Presentation given at MWLUG 2017 in Washington DC.

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Moving Collaboration Forward
Best Practices for admins
before, during, and after
moving to SmartCloud Notes
by David Hablewitz, PMP
IBM Champion

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Moving Collaboration Forward

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Moving Collaboration Forward
Our Amazing Sponsors

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Moving Collaboration Forward
About Divergent Solutions
• Principal of Divergent Solutions LLC
• Provide services in the areas of:
• System Administration and architecture
• Health checks for performance & security
• Upgrades, migrations, mergers, consolidations
• I.T. Project Management
• Software licensing
• Business solutions
• Email: info@divergentnw.com
• Blog: http://theNotesGuyInSeattle.com
• Company: http://www.divergentnw.com
• Twitter: @davehabz

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Moving Collaboration Forward
IBM Champion
B.S. in C.I.S. from UF
Dual PCLP, R3 to V6, SA certs to V9.0
One of the first 20 BPs certified as IBM DTM
PMI certified PMP
About Me

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Moving Collaboration Forward
Agenda
1.Why Move to the Cloud?
2.Before the Move
3.During the Move
4.After the Move

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Moving Collaboration Forward
Executives will appreciate…
• Disaster Recovery & Business Continuity
• I.T. can focus on value-added tasks
• Less capital & time spent replacing old equipment
1. Why Move to the Cloud?

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Moving Collaboration Forward
•Less on-call support
•Hardware failures: NOT YOUR PROBLEM
• No worries about replacing old servers
Staff will appreciate…
1. Why Move to the Cloud?

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Software Maintenance
No down time for upgrades to…
• Sametime
• Traveler
• Connections
• OS
•Domino
•Websphere
1. Why Move to the Cloud?

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1. Why Move to the Cloud?
No more database maintenance
Security by Experts NO “Patch Tuesdays”
1. Why Move to the Cloud?

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Moving Collaboration Forward
Streaming Updates
• New features and patches delivered continuously
• Easier to train users on small changes
• More responsive service to bug fixes
1. Why Move to the Cloud?

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Moving Collaboration Forward
• When things break, you can blame someone else
1. Why Move to the Cloud?1. Why Move to the Cloud?

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Moving Collaboration Forward
Agenda
1.Why Move to the Cloud?
2.Before the Move
3.During the Move
4.After the Move

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Moving Collaboration Forward
Get your house in order
2. Before the Move

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Mail:
• Clean up mail.box. Dead Mail=0
• Get users to reduce their mail
• Borrow a truck and make a run to the dump
2. Before the Move

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Directory:
• Audit the user accounts
• Audit Groups
• Re-evaluate naming conventions
People, Groups, OUs, Servers
• Change mail-in Dbs into a "Person"
•Cleanup AdminP errors.
2. Before the Move

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Moving Collaboration Forward
Servers:
2. Before the Move

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Moving Collaboration Forward
Tools that save money, time, reputation:
• Run the Onboard Planning Tool (OPT) early in your
move preparation and start working on issues ASAP
• Use third party tools like:
•Panagenda’s MarvelClient
•Ytria Tools
• Double Check – iDNA
• Create your own tools.
2. Before the Move

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Moving Collaboration Forward
Gather info for Dbs needing remediation:
• Excessively large mail files
• Excessive folder count > 400 folders
• Excessive inbox size > 1000 messages
• Excessive message count: 100,000 is trouble
• Excessively large attachments
• Unused mail files.
2. Before the Move

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Add ACL entries to all mail files
• a group for admins
- User Type: Person Group
- Access: Editor or above access
- Roles: ExcludeDelegate
(roles cannot be added via admin client,
so create an agent or use a tool like Ytria)
Repeat on mail template
2. Before the Move

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Suggested ACL updates as viewed in the Database
Catalog
SPR# GPKS6TNBN4 is a request to fix the admin client to mass-update roles in ACLs.
See Tip #3 at https://thenotesguyinseattle.com/smartcloud-tips-list/
2. Before the Move

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Moving Collaboration Forward
Mail Template
• Avoid customizations. IBM discourages it.
They require a review by IBM for an extra fee and some
changes are not allowed
• Now customize it.
• Update the ACL with the admin group and server
group
• If you plan to use SmartCloud Notes for inbound SMTP
mail, then add code for Report as SPAM button
(Needed for Notes client only, not web).
2. Before the Move

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MMR – Managed Mail Replicas
• Three options:
• Implement before moving
• Implement during moving
• Implement after moving
• Before: initial replication is Faster,
But filename & dir does not match server
• During/After: filename matches person doc,
But users cannot include attachments in FT index
• Organizational policies do not apply
• Soft Deletions now behave on local replicas.
2. Before the Move

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Mobile Clients
• Additional testing to understand the process
• Devices must have a passcode
• Can include MDMs for more control.
2. Before the Move

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Communications
• Talk directly with the highest levels of
management.
• Make sure you know your executive
management's pain points, goals and special
requirements
• Keep those goals in mind at all times.
2. Before the Move

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It's all in the setup.
• The 80/20 rule of "migration" projects:
80% infrastructure setup and prep
20% moving users
• Be sure management understands this.
2. Before the Move

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to make them think they missed something.

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Agenda
1.Why Move to the Cloud?
2.Before the Move
3.During the Move
4.After the Move

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Moving and Re-moving
•Pay attention to delegation dependencies in batches
• I.T., Executive Assistants first
• Expect to re-run some mail files that have errors
• Expect extra batches for missed or problem accounts
• Create a new replica on the staging server for persistent
problems.
3. During the Move

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Considerations for Soft Deletions settings & MMR
See Tip #4 at https://thenotesguyinseattle.com/smartcloud-tips-list/
3. During the Move

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Delegates: Shortcuts to others' mail
• Delegates' links to others will break when other moves
• Undetected at first
• To fix, create an agent or manually make redirects
(to create redirects, delete manually, not via AdminP).
See Tip #5 at https://thenotesguyinseattle.com/smartcloud-tips-list/
3. During the Move

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Sametime
• No easy way to get contact lists moved. *
• Groups from Domino directory CANNOT be used
(file a PMR/SPR and vote on Greenhouse)
• Brute force method seems to work well enough
• Profile picture cannot be added if user has only
SmartCloud Notes subscription.
*IMCollaboration has a tool to move buddy lists.
See me for details. Let Andy know Dave sent you.
3. During the Move

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Switching inbound SMTP mail gateway to SC Notes
• After ½ of users moved
• You have to ask for it
• Takes 2 weeks
3. During the Move

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Switching inbound SMTP mail gateway to SC Notes
Questionnaire:
As discussed, having MX ownership in SmartCloud is a limited availability feature and
requires executive approval. Can you please answer these questions and I will escalate the
PMR for review.
1. Is the internet domain name already validated and listed as company responsible?
2. Can you acknowledge that Spam Filter behavior is different than on prem?
3. How many internet domains? Please list them
4. How many SCN subscriptions have been purchased?
5. How many users are currently on-prem receiving mail via these domains?
6. Is there a plan to move more on-prem users into SCN? If so, how many over what time
period?
7. Approximate daily message volume received by these domains?
3. During the Move

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Consider Keeping inbound SMTP gateway
• Allows verifying delivery to your domain without a PMR
• Probably has a more robust feature set
• May contain Forced TLS feature if needed
• May allow attachment blocking.
3. During the Move

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Moving Collaboration Forward
Consider Keeping inbound SMTP gateway
• Can also be used for outbound SMTP relay host for other
servers/systems on site
• Dead mail will usually be reviewable on an on site server
• SmartCloud Mail Protector may not be as effective
• One less reason to customize the mail template.
3. During the Move

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Agenda
1.Why Move to the Cloud?
2.Before the Move
3.During the Move
4.After the Move
Not yet.

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Moving Collaboration Forward
The New Paradigm: PMRs
• Get comfortable with creating PMRs
• Send an email to support@collabserv.com works
• Use the Passport Advantage portal tracks your PMRs
• Know the phone number to open Severity 1 PMRs
• Get to know your Customer Success Manager
• The CSM will be able to help manage outstanding PMRs.
4. After the Move

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Moving Collaboration Forward
Using the Admin client in SmartCloud Notes
•Admin client Files tab is the only useful tab
• Mail files are scattered randomly on many servers
• File names are a number, not the person’s name
•Use Open Mail File button in the Domino Directory.
See Tip #1 at https://thenotesguyinseattle.com/smartcloud-tips-list/
4. After the Move

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User Renames
• Don’t allow users to get married or divorced.
4. After the Move

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User Renames
• Don’t allow users to get married or divorced.
But if you do…
•Don't rename a user more than once per 24hr
• Don't mess with the names fields manually
• Don't update the Internet Address field manually during
a name change
•DO carefully read all articles in the wiki on renames
•DO carefully manage any directory integration.
https://www.ibm.com/support/knowledgecenter/en/SSPS94/hybrid/topics/
adm_hy_requirements_for_changing_Notes_name_c.html
4. After the Move

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Dealing with middle initials
• 3 directories:
• Domino Directory
• Connections Cloud Directory
• SmartCloud Notes Directory
• Manually add the middle initial by adding it to the
first name field under Manage Organization - User
Accounts.
OR
• Create a view to generate the .csv for the integration
server
• Process the .csv on the Integration Server.
See Tip #6 at https://thenotesguyinseattle.com/smartcloud-tips-list/
4. After the Move

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DDM Probes
• Setup Domino Domain Monitoring probes to alert
for issues connecting to SmartCloud Notes servers
from directory sync server
Contributed by Keith Brooks
4. After the Move

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Moving mail after the move
Inevitably there will be mail that was missed until after the
DTM is gone.
Step 1: Create a local replica of source (on site) and target
(SC) mail files
Step 2: Use Archiving feature in the mail file to move from
old mail file to new.
See Tip #7 at https://thenotesguyinseattle.com/smartcloud-tips-list/
4. After the Move

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A few things you lose
• Can't use Smart Upgrade
• Client versions are not updated in the Directory
• Db Catalog does not get updated
(Make a copy for your use, then clean the old one)
• Don't change the Domino Directory ACL.
4. After the Move

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A few things you lose
• Message Tracking is not available on SmartCloud servers
• Calendar Profiles: Beware of deleting them. The
migration writes data to it once the catch up replication is
done
• IBM says you can’t use Roaming, but what they mean is
the profiles can’t be stored on their servers.
4. After the Move

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1. The benefits to your company are reduced expertise
required at the expense of flexibility
2. It allows the company to focus on its core competency
3. It allows the admin to focus on strategic tasks and
complex problems instead of break/fix issues
4. Read the wiki and follow the rules.
5. Conclusion

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The cloud is a happy place!