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Notes Traveler Health Assessment

Preparing for a move to the Cloud. Notes Traveler Health Assessment. Alan Forbes. We are going WHERE?. 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

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Notes Traveler Health Assessment

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  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 e-mail addresses are being used for each person? • Don’t break user email 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 BooksA 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 BooksA 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 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 e-mail files after the DNS records are modified to route new email to O365. • Technical - Avoid the potential scenario of someone deleting, filing, saving emails 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 emails.

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

  23. Applaud Here

  24. Aforbes@rprwyatt.com www.rprvitalsigns.com

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