connectors:
For large projects, it’s possible to create multiple connectors that will be used in parallel from connector pools. Please contact Cloudiway consulting services if you need to set up such configuration.
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 Lotus Notes source connector configuration article.
6.2. 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, is simply a matter of selecting what you want to migrate.
From the Mails area of https://portal.cloudiway.com, click on Global Settings
Most of the options are self-explanatory.
The Convert Email Address option needs further explanation. The Convert Email Address option is switched on by default (and is best left on). When activated, this option rewrites email addresses found in the email headers, calendar items and replaces source email addresses with their corresponding target email addresses in the mapping table. Therefore, it’s important that all users exist in the mapping table before migration begins.
Archive Mails Older Than is to migrate the emails older than specified date and time in the past to the target archive mailbox and Migrate Everything to Archives is to migrate all the emails to the target archive mailbox. See the 7.2. Migration to archives section for further information.
Click on the Save button at the bottom of the screen to update your global settings.
6.3. Import or create your users into Cloudiway platform
There are two ways to add users that you wish to migrate:
Note that importing users into Cloudiway won’t create the user mailboxes in the target tenant. See Create your user mailboxes
Option 1: CSV file 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:
Option 2: Create a single user
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.
Click on MANAGE > Create User and enter the following details:
For more information regarding the different fields, check out this article. Repeat the process for any more users you’d like to create.
6.4. Activate and monitor your migration
Cloudiway is an incremental migration platform that supports delta passes. Every time you restart the migration of a mailbox, only items that haven’t already been copied to the target will be migrated and for those already migrated items that have been modified in the source will be updated in the target. The platform, therefore, does not duplicate items in the target, just updates them.
The migration strategy usually consists of at least 2 migration passes, one before the cutover and another pass after the cutover:
You can submit as many migration passes as you want for 3 months and until consuming the amount of GBs allowed by the assigned licenses but usually, you only need one before the cutover and another after the cutover. Find out more about the delta migration passes:
What a migration pass takes to complete depends on a lot of factors. Find out more about the migration performance:
You can create user batches from the Batches tab to easily group subset of mailboxes. Click on the + icon and enter a batch name:
After creating the different batch, under Users tab, select the users you want to assign to a specific batch, click on BATCH button and Add to Batch:
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.
Your migrations will be scheduled and will begin as soon as cloud resources are available.
7.1. Shared mailbox migration
Shared mailboxes can also be migrated in a similar way.
For this, create a file named LotusSharedMailboxes.csv in the same directory than the agent.
Here is the format (header row):
7.2. Archive Migration
Cloudiway solution allows to migrate Lotus Archives.
First, you need to enable this setting in the configuration.json where you must set MigrateArchives = true.
Lotus Notes archive migration is managed directly from the Notes agent, not from the Cloudiway platform. The Archive view under mail migration is not used by Lotus Notes migration.
Instead, you must create a file named LotusArchives.csv in the same directory than the agent. This is where you will define the location of the archives.
Archives can be stored in a Domino server or in a network path.
Format of LotusArchives.csv
The CSV file must contain a header row with the following data:
email is the user email address associated with the archive;
NetworkFile is a boolean (true | false) that specifies if the archive is hosted on a network share (true) or on a Domino server (false);
Servername is the Domino server name where the archive is stored.
path is the folder location on the archive.
On a Domino server, it would be the relative path of the nsf archive file, for instance, archive\archivefile.nsf
On a network drive, it would be the path of the archive. For example, if the file is stored in \\NasServer\Archives, you can first map it to a drive (net use h: \\NasServer\Archives)
the path of the archive in the CSV file would then be h:\archivefile.nsf
Example of csv file:
If a user has multiple archives, you must reference all the archives in the csv file, for instance:
Lotus archives are always migrated to the Microsoft Office 365 online archive. If your target user does not have an archive, the migration will fail.
7.3. Running Multiple Agents
If you want to run more migrations in parallel, you need to setup several workstations.
Let’s say that you want to run 4 agents simultaneously:
Do not use the same configuration.json on multiple agents/computers.
It would have unpredictable results such as automatically stopping migrations running on other agents.
In the cloudiway User List, dispatch your users among the different connectors.
Now, when you will schedule the migration of 1 user, it will start on the associated agent.
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Please visit the entire knowledge base here (where you can search for keywords or read through topics): https://help.cloudiway.com/
The knowledge base also contains information on how you can ask for further support, should you require it.