Lotus Notes Resource Rooms to Office 365 Migration Guide


This is the complete onboarding task flow for migrating mailboxes from On-Premises Lotus Notes, or On-Premises Lotus Domino, to Office 365.

This migration guide contains the necessary steps to perform the actual migration, but there are many steps to preparing for migration. If this is your first time performing a migration, we have created a Migration Planning & Strategy Guide to walk you through planning, set-up, and general migration best practices.

To discover what items are moved with MigrationWiz in this scenario, and which items will not be moved, see Moved Items. Note that these items will vary by source and destination, so check the proper environment listings carefully.

MigrationWiz is a migration tool, not a syncing tool. If changes are made at the source after migration, they will not sync to the destination, nor will changes made at the destination sync to the source. 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.

Lotus Notes requires local software installation to use MigrationWiz, as there are no remote APIs for the messaging system. 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 the MigrationWiz platform. The steps to install this extractor are included in the Prepare the Source Environment section of this guide. After installing the Lotus Notes Extractor, you can then manage the migration from the MigrationWiz web portal (e.g., to stop/start migrations, view statistics, etc.).

MigrationWiz supports the capability to share migration projects across a Workgroup. Migration projects are no longer tied to individual accounts, they are tied to Workgroups. When Workgroup Administrators turn on the Project Sharing feature, all Agents besides those who are Inactive are able to view all migrations projects. For more information, visit Project Sharing in MigrationWiz.

Lotus Domino is unique in that it can store multiple Resource objects within a single database file, also referred to as a Notes Storage Facility (NSF) file. The MigrationWiz Lotus Extractor software cannot directly access the Resource NSF. To facilitate this, a fake person document is created and linked to a copy of the Resource NSF. The Extractor software will access this fake person document, which is tied to the Resource NSF, to pull the data. Within MigrationWiz, a filter is specified for each Resource migration thread so that the proper information is filtered from the NSF and migrated to the Destination.

Migration of Lotus Domino Resource objects requires the following to be taken into consideration:

  • We always recommend migrating Lotus Domino Resource objects at the end of a mailbox migration project plan. For instance, we recommend waiting to migrate Resource object data until the MX and mail flow cutover is completed and all users are utilizing the new mail system. This will ensure that the latest Resource data is migrated.
  • Make a new migration project for all the Resource objects you plan to migrate. Within the Advanced Options of this project, set the concurrent migration value to 3 or lower. This setting will ensure that the NSF file is not overloaded on the Domino Source.
  • Be aware that certain steps in this process MAY require a reboot of the Domino environment.


Prepare the Source

  1. Set up an administrator account for migration on the Domino server. For more information, see How do I set up an admin account on Lotus Notes or Lotus Domino server?
  2. Set up the Lotus Notes Extractor. For more information, see How do I set up the Lotus Notes Extractor?
    • Deploy each Lotus Extractor within the Local Area Network where its target Domino server is located.
    • The Lotus Extractor will require ports 80 and 443 to be open.
    • Do not deploy Lotus Extractor on a machine on which the Domino Server is deployed.
    • Do not deploy more than one instance of Lotus Extractor on the same machine.
    • Running the Extractor now will result in a message that the Extractor is unable to find a mailbox connector. This is an expected message and is not a problem for this step.
  3. Create the Resource person document. MigrationWiz must have a person document to use as a migration endpoint on the Lotus Domino Source for the Resource objects. In this step, a fake person document will be created which will be used for all Resource user migrations.
    • Open the Domino Administrator App and navigate to People & Groups > Domino Directories > People. Right-click on People and then click on Register Person.
    • Under the Basics tab, give the fake person a First name, Last name, and a password. Checkmark the Advanced box, and then click on Address. Assign a unique internet address to the fake person, such as resourcemigrationuser@yourdomain.com. This value will be used in the source email field within MigrationWiz. Click on Register All.
  4. Make a copy of your current Resource NSF. Resource data is predominately calendar-based items. This step needs to be completed during the final Full migration pass of the mailbox migration to ensure that you capture and migrate the latest version of your Resource data. Calendar data changes frequently, and if that data is migrated prematurely, you may not migrate crucial changes to these items. Use these steps:
    • Locate the current Resource NSF file. Typically this file is located in C:\Program Files (x86)\IBM\Lotus\Domino\data and will be called resource.nsf. Your file and location may vary; to verify the Resource NSF location, open up one of the Resource document files in People & Groups > Domino Directory > Mail-In Databases and Resources > Rooms. Within the Resource document, you should see a File name attribute.
    • Make a copy of the Resource NSF file found in the previous step, and place it into the C:\Program Files (x86)\IBM\Lotus\Domino\data\mail directory. This new file can be renamed if you choose. If the file is renamed, make note of the new name.
  5. Link the fake person document to the Resource NSF copy. MigrationWiz will be using the fake person document as a migration item for migration of the Resource objects. To make this work, the newly created person document must be linked to the Resource NSF file that was copied to the C:\Program Files (x86)\IBM\Lotus\Domino\data\mail directory.
    • Open the Domino Administrator App and navigate to People & Groups > Domino Directory > People. Find the fake person document that you created and double-click on the name.
    • Once the person document is open, click on Edit Person, and navigate to the Mail File attribute. Replace the current mail file entry with the location and name of the copied Resource NSF file. The attribute syntax should be mail\yourfilename.nsf since the Resource NSF file was copied to the C:\Program Files (x86)\IBM\Lotus\Domino\data\mail directory in Step 2 above. Click on Save & Close.
  6. Set up ACL entry on Resource NSF copy. The administrator account used to connect the MigrationWiz Lotus Extractor to the Domino server must be given manager rights to the Resource NSF copy to allow the Extractor to pull data from the file. This is typically the account that is used to log into the Domino Admin application.
    • Open Domino Administrator App and navigate to Files > mail. Find the Resource NSF file that was created/copied. Right-click on the NSF file and navigate to Access Control > Manage.
  7. Under the Basic tab, ensure that the People, Servers, Groups selection is set to Show All. Within this list, find the user that is being used for the Lotus Extractor local server administrator. Click on this user and set the Access permissions to Manager and check mark the box for Delete Documents. Click on OK to set the permissions.
    Note: At this point, a reboot MAY be required of your Domino environment. Attempt to open the newly linked Resource NSF by going to People & Groups > Domain’s Directory > People. Find the fake person document that was created and had the Resource NSF copy linked to it. Click on the person document and then click on Open Mail File. If the mail file opens correctly, proceed to the next step. If the NSF does not open, reboot the Domino server.


Prepare the Destination Environment

  1. Create an administrator account in Office 365 to be used for migration or use the global administrator account for the tenant. For more information, see How do I create an administrator account in Office 365, and then use this during migration?
  2. Set up accounts on Office 365 and assign licenses. These can be created in several ways:
    a. Manually, one at a time. Microsoft instructions to add users individually
    b. By bulk import, via CSV file. Microsoft instructions to bulk add users
    c. By PowerShell script. TechNet article
  3. Prepare the tenant to send and receive large mail items. See How do I migrate large mail items to Office 365?

MigrationWiz steps

  1. Set up a new mailbox migration project. A migration project for only Resource objects should be set up to allow customization to the project that is geared toward Resource migration utilizing the MigrationWiz Lotus Extractor.
  2. After creating the new migration project, click on Edit Project and select Advanced Options.
  3. Within the Advanced Options page, find the Maximum Number of Concurrent Migrations setting and set this to a maximum of 3. Any higher than 3, and there is a risk of potential corruption of data due to overloading of the Source NSF file. Once all settings and credentials have been entered, click Save to complete the project.
  4. Create a Resource object migration entry for each Resource within the NSF.
    • Resource object migration entries within the project will always use the address created from Step 2 of the "Create Resource person document" section above for the Source email field.
    • The Destination email field will be the Destination Resource email address where the objects will be migrated to.
  5. Each Resource “user” must have a support option customization to filter out the appropriate objects for that specific migration entry. One at a time, for each “user”, click on the Edit icon.
    • Under Support Options add:
      Replace the xxxxxxxxxxxxxxx/xxxxxxxxxx with the Resource Name/Site Profile of the object to be migrated. For example, “LotusNotesRoomResourceFilter= ConferenceRoom1/BitTitan Bellevue” would migrate any data found within the Resource NSF copy file that has a Resource name of "ConferenceRoom1/BitTitan Bellevue".
      Note: A unique support option is required for every resource object to be migrated. Be sure that each resource migration has the option in place before attempting a migration pass.
      b. Repeat this procedure for every migration entry in the project and ensure that the filter put in place is correct for the Destination mailbox you are migrating data into.
  6. Start the Extractor and run a Full Migration. The MigrationWiz Lotus Extractor will generate a CSV the very first time it is started for user mapping. The CSV is generated by an exploration of the Domino directory. Once the CSV is generated, it will not be modified or regenerated without first deleting it.
    • Open LotusExtractor.exe and log in with the administrator credentials from the Domino server and the MigrationWiz credentials where the project created in Step 5 was made.
    • Once the Lotus Extractor is ready for processing, select the migration entries in the project and select Start > Full Migration.
      • The Lotus Extractor requires that you have the .NET Framework version 4.6.1 or later installed on the computer on which you install and run the extractor. To determine the .NET Framework version currently installed, follow instructions provided by Microsoft: How to: Determine Which .NET Framework Versions Are Installed.
      • If you have already run the MigrationWiz Lotus Extractor before this step, it will be necessary to delete the lotusextractor.csv file, which is in the root directory where the Lotus Extractor was unzipped. Make sure that no migrations are currently processing and delete the lotusextractor.csv file. Once the CSV file is deleted, restart the Extractor and let it regenerate the CSV file.
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