The Migration Process

From a technical prospective the migration process is relatively straight forward and contains five steps which are explained in details below. You can also download a copy of the Google Apps migration guide from the bottom of this page and a copy is also in the Documentation and References section of the site.

An Overview of the five steps
  1. Create a new affiliation in Global Link for the Google Apps Administrator or add the access right to an existing Affiliation
  2. Alter the users AFS Global login ID's
  3. Activate users Google Apps accounts
  4. Setup Mail Rules in Lotus Notes so mails from Lotus Notes get forwarded to Google accounts.
  5. Cut-Over by Informing IT Team to stop Notes mail delivery
The migration process in detail

A more detailed version of the migration process is listed below. However, as mentioned above, a complete copy of this document with screenshots can be downloaded both at the bottom of this page and also in the Documentation and References section. The IT Team strongly advises users to do this.

Step 1, Creating a new Affiliation in AFS Global for Google Apps users

In order to activate Google Apps accounts in AFS Global you must have access to the “Google Apps Administration” section in AFS Global and the activation button in that tab.

PLEASE NOTE: the following must be completed only by, and for, somebody who has access to create affiliations and add and remove access rights.

Sign into AFS Global and click on the “Affiliation” tab in the left hand menu of Global Link

The Affiliation Search page will open and once it has, click the button titled “Create New Affiliation” at the top of the page.

Once the page has opened enter the users Native Name and English Name and click save. Then you need to add the access to this affiliation. To do that, click on “Set Access Rights”, select “Global Link”, “Person” and finally “ Google Apps Activation”.

Now that you have created the affiliation, you need to add it to the user who is going to activate the accounts for staff in your office. To do this, search for then in Global Link and open their Person record. Once it has opened, click on the Affiliation tab and click the Add Affiliation(s) button.

Then select the affiliation you created and link it to the staff member. This person will now have the ability to activate and deactivate users Google Apps accounts.

Step 2, Altering AFS Global Login ID’s

In AFS we try to
maintain an standard in email addresses so that staff can communicate more effectively. The standard in Lotus Notes use the persons email address in the following format.

In order to simplify the migration for users we will keep the same standard in Google Apps.

When creating Google Apps accounts for users, the section of their email address which sits in front of comes from the staff members username for AFS Global. This means that you must change their username to be firstname.lastname (don’t forget the dot in the middle)

Examples of this would be nick.cooper or jade.thaveekij

To change a staff members username navigate to their person record in AFS Global. Once this has opened, click on the “Login Account” tab (you will need appropriate access rights to view this tab).

Once this page has opened, change the user ID and click the button to the right to make sure that the username hasn’t been taken by someone else.

PLEASE NOTE: Google Apps requires passwords to have a minimum length of eight (8) characters. If the users password is shorter than eight characters then you will also need to change this manually and click save.

Step 3, Activate Google Apps accounts

Once the steps mentioned above have been completed, to activate a users Google Apps account simply navigate to their Person record in Global Link and click on the Google Apps Administration tab. Once it has opened, click on the button marked Activate Google Apps and then click Save.

Step 4, Create mail Rules to Redirect Mail from Notes

Screen shots below are for Lotus Notes side.

Creating a Mail Rule in Lotus Notes

1. In Lotus Notes, click to create a new 'mail rule' by following one of the two methods.  

a) Click on "More" in the menu (1) then click "Mail Rules" (2).  

Then, click on "New Rule" (3).

or method  b)  
b) Click at left navigator.  Depends on your mail version, this shouldbe at  Tools  then  Rules.  

Click at  New Rule (3).

Create Mail Rule based on this description.  

(1) Condition = All documents  
(2) Click Add
(3) Specify Action = Send copy to
(4) Type = Full
(5) To = Type your here.  

NOTE.  The email must be in the format of   

Notice the  domain.  There must be  letter  g  so that mails can be properly redirected.

(6) Click Add Action

(7) Click at OK.

From this point onward, mails will be forwarded from Lotus Notes to Google Apps.

Step 5, Inform IT Team to stop Mail Delivery to Lotus Notes

The last step is to inform IT Team to stop mail delivery to Lotus Notes server.  This step, should be as close to Step 4 above so that mail delivery are done directly to Google.  

Dual Mail Delivery will affect mail delivery performance as mails will have to be delivered to Lotus Notes server first, then, bounced back to Google Apps.  Partners using extended period of Dual Delivery may see delayed in mails or even missing emails in case mails are not delivered on time.  IT Team recommends running dual delivery for maximum of up to 2-3 weeks then cut-over to Google Apps directly.

Nick Cooper,
Jul 19, 2010, 12:54 AM