SmartCloud Tip #05: Problems for mail and calendar delegates. You’ll get tons of helpdesk calls if you don’t do this.

One of the points IBM stresses during your migration to SmartCloud is to migrate delegates of mail files, calendars, and contacts either ahead of or at the same time as the people who delegated them (delegators). This is necessary because a user cannot access databases on the SmartCloud servers until their own account has been added to the service. This is part of the security model. In other words, mail files in the service can only be viewed by users that are in the service. No problem. As you build your batches for migrating, the migration process alerts you who the delegates are for the people in a given batch and those delegates can be added to the same batch with one click.

But what is missed is that the delegates have bookmarks and calendar overlays pointing to the delegators mail or calendar. Those bookmarks point to the servers on-site, not in SmartCloud. So as delegators are migrated to SmartCloud, the old links that other people have to their mail don’t get updated. The end result is that delegates will continue to view the old data in the database on the server on-site even after the delegator has moved. The delegate gets no warning that the delegator has moved. The only clue is that they no longer see any changes that are made in the delegators’ mail or calendar. What makes this more insidious is that the problem begins when the DELEGATOR is moved, not when the delegate is moved. So an administrative assistant that manages many executives’ mail files has to constantly monitor when those executives are moved and then update their bookmarks.

That is why it is a best practice to be sure to promptly delete mail files from the on-site servers after their owners are successfully migrated. Life for delegates can also be simplified if all of the mail files that a delegate has access to are moved in the same batch. Then the delegate can update all the bookmarks at the same time. You could go a step further by creating database redirects as the databases are deleted from the servers on-site. If you do this, you don’t have to alert the delegates every time a delegator’s mail file is moved to SmartCloud. However, this can’t be done if you just approve the database deletions posted in adminP as part of the migration process. You need to create these some other way. One method is to delete the databases manually in the admin client where you can also add the redirect when it is deleted. You could also do this programmatically with an agent. I invite any developers to post a comment on the details for doing that.

I have posted an idea in IdeaJam requesting an enhancement.
as well as in Greenhouse.


Posted on September 8, 2014, in Cloud, SmartCloud, Uncategorized and tagged , , . Bookmark the permalink. 2 Comments.

  1. We’ve built a mailer to send mail to delegates so that when they click on the button the workspace icon is switched to the cloud. This is done with the end user Notification. OPT has the list of delegates, OTT has the former and the new mailfile location.

  2. Nice. Is that code shared anywhere, like OpenNTF or a blog, where others can benefit from it?

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