1. Preparing for a move to the Cloud
Notes Traveler Health Assessment
Alan Forbes

2. We are going WHERE?

3. Key Questions: 5 W’s Who are the key people who need to be involved?
What are the goals of the project?
You can’t prepare properly if you don’t know the goals
When are you moving to the cloud? What is the time line?
Where – to which cloud are you moving?
Why are you moving to the cloud?

4. Extra Fun: A Case Study
An organization that did not ask these questions!
Predictable results

5. Why are you moving to the cloud?

6. Review the Infrastructure 1
How many mail files are there?
How big are they  size of each mail file?
Are you going to move all the mail, or just n months?
Does each mail file have a respective person document or mail-in database?
Don’t migrate orphans
Does each mail file have an archive?
How do you know which archive goes with which mail file?
Does the archive need to be moved?
What is the ACL of each database?
What clues can you get from an ACL?

7. Review the Infrastructure 2
Is mail forwarding configured for any person documents? If so, WHY?
What addresses are being used for each person?
Don’t break user addresses!!!

8. How many addresses?

9. Many variations of eMail

10. Review the Infrastructure 3
What Groups exist and where are they used? Who are the group members?
What company electronic conduct policies exist and how are they being enforced within Domino - i.e. server mail rules, policies, quotas, server configuration document?
What spam filters exist and should be carried forward?
What spam exceptions exist and how will they be carried forward?

11. Are the users using the Notes client, iNotes, Traveler?
Users will expect to be able to use something similar to what they are using already

12. Cascaded Address Books A case study in avoidable disaster
Do not overlook cascaded address books
State Department of Public Safety
Used groups for messaging (some open, some restricted)
Required to notify other agencies, local law enforcement for certain events
O365 did NOT accommodate this!

13. Cascaded Address Books A case study in avoidable disaster
BIG Nasty Surprise
Cascaded address books were not migrated, could not be migrated
A month of unhappiness

14. Office365 Limitations
Can’t add a user to a group without first adding as a Contact.
OWA does not all users to share contact lists
Awkward workaround
Create account in O365
Import contacts
Selectively share contacts
Create separate profile to manage the group
Setting default permissions requires PowerShell

15. Are Domino applications in use?
Are they work flow enabled using mail?
Are they expected to still work?

16. Engage Take-Away

17. Custom Agents

18. Export Group Info
Agent parses NAB
Outputs Excel Sheet

19. Applications using SMTP
Using Domino SMTP as a relay?
enable enhanced logging and review the log.nsf for IPs/machine names performing the relays.
We wrote a LotusScript agent that parsed the log's mail routing documents and exported the information to a csv.
This report found many ‘surprises’
Some systems needed to be remain behind, others reconfigured.

20. Parsed Log What we found: Copy machines Scanners Oracle apps
Received Message from SMTP Host
iimpact_xerox.hq.dps.state.az.us ( )
azhpsim01.internal.azdps.ad ( )
Patton ( )
tsmserver01.hq.dps.state.az.us ( )
xerox7125.hq.dps.state.az.us ( )
canon41f2a2.hq.dps.state.az.us ( )
Parsed Log
What we found:
Copy machines
Scanners
Oracle apps
Payroll system
Mitigate the systems -- then run it again the next week

21. Lock out the end users
Perform a final synchronization between Domino and Office 365 files after the DNS records are modified to route new to O365.
Technical - Avoid the potential scenario of someone deleting, filing, saving s in Domino and then complaining that these updates had not synchronized to O365.
Political - If the users could no longer access their Lotus Notes files then they would be forced to go to the new messaging system to access/send s.

22. Unlock the end users
The 'unlock' agent was written in case there was a need to back out of the migration.
Restore access for all users.

23. Applaud Here