Exchange Migrator Guide

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Technical support

Telephone technical support is available to registered administrators with valid M&S contracts at the following numbers:

Toll free in North America: 1-800-346-9108

Toronto: 905-762-7060

International: +353-61-725-245.

Online support questions may be directed to support@firstclass.com.

Introduction

FirstClass® Migrator for Microsoft® Exchange Server (FirstClass Migrator) is a two-part utility that migrates user accounts, public folders, distribution lists, and mailbox content from Microsoft® Exchange Server to FirstClass.

The server-side utility, FirstClass Migrator for Microsoft Exchange Server, duplicates:

• Microsoft Exchange Server accounts as regular or remote users within FirstClass

• Microsoft Exchange Server public folders as public FirstClass conferences

• Microsoft Exchange Server distribution lists as mail lists in the FirstClass Directory.

You can migrate all of the information at once, or you can select the information you wish to migrate.

The client-side utility, FirstClass® Migrator for Microsoft Outlook®, migrates mailbox content from Microsoft Exchange Server to FirstClass. It migrates the user's Microsoft Exchange Server mailbox (located within Microsoft Exchange Server's private message store) and one or several personal message stores (appearing as .PST files) into an individual's FirstClass account. It can be used individually, or combined with FirstClass Migrator for Microsoft® Exchange Server. When combined, the recipients of the migrated messages will be represented by their corresponding FirstClass names, as long as these recipients have already migrated to the FirstClass server and their names appear in the FirstClass Directory. For setup information about the client-side utility, see Migrating client information. For information about how to use the client-side utility, see Appendix A: Migrating user information from Microsoft Exchange Server to FirstClass using FirstClass® Migrator for Microsoft Outlook® or the HELP.TXT file that installs with FirstClass Migrator.

Who should read this book

This book is intended for the FirstClass administrator who will perform the migration on user accounts, public folders, and mail lists.

What you will find in this book

This book describes how to install and use FirstClass Migrator and FirstClass Migrator for Microsoft Outlook. It also lists the installation requirements of each and discusses current considerations of FirstClass Migrator.

This book does not document how to use FirstClass or Microsoft Exchange Server features. For that information, see our online help and applicable product documentation.

What you should already know

This book is intended for administrators who want to copy their Microsoft Exchange Server information into FirstClass format. We assume you are familiar with your Windows® operating system, Microsoft Exchange Server, and FirstClass functionality.

Requirements

FirstClass Migrator for Microsoft® Exchange Server can be installed on any machine that can reach both the Microsoft Exchange Server and the FirstClass server simultaneously.

Note

We do not recommend installing FirstClass Migrator on the same machine as the Microsoft Exchange Server or the FirstClass Server.

Minimum installation requirements for FirstClass Migrator:

• Microsoft Exchange Server 5.5 (or later);

• FirstClass Server 7.0 (or Later) for Windows / Mac OSX;

• Microsoft Outlook 97 with Internet Explorer 5.0 or Microsoft Outlook 2000 (or later) installed

• Windows NT 4.0 with SP6a, Windows 2000/XP, or Windows 9x (excluding Windows Me) with Active Directory Service installed for small-scale migration

• 128 MB RAM

• 66 MHz Pentium processor (233 MHz processor recommended)

• Privileged access to Microsoft® Exchange Server and the Microsoft Exchange Server resources

• Privileged access to the FirstClass server as the administrator through TCP/IP.

Installing FirstClass Migrator

This section describes how to install and configure FirstClass Migrator.

Application considerations

To ensure a successful migration:

• Never run two instances of FirstClass Migrator simultaneously. FirstClass Migrator will prevent two instances of the application running on the same computer, but it is your responsibility to make sure there is only one instance running on the network.

• Always try to run FirstClass Migrator from the same computer because the program settings are saved locally on the computer where FirstClass Migrator is installed.

Note

This may not be possible in a multisite Microsoft Exchange environment.

• Before launching the migration, test the accessibility to both the Microsoft Exchange Server (including its Active Directory Service) and the FirstClass server. (Refer to the related documentation for details.)

Multi-site Microsoft Exchange environment

If you have a multisite Microsoft Exchange environment:

• Make sure additional installations of FirstClass Migrator are configured the same as the first installation, and try to use computers which can access the individual Microsoft Exchange sites locally. This will improve the efficiency of the migration.

• Currently, only on-site migration is supported for mailboxes and distribution lists. That is, when you log onto a specific Microsoft Exchange site, only the mailboxes and distribution lists native to that site can be migrated. To migrate mailboxes and distribution lists on other sites, you must switch to those sites to perform the migration.

• We strongly recommend that all of the migration of public folders be performed from within a single Microsoft Exchange site. If you have to change sites to perform some public folder migration, make sure the two sites (the original Microsoft Exchange site and the Microsoft Exchange site you are switching to) have been fully replicated and synchronized before launching the migration on the new site.

• Multiple log messages may be created under each public folder in a multisite environment. Their purpose is to store migration status log information for their parent public folder. They are automatically maintained by FirstClass Migrator and are not migrated to a corresponding FirstClass conference during migration. Do not edit them or delete them manually, or the log information stored in them may become corrupt or lost.

Installation

To install FirstClass Migrator:

1 Insert the FirstClass Migrator for Microsoft Exchange Server CD into the CD-ROM drive.

If the application doesn’t load automatically:

a Select Run from the Start menu.

b Type

drive:\fcms.exe

where drive is the letter of your CD-ROM drive.

2 Follow the prompts.

After the FirstClass Migrator is installed, you must establish and verify connections with the Microsoft Exchange Server and the FirstClass server.

To establish a connection with the Microsoft Exchange Server:

1 Log into the Windows NT domain as the administrator or as a member of the domain administrators group.

This will give you the necessary privileges to the Microsoft Exchange Public Message Stores as well as the LDAP service (in case you prefer the LDAP logon with default credentials).

Note

For more information about the Microsoft Exchange LDAP service, see the related Microsoft documentation.

2 Create a new MAPI profile to allow you to access the Microsoft Exchange site you are planning to migrate.

The Microsoft Exchange mailbox you specify in the MAPI profile must be native to the designated Microsoft Exchange site.

Note

If you want to login to Microsoft Exchange with different credentials from the default credentials with which you started FirstClass Migrator, do the following:

a Open the Properties form of the MAPI profile you created.

b Choose Microsoft Exchange Server from the list and click Properties.

c Highlight the Advanced tab.

d Set the value of "Logon network security" to "None".

3 Verify your access to the Microsoft Exchange system by using Microsoft Outlook to login to the MAPI profile you created.

Verify:

a the Microsoft Exchange account you logged into has at least "Editor Role" permissions to all public folders viewable from the current Microsoft Exchange site

b the Windows NT account associated with the Microsoft Exchange account has at least administrator rights at the organization level, server level, and site level.

Note

If you are using Microsoft Exchange 5.5 and you want to use the "Unhide" features of FirstClass Migrator, configure FirstClass Migrator to login to the Active Directory Service with alternate credentials first. When FirstClass Migrator prompts you for the alternate credentials, you must provide one that is also a member of the local administrators group on the server.

To prepare the FirstClass system for migration:

1 Use FirstClass Tools to verify that the FirstClass post office and Directory are valid and free of errors.

2 Start the FirstClass server and perform a thorough Trash Collection.

3 Log into FirstClass as the administrator using the FirstClass client on the computer on which FirstClass Migrator is installed.

4 Make sure you have full read/write access to the FirstClass Post Office directory from your computer.

Note

If your FirstClass post office is located on a Mac OS machine, you can map it to a local network drive of the machine on which FirstClass Migrator is installed.

Migrating server information

Note

When you migrate public folders, their original hierarchy is retained.

To migrate server information, including Microsoft Exchange accounts, Distribution Lists (or Groups, in Microsoft Exchange 2000) and public folders:

STEP 1: Configure FirstClass Migrator.

STEP 2: Synchronize the Public Folder Migration Status Log information.

STEP 3: Start FirstClass Migrator, logging into Microsoft Exchange and Active Directory service.

STEP 4: Select the information to migrate.

STEP 5: Start the migration.

STEP 1: Configure FirstClass Migrator

1 Start FirstClass Migrator.

Note

If you are only viewing or modifying the application settings, you do not need to login to Microsoft Exchange Server.

2 Choose Edit > Settings, or click Settings

on the toolbar.

3 Enter the following information on the General tab:

Server Name or IP Address

Enter the IP address of the FirstClass server. If the server is on the same machine you are on, enter "localhost" or "127.0.0.1".

Proxy IP Address

This value is always 0.0.0.0. The proxy pod value is usually 1080. If it is not, enter the appropriate value.

Administrator Account ID

Enter the administrator’s account name.

Exchange

Select your Microsoft Exchange version. (The LDAP services exposed by choosing either Microsoft Exchange 5.5 or Microsoft Exchange 2000 are significantly different).

Organization

The name of the organization where the Microsoft Exchange server is associated. Read-only.

Organizational Unit/Site

The name of the Microsoft Exchange Server site where you are logged in. Read-only.

Alternate Credentials

Complete this information if you wish to login to the Active Directory service using alternate credentials. If blank, the default credentials (used to start FirstClass Migrator) will be used. The important difference between the two is that logging in using the default credentials, while simpler, prevents you from using the Unhide feature in Microsoft Exchange 5.5.

User Name

Enter the default Windows NT account name here if you prefer to login to Active Directory service with alternate credentials.

Domain

Enter the default Windows NT domain here if you prefer to login to Active Directory service with alternate credentials.

Working Directory

This is where temporary files will be stored. Usually C:\TEMP is an acceptable value.

Log Directory

This is where log files and associated text files will be stored.

FCPO Directory

If the FirstClass server is on the same machine, enter the path where the FirstClass post office is located.

Since the FirstClass server is usually on a separate machine, you must share the FCPO folder on the FirstClass server and map to it on the current machine.

Note

FirstClass Migrator will use the subfolder "FCPO\Server\Batch" to transmit message body content and attachments.

4 Enter the following information on the Migration tab:

Migration Mode

Batch Mode: Ensures name uniqueness; automatically adds a suffix to the name if necessary (the FirstClass administrator can change this name after migration if desired; name modification will not affect FirstClass Migrator operations because FirstClass Migrator uses Client ID, not name, for identification)

Interactive Mode: Prompts you with a dialog box to enter a name; if it is not unique, you will continue to receive dialog popup boxes until you enter a unique name

Note

We recommend Batch mode for convenience.

FirstClass User Type

Define how you would like migrated users to be classified on the FirstClass system.

Warning

When you choose to migrate Microsoft Exchange accounts as regular users on the FirstClass server, you must make sure you have enough FirstClass licenses to add these new users. If you do not have enough licenses, some of the accounts may fail to migrate.

FirstClass User ID

Define which Microsoft Exchange property the user ID of the migrated FirstClass account will default to.

Note

The maximum length of this field is 15 characters. if the value of the selected property is longer than 15 characters, it will be automatically truncated.

FirstClass User Password

Define how the default password of the migrated FirstClass account will be set.

Note

The maximum length of this field is 12 characters. In addition, characters that are not alphanumeric will be automatically removed.

Initial Mailbox Size

Enter the size Mailboxes will be upon creation.

Hide migrated users from the MS-Exchange Address Book

Choose whether to hide migrated Microsoft Exchange accounts automatically during migration.

Warning

We highly recommend this setting be unchecked.

When you hide a Microsoft Exchange account from the address book, all backlinks stored in the address book will also be revoked. This means, if an account happens to be a member of one or more distribution lists, the account will be automatically removed from all associated lists when this option is selected. If this option is selected, distribution list migration could be significantly affected if an account was hidden before the distribution list was migrated.

Furthermore, selecting this option will also impact the rollback operation of the Accounts migration because the "Sync Log" operation will only check log consistency against visible Microsoft Exchange directory objects. What this means is that the accounts would have to be manually "unhid" one by one, or using the Unhide tool in FirstClass Migrator.

A similar, and safer option is the Batch Hide command discussed later. It allows you to hide all migrated accounts after migration.

Auto forward messages sent to migrated MS-Exchange user accounts to their corresponding FirstClass accounts

Select this option to automatically set the "Alt-Recipient" property to its corresponding FirstClass account and set the "Deliver and Redirect" option to create a copy in the Microsoft Exchange account simultaneously. This setting will also determine whether to clear the "Alt-Recipient" and "Deliver and Redirect" properties while rolling back the accounts during the "Sync Log" operation.

MS Exchange 2000 "altRecipient" property updating timeout

Microsoft Exchange 2000 has tightened its "Alternate Recipient" validation by checking its existence in real-time, so the migrator has to hold the "Alternate Recipient" setting for a certain time until the Connector has created the corresponding Contact entry (the "Alternate Recipient") in the Exchange 2000 directory. Generally, this delay will be not more than several minutes if the Connector is active during the migration. The default value is 60 seconds, and can be set to any value from 0 to 600 seconds (10 minutes).

Copy Public Folder tree into the following conference on the FirstClass administrator's Desktop

Specify the Desktop Level conference into which the whole Microsoft Exchange Public Folder tree will be copied.

Keep Last Modified Time of messages

Select this option if you prefer to the keep messages' Last Modified Time during the migration.

Note

FirstClass Server does not officially support modifying the "Last Modified" field from within the Batch Admin script. Always perform a migration test before your actual migration against a few public folders to make sure this functionality is compatible with your FirstClass Server at any given time before applying it to your whole migration strategy.

Warning

With this option selected, message subjects that are longer than 41 characters will be truncated.

Protect the migrated FirstClass objects

Select to automatically protect migrated information from modification and deletion by FirstClass users.

5 Click OK.

Note

You must restart the application for changes to take effect.

STEP 2: Synchronize the Public Folder Migration Status log information

The Migration Status log information about public folders and the messages contained in them are stored under each public folder as "Migrator Log" messages. It is important that this log information be accurate, as it provides FirstClass Migrator with the most updated information about the migration status of public folders and messages.

Before you start the migration process, you must make sure that all public folders within the organization are fully synchronized to keep the log information consistent.

It is your responsibility to configure Microsoft Exchange to perform a proper synchronization. For details about performing a full synchronization in Microsoft Exchange, see the relevant Microsoft Exchange documentation.

Note

Microsoft Exchange is usually configured to automatically synchronize based on a schedule. However, if you choose to switch sites to migrate public folders and messages before the automatic synchronization has occurred, and you do not synchronize manually, you risk corrupting the Public Folder Migration Status log information.

STEP 3: Start FirstClass Migrator and perform login

You can start FirstClass Migrator from the Windows Start menu.

During startup, FirstClass Migrator will prompt you to select a MAPI profile to login. If you have set the profile's "Logon network security" property to "None", the MAPI subsystem will require you to provide valid credentials to login.

After you have successfuly logged into Microsoft Exchange, FirstClass Migrator will in turn try to login to the Active Directory service exposed by the Microsoft Exchange Server. It can do this in one of two ways:

• The first method, which is the easiest, does not need you to provide credentials to login. Instead, it will automatically use the default credentials you used to start FirstClass Migrator to login to the Active Directory service.

Note

When using Microsoft Exchange 5.5, you are unable to access the hidden accounts while logging into the Active Directory service with the default credentials.

• The second method requires the following information to make up alternate credentials:

• The username of a valid Windows NT account

This account must have "Permission Admin Role" privileges for directory objects under the desired Microsoft Exchange site.

• The Windows NT domain name to which your Microsoft Exchange Server belongs

• The password for the specified account.

Once you have provided this information, FirstClass Migrator will attempt to login to the LDAP service by sending the following credentials to the Microsoft Exchange server:

"cn=username,dc=domain,cn=admin" & password (for Microsoft Exchange 5.5)

"cn=username,dc=domain" & password (for Microsoft Exchange 2000)

Note

For more information about the Microsoft Exchange LDAP service, see the related Microsoft documentation.

When FirstClass Migrator starts, you will see a screen similar to the following:

This screen contains three windows:

Account View

This is the Account view. It lists all of the Microsoft Exchange accounts native to the current Microsoft Exchange site. As you check items, they are listed in the right pane.

Distribution List View

This is the Distribution List view. It lists all of the Distribution Lists (or Groups, for Microsoft Exchange 2000) native to the current Microsoft Exchange site. As you check items, they are listed in the right pane.

Public Folders View

This is the Public Folder view. It lists all public folders viewable to the particular Microsoft Exchange account you used to login.

You can toggle between these views using the corresponding buttons in the toolbar:

Account View button

Distribution List View button

Public Folders View button

STEP 4: Select the information to migrate

You will see checkboxes beside each object. These checkboxes represent an object’s migration status. In the Account View and Distribution List View, if the items are checked, they have already been migrated, or are going to be migrated. If you select an unchecked object, it appears in the "To migrate" list on the right, in preparation to be migrated.

Shortcut

Use the toolbar buttons Check All and Uncheck All to quickly select or unselect all items at once.

Check All button

Uncheck All button

In the Public Folders View, you can check or uncheck public folders you wish to migrate at this time, regardless of whether they were migrated before. The items in this view can be toggled as desired. A checked public folder tells FirstClass Migrator to migrate any new messages under it since the last migration. An unchecked item in the Public folder tells FirstClass Migrator to skip it at this time. However, previously migrated information will not be affected.

Note

FirstClass Migrator supports smart duplicate handling on public folders. This means public folders and their contents will not be duplicated if they are selected to migrate multiple times.

STEP 5: Migrate the information

Note

Before launching the migration, it is good practice to run a complete Trash Collection in FirstClass. This ensures deleted items no longer exist within the FirstClass Directory. Do not delete any other Directory items after the Trash Collection until the desired migration process has completed.

1 Click the Migrate button

on the toolbar.

2 Enter the password for the FirstClass Administrator account, and click OK.

At this point, FirstClass Migrator will send a batch admin command to retrieve Directory information from the FirstClass server.

Note

If you have a large Directory, this procedure may take awhile.

It will then analyze the Migration Status log information against the FirstClass Directory information to verify that the log information is consistent and valid. If there are any inconsistencies (such as some migrated objects on the FirstClass side have been deleted since the last migration), you will receive a "Log info lost sync" error. If this occurs, choose Tools > Sync Log, and then follow the steps again.

While the migration is occurring, a blue progress bar on the bottom of the window will show the amount completed, and as each item in the Account view and the Distribution List view is migrated, it will disappear from the "To migrate" list.

After the migration has completed, you will receive a message box indicating the migration result. If there was any problem with the migration of any object, you can view the results in the Runtime log or the history logs.

Notes

• If you are migrating accounts from Microsoft Exchange 2000, and you choose to autoforward the migrated accounts during the migration, you have to make sure that the FirstClass Connector is active during the whole process of this migration session. Otherwise, the "Setting Auto Forward" operation will fail after the specified "altRecipient updating" timeout period is reached.

• FirstClass Migrator ignores Undeliverable and automatically generated files, so these will not be migrated.

• Public folders of appointment type or task type will be converted to group calendars instead of conferences in FirstClass.

After the desired Microsoft Exchange accounts have migrated to FirstClass as regular or remote users, their personal content can be migrated individually using FirstClass Migrator for Microsoft Outlook. As administrator, you have to do some preparation before your users begin to migrate, such as generating a Migrator License file and deliver it to users, or configuring an appropriate INI file for users to run the client application, and so on. For more information, see Migrating client information.

Internal tools

During the migration process, you may need to perform some special tasks from time to time, such as rolling back a public folder migration, hiding migrated accounts, and so on.

Generally, if you are familiar enough with the underlying system, most of these tasks can be done manually using a general purpose toolkit software such as the "Exchange Administrator" program or the Active Directory service Browser. However, these types of manual operations are error-prone and can be ineffective.

The FirstClass Migrator has provided several integrated internal tools to facilitate these special tasks.

Synchronizing Migration Status log

Before you start a formal migration process, as the administrator, you may need to do some migration testing to verify the usability of the migration tools as well as familiarize yourself with the related software and scenarios. This is always good practice and highly recommended by FirstClass.

After you perform migration testing, you can rollback and restore the system to its original status by doing the following:

1 Remove the migrated objects from the FirstClass Server.

2 Force a trash collection.

3 Clear the Migration Status Log information of the corresponding Microsoft Exchange objects by choosing Tools > Sync Log.

A note about Sync Log

The Sync Log operation is required whenever the Migrator detects any inconsistencies within the Migration Status Log information.

It is different from the operation described in "Step 2: Synchronize the Public Folder Migration Status log information". The Sync Log operation described in this step operates on the Exchange Site level, and will synchronize all kinds of objects the FirstClass Migrator supported between the current Microsoft Exchange site and FirstClass Server. The operation described in Step 2 operates on the Exchange Organization level, and only deal with the public folder replications between different Microsoft Exchange sites.

Hiding migrated accounts and unhiding hidden accounts

There are menu options that allow you to Hide accounts that have already been migrated and Unhide accounts that are hidden from the Microsoft Exchange Global Address List.

• Hide Migrated Accounts

Hides all of the Microsoft Exchange accounts that have already been migrated from the Microsoft Exchange Global Address List. The Admin Role privilege is required for this operation. After the operation, the Account view will be refreshed automatically to reflect the result.

• Unhide Hidden Accounts

Launches an integrated Active Directory tool (alternate credentials required for Microsoft Exchange 5.5) that allows you to show all previously hidden accounts in a separate window.

By selecting the hidden accounts you want to unhide and clicking Unhide, the selected hidden accounts will be recovered to the Microsoft Exchange Global Address List. After this operation, the Account view will be refreshed automatically to reflect the result.

Note

If using Microsoft Exchange 2000, the automatic refresh of the Account view may not reflect the result immediately. If this is the case, you will have to refresh the Account view manually by choosing View > Refresh Account View several times until the change is reflected.

Auto forwarding migrated accounts

Sometimes it is necessary for you, the administrator, to manipulate the autoforward settings of migrated Microsoft Exchange accounts individually. You can do this manually using the Exchange Administrator program, or by using the FirstClass Migrator "Auto Forward setting manipulation tool". To activate the tool, choose Tools > Auto Forward Migrated Accounts.

To toggle the autoforward status of the desired Microsoft Exchange accounts, select each one in the list and click the Set button or Clear button.

Note

The "Switching Auto Forward Status" operation of this tool is different from the asynchronous "Setting Auto Forward" operation in that the former is performed in a synchronous, no delay manner. Therefore, before it is activated, you have to make sure the FirstClass Connector is active and the Directory contents of FirstClass and Microsoft Exchange are fully synchronized.

Log files

There are a number of log files you can access to track the migration process. These are described below.

Runtime log

To display the Runtime Log, choose View > Runtime Log.

The Runtime Log records the application activities of FirstClass Migrator while it is running. The information is saved in a series of ".log" files under the "Log Directory" you specified in the Settings form. If the "Log Directory" you specified does not exist, the application folder will be used instead. A new log file will be created for each session of the application. It is named automatically using the following convention:

FCM_YYYY_MM_DD_hh_mm_ss.log

where

"YYYY_MM_DD_hh_mm_ss" represents the start time of the Runtime Log, which is also the start time of the current FirstClass Migrator session.

The Runtime log may contain the following types of log information:

• information describing ongoing activities

• warnings; these are errors that are not critical to application execution and the ongoing migration

• errors; these are fatal errors that may prevent the application from running properly, or make the migration fail or not complete.

The Runtime Log content for the current FirstClass Migrator session can also be displayed in a separate window, which may looks similar to the following:

History logs

Note

The History log files are saved as CSV (Comma Separated Values) files and are located in the Log Directory specified on the Migration tab of the FirstClass Migrator Properties window. These files can be manipulated with most standard spreadsheet applications.

Account log

The account log displays the account information that was migrated into FirstClass, including the migrated status and the reason for a failure, if any. It also notes the mail lists each user is a member of.

Mail list log

The mail list log displays the mail list information that was migrated into FirstClass, including the migrated status and the member list of the migrated mail list. It also notes the mail lists each migrated mail list is a member of.

Conference log

The conference log displays the conference information that was migrated into FirstClass, including the migrated status and the action performed on the conference. It also notes the mail lists each migrated conference is a member of.

Troubleshooting

This section describes problems that you might encounter when you start FirstClass Migrator and perform the migration. It is presented in a question and answer format.

Q: Why does FirstClass Migrator generate an "Insufficient permissions" error when I try to login to Microsoft Exchange Server?

A: Verify the following:

• the Microsoft Exchange account you logged into has at least "Editor Role" permissions to all public folders viewable from the current Microsoft Exchange site

• the Windows NT account associated with the Exchange account has at least administrator rights at the organization level, server level, and site level.

Q: My Microsoft Exchange system is version 5.5. When I try to login to the Active Directory service with alternate credentials, the login always fails regardless of the credentials I provide or the permissions I have. Why?

A: Verify that you specified the correct Microsoft Exchange version in the Settings form.

Q: Why can't I login to the Active Directory service with the default credentials?

A: Verify that the account you used to start FirstClass Migrator has the "Admin Role" privilege for directory objects under the appropriate Microsoft Exchange site.

Q: Using Microsoft Exchange version 5.5, why can't I show hidden accounts using the "Unhide" tool?

A: To use the "Unhide" tool with Microsoft Exchange 5.5, you must choose to login to the Active Directory service with alternate credentials, and the credentials you use must have at least the "Permission Admin Role" privilege for directory objects under the appropriate Microsoft Exchange site.

Q: Some accounts failed to migrate, and the history log displays "Cannot add a person with that name". Why?

A: Verify that these accounts have valid Last Name property values.

Q: I cannot migrate any public folders to FirstClass, and the result window displays "Failed to create the conference 'All Public Folders' ". Why?

A: Verify that the public folder container conference you specified in the Settings form actually exists on the FirstClass administrator's Desktop.

Q: My FirstClass server has a large Directory, which puts strain on the server everytime it processes the "List" Batch Admin that is sent at the beginning of the client migration. Is there a way to switch the "List Directory" action off?

A: Change the Run Mode of FirstClass Migrator from the default "Compliant Mode" to "Stand Alone Mode".

Q: Users receive a "Batch Admin Reply Timeout" error from time to time during migration. What causes this error? How can I avoid it?

A: The "Batch Admin Reply Timeout" may occur under the following circumstances:

• you run migration in "Compliant Mode" and you have a large Directory on your FirstClass server

• your FirstClass server is heavily loaded

• your connection with the FirstClass server is very slow or stalls from time to time.

To minimize the chance of this error, increase the value of the "Maximum Batch Admin reply time" field for FirstClass Migrator.

Q: A user receives the error "Failed to write the message body / attachments into a temporary file." on his machine during migration, but none of his colleagues encountered the error. What's wrong with his machine?

A: Make sure his System Temporary Folder has enough space to accommodate the temporary files created by FirstClass Migrator during migration. For more information about the System Temporary Folder, see the related Microsoft documents.

Q: Why is the date of users' messages in their FirstClass Mailboxes set to the time when they were migrated, not the original Received time in Outlook?

A: The message time that appears in their FirstClass Mailboxes is the "Last Modified" time, which is maintained solely by the FirstClass server. Currently, we have no way to manipulate it to reflect your favorite "Received Time" yet.

Q: My Microsoft Exchange system is version 5.5, and when I rolled back an account migration and migrated again, the "messages auto forward" action stopped functioning until the next morning. Why?

A: FirstClass Migrator was unable to validate these recipients against the Microsoft Exchange Server or the FirstClass server. For example, this would occur if the recipient has not migrated to FirstClass yet and has no SMTP address.

Q: Why is the Created time shown in the Properties form of migrated messages the time when the message migrated instead of the original Microsoft Exchange Creation Time?

A: The Created time shown on the Message Properties form is when the message was created on FirstClass Server, and is currently not changeable using batch admin.

Q: Why is the migrated message's date stamp shown in FirstClass Client different from the one shown in Microsoft Outlook even with the "Keep Last Modified Time of messages" option selected?

A: The default message date stamp shown in Microsoft Outlook is the "Message Delivery Time" (called "Received" time in Microsoft Outlook) not the "Last Modified Time". To show the "Last Modified Time" in Microsoft Outlook, right click the header line above the message list, select "Field Chooser" from the context menu, and choose "Modified" from the "Date/Time fields" catalog. You can find the original "Message Delivery Time" at the top of the FirstClass message form when you open the migrated messages in FirstClass Client.

Q: Why does the Runtime Log window not display when I choose the menu command "View > Runtime Log"?

A: On Windows 2000/98, the Runtime Log window is unable to display as the top-most window automatically as it does on Windows NT4/95. Instead, it will flash itself several times on the Taskbar to inform the users.

Q: When users migrate personal messages with the FirstClass Migrator for Microsoft Outlook, most of the migration actions for the messages are listed as Failed. These messages do get migrated, but their Subject fields get changed to strange text strings like "e8226fb0-f76e-49ee-bdb7-e5f17a002262". Why?

A: FirstClass Migrator relies on an internal FirstClass Server feature to implement the replication of the "Message Last Modified Time". Your FirstClass Server may not fully support this feature. To disable the feature, edit the application settings file FCMC.ini manually. Locate the field "Replicate Last Modified Time" and change its value to 0.

Q: Is it possible to view the Runtime Log at runtime in FirstClass Migrator for Microsoft Outlook?

A: The FirstClass Migrator for Microsoft Outlook contains a simple listbox to display the Runtime Log content on the fly, but it is solely for debug purposes. In order to enable this listbox, set the Runtime Log Level to Debug by editing the application settings file manually. Locate the field "Runtime Log Level" and change the value to 4.

Migrating client information

FirstClass® Migrator for Microsoft Outlook® (Client Migrator) migrates one or several personal message stores (.PST files), and the user’s mailbox on Microsoft Exchange Server (located within Microsoft Exchange Server’s private message store) into an individual FirstClass account. It can be used by itself, or can be combined with FirstClass Migrator for Microsoft Exchange Server. When combined, the addressees within the user’s messages can be represented by their corresponding FirstClass names as long as their accounts were migrated first.

Information on how to use the Client Migrator is located in Appendix A: Migrating user information from Microsoft Exchange Server to FirstClass using FirstClass® Migrator for Microsoft Outlook®. This information is also available in the HELP.TXT file that installs with the FirstClass Migrator application.

However, as administrator, you need to prepare users to be able to properly use the Client Migrator. This involves:

1 enabling Batch Admin functionality

2 generating a Migrator license file

3 customizing the settings for the Client Migrator.

STEP 1: Enable Batch Admin functionality

Since the Client Migrator makes use of Batch Admin scripts, you must make sure Batch Admin functionality is active. By default, it is disabled when the FirstClass server is initially installed. To verify its settings, login to the FirstClass server as administrator and open the Multi-Site Setup form:

Make sure "Allow batch administration" is selected, and enter a desired password.

STEP 2: Generate Migrator license file

The Client Migrator requires a Batch Admin password to compose the Batch Admin scripts. This is the password you set in step 1. Since the Batch Admin password is very sensitive, the Client Migrator is designed to conceal it from users. To conceal the password from users but still allow them to use it, we use FirstClass Migrator License Generator to encode the Batch Admin password into a tiny binary file, called the Migrator license file. For more information about using the Migrator License Generator to generate the Migrator license file, see Appendix B: The FirstClass Migrator License Generator program.

Once the Migrator license file is successfully generated, you must distribute it to users in one of two ways:

• attach it to a message and send it to FirstClass users who will be using the Client Migrator

When the Client Migrator begins, it will check the FirstClass Mailbox for a valid Migrator license file before looking anywhere else. If found, it will use the file to compose the Batch Admin scripts.

• send it directly to users, with instructions to put the file in the same directory as the Client Migrator.

When the Client Migrator begins, if it does not find the Migrator license file in the user's FirstClass Mailbox, it will look in this directory next.

Notes

• If the Client Migrator cannot find a valid Migrator license file either in the FirstClass Mailbox or under the Migrator installation folder, it will use the default batch admin password "admin" to compose the Batch Admin scripts.

• In order for the Client Migrator to recognize the Migrator license file you generated, it must be named "license.cmi" (no quotes).

STEP 3: Customize the settings for the Client Migrator

Warning

Until Trash Collection runs, the migrated items will occupy double their actual disk space, as they exist in two locations. Because of this, make sure the amount of disk space allotted for each user is twice the amount you will actually need.

The Client Migrator is designed to be as straightforward as possible for users. To this end, it allows the administrator to create a settings file to distribute to users to minimize the amount of information they need to customize.

To create or modify the settings file:

1 Launch the Client Migrator at the command line using the following parameters:

fcmclnt.exe /setprop

The application will open in Property Maintenance mode, and you will see two tabs: General and FirstClass Connection.

2 Make changes as desired, referring to the field descriptions below.

3 Click OK.

The settings file will be saved as FCMC.INI in the same folder as the Client Migrator application.

4 Distribute the file to users with instructions to put this file in the same folder as the Client Migrator.

General tab

Enable Migration History Log

Select this option to record migration activity and save the information to disk.

Log Filename

Specify the disk filename for the Migration History Log.

Note: Do not include the path name. The file will be automatically saved in the same directory as the Migrator application.

Append to existing file

Select this option to append the log information of the new migration session to the existing log file. If you don’t select it, the file will be overwritten.

Enable Runtime Log

The Runtime Log records application activity and related information while FirstClass Migrator is running. The information is saved in a series of ".log" files in the same directory as the Migrator application. A new log file is created for each application session. It is named using the following convention:

FCMC_YYYY_MM_DD_hh_mm_ss.log

where

YYYY_MM_DD_hh_mm_ss represents the start time of the Runtime Log, which is also the start of the application session.

Log Level

The Runtime Log may contain the following types of information:

Info - describes ongoing activity

Warning - errors that are not critical to application execution and the ongoing migration

Error - fatal errors that may prevent the application from running properly, or make the migration fail.

You can specify which information you would like the Runtime Log to record by selecting one of the following four log levels:

Quiet - no information will be logged

Basic - only Info will be logged

Normal - all information will be logged except Warning

Detailed - all information will be logged.

Run Mode

In Compliant Mode, the application downloads the entire FirstClass Directory at the beginning of the migration process to convert Microsoft Exchange recipients to FirstClass users. In Stand Alone Mode, it does not download the directory, so recipients are represented by their SMTP addresses only.

FirstClass Connection tab

You may wish to preset some of these fields. Note that most of these fields can be overridden at startup.

FirstClass Server address

Enter the domain name or IP address of the FirstClass server.

FirstClass User ID

Enter your user ID (or the user ID of the person whose information you are migrating).

Password

Enter your FirstClass account password (or the password of the person whose information you are migrating).

Proxy Settings

If you are using default proxy settings, select "Using the system default proxy settings".

Generally, if there's no proxy server (firewall) sitting between your machine and the FirstClass server, "Proxy Server Address" should be left at its default value of "0.0.0.0 : 1080", meaning a direct connection. If your machine sits behind a proxy server (firewall), and accesses a remote FirstClass server, the proxy settings must be configured. You can usually rely on the proxy settings that were used to configure Internet Explorer on your machine.

Maximum Batch Admin reply time

It usually takes no more than several seconds for the reply message of a Batch Admin script to reach the Client Migrator. However, under some circumstances, such as if an invalid Batch Admin password is used, the reply time may increase significantly, or the reply may not return at all. In such an instance, the Client Migrator will compare the reply time against this timeout setting, and will prompt the user with a timeout error message if this value is exceeded.

The default value is 60 seconds, and the valid range is 1 to 3600 seconds.

Tip

You can arrange the client migrations in a parallel manner to improve migration efficiency. For example, you can arrange for 10 clients to begin their migrations on 10 computers at the same time. It will greatly reduce the time required to complete the entire client migration project.

Considerations

General considerations

• FirstClass Migrator does not support RTF format in the body of messages. Instead, the plain text within the RTF body is extracted to form the FirstClass message body, and all of the embedded items within the RTF body become message attachments.

• FirstClass Migrator does not support nested (embedded) messages. These are attachments that are created by dragging an existing message and dropping it into the message you are composing, or by choosing Insert > Item from the menu. Because there is no corresponding feature in FirstClass, FirstClass Migrator ignores it.

• FirstClass Migrator does not support OLE attachments. These are created by dragging and dropping an OLE object from other applications into the message you are composing, or by choosing Insert > Object from the menu. Because FirstClass does not support object level attachments, and it is not practical to convert an OLE object into a file, FirstClass Migrator ignores the OLE attachment.

• FirstClass Migrator does not support Reference attachments. These are attachments within the body of the message that only contain a fully qualified path identifying the attachment instead of embedding its real content into the message. These are created by choosing Insert > Files from the menu, or by choosing the "Insert as shortcut" option. Because FirstClass does not support this feature, and embedding the content of a huge file is not practical in most cases, FirstClass Migrator ignores it.

• FirstClass Migrator does not support Meeting Request forms, Journal forms, or custom forms designed by the user.

• If a message recipient has not migrated to FirstClass yet, it will be represented by its friendly SMTP address in the format of:

"Display Name" <SMTP address>

If an SMTP address does not exist for that recipient, then only its quoted Display Name will be used:

"Display Name"

If the Display Name is not available either, the Default Recipient (Administrator) will be used instead. The original Exchange message itself will remain untouched in the migration.

Note

Commas in the recipient's Display Name will be replaced with the ^ character.

• FirstClass Migrator will truncate item names at 23 characters, and user IDs at 15 characters, before attempting to validate them.

• Since Batch Admin does not support the double quotation marks (") embedded in text fields (for example, message subject), the FirstClass Migrator will automatically convert these double quotation marks to single quotation marks (').

• The maximum subject length in FirstClass is 80 characters. If the Microsoft Exchange message subject is longer than 80 characters, it will be truncated to 77 characters by the FirstClass Migrator automatically, and then an ellipsis mark (...) will be appended after the truncated subject to indicate that the original subject has been truncated.

Appointment considerations

• FirstClass Migrator does not support resource-type participants (for example, location or equipment).

• Because our FirstClass calendar does not currently support calendar exception, the calendar exceptions in Microsoft Exchange Server are mapped into FirstClass by dividing the original appointment into several parts.

For example, in Microsoft Exchange Server, a weekly appointment is scheduled for every Thursday from April 6, 2000 to February 7, 2002, with one exception: the Thursday, June 14, 2001 meeting is rescheduled to Tuesday, June 12, 2001.

FirstClass will divide this entry into three parts:

• April 6, 2000 – June 13, 2001

• June 12, 2001

• June 21, 2001 – February 7, 2002.

If the exception of the original appointment is changed, so the last occurrence is moved from February 7, 2002 to February 10, 2002, the appointment will be divided into two parts:

• April 6, 2000 – February 6, 2002

• February 10, 2002.

• The Calendar Exception "Occurrence Cancellation" on Microsoft Exchange Server is not currently supported. For example, referring to the original example, if there is a cancellation exception on Thursday, June 14, 2001, this exception will not be recognized when migrating.

• Recurrence patterns are partially supported. All of the recurrence patterns supported by the FirstClass calendar will be mapped accurately, while the other patterns will change into supported patterns in the most reasonable way.

The details of this most reasonable mapping are listed below:

• Every X days will change to daily

• "Every Friday and Sunday" and so on (where at least one day is a weekend day) will change to daily and the event will occur every day

• "Every Monday and Thursday" and so on (where both days are weekdays) will change to weekdays and the event will occur every weekday

• Same day every X months (X > 2) will change to monthly

• Same weekday every X months will change to monthly same weekday

• Same weekday yearly will merely change to yearly, same date.

To facilitate the most reasonable mapping, the original recurrence pattern will be appended after the Location field in text. For example, if the original Location field is "Roy’s Office", after appended with the recurrence information, it will read as "Roy’s Office. Recurrence on the same weekday every 3 weeks."

Task considerations

• "Low priority" is not supported. It is considered normal priority.

• Due date is always set to 11:59:59 PM on the same day.

• Reminder time is converted from an accurate time point ( for example, Tue 9/11/01, 8:00 AM) to an equivalent time (such as hours or minutes) before due time (for example, Time before due date: 1 hour).

Private distribution list considerations

• The note text and attachments are not supported.

• The list member is represented by its SMTP address until it is migrated. If it does not have an SMTP address, it is ignored, and the member is permanently removed from the list.

Private mail user considerations

• Long note text is not supported. Only 4 or 5 lines can be migrated from the Notes field (on the Microsoft Exchange Server Contact form).

• Double quotation marks (") within the note text will be replaced with single quotation marks (').

Appendix A: Migrating user information from Microsoft Exchange Server to FirstClass using FirstClass® Migrator for Microsoft Outlook®

FirstClass® Migrator for Microsoft Outlook® (Client Migrator) migrates mailbox content from Microsoft Exchange Server to FirstClass. It migrates one or several personal message stores (appearing as .PST files) and your Microsoft Exchange Server mailbox (located within the Exchange Server's private message store) into your FirstClass account.

Appointment and task items from Microsoft® Outlook® are added to your personal calendar in FirstClass, and your personal contacts and distribution lists are added to your FirstClass address book. The private message stores you choose to migrate will appear as folders on your FirstClass Desktop after migration.

Warning

If neither the private calendar nor address book exists on the user’s FirstClass Desktop, the application will fail. If either of these is not on your Desktop, contact your administrator.

Note

The Client Migrator does not migrate the Deleted Items folder from Microsoft Outlook. This is a good repository for temporarily storing items that you do not want migrated.

Installation requirements

• Microsoft 32-bit Windows platform (Windows 95 or higher or Windows NT 4.0 or higher)

• Intel Pentium CPU

• 64 MB memory

• Microsoft Outlook 2000 (or Microsoft Outlook 97/98 with Internet Explorer 5.0 or higher)

• FirstClass Client 6 or higher

• Connection to FirstClass 6 Server or higher

• Connection to Microsoft® Exchange Server 5.5 or Microsoft Exchange Server 2000

Using FirstClass Migrator for Microsoft Outlook

Note

Before migrating, your administrator may send you one or more configuration files ("LICENSE.CMI" and/or "FCMC.INI") along with the Client Migrator application. Put these files in the same folder where the Client Migrator is installed.

1 Gather the following information before you run the Client Migrator application:

• your FirstClass user ID and password

• the name of your organization's FirstClass server or its IP address.

2 Start Microsoft Outlook.

This action will make the message stores available for and automatically provide login information to the Client Migrator.

Warning

Make sure your FirstClass Mailbox has a disk quota greater than the size of your Microsoft Outlook mailbox. If you cannot achieve this, remove some messages from your Microsoft Outlook mailbox to make it fit your FirstClass disk quota. Otherwise, some content from the Microsoft Outlook mailbox will fail to migrate.

If you encounter this situation, you will receive an error message with the option to terminate the migration immediately, or ignore the message and resume the migration.

3 Start the Client Migrator (fcmclnt.exe).

You will be prompted for:

FirstClass Account User ID

Enter your user ID (or the user ID of the person whose information you are migrating).

FirstClass Account Password

Enter your account password (or the password of the person whose information you are migrating).

FirstClass Server name or IP address

Your administrator should tell you if you need to edit this field. If you do, enter the domain name or IP address of the FirstClass server.

If you are using Internet Explorer proxy settings, select "Use Internet Explorer Proxy Settings". Your administrator should tell you in advance (when you are gathering the information) if this option should be selected.

Generally, if there's no proxy server (firewall) sitting between your machine and the FirstClass server, this field should be left at its default value of "0.0.0.0 : 1080", meaning a direct connection. If your machine sits behind a proxy server (firewall), and accesses a remote FirstClass server, the proxy settings must be configured. You can usually rely on the proxy settings that were used to configure Internet Explorer on your machine. If this does not work, you can input the proxy settings manually from the information you gathered in the first step.

Note

You can click About to find out application information such as version number and copyright.

4 Click Next when finished.

You will see the Select Message Stores window.

5 Select the message stores to migrate.

You will see all of the message stores created for your profile. You are only able to select the personal and private message stores. You do not have access to the Microsoft Exchange public message stores or any other third party message stores (for example, Lotus Notes message store, and so on).

6 Click OK when you have selected the message stores you wish to migrate.

You will receive a warning for any message stores that have been previously migrated.

When the migration starts, you will see the results of the migration inside a progress window on the main FirstClass Migrator for Microsoft Outlook window. You can stop the migration at any time by clicking Abort.

When the migration has completed, you will receive a message indicating the migration was successful.

In the list pane window, if you notice any "Failure" messages, these are due to limitations with the Client Migrator. What this means is the object was migrated, but some fields may have been too long, and were therefore truncated. For a list of current limitations, see the FirstClass® Migrator for Microsoft Outlook® ReadMe.

Appendix B: The FirstClass Migrator License Generator program

The FirstClass Migrator License Generator is an application used to generate a license file that will encode and transfer the Batch Administration password. It can be run as a GUI application or as a simple command line tool.

GUI mode

To run the application in GUI mode:

1 Run the GenLic.exe application.

You will be prompted for the Batch Admin password.

2 Enter the Batch Admin password when prompted.

This password can be found on the Multi-Site Setup form on the FirstClass server. The only restriction on this field is that it cannot be blank.

3 Re-enter the password to confirm it.

4 Save the file with a desired name.

You can also specify the folder where this file will be located.

Command line mode

1 Open a command prompt and navigate to the path where the GenLic.exe file is located.

2 Enter

genlic password filename

where

password is the batch admin password found on the Multi-Site Setup form on the FirstClass server.

filename is the name you are assigning to the file. It is an optional field. If omitted, the default name "license.cmi" will be used.

The file will be stored in the same location as the GenLic.exe application.

3 Press Enter.

Note

The license filename must be "license.cmi" when used with the Client Migrator.