Self-Service Migration

Setting the Migration Date

The SkyKick planner will suggest, based on the discovered mailboxes and configuration, an appropriate date to switchover to Office 365. This allows time for the mailboxes and data to be migrated across from the source email environment. Should you wish to change this, click the Date field, then select the appropriate date from the calendar. You can also specify the date you wish for users to start receiving notifications. We recommend leaving your notification start date as close to today’s date as possible.

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Once you’re happy with the changes, please proceed to Settings.

 

Configuring Migration Settings

SkyKick’s technology provides two options for migration, either Standard or Hands-Free. SkyKick relies on Active Directory to decide between the two types of migration.

A standard migration requires end-user interaction, where they provide their credentials and install the SkyKick Outlook Assistant (optional), but is simple to implement.

A hands-free migration requires centralised deployment of the SkyKick Outlook Assistant (optional), Active Directory Synchronisation configuration, and enabling source-side impersonation.

Please note that we are unable to provide complete instructions regarding the configuration of Active Directory. Please see the Active Directory configuration section for more information on hands-free migrations.

Migrating from Google Apps requires some deviations from the Standard migration process. Please see the Google Apps section for more information.

 

Connection to the Source environment

For a Standard migration, this field should remain as ‘Using each end-user’s credentials’. If you’re performing a handsfree migration, this should be Source-Side Impersonation (SSI). Finally, when migrating from Google, this should be set to ‘OAuth 2.0’

 

SkyKick Outlook Assistant

The Outlook Assistant (SKOA) provides a simple way to manage each user’s Outlook switchover. While it may be disabled, it greatly enhances the ease of switchover. To disable, click the slider. If you’re going to centrally deploy SKOA, select the MSI option. You will need to configure group policy or similar to install SKOA on each endpoint.

If you're not utilising MSI deployment options, you can set this to Via the Password Reception Page. This will prompt users to download and install SKOA when they enter their credentials into Skykick's secure password reception page.

 

End User Credentials

If you're not using Source-Side Impersonation, there are two methods available to gather end user credentials. Select the option that suits, from:

End-User: Each user will submit their credentials via the secure Skykick password reception page. Each user's link is unique, so it is recommended to enable End-User Communications when selecting this option.

You: This option requires that you submit each end-users credentials on their behalf. You can do this in one of two ways, either exporting the migration plan, which will contain the unique URL for each user, or by selecting the Email Accounts tab in the migration tracker, selecting each mailbox, then clicking the Password Reception link.

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Communications

You can set your communication preferences here, which will specify who receives email updates on the progress of the migration. The options are:

Disabled: If you're using SSI, have password sync from Active Directory enabled, and will be deploying SKOA via MSI, select this option to disable communication emails. For any other scenarios, this is not recommended.

End UserSkykick will send emails directly to end users, containing simple instructions regarding what is happening, and directions for password reception and SKOA installation.

Point of Contact: Skykick will send emails to the customer point of contact, specified during the scoping and qualification step, to forward to end users. It is important to advise the point of contact they will receive a high volume of emails (4 per user, along with nightly reminders)

Partner: Skykick will send you email, for you to forward to end users. As with, Point of Contact, you will receive a high volume of emails.

 

DNS

At cutover time, there is a requirement for some DNS entries to change. This allows mail to flow into Office 365, sets the autodiscover records, and all related Office 365 DNS entries. There's 3 options available to handle DNS:

Full Service: You can provide the administrator credentials for the domain registrar that Skykick identified during qualification. This will move DNS management to Skykick's DNS cluster, however it's important to note the DNS registrar and domain ownership will not change. Skykick will scrape the existing DNS configuration, then edit or add DNS records as required.

Partial Service: If you're unable to provide registrar credentials, but are able to move your name servers to Skykick, select this option. Skykick will scrape the existing records to create a replica of the current configuration, then update DNS records as required.

Self Service: If you're unable to provide registrar credentials, or update your DNS servers to Skykick's cluster, self-service will allow you keep your DNS configuration in place. Skykick will provide the required DNS changes to implement, along with the time to update the records. We recommend lowering the DNS TTLs for the customer's records now, to ensure downtime at cutover is minimised.

Self-Service is recommended where the customer is using a complex DNS configuration, for example multiple zone records, or using a service such as Cloudflare.

 

Final Review

Order Summary will provide an overview of your migration. This will cover the number of mailboxes that will be migrated, the communication settings, along with the migration cutover date. You can change the cutover date by clicking the displayed time.  You can also export your migration plan from here, which will provide a spreadsheet containing user information, along with password collection URLs.

 

Server Sync Throttling

Throttling allows you to specify days and times where the migration sync will be restricted. This is useful where a customer has only a low bandwidth internet connection, so want to restrict any client sync activities during business hours. To enable, check the Custom Throttle box corresponding to the time you wish to throttle, then select the times. Use the sliders to set the number of simultaneous synchronisation activites on the network. Please be aware that these changes may take 10-15 minutes to take effect.

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You can revisit the throttling settings at any time through the Migration tracker.

 

Starting the Migration

Once you've configured your migration as desired, click the Place Order button. This will begin the migration process.

 

Notifications

Depending on your notification settings, emails will now be sent to yourself or your end users, if enabled. The initial notification will explain that a migration to Office 365 using Skykick is going to take place, along with a button to proceed to the secure password collection page and SKOA download link.

As the migration progresses, emails will be sent out for password reminders, if a user's password has not been provided. Depending on the migration settings, emails may be received regarding upcoming DNS changes and notifications of any alerts. Finally, a notification will be sent immediately before the migration, and a follow up email once cutover has completed.

 

Alerts

The Alert feature notifies you in real time when SkyKick discovers information you should be aware of, either advisory or critical level. This allows you to be prepared for anything well in advance of the migration date.

Quickly read, take action, or archive a single alert or auto-archive all similar alerts with the same issue Alerts are accessible by logging into the SkyKick Planner, then from the Dashboard, Alerts Page, Project Overview Page, Email Account Page, and User Detail page.

The information on the Alerts Page includes:

• The status icon for each alert indicating issue severity

• Critical (Red) - issues can block the migration and put it on hold

• Advisory (Yellow) - issues for your information only

• Click on the Alert Title to see a detailed description of the issue

The Actions column lets you take action on the alert:

• Complete Alert - When you complete an alert you are notifying the system that the situation has been resolved.

• Archive Alert - When you Archive an Alert you are notifying the system that the situation should be ignored.

• Auto-Archive Alert - When you Auto-Archive an Alert you are notifying the system to Archive all Alerts of the same type, now and in the future alerts for this project only.

• Email Alert - Send a notification to someone to follow-up or take action.

• Do nothing - the Alert will remain in Active Status and be visible throughout the Migration Manager as a reminder to take action.

Note: If you accidentally take the wrong action, you can Undo that Action in the Status Notification Area at the top of the page.

 

Migration Tracker

The Dashboard is your home page that gives you a quick summary view of all of your In Progress projects including Alerts, Migration Tracker and Activities. The Migration tracker has two types of information:

1. Color coded icons which summarize the status of that stage

2. A count of the total accounts involved in each stage and the number which are complete. You can click on the counts to see a detailed view of which mailboxes are not yet complete.

Column Definitions

O365 Setup: indicates the status of tenant and mailboxes provisioning.

Password: Shows how many source mailboxes SkyKick has access to

OA Status: The number of end-users who have successfully installed OA.

Sync: AKA “Initial Sync”. This is a pre-migration of data into Office 365.

DNS: Indicates if DNS preparations are on-track.

Final Sync: AKA “Migration Date”, is when mail flow is switched over to Office 365.

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