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Who’s speaking today?
Jérôme Deniau, CTO at
MOVE4IDEAS and IBM Champion
2014, 2015 & 2016
jerome.deniau@move4ideas.com
Harriet Bartlett, International
Business Developer at
MOVE4IDEAS
harriet.bartlett@move4ideas.com
Smooth Migration from IBM Domino to
IBM Verse : The Vital Metrics You Do
Need
Jérôme Deniau, move4ideas
Abstract
• IBM Domino server is having an exceptional functionality and
rich features which fit perfectly for customer and their very own
business needs.
• IBM Verse defines a #NewWayToWork that comes with Social
powerful features you can use and activate without
compromising your IBM Domino investment.
• How to migrate your IBM Domino server mail system to IBM
Verse simply without no hassle downtime and make your end-
users happy with the migration process.
Agenda
• Why Are We Here
• Pre-requisites
• W4
• Metrics
Why Are We Here
• Audience
 Main target: IT Department and C-level but it is not limited
• Architecture change
• Migration headaches
• Where is my starting point
• #NewWayToWork
• Keep It Simple (but NOT) Stupid
• Keep in mind the 4 V’s (Value/Variety/Velocity/Volume)
Prerequisites
• Before Rush
 Knowledge
 Hard work
 Attitude
Prerequisites - Knowledge
• This is the very first step
 Can’t do without!
• Source
Have a good knowledge of your Domino environment and
architecture
• Target
 Know your target and Procedures
• On-premise
• Hybrid
• Pure-cloud
Prerequisites – Hard Work
• Prepare your team and your system
 Complete checklist of your system
 No rush
 The simpler the better
Prerequisites - Attitude
• Last but not least
 Be positive
 Be invested
 Be inventive
 Be an evangelist
• Make it a success
W4
• The W power
 The “Why We Should Move” is really far behind us by now
• The four vital points:
 Who
 What
 Where
 When
W4
W4 – What For?
• You will be able to define a set of population to migrate them
altogether
When
WhatWho
Where
W4 – The Who Dilemma
• Active vs inactive users
 What defines active people vs inactive people
 One can be active without answering mails
• Database Activity
• Mail rules
• Relations: people who collaborate, work together
• Domino applications and mail agents
• External users
Who
W4 – The What Dilemma
• Smartphones vs IBM Notes addicts
• Attachments: Enterprise data
• Huge databases
• Sensitive data
What
W4 – The Where Dilemma
• Limited with IBM Verse for the cloud version
 Asia Pacific
 Europe
 United States
• For this session metrics will take in account these targets
instead:
 Hybrid
 On-premise
 Pure cloud (private or public)
Where
W4 – The When Dilemma
• Last step at last
 Once populations are defined
 Deployment plan to run the migration at the right time
for the population to migrate
• Off-hours
• Off-peak
• Avoid Monday morning burst
When
W4 – The Big Picture
W4 – The Big Picture
When
WhatWho
Where
W4 – The Big Picture
When
WhatWho
Where
Metrics For The Who
Dilemma
Use Case
• We want to migrate only active users!
 How to get this information from Domino ?
Active vs Inactive Users
Active vs Inactive Users
• You do need to distinguish between false active and false
inactive
 Comparing databases sizes
 Domino built-in tools for accurate information
• Database properties: user activity detail
• Domino log.nsf ‘Database Usage’ view
• Domino activity logging (activity.nsf)
• License Tracking (userlicenses.nsf)
Active vs Inactive Users
• Quick and dirty metrics based on database files sizes
 Export the mail files view from IBM Administrator on regular basis
• Too simple and quite confusing
• CTRL-C + Paste into a spreadsheet or better use IBM Watson
Analytics
Active vs Inactive Users
• Less dirty: log.nsf using the Usage views
 Statlog should run regularly
Active vs Inactive Users
• Quick and dirty (cont.)
 Database sizes metrics are insufficients
• View indexes sizes are missing (you can get rid of them with purge
or compact –D)
• Take care of:
– Updall –c (in clustered or non clustered environment)
 Need a tool to analyze correctly the information
Active vs Inactive Users
• Database user detail
 No_Force_Activity_Logging=0 and Statlog task should run
 Pros:
• simple to use
• C api calls can be used to grab the information
 Cons:
• Results are on a database basis
• Erratic problems
• Limited use due to the 32kb limit (Wait for the RNext 16MB)
 Solution: use scanEZ from Ytria
Active vs Inactive Users
• Database user detail samples
• IBM Notes
• Ytria
databaseEZ
Active vs Inactive Users
• Domino log.nsf
 Information is set by the Statlog task
 Add Log_Sessions=1 or 2 in notes.ini
 Remove Log_Disable_Session_Info=1 if exists in notes.ini
Active vs Inactive Users
• Domino activity logging
 Simple configuration
• Domino.Notes.Session
• Domino.Notes.Database
 Validation: show server
 IBM Technote for retention period
• #1230016 (from 2010) default is 7 days so:
– Log=logfiles/log.nsf,1,0,7,40000,[1-6]
Active vs Inactive Users
• Domino activity logging (continued)
 Run the Activity analysis tool
Active vs Inactive Users
• License Tracking
 Simple configuration
• Adminp is required to aggregate (so take care of that)
• All views under ‘Active Users’ can be a good starting point
Active vs Inactive Users
• Conclusions
 A user who does not send mail can be active
 Message Tracking Collector?
• Automatic or manual reports in reports.nsf:
– Top 25 xxx
– Messages size
– Message volume
Tips
• Mail Tracking Collector retention period
 Default is 30 days
• Accommodate this value according to your needs
Use Case
• We want to migrate people involved in ‘communities’.
Relationship
Relationship
• How to define groups of people working together
 Do we have metrics out of the box?
 Technically:
• Complicated if we talk about Communities detection for Domino
• Complicated if talking about Dynamic Graphs
• Complicated to implement Louvain method
• So what is available and simple to use?
Relationship
• Message Tracking Collector
 Yes but what for? Better compare manually the information
 Inefficient for relationship but fields can be useful
Relationship
• Increasing Domino logging for mail:
 Log_MailRouting=30
 Result:
 Once again limited: but
• Data is stored in log.nsf in the “Mail Routing” view
– If LOG_MailRoutingToMiscEvent=1 is not specified
• Data is stored in text file(s) console log(s) in <Domino data
folder>/IBM_TECHNICAL_SUPPORT
Relationship
• Domino Mail Journaling
 High volume on some sites
 Needs replication between servers
• Caution due to high volumes and data retention delays
 Needs development to build a map for user relationship
 Do not encrypt $TUA nor $MessageID
• $TUA field can help you group mail exchanges on one subject
amongst a group of user
– Beware: you can have multiple $TUA fields
Relationship
• Activity Logging
 Domino.Mail entry type
• As-is needs a bit of design to make it work the way you need it
 Use the activity logging analysis tool from IBM Administrator
• Deposited view
• Processed view
Relationship
• What the analysis tool does is:
 Get the documents from log.nsf
• Form=“Mail Routing”
Relationship
• Organizational Units can help
 Group people according to their OU’s
• Domino mail server
 Group people according to their home server
Relationship
• Conclusions
 Not really an out of the box functionality
• Need a specific development
• Or a third party tool
Use Case
• We want to distinguish between ‘Human’ and ‘non Human’
users
Domino Applications & Mail Agents
Domino Applications & Mail Agents
• In a wonderful world
 Designers are using a ‘fake’ or non user mail account when the
application or the agent sends a memo
 Designers can use two users information
• Return-path: in case of error (Field Principal or From)
• User reply address: for a normal reply (field ReplyTo)
• (optionally) define a fake mail address in agent security property field
“Run on behalf of”
 Designers have use NotesLog or Log classes and an agentLog
database
Domino Applications & Mail Agents
• Activity logging
 Insufficient, lacks of information on agent type and
• Does not generate information for the following agents types:
– Web agent
– Manually run agent from the IBM Notes client
– Scheduled agents that run locally on a client
Domino Applications & Mail Agents
• ICAA application supported
• Keep the agents and applications on premise or Hybrid Verse
with SoftLayer
• Give a distinguished email address to agents that send mail
 With Designer
 With correct fields (for MailSend or agents that creates document
directly into mailboxes)
 This way you can use Domino logs to distinguish between agents
and end-users.
Domino Applications & Mail Agents
• Conclusion
 Ask the developpers
• To give mail agents a mail account that can be tracked easily
• To use From/Principal and ReplyTo fields correctly into the code
• To user agentlog or any log facility when sending mail
– NOT in log.nsf nor Domino Server Console please!
 Manage Domino scheduled agents and log the information
Use Case
• We want to take care of external users
External Users
External Users
• Concern is: external users to your company that connect to the
Domino server(s) and use Domino mail functionality
• How many external users use the Domino mail service
internally?
• Domino Passthru
 Activity Logging option
Other considerations
• Are my HTTP passwords strong enough to protect current and
future information?
Tips
• Check HTTP password weakness
 Use Domino HTTP stack
 Use DIIOP (Domino Corba program)
 Develop a JAVA agent with NotesFactory
• Loop with Domino users
• Use default passwords
• Use a dictionary
• Store results in an IBM Notes database
Metrics For The What
Dilemma
Use Case
• How many mails are sent from my mobile users?
Smartphones vs IBM Notes Addicts
Smartphones vs IBM Notes Addicts
• Concern is: Get the Traveler users addicts
• Metrics:
 Number of active users
 Number of mails from the handhelds
Smartphones vs IBM Notes Addicts
• Traveler Users
 Tell traveler users enabled
 Tell traveler users disabled
• Deeper statistics
 What is activated
 Increase the Log level first
Smartphones vs IBM Notes Addicts
• What is activated
 Tell traveler log show
 Tell traveler log handler
• What is my level
• Which handler can I check?
 Handlers
• Tell traveler log handler logNsf level finest
• Tell traveler log handler audit level ALL
Smartphones vs IBM Notes Addicts
• How to activate user info trace:
 Rename the NTSLoggingTemplate.properties in
NTSLogging.properties
• Located in <DominoDataDir>/traveler/cfg
• Define LogLevel=ALL
• Define Privacy according to your needs, default is 0x001E (shows
everything except BODY and Attachments) everything is 0x8000
 OR Tell traveler log fields *
• And without any parameter to stop -> “Tell Traveler log fields”
 Restart task Traveler for activating or stopping the logging
Smartphones vs IBM Notes Addicts
• info trace results are located:
 <DominoDataDirectory>/IBM_TECHNICAL_SUPPORT/traveler/l
ogs/xml
• mmdd-hhmm-
XXXXX_Sync_<CollectionId>_<SyncKey>_out_200.xml
• mmdd-hhmm-XXXXX_SmartReply_<NOTEUNID>_in.xml
• mmdd-hhmm-XXXXX_SmartForward_<NOTEUNID>_in.xml
• mmdd-hh-mm_Ping_in.xml
• mmdd-hh-mm_Ping_out_200.xml
Smartphones vs IBM Notes Addicts
Smartphones vs IBM Notes Addicts
• The simpler the better
 How to track Traveler users
• The $Mailer field contains the “Traveler” string
 Mail journaling:
• define the correct rule!
– Internal users and all documents
– Beware of the size of the resulting database!
• Do not encrypt the fields you do need for analysis
– $Mailer
Smartphones vs IBM Notes Addicts
• Create a view in mail journaling template
 From an existing view (Person)
 Add a column for $Mailer field
 Add totals
Smartphones vs IBM Notes Addicts
• Conclusions
 Number of mails sent from a device
• Nothing out of the box with Traveler logs
– Need to analyze the log files in xml directory for IBM Lotus Traveler
• Mail Journaling
– Need really few design enhancements
• Need third party software
– Access to the database (Non-HA and HA)
– Live and simple information: audit4mail from move4ideas
Use Case
• We want to get rid of non enterprise data, mainly based on
attachments not on content.
Attachments
Attachments
• Concern: an excellent starting point to start using IBM Files
 Remove files from mail files to the repository they deserve
• Company information has to be at the company level
• DAOS is not a concern for metrics
 DAOS obfuscate file location (in or out NSF files)
 Quota apply to logical size NOT the physical size
 After migration, DAOS will need to be pruned
Attachments
• A basic and efficient approach for a global picture
 Reset: set stat <stat name>
 Show stat mail.* (or IBM Administrator interface)
• TotalKBDelivered
• TotalKBTransferred
• TotalKBTransferred.SMTP
• DeliveredSize.*
Attachments
• Mail journaling
 Define the rule for internal users only
 Already available in IBM Notes mail journaling databases
 Beware of mail journaling databases size
 You can customize the view for more information
• Extensions of attachments
Attachments
• Use Event task
 Create an event generator for:
• Message transferred to
• Message delivered to
Attachments
• (Mis)Use DAOSEST
 Download version from IBM web site
• Currently 1,7
 Use –v option
• Beware: on really huge architecture it can never end.
• Solution DAOSEST_BUCKETS in notes.ini
– DAOSEST_BUCKETS=16,64,128,256,512,768,1024,2048,3087,4096
– Any value of 10k can be set
Use Case
• We want to know how many huge databases we do have and
who owns such databases.
Huge Databases
Huge Databases
• Concern: not a target concern but the source concern
 One mail file of 51k documents (31Gb)
• 16 hours to migrate to SmartCloud in the past (non DAOS)
• At which size do we consider a database is huge?
 Time to replicate
 Time to compact (even with option –#)
 Views indexes size (Welcome Domino 9.2!)
 Daosified or non daosified NSF databases
Huge Databases
• The main problems are
 Internal network bandwith
 Slow disks (yes it still exists!)
 Overloaded Domino servers
• No or bad scheduled FUC tasks
– Fixup
– Updall
– Compact
 The notesenv folder for the Onboarding Manager requires space
Huge Databases
• Main problems (continued)
 Calendar
• No ‘Calendar cleanup’ execution on a daily/weekly basis
• Orphan calendar entries with attachments in iNotes
– Cancelled reservations are kept within mail files in iNotes
 Track attachments
• Enterprise or personal
 Track view indexes
 Track databases size
Huge Databases
• Create replica databases with cluster_admin_on
 Faster than any other solution (DAOS or NOT)
• cl copy srv!!database.nsf TransfertServer!!database.nsf REPLICA
• Archive or not Archive?
 A real question
 Archive Pro
• Get rid of inefficient data
 Archive Con
• Aggregate them back
Huge Databases
• How to track the huge database
 IBM Administrator: copy and paste the Files view into a
spreadheet Software
 Log.nsf: View Usage/By Size
Use Case
• We want to check for sensitive data and take a decision to
migrate that information or not.
Sensitive Data
Sensitive Data
• Attachments vs content
 Attachments extensions can help BUT can be obfuscated
 Unions vs VIPs vs C-Levels
• Forwards of sensitive data
• Blind copy of sensitive data
• Encryption
 Are my users do use encryption for sensitive data when mailing
the information to internal or external users?
Sensitive Data
• If forwards matter
 Use the Event task
• Message forwarded to xxx
• Message forwarded to xxx from yyy
• Mail Journaling
 Activate the mail journaling function
Other Considerations
• I want more information on Traveler data than the current one I
do have
• What about user data
 Archives
 User mail rules
 Number of contacts
Tips
• Traveler (for the non HA server)
 Just try: te traveler sql select * from sys.systables
• User mail file content (LotusScript or Java agent or …)
• Loop through all mailfiles
• Get number of archives and their names
• Get number of mail rules
• Get number of contacts (private or not)
• Export information to a notes database
• Export information to a CSV file
Metrics For The Where
Dilemma
Use Case
• We want to migrate people from one region or ‘site’ together.
The Where Dilemma
• Concern:
 Think of collaboration teams
 Think of really bad networks
• New-Caledonia is an excellent example
• What to catch:
 IP addresses from the sender
 Cross check with relationships
IP Address
• IP Address can help define people location
 Log_Sessions=2 in Domino notes.ini
• 23/11/2015 10:01:09 Opened session for 'CN=Jérôme
Deniau/O=Move4Ideas' (Release 9.0) SessId 520221FB Ip
'109.8.206.35' 'Auth' 'C'
 Inbound SMTP only: Mail Journaling (again)
• Do not encrypt the “Received” field
• Create a view that displays the “Received” field(s)
• Analyze the field content
IP Address and Cross Checking
• Cross check log sessions and mail statistics
 Mail statistics: Transferred vs Delivered
• TotalRouted: means number of recipients
• Transferred: means number of physical message transferred
• Delivered: means number of physical messages delivered
 Use Event task
Architecture
• Use of Domino Server task
 MAPS
• Can help in discovering the mail routing between servers
• No interest if only one Domino cluster manages all users
Metrics For The When
Dilemma
Use Case
• We want to define the best time range to migrate a population.
When
When
• Concern:
 Avoid user dissatisfaction
• Need to define the best time for switching users
• Communication is essential
• Metrics
 Time when user is not sending mail
• Problem with smartphone users
– Always on line
• Europeans policy on mail during the week-end
When
• Metrics can help but
 Solution is more enterprise policy defined
 Once population are defined
• You can force the switch time and date
• You can inform the end user for the correct procedures.
• You can start replication and onboarding process during off-peak
hours
• So what about metrics then
When
• Determine number of mails exchanged during your off-hours
 Problematic with worldwide companies
 Track internal sender and define the best time range for
switching
• Depends on replication
• Depends on mail availability on the other side.
 Use Domino mail journaling features and to an analyze on off
hours/off-days for internal senders
Conclusion
• Metrics are the starting point
• Metrics help you understand how people work within your
company
• This session gives you the main axis to start
• Do not forget to compare the metrics from the source platform
to the targeted system after the migration.

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Webinar: Migration from IBM Domino to IBM Verse

  • 1. Who’s speaking today? Jérôme Deniau, CTO at MOVE4IDEAS and IBM Champion 2014, 2015 & 2016 jerome.deniau@move4ideas.com Harriet Bartlett, International Business Developer at MOVE4IDEAS harriet.bartlett@move4ideas.com
  • 2. Smooth Migration from IBM Domino to IBM Verse : The Vital Metrics You Do Need Jérôme Deniau, move4ideas
  • 3. Abstract • IBM Domino server is having an exceptional functionality and rich features which fit perfectly for customer and their very own business needs. • IBM Verse defines a #NewWayToWork that comes with Social powerful features you can use and activate without compromising your IBM Domino investment. • How to migrate your IBM Domino server mail system to IBM Verse simply without no hassle downtime and make your end- users happy with the migration process.
  • 4. Agenda • Why Are We Here • Pre-requisites • W4 • Metrics
  • 5. Why Are We Here • Audience  Main target: IT Department and C-level but it is not limited • Architecture change • Migration headaches • Where is my starting point • #NewWayToWork • Keep It Simple (but NOT) Stupid • Keep in mind the 4 V’s (Value/Variety/Velocity/Volume)
  • 6. Prerequisites • Before Rush  Knowledge  Hard work  Attitude
  • 7. Prerequisites - Knowledge • This is the very first step  Can’t do without! • Source Have a good knowledge of your Domino environment and architecture • Target  Know your target and Procedures • On-premise • Hybrid • Pure-cloud
  • 8. Prerequisites – Hard Work • Prepare your team and your system  Complete checklist of your system  No rush  The simpler the better
  • 9. Prerequisites - Attitude • Last but not least  Be positive  Be invested  Be inventive  Be an evangelist • Make it a success
  • 10. W4 • The W power  The “Why We Should Move” is really far behind us by now • The four vital points:  Who  What  Where  When W4
  • 11. W4 – What For? • You will be able to define a set of population to migrate them altogether When WhatWho Where
  • 12. W4 – The Who Dilemma • Active vs inactive users  What defines active people vs inactive people  One can be active without answering mails • Database Activity • Mail rules • Relations: people who collaborate, work together • Domino applications and mail agents • External users Who
  • 13. W4 – The What Dilemma • Smartphones vs IBM Notes addicts • Attachments: Enterprise data • Huge databases • Sensitive data What
  • 14. W4 – The Where Dilemma • Limited with IBM Verse for the cloud version  Asia Pacific  Europe  United States • For this session metrics will take in account these targets instead:  Hybrid  On-premise  Pure cloud (private or public) Where
  • 15. W4 – The When Dilemma • Last step at last  Once populations are defined  Deployment plan to run the migration at the right time for the population to migrate • Off-hours • Off-peak • Avoid Monday morning burst When
  • 16. W4 – The Big Picture
  • 17. W4 – The Big Picture When WhatWho Where
  • 18. W4 – The Big Picture When WhatWho Where
  • 19. Metrics For The Who Dilemma
  • 20. Use Case • We want to migrate only active users!  How to get this information from Domino ?
  • 22. Active vs Inactive Users • You do need to distinguish between false active and false inactive  Comparing databases sizes  Domino built-in tools for accurate information • Database properties: user activity detail • Domino log.nsf ‘Database Usage’ view • Domino activity logging (activity.nsf) • License Tracking (userlicenses.nsf)
  • 23. Active vs Inactive Users • Quick and dirty metrics based on database files sizes  Export the mail files view from IBM Administrator on regular basis • Too simple and quite confusing • CTRL-C + Paste into a spreadsheet or better use IBM Watson Analytics
  • 24. Active vs Inactive Users • Less dirty: log.nsf using the Usage views  Statlog should run regularly
  • 25. Active vs Inactive Users • Quick and dirty (cont.)  Database sizes metrics are insufficients • View indexes sizes are missing (you can get rid of them with purge or compact –D) • Take care of: – Updall –c (in clustered or non clustered environment)  Need a tool to analyze correctly the information
  • 26. Active vs Inactive Users • Database user detail  No_Force_Activity_Logging=0 and Statlog task should run  Pros: • simple to use • C api calls can be used to grab the information  Cons: • Results are on a database basis • Erratic problems • Limited use due to the 32kb limit (Wait for the RNext 16MB)  Solution: use scanEZ from Ytria
  • 27. Active vs Inactive Users • Database user detail samples • IBM Notes • Ytria databaseEZ
  • 28. Active vs Inactive Users • Domino log.nsf  Information is set by the Statlog task  Add Log_Sessions=1 or 2 in notes.ini  Remove Log_Disable_Session_Info=1 if exists in notes.ini
  • 29. Active vs Inactive Users • Domino activity logging  Simple configuration • Domino.Notes.Session • Domino.Notes.Database  Validation: show server  IBM Technote for retention period • #1230016 (from 2010) default is 7 days so: – Log=logfiles/log.nsf,1,0,7,40000,[1-6]
  • 30. Active vs Inactive Users • Domino activity logging (continued)  Run the Activity analysis tool
  • 31. Active vs Inactive Users • License Tracking  Simple configuration • Adminp is required to aggregate (so take care of that) • All views under ‘Active Users’ can be a good starting point
  • 32. Active vs Inactive Users • Conclusions  A user who does not send mail can be active  Message Tracking Collector? • Automatic or manual reports in reports.nsf: – Top 25 xxx – Messages size – Message volume
  • 33. Tips • Mail Tracking Collector retention period  Default is 30 days • Accommodate this value according to your needs
  • 34. Use Case • We want to migrate people involved in ‘communities’.
  • 36. Relationship • How to define groups of people working together  Do we have metrics out of the box?  Technically: • Complicated if we talk about Communities detection for Domino • Complicated if talking about Dynamic Graphs • Complicated to implement Louvain method • So what is available and simple to use?
  • 37. Relationship • Message Tracking Collector  Yes but what for? Better compare manually the information  Inefficient for relationship but fields can be useful
  • 38. Relationship • Increasing Domino logging for mail:  Log_MailRouting=30  Result:  Once again limited: but • Data is stored in log.nsf in the “Mail Routing” view – If LOG_MailRoutingToMiscEvent=1 is not specified • Data is stored in text file(s) console log(s) in <Domino data folder>/IBM_TECHNICAL_SUPPORT
  • 39. Relationship • Domino Mail Journaling  High volume on some sites  Needs replication between servers • Caution due to high volumes and data retention delays  Needs development to build a map for user relationship  Do not encrypt $TUA nor $MessageID • $TUA field can help you group mail exchanges on one subject amongst a group of user – Beware: you can have multiple $TUA fields
  • 40. Relationship • Activity Logging  Domino.Mail entry type • As-is needs a bit of design to make it work the way you need it  Use the activity logging analysis tool from IBM Administrator • Deposited view • Processed view
  • 41. Relationship • What the analysis tool does is:  Get the documents from log.nsf • Form=“Mail Routing”
  • 42. Relationship • Organizational Units can help  Group people according to their OU’s • Domino mail server  Group people according to their home server
  • 43. Relationship • Conclusions  Not really an out of the box functionality • Need a specific development • Or a third party tool
  • 44. Use Case • We want to distinguish between ‘Human’ and ‘non Human’ users
  • 45. Domino Applications & Mail Agents
  • 46. Domino Applications & Mail Agents • In a wonderful world  Designers are using a ‘fake’ or non user mail account when the application or the agent sends a memo  Designers can use two users information • Return-path: in case of error (Field Principal or From) • User reply address: for a normal reply (field ReplyTo) • (optionally) define a fake mail address in agent security property field “Run on behalf of”  Designers have use NotesLog or Log classes and an agentLog database
  • 47. Domino Applications & Mail Agents • Activity logging  Insufficient, lacks of information on agent type and • Does not generate information for the following agents types: – Web agent – Manually run agent from the IBM Notes client – Scheduled agents that run locally on a client
  • 48. Domino Applications & Mail Agents • ICAA application supported • Keep the agents and applications on premise or Hybrid Verse with SoftLayer • Give a distinguished email address to agents that send mail  With Designer  With correct fields (for MailSend or agents that creates document directly into mailboxes)  This way you can use Domino logs to distinguish between agents and end-users.
  • 49. Domino Applications & Mail Agents • Conclusion  Ask the developpers • To give mail agents a mail account that can be tracked easily • To use From/Principal and ReplyTo fields correctly into the code • To user agentlog or any log facility when sending mail – NOT in log.nsf nor Domino Server Console please!  Manage Domino scheduled agents and log the information
  • 50. Use Case • We want to take care of external users
  • 52. External Users • Concern is: external users to your company that connect to the Domino server(s) and use Domino mail functionality • How many external users use the Domino mail service internally? • Domino Passthru  Activity Logging option
  • 53. Other considerations • Are my HTTP passwords strong enough to protect current and future information?
  • 54. Tips • Check HTTP password weakness  Use Domino HTTP stack  Use DIIOP (Domino Corba program)  Develop a JAVA agent with NotesFactory • Loop with Domino users • Use default passwords • Use a dictionary • Store results in an IBM Notes database
  • 55. Metrics For The What Dilemma
  • 56. Use Case • How many mails are sent from my mobile users?
  • 57. Smartphones vs IBM Notes Addicts
  • 58. Smartphones vs IBM Notes Addicts • Concern is: Get the Traveler users addicts • Metrics:  Number of active users  Number of mails from the handhelds
  • 59. Smartphones vs IBM Notes Addicts • Traveler Users  Tell traveler users enabled  Tell traveler users disabled • Deeper statistics  What is activated  Increase the Log level first
  • 60. Smartphones vs IBM Notes Addicts • What is activated  Tell traveler log show  Tell traveler log handler • What is my level • Which handler can I check?  Handlers • Tell traveler log handler logNsf level finest • Tell traveler log handler audit level ALL
  • 61. Smartphones vs IBM Notes Addicts • How to activate user info trace:  Rename the NTSLoggingTemplate.properties in NTSLogging.properties • Located in <DominoDataDir>/traveler/cfg • Define LogLevel=ALL • Define Privacy according to your needs, default is 0x001E (shows everything except BODY and Attachments) everything is 0x8000  OR Tell traveler log fields * • And without any parameter to stop -> “Tell Traveler log fields”  Restart task Traveler for activating or stopping the logging
  • 62. Smartphones vs IBM Notes Addicts • info trace results are located:  <DominoDataDirectory>/IBM_TECHNICAL_SUPPORT/traveler/l ogs/xml • mmdd-hhmm- XXXXX_Sync_<CollectionId>_<SyncKey>_out_200.xml • mmdd-hhmm-XXXXX_SmartReply_<NOTEUNID>_in.xml • mmdd-hhmm-XXXXX_SmartForward_<NOTEUNID>_in.xml • mmdd-hh-mm_Ping_in.xml • mmdd-hh-mm_Ping_out_200.xml
  • 63. Smartphones vs IBM Notes Addicts
  • 64. Smartphones vs IBM Notes Addicts • The simpler the better  How to track Traveler users • The $Mailer field contains the “Traveler” string  Mail journaling: • define the correct rule! – Internal users and all documents – Beware of the size of the resulting database! • Do not encrypt the fields you do need for analysis – $Mailer
  • 65. Smartphones vs IBM Notes Addicts • Create a view in mail journaling template  From an existing view (Person)  Add a column for $Mailer field  Add totals
  • 66. Smartphones vs IBM Notes Addicts • Conclusions  Number of mails sent from a device • Nothing out of the box with Traveler logs – Need to analyze the log files in xml directory for IBM Lotus Traveler • Mail Journaling – Need really few design enhancements • Need third party software – Access to the database (Non-HA and HA) – Live and simple information: audit4mail from move4ideas
  • 67. Use Case • We want to get rid of non enterprise data, mainly based on attachments not on content.
  • 69. Attachments • Concern: an excellent starting point to start using IBM Files  Remove files from mail files to the repository they deserve • Company information has to be at the company level • DAOS is not a concern for metrics  DAOS obfuscate file location (in or out NSF files)  Quota apply to logical size NOT the physical size  After migration, DAOS will need to be pruned
  • 70. Attachments • A basic and efficient approach for a global picture  Reset: set stat <stat name>  Show stat mail.* (or IBM Administrator interface) • TotalKBDelivered • TotalKBTransferred • TotalKBTransferred.SMTP • DeliveredSize.*
  • 71. Attachments • Mail journaling  Define the rule for internal users only  Already available in IBM Notes mail journaling databases  Beware of mail journaling databases size  You can customize the view for more information • Extensions of attachments
  • 72. Attachments • Use Event task  Create an event generator for: • Message transferred to • Message delivered to
  • 73. Attachments • (Mis)Use DAOSEST  Download version from IBM web site • Currently 1,7  Use –v option • Beware: on really huge architecture it can never end. • Solution DAOSEST_BUCKETS in notes.ini – DAOSEST_BUCKETS=16,64,128,256,512,768,1024,2048,3087,4096 – Any value of 10k can be set
  • 74. Use Case • We want to know how many huge databases we do have and who owns such databases.
  • 76. Huge Databases • Concern: not a target concern but the source concern  One mail file of 51k documents (31Gb) • 16 hours to migrate to SmartCloud in the past (non DAOS) • At which size do we consider a database is huge?  Time to replicate  Time to compact (even with option –#)  Views indexes size (Welcome Domino 9.2!)  Daosified or non daosified NSF databases
  • 77. Huge Databases • The main problems are  Internal network bandwith  Slow disks (yes it still exists!)  Overloaded Domino servers • No or bad scheduled FUC tasks – Fixup – Updall – Compact  The notesenv folder for the Onboarding Manager requires space
  • 78. Huge Databases • Main problems (continued)  Calendar • No ‘Calendar cleanup’ execution on a daily/weekly basis • Orphan calendar entries with attachments in iNotes – Cancelled reservations are kept within mail files in iNotes  Track attachments • Enterprise or personal  Track view indexes  Track databases size
  • 79. Huge Databases • Create replica databases with cluster_admin_on  Faster than any other solution (DAOS or NOT) • cl copy srv!!database.nsf TransfertServer!!database.nsf REPLICA • Archive or not Archive?  A real question  Archive Pro • Get rid of inefficient data  Archive Con • Aggregate them back
  • 80. Huge Databases • How to track the huge database  IBM Administrator: copy and paste the Files view into a spreadheet Software  Log.nsf: View Usage/By Size
  • 81. Use Case • We want to check for sensitive data and take a decision to migrate that information or not.
  • 83. Sensitive Data • Attachments vs content  Attachments extensions can help BUT can be obfuscated  Unions vs VIPs vs C-Levels • Forwards of sensitive data • Blind copy of sensitive data • Encryption  Are my users do use encryption for sensitive data when mailing the information to internal or external users?
  • 84. Sensitive Data • If forwards matter  Use the Event task • Message forwarded to xxx • Message forwarded to xxx from yyy • Mail Journaling  Activate the mail journaling function
  • 85. Other Considerations • I want more information on Traveler data than the current one I do have • What about user data  Archives  User mail rules  Number of contacts
  • 86. Tips • Traveler (for the non HA server)  Just try: te traveler sql select * from sys.systables • User mail file content (LotusScript or Java agent or …) • Loop through all mailfiles • Get number of archives and their names • Get number of mail rules • Get number of contacts (private or not) • Export information to a notes database • Export information to a CSV file
  • 87. Metrics For The Where Dilemma
  • 88. Use Case • We want to migrate people from one region or ‘site’ together.
  • 89. The Where Dilemma • Concern:  Think of collaboration teams  Think of really bad networks • New-Caledonia is an excellent example • What to catch:  IP addresses from the sender  Cross check with relationships
  • 90. IP Address • IP Address can help define people location  Log_Sessions=2 in Domino notes.ini • 23/11/2015 10:01:09 Opened session for 'CN=Jérôme Deniau/O=Move4Ideas' (Release 9.0) SessId 520221FB Ip '109.8.206.35' 'Auth' 'C'  Inbound SMTP only: Mail Journaling (again) • Do not encrypt the “Received” field • Create a view that displays the “Received” field(s) • Analyze the field content
  • 91. IP Address and Cross Checking • Cross check log sessions and mail statistics  Mail statistics: Transferred vs Delivered • TotalRouted: means number of recipients • Transferred: means number of physical message transferred • Delivered: means number of physical messages delivered  Use Event task
  • 92. Architecture • Use of Domino Server task  MAPS • Can help in discovering the mail routing between servers • No interest if only one Domino cluster manages all users
  • 93. Metrics For The When Dilemma
  • 94. Use Case • We want to define the best time range to migrate a population.
  • 95. When
  • 96. When • Concern:  Avoid user dissatisfaction • Need to define the best time for switching users • Communication is essential • Metrics  Time when user is not sending mail • Problem with smartphone users – Always on line • Europeans policy on mail during the week-end
  • 97. When • Metrics can help but  Solution is more enterprise policy defined  Once population are defined • You can force the switch time and date • You can inform the end user for the correct procedures. • You can start replication and onboarding process during off-peak hours • So what about metrics then
  • 98. When • Determine number of mails exchanged during your off-hours  Problematic with worldwide companies  Track internal sender and define the best time range for switching • Depends on replication • Depends on mail availability on the other side.  Use Domino mail journaling features and to an analyze on off hours/off-days for internal senders
  • 99. Conclusion • Metrics are the starting point • Metrics help you understand how people work within your company • This session gives you the main axis to start • Do not forget to compare the metrics from the source platform to the targeted system after the migration.