Preparing for onboarding
To prepare to move users to the cloud, complete these tasks to prepare users, clients, and mail files.
Before you begin
Configure the service and Customize service settings.
Important: If you plan to
migrate mail data from a Microsoft
Exchange server using the Mail Onboarding Manager tool,
consider when the best time is to configure the MX record. You can
configure it at any time -- before, after, or during the migration,
but each of these decisions impacts your migration differently. See
the technote Migration limitations using the Mail Onboarding Manager
to migrate mail data from on-premises Microsoft Exchange server to the cloud for
a description of how migration is impacted in each of these scenarios.
About this task
| Task | Why the task is important | Additional information | Complete? |
|---|---|---|---|
| Create a detailed provisioning schedule and require your project team to sign off on it. | This step ensures that provisioning happens in planned stages that take into account factors such as pilot users, work schedules, geographic locations, and clients used. | Delegates of mail files must provisioned to manage mail files of provisioned users. For more information see Mail file delegation. | |
| Prepare communications and training. | This step allows for a smooth transition to the service and reduces help desk calls. | Preparing communications and training | |
| Develop a method to track provisioning. | This step helps you understand at what stage users are at in the transition to the cloud and is also useful for providing status reports to executive management. | If you use the Mail Onboarding Manager tool in a hybrid environment, the tool tracks provisioning status for you. |
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| Request removal of trial accounts. | Provisioning can fail for users who have trial accounts. | Contact Support to determine whether users at your company have trial accounts. | |
| In hybrid environments, if users will not use the IBM® Notes® client with the service, verify that the users have Notes ID files to which they or administrators have local access. | Notes ID files enable users to sign email, read encrypted email, and to recall mail messages. ID files are typically required to enable administrators to change users' Notes names. | ||
| Familiarize yourself with password requirements for logging in to the service | The password requirements might be different from ones that are currently used in your on-premises environment. | Password rules by authentication method | |
| In hybrid environments only, verify that users’ Person documents comply with service requirements. | This step helps to ensure a smooth transition to the service. | See the section about Person documents in the topic Requirements for synchronized directories. |
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| (Optional) In hybrid environments only, configure multiple Internet addresses for users | This step applies only if users have more than one Internet email address, for example, if users have two email addresses as a result of a company merger. | Adding multiple Internet email addresses to Person documents |
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| (Optional) Ensure that a custom mail template is uploaded to the service, if you plan to use one. | You can apply the custom template during user provisioning so that users see the custom design when they first use the service. | See Preparing to use custom mail file templates. | |
| (Optional) Set up batch user provisioning with the integration server. | This step allows you to use comma-separated-value (CSV) files to provision batches of users. | For more information, see Using the integration server. The Mail Onboarding Manager tool in a hybrid environment allows you to use groups to provision batches of users and mail files. |
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| Prepare for specific clients. | There are special considerations for each type of client that can be used with the service. |