This is the complete onboarding task flow for migrating mailboxes from Lotus Notes, or Lotus Domino, to Office 365. Complete each step in the order listed. Links to corresponding Knowledge Base articles are provided.
The MSPComplete section includes steps to deploy the Device Management Agent (DMA) to end users. This is an Agent which includes modules for HealthCheck for Office 365 and DeploymentPro. Deploying DMA to end users is a prerequisite if you will be using HealthCheck for Office 365 and/or DeploymentPro.
We strongly recommend that you use HealthCheck for Office 365 to check ahead of time to see if end user hardware and software is compatible with Office 365.
- Note: HealthCheck for Office 365 is a free utility. KB005407
DeploymentPro can be used to configure Outlook profiles.
- Note: DeploymentPro is included with the User Migration Bundle license. DeploymentPro cannot be purchased as a standalone service license, and it cannot be added to the single-use mailbox migration license. If you wish to remotely configure Outlook mail profiles using DeploymentPro after a migration, purchase the User Migration Bundle license.
Lotus Notes is the only messaging system supported by MigrationWiz that requires the installation of local software to perform a migration. This is because there are no remote APIs for Lotus Notes. The Lotus Extractor is a small console application (a standalone .exe file) responsible for extracting data from the Domino server and securely streaming this data to MigrationWiz's cloud migration platform. The steps to install this Extractor are included in the Prepare the Source Environment section of this guide. After installing our Lotus Notes Extractor, you can then manage the migration from the MigrationWiz web portal (e.g., to stop/start migrations, view statistics, etc.).
MigrationWiz is a migration solution (not a synchronization solution) and will NOT propagate updates, deletes, or moves of the items previously migrated in the first migration pass because we do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.
MigrationWiz supports the capability to share migration projects across a Workgroup. When the Project Sharing feature is turned on, all Agents besides those who are Inactive can view all migrations projects. For more information, visit Project Sharing in MigrationWiz.
Prepare the Source Environment
- Set up an administrator account for migration on the Source Lotus Notes or Lotus Domino Server. KB005632
- Test administrative access to the mailboxes. KB004211
- Perform mailbox cleanup:
- Old/unwanted email (this will reduce the time for migration)
- Large attachments (any attachment larger than 150MB will not be migrated)
- Mailboxes should be emptied of unneeded/unsupported data:
- Unwanted mailboxes should be archived/deleted according to company compliance policies.
- Lotus Notes contacts are stored locally on the users hard drive, in a local .nsf file. In order to migrate them, each user must have synchronized their personal address book on the Lotus Domino server before the migration begins.
- We recommend that you send an email to all users with instructions on how to synchronize their personal address books. Provide them the instructions that are in KB004310.
Prepare the Destination Environment
- Create an administrator account in Office 365 to be used for migration, or use the global admin account for the tenant. KB004948
- Set up accounts on Office 365 and assign licenses. These can be created in several ways:
- Manually, one at a time. Microsoft instructions to add users individually
- By bulk import, via CSV file. Microsoft instructions to bulk add users
- By PowerShell script. TechNet article
- By DirSync, AAD Sync or AAD connect. KB004336
- Create the customer. KB005421
- Create the Source and Destination endpoints. KB005427
- For the Source endpoint:
- Click EndPoints > Add Endpoint > Enter endpoint name > For endpoint type select Lotus Notes 6.5+.
- In the Server Name field, enter the Lotus Extractor Identifier. Note: This was generated in Step 8 of KB005633 when setting up your Lotus Extractor(s).
- For the Destination endpoint:
- Click EndPoints > Add Endpoint > Enter endpoint name > For endpoint type select Office 365.
- Click the Provide Credentials radio button, and enter the admin account credentials. Note: This should be a global admin account. If creating a separate admin account for the purpose of migration, refer to the Office 365 section in KB004725.
Note: Create separate Source endpoints for each Extractor that you have set up. These will be used, when setting up your MigrationWiz projects. You will be setting up one MigrationWiz project per Extractor.
- For the Source endpoint:
- Purchase licenses. We recommend that you purchase the User Migration Bundle license for this migration scenario. User Migration Bundle licenses allow multiple types of migrations to be performed with a single license. They also allow DeploymentPro to be used to configure Outlook email profiles. Refer to these articles for more information:
- Deploy DMA to users. Once DMA has been deployed to users, check the Users tab in MSPComplete. This will be populated with the user accounts that have DMA installed. DMA can be deployed by these options:
- Via Group Policy Object (GPO).
Note: This is the recommended methodology because no end user interaction is required. KB005412
- Via email. KB005411
HealthCheck for Office 365 Steps
- Go all All Products > Device Management, click on HealthCheck for Office 365 at the far left side of the page and follow the prompts to launch.
- Select a customer from the list by clicking on the customer name.
Note: The status column will show enabled when a customer account has had DMA deployed.
- Review results.
Note: If any computers have a red X on their row, you should review the detailed results by clicking on the pie chart in the far right-hand part of the row.
- Include upgrading action items and costs in your Statement of Work.
- Perform remediation steps.
- Launch DeploymentPro.
- Go to All Products > Device Management, click on DeploymentPro on the far left and follow the prompts to launch.
- Select a customer from the list by clicking on the customer name.
Note: The status column will show Enabled when a customer account has had DMA deployed to users.
- Configure the customer DeploymentPro module:
- Enter the Domain.
- Select the Destination endpoint.
- Checkmark the Auto-populate box.
- In the Client Interface Configurations section, upload your company logo and add supporting text.
Note: We strongly recommend doing this, because this is the logo and text that end users will see in a desktop pop-up when they are prompted to reconfigure their Outlook profiles. If you do not upload your own logo, the default BitTitan logo will be included instead.
- Save and continue.
- Activate DeploymentPro module for users.
- Either select all users (by putting a checkmark in the box to the left of the Primary Email column heading) or select the individual users (by putting a checkmark in the boxes to the left of the user email addresses).
Note: DeploymentPro is included with the User Migration Bundle license. DeploymentPro cannot be purchased as a standalone service license, and it cannot be added to the single-use mailbox migration license. If you wish to remotely configure Outlook mail profiles using DeploymentPro after a migration, purchase the User Migration Bundle license.
- Click the Schedule Cutover button.
- The DeploymentPro module will install on user devices immediately and then run silently until this date.
- The profile cutover date should be set to a date and time that is shortly after MX record cutover.
- Create a Mailbox Migration project. Read the How do I create a new migration project? article for more information.
Note: You will create one project per Lotus Extractor.
- Add the accounts (also referred to as "items") that will be migrated to the project. You will use the LotusExtractor.csv that was generated when setting up the Lotus Extractor. KB004290
- Set the Project Advanced Options. KB004834
- The following options are most valuable for this migration scenario:
- Set Maximum concurrent migrations. This should be set to 15. Each Lotus Extractor can simultaneously migrate up to 15 mailboxes only.
- Set the project to use impersonation at Destination. Checkmark the Use impersonation to authenticate box. KB004727
- Add the following in the Support Options
Note: This is used if Lotus Notes is configured to use rich text formatting (RTF) by default. This ensures proper MIME conversion of the formatted text.
- Set up mail forwarding for Lotus Notes. KB004270
- Set up mail routing on Office 365. KB005137
Note: If you are migrating in batches and coexistence is required, you will not be cutting over the MX records until your final batch of users has been migrated, and you must perform two extra steps:
- If contacting support for a Lotus Notes migration issue, you should provide the log files with your support request. The required log files are LotusExtractor.log, Coordinator.log, Heartbeat.log. These files are located at C:/Users/UserName/AppData/Local/BitTitan/logs, as detailed in KB004301.
- If the error message states that email addresses cannot be resolved at the Source, refer to KB004285.