Archive Shuttle can manage a pool of licenses to provision and migrate data to Office 365 mailboxes or archives whose source archives have been retained but owners have left the organization. It can even treat an archive as though it is ownerless, and migrate it using this process, even if an owner is shown in the user interface.
The general process for doing this is:
- Define the naming scheme for the target. It is suggested to prefix or postfix names, ex. AL-<archivename> or <archivename>-Departed. This makes the data easier to find in the target after the migration has completed.
- Define the allowed number of rolling licenses.
- Perform the mappings.
In the background what will happen is:
- A user account is created according to the naming scheme.
- A Personal Archive is created if it was required in the mapping.
- A license is assigned from the pool.
- The mailbox/personal archive is placed on the selected type oflegal hold.
- A license is assigned from the pool.
- The data from Office 365 about the ‘user’ is synchronized into Archive Shuttle.
- Data is exported after the provisioning process is done.
- Data is imported soon after it’s exported.
- The familiar parts of the workflow still occur, such as renaming the source archive, doing a final delta, and so on.
- The user associated with the mailbox targeted is removed; resulting Office 365 processes are to reclaim the license and treat regard the mailbox in an inactive status.
How to set this up is described below.
The normal Office 365 migration requirements are necessary (see the earlier section). In addition, note that Azure management tools are required. These can be downloaded from: https://msdn.microsoft.com/en-us/library/azure/jj151815.aspx
If these components are not installed, the normal Office 365 migrations will still be successful, but processing of leavers will not be successful. They can be added at any time during the migration; it is not necessary to reinstall or modify the Office 365 module following their installation.
Configuring the Office 365 Environment
This determines how mailboxes and accounts will be created, using a token system. The following tokens can be used:
- Archive Name
- Archive ID
- Container Mapping ID
- PST ID
- PST Number
Note: PST ID and PST Number are applicable if PSTs are the source environment.
In addition to those, alphanumeric characters can be appended or prepended to the name of the mailbox in Office 365.
This is the location related to license allocation and is required to be chosen from the drop-down list. For a list of license restrictions by region, click here.
This should be a valid email domain that will be used to create mailboxes. Ex. @something.onmicrosoft.com
Hide from GAL
If enabled, the mailbox/user will be hidden from the Global Address List.
Prevent account for being used for interactive authentication.
Litigation Hold Type
Permits a selection of the type of hold being used by the leaver process. Currently only “Litigation Hold” is available to new installs.
Licenses can be loaded by clicking the Load Licenses button on the Archive Shuttle ribbon. These will also be loaded after adding a new Office 365 link.
Set Rolling License Count
A specific number of licenses can be used to process leavers. That number should be configured by clicking Set Rolling License Count. Licenses will be consumed up to that limit to migrate users, and will be freed up when Stage 2 completes on those users. When mailboxes are created, personal archives are also created.
Perform the Migration
The migration of the archive/container can then be performed. The process of mapping the users is the same as with a normal Office 365 migration, however, there is an additional option in the Mapping Wizard where you can select to use Leavers, and you should select an Office 365 Leavers Workflow.
A container can be processed as a leaver if one or more of the following is satisfied:
- It is ownerless in the user interface
- The Active Directory account is disabled
- The Active Directory account is deleted and exists in the Active Directory Dumpster. Note: The account running the AD Collector module must have permissions to read the contents of the dumpster.
Note: Archives will be exported, but only the configured number of rolling licensed users will ingest data into the target.
The Stage 2 workflow (EnterpriseVault to Office 365 Leavers) functions in a similar manner to the normal Office 365 workflows. There is an additional step in the workflow (Office365RemoveUser) that handles the removal of the user, resulting in an “inactive mailbox” appropriate for a naturally occurring leaver. . Once the license has been reclaimed from the removed user, additional users that require migration via the leavers process will begin.
Handling users who leave during a migration
During a migration, if Archive Shuttle detects that a mailbox is no longer present, the user is marked IsDeleted.
Then, you can select the user and select the Enable to Recreate button on the Bulk Mapping page. This enables the leaver mailbox to be created. The user’s data then gets ingested into the leaver mailbox, as described above.
Or, you can automate the process by selecting the option to Enable auto-recreate deleted O365 Users as Leavers located on the Office 365 Module page within System Configuration under the Configuration section of the UI.