Migration from IBM Domino to IBM Verse

1216 - Smooth Migration from IBM
Domino to IBM Verse : The Vital
Metrics You Do Need
Jérôme Deniau, move4ideas / September, 16th 2016

About Jérôme Deniau
• Co-founder & CTO at
• Member of Penumbra – an international consortium of selected Business Partners
pooling their talents and resources
• Designer of for Domino in 2006
• IBM Design Partner member
• Certified IBM/Lotus Instructor since 1993
• Certified Advanced Domino Administrator and Developer since Lotus-Notes R3
• Jerome.deniau@move4ideas.com

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
When
WhatWho
Where

Use Case
• We want to migrate only active users!
 How to get this information from Domino ?

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)

• 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

• Less dirty: log.nsf using the Usage views
 Statlog should run regularly

• 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:
o Updall –c (in clustered or non clustered environment)
 Need a tool to analyze correctly the information

• 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

• Database user detail samples
• IBM Notes
• Ytria DatabaseEZ

• 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

• 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:
o Log=logfiles/log.nsf,1,0,7,40000,[1-6]

• Domino activity logging (continued)
 Run the Activity analysis tool

• 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

• Conclusions
 A user who does not send mail can be active
 Message Tracking Collector?
 Automatic or manual reports in reports.nsf:
o Top 25 xxx
o Messages size
o 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
• 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
o 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
o 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

• 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 used NotesLog or Log classes and an agentLog database

• Activity logging
 Insufficient, lacks of information on agent type and
 Does not generate information for the following agents types:
o Web agent
o Manually run agent from the IBM Notes client
o Scheduled agents that run locally on a client

• 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.

• 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
o 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
• 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

Use Case
• How many mails are sent from my mobile users?

Smartphones vs IBM Notes Addicts

• Concern is: Get the Traveler users addicts
• Metrics:
 Number of active users
 Number of mails from the handhelds

• Traveler Users
 Tell traveler users enabled
 Tell traveler users disabled
• Deeper statistics
 What is activated
 Increase the Log level first

• 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

• 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

• info trace results are located:
 <DominoDataDirectory>/IBM_TECHNICAL_SUPPORT/traveler/logs/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

• The simpler the better
 How to track Traveler users
 The $Mailer field contains the “Traveler” string
 Mail journaling:
 define the correct rule!
o Internal users and all documents
o Beware of the size of the resulting database!
 Do not encrypt the fields you do need for analysis
o $Mailer

• Create a view in mail journaling template
 From an existing view (Person)
 Add a column for $Mailer field
 Add totals

• Conclusions
 Number of mails sent from a device
 Nothing out of the box with Traveler logs
o Need to analyze the log files in xml directory for IBM Lotus Traveler
 Mail Journaling
o Need really few design enhancements
 Need third party software
o Access to the database (Non-HA and HA)
o 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
• 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
o DAOSEST_BUCKETS=16,64,128,256,512,768,1024,2048,3087,4096
o 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
• 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
o Fixup
o Updall
o 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
o 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
• 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

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

Use Case
• We want to define the best time range to migrate a population.

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
o 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

Session 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.

Thank you for listening!
jerome.deniau@move4ideas.com

Migration from IBM Domino to IBM Verse

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