UserActivation for Office 365 Admin Deployment Guide

UserActivation for Office 365

Admin Deployment Guide

CONTENTS

What is Useractivation ? ... 5

Automated Onboarding Solution ... 5

UserActivation.com Website ... 5

Activation and Migration vs. Mailbox Synchronization ... 6

Delta migration solution ... 6

Fully Automated ... 7

Mailbox Data ... 7

Supported Platforms and Features ... 8

Requirements ... 8

Web Client Requirements ... 8

Server Requirements ... 9

Software Requirements for DeploymentPro ... 9

Sign in to Office365.UserActivation.com ... 9

Starting a project ... 11

Activation Process Flow Overview ... 12

Set Up Activation ... 13

Specify Country of the Tenant Account ... 13

New or Existing Tenant Account ... 14

Microsoft Partner ID... 15

Provide Information ... 16

Specify Current Email Provider ... 16

Service Provider ... 16

Current Email configuration ... 17

Source Server Information ... 18

Exchange Server 2003+ ... 19

Specify Admin Credentials ... 21

Creating Profiles ... 30

User Configuration ... 33

Discovering distribution Groups ... 38

DNS Credentials ... 39

End User Email customization ... 40

DeploymentPro Customization ... 41

Confirm Order ... 43

Project Summary ... 43 Coupon code ... 43 Billing Information ... 44 Place order ... 44

Pre-Staging your environment ... 45

Provision Office 365 subscription ... 45

Provision Office 365 User Accounts ... 45

Verify Domain name in Office 365 ... 46

DeploymentPro Agent ... 47

DeploymentPro agent- end user installation ... 47

Pre-Stage Mailbox Data ... 53

DNS Cutover Phase ... 54

Schedule DNS Cutover ... 54

Automatic Cutover ... 54

Manual Cutover ... 55

Process DNS Cutover ... 56

What Records does UserActivation Create in my DNS ... 56

Delta Migration ... 57

Finalizing Activation ... 57

Project Tracking and Account Management ... 58

Project Dashboard ... 58

Project Options ... 58

Admin Credentials ... 61 DeploymentPro Status ... 61

WHAT IS USERACTIVATION ?

UserActivation is a cloud-based automated onboarding solution, whose first and foremost goal is to provide easy-to-use and fully automated onboarding solution to Microsoft Office 365.

AUTOMATED ONBOARDING SOLUTION

Unlike the traditional onboarding process which requires many manual, repetitive, and highly technical steps, UserActivation uses an automated and purely cloud-based SaaS approach. In fact UserActivation was built from the ground up to be a cloud-based onboarding service. Our service is fully automated and available 24 hours a day, 7 days a week.

UserActivation requires no hardware to install, using your web browser you can sign up, configure, purchase and perform an onboarding in a matter of a few hours with no prior technical experience or product knowledge. UserActivation allows you to automatically:

1. Purchase and provision an Office 365 tenant account 2. Purchase and provision user licenses and mailboxes

3. Discover users, distribution lists, shared contacts, and mailbox aliases on your current email solution and create them in Office 365

4. Migrate mailbox data and server settings using MigrationWiz 5. Schedule and perform all necessary DNS changes

6. Configure Outlook 2007+ to connect to Office 365

USERACTIVATION.COM WEBSITE

Our website https://Office365.UserActivation.com gives users a friendly user interface to make the onboarding process as straight forward and easy as possible.

As part of our continued efforts to grow up as a SaaS company, we are constantly developing new changes to our user interface in order to make customizing your more complicated onboarding projects easier.

ACTIVATION AND MIGRATION VS.

MAILBOX SYNCHRONIZATION

UserActivation specializes in cutover migrations, where a company moves from one email system to Office 365 all at once by migrating email using a piecemeal delta migration approach where older data is pre-staged, and then recent data is migrated after the DNS cut over.

As a consequence UserActivation does not automatically propagate updates, deletes, and moves at source, of items previously migrated to destination:

DELTA MIGRATION SOLUTION

The delta migration approach consist of migrating most mailbox content early on, for example, in UserActivation email older than 30 days is migrated first. Migrating the majority of the data in advance will provide a strong guarantee that all mailboxes can be accessed and migrated and users can take a look at their new mailboxes and make sure everything is being migrated well. When ready to switch to the new mailbox system, UserActivation will perform a quick delta migration to update destination mailboxes with new content (without updating already migrated content). Because the bulk of the data has already been migrated, the delta migration usually completes very quickly. After the MX cutover, the last delta pass will retrieve all remaining items created since the last pass.

UserActivation has been specifically designed for that scenario:

1. UserActivation has been optimized for speed and scalability, so we make coexistence

solutions unnecessary. Our technology has been designed to push as much data as possible in

the shortest amount of time possible to reduce the impact of migrating data. We run migrations on our own platform, so it’s in our own interest to speed up migrations. In fact, over 95% of our migrations complete in less than 24 hours.

2. UserActivation licenses have been also designed to achieve the delta migration approach. A

premium MigrationWiz license that allows 10 migration passes is included in the price of

UserActivation

UserActivation addresses three frequent issues:

1. Data fidelity: by specializing in migrating content to the Microsoft Exchange and Google Apps platforms the company is able to migrate content with full fidelity. For example, advanced settings such as email reminders, appointment time zones, or contact attachments are fully preserved during migration.

2. Data security: to ensure data security, UserActivation acts as a simple pass-through agent running on SAS 70 Type II compliant data centers. Other security features allow administrators to purge all information after a configurable period, authorize users to provide mailbox credentials via a secure portal, etc.

3. Scalability: scalability becomes critically important to handle large-scale migrations. Most migration products move one item at a time. We move them by batches of hundreds, and we do it in a way that is massively parallel.

In conclusion, our experience migrating mailboxes for customers in over 80 countries tells us that often the delta migration approach us best at mitigating risk – but of course we also recognize that each situation is unique!

FULLY AUTOMATED

Our solution is fully automated. This is more secure than traditional solutions as there is no human interaction with the server, software or migration process. UserActivation minimizes handling of credentials and data by IT staff.

MAILBOX DATA

Our solution is a pure pass through process: so mailbox data (including subjects, bodies, attachments, etc.) would not be stored on our servers. In some cases, the data may be cached temporarily in order to optimize network throughput, but cached data is wiped immediately after the mailbox is done

SUPPORTED PLATFORMS AND FEATURES

UserActivation supports migration of the following data / settings from the following platforms to Office 365.

*From Exchange Server: User Accounts, Aliases, and Distribution Lists are only migrated from Exchange 2007+.

*Rules and folder permissions are only migrated from Exchange 2010 SP1 +.

REQUIREMENTS

WEB CLIENT REQUIREMENTS

The following is needed by the person configuring and running the activation.

 Internet connection

 Web browser:

a. Microsoft Internet Explorer, b. Mozilla Firefox,

SERVER REQUIREMENTS

Source messaging

system

Destination messaging system

Microsoft Exchange Server 2003+

On-premise and hosted

Google Apps/Gmail IMAP

Zimbra 6+ Groupwise 7+

Microsoft Office 365

Other destination endpoints require custom development work (contact

[email protected] to inquire)

SOFTWARE REQUIREMENTS FOR

DEPLOYMENTPRO

In order for UserActivation to configure Outlook to automatically connect to Office 365 each user who wishes to run DeploymentPro but have the following:

Operating System  Microsoft Windows XP + Outlook Version  Microsoft Outlook 2007 SP3 or  Microsoft Outlook 2010 SP2 or  Microsoft Outlook 2013

SIGN IN TO

OFFICE365.USERACTIVATION.COM

You can also simply start a project, or resume a project if you have an Activation Code

Only one email address can be associated to your UserActivation account. If you want more people to be able to manage all the projects you work on or to work on the same project at the same time, you can either:

1. Share your UserActivation account email address and your password with other team members.

2. Provide the activation code that uniquely identifies the activation project you are running to someone else with a UserActivation account.

 Each new project that you start generates a unique Activation Code that identifies that specific project. These codes can be shared between accounts so others on your team or company can help manage the same project

Note: When opening a support ticket please always use the UserActivation account email address and

provide the unique Activation Code

STARTING A PROJECT

In order to expedite the process for UserActivation, we recommend that you have the following information before starting a project:

 Internet access to the client’s system for the duration of the activation project.

 Confirm the number of users you want to activate and the products/SKU’s for each user/group.

 Billing information:

 Customer credit card information for monthly subscription charges from Microsoft.

 Your credit card information for the one-time activation charge and MigrationWiz licenses (if applicable).

 Have your Partner of Record ID available.

 Know the source messaging system administrative credentials.

 Know the DNS administrative credentials.

 Access to your clients’ environment to run the system discovery tool and DeploymentPro agent.

To start a UserActivation project from the admin dashboard simply type the domain name for the company who is migrating to Office 365 into the field and click “Start Project”

From the home page simply click “Start Project”. Then type the domain name of company who is migrating to Office 365, the email address of the person who will be managing the activation project, Agree to the terms of service, and then click “Start Project”

ACTIVATION PROCESS FLOW

OVERVIEW

The Activation project is broken up into 6 steps. Each of these steps will be discussed in detail below. Click on the links to go to the specific section.

1. Set up Activation – you will provide basic information about your Activation Project (ie Country, new or existing tenant, Partner of Record etc)

2. Provide Information – you will provide information about source email systems, provide admin credentials, select Office 365 licenses, finalize your user list etc.

4. Preparing Environment – runs an automated workflow preparing your Office 365 environment 5. Schedule Cutover – schedule a time for the MX record cutover

6. Finalizing Activation – monitor your delta migration and DeploymentPro

SET UP ACTIVATION

SPECIFY COUNTRY OF THE TENANT

ACCOUNT

UserActivation for Office 365 supports purchasing a new tenant account and licenses within the United States. If you are outside of the United States we require that you sign up for an Office 365 tenant account and purchase the number and type of licenses that you will need.

When you specify a country other than the United States you will see the following message. This is to indicate that you must purchase your tenant account and licenses on the Office 365 website.

Specifying the country you are in also helps us in scheduling the DNS cutover for the right time zone.

NEW OR EXISTING TENANT ACCOUNT

UserActivation for Office 365 has the ability to create a new Office 365 tenant account (if you are within the United States) or use an existing tenant account to complete the activation.

New Tenant Account: To create a new tenant account select the “No, create a new Office 365 tenant

account for me” option and click “Continue”

Use Existing Tenant Account: If you have an existing Office 365 tenant account that you wish to use

(inside or outside of the United States) Select the “Yes, use my existing Office 365 tenant account” option and provide the Administrator credentials.

Note: The administrator credentials you provide must have Global Admin privileges in Office 365. (This is the default administrative privilege given to the account that was used to create the tenant)

MICROSOFT PARTNER ID

UserActivation for Office 365 provides the option for a Microsoft reseller to associate their Partner ID with the tenant account we create in UserActivation.

To have your Partner ID associated with the tenant account click on the option “Yes, I am a Microsoft Partner” and provide your Partner ID.

PROVIDE INFORMATION

SPECIFY CURRENT EMAIL PROVIDER

UserActivation has the ability to connect to a variety of systems such as Gmail, Exchange, IMAP, Zimbra and Groupwise. UserActivation is a dynamic workflow that will ask you for the information we need to support each of the systems uniquely.

SERVICE PROVIDER

When selecting your source and destination systems, UserActivation will attempt to discover your current service provider. If UserActivation cannot determine your service provider we provide a list of the most popular pre-configured service providers:

Each service provider on the list has already been configured to work correctly when selected.

If your service provider is not listed, or you have an email server on premise simply select the “My provider is not listed or my email is not hosted” check box and click “Continue”

CURRENT EMAIL CONFIGURATION

If UserActivation is able to discover your email provider and we have the settings pre-configured, take note of the items that are supported for migration and then click “Continue” to proceed to the next step.

However, if we are unable to discover your email provider, or your email is not hosted, you can select your mail system from the drop down menu and provide the additional information.

Note: that those version numbers with the “+” suffix include that version and all the latest versions.

SOURCE SERVER INFORMATION

This is the same information that you use to configure your email client (e.g. Outlook 2010, Thunderbird,etc..).

We support using fully qualified domain name (FQDN) that needs to be accessible via the internet by our migration servers.

EXCHANGE

SERVER 2003+

The Outlook Web Access URL should be the URL you use to access OWA using your web browser.

It should look as follows:

<http or https>://<host name>/<exchange or owa>

<http or https>://<IP address>/<exchange or owa> (bypass DNS name resolution)

<http>://<host name or IP address>:<port>/<exchange or owa> (port forwarding)

Protocols used:

Exchange 2003 Web DAV

Exchange 2007 EWS or Web DAV (if EWS fails) Exchange 2010+ EWS

IMAP

Typical IMAP ports are 143 for disabled SSL/TLS and 993 for enabled SSL/TLS.

Prior to creating your connector, you can test your parameters using our IMAP Server Test tool

If all the lights in the test results section are green you can perform an IMAP migration.

A lots of IMAP systems are quite defective, not RFC-compliant. Please contact our Support Team if you see weird behavior.

MS Office 365

Google Apps

Gmail

UserActivation does not currently support migrations from Office 365, either select IMAP for an email –only migration, or use MigrationWiz to migrate email outside of the UserActivation project. See the links below for the Office 365 migration options through MigrationWiz

 Here is how to prepare a migration between Office 365 tenants while keeping the same domain name

 Here is how to prepare a migration from Office 365

 Here is how to prepare a migration to Office 365

You do not need to enter any server information to migrate from Google Apps. The settings are already pre-configured.

Zimbra 6+

Groupwise 7+

Click here to:

Learn how to enable a SOAP endpoint in Groupwise Learn how to specify a Groupwise URL

SPECIFY ADMIN CREDENTIALS

UserActivation allows you to connect to the source servers with administrative credentials in order to do the following:

1. Migrate mailbox data without requiring individual users passwords 2. Automatically discover users and aliases

3. Automatically discover distribution lists

You can select which administrative tasks you would like UserActivation to perform by checking the corresponding check box next to the feature:

If you do not wish to provide administrative credentials you can unselect all check boxes and click Skip continue with your project:

Exchange Server

2003+

In order to discover users, distribution lists, and aliases from Exchange 2007+

1. Select the options for user discovery, and / or distribution list discovery on the Email Administrative Credentials page

2. Provide an Admin email address - must be a mailbox enabled administrator and in a "[email protected]" format

3. Provide an Admin username - must have full mailbox admin rights and can be either domain\username or [email protected]

4. Provide an Admin password

In order to verify if you have the right credentials, log into OWA with your admin email address and try to access another users mailbox.

By default, in Exchange, the admin account does not have permission to login into user mailboxes.

In order to create a new Admin account with the right permissions see the related article below.

Exchange admin credentials

If Exchange 2010 is deployed in a multi-tenant environment, you will need to create a new management role granting access.

Google

Apps/Gmail

Google requires administrators to open up an API in order to discover users and distribution lists. Click the corresponding links to find instructions on how to find Consumer Key and Secret, and how to find Email ID, Private Key Password, and Private Key Path

Zimbra 6+

There are two modes to connect to your Zimbra server:

1. In regular user mode, we just need access to SOAP web services typically on port 80 if HTTP or 443 if HTTPS.

2. In admin user mode, we also need access to SOAP web services typically 1. On port 80 and 7071 if the Zimbra URL is HTTP

2. On port 443 and 7071 if the Zimbra URL is HTTPS

We’ll need to connect using both ports, some operations will go over the admin port, while others will go over the regular port 80 or 443.

1. Specify a Zimbra URL on your Connector 2. If you will migrate in admin user mode:

1. Create a Zimbra administrator account

2. Open port 7071 in your firewall. Should your firewall requires an IP lockdown click here.

3. Test the connection to my Zimbra server

1. Green lights mean you should be able to migrate from your Zimbra server!

Groupwise 7+

To migrate from GroupWise using administrative credentials, you must use a GroupWise feature

called Trusted Application. A Trusted Application is identified by an application name and a key. By registering a Trusted Application whose name is "MigrationWiz", you will obtain a key which can be used by MigrationWiz to authenticate to multiple user mailboxes. Specify this key on your

MigrationWiz connector.

Only GroupWise 8 Support Pack 1 or later offer a convenient graphical user interface tool for you to register Trusted Applications. For previous versions, we provide a command line tool. In all cases, the trusted application should have its name set to "MigrationWiz".

To register a trusted application called "MigrationWiz" using our command line tool, click here. To register a trusted application called "MigrationWiz" using a graphical interface (GroupWise 8 SP1 or later):

1. Follow Novell's instructions

2. Ensure that the application name is set to "MigrationWiz"

3. Copy the key value for the application key textbox when configuring the Mailbox Connector for GroupWise

Finally, for users migrating from GroupWise using IMAP, you can specify a trusted application key by specifying TrustedApplicationKey=<your key> in support only options on your connector or mailbox advanced options as shown below:

WITHOUT ADMINISTRATIVE CREDENTIALS

There may be situations where administrative login to mailboxes is unavailable. This can be a challenging to deal with if you need to migrate a large number of mailboxes.

Some possible scenarios:

 Your hosted provider requires administrators to use a management console to

make configuration changes. Administrators can alter various configuration parameters (e.g. max message size), but there is no way to programmatically login to user mailboxes.

 Your e-mail system does not support any type of administrative access. For example, most IMAP servers do not have any administrative login capability because this has never been part of the protocol’s core specification (RFC 3501, etc.).

 Your email administrator cannot provide administrative credentials because of compliance or security issues. For example, you’re responsible for migrating 500 users but should not be able to access mailboxes of HR employees.

If you do not have administrative access to the mailboxes in your source system you have one

of two options:

Option 1: Automatically gather end user credentials

Click the I do not have user credentials - send email to user for credentials option in

UserActivation and click Skip.

Option 2: Manually gather end user credentials.

Click the I do not have admin credentials - I will enter user information manually option in

UserActivation and click Skip.

Gather users passwords manually

 Gather mailbox passwords from users:

o You can simply gather passwords from users.

 Reset mailbox passwords:

o You can always reset the passwords to mailboxes to something that you know and control. The problem with this method is that your end-user is locked out of his/her mailbox as their password has changed. You may optionally give them the password you have set but end-users are prone to changing the passwords to something they can remember which may cause your migration to fail mid-way. If you do not plan on giving the end-users the passwords, this may be a viable options if you do not mind locking them out of the mailbox.

Note: In both cases you will have to enter general user information manually (first name, last

name, source email address, destination email address, Office address, phone number etc). You

can create this information manually using the template below or by exporting this information

from your source system.

Once you have collected the information from your end users you can load it into our

Bulk

upload template

and paste it into the User List page in UserActivation.

For more information on how to complete a migration without admin credentials see : How do I migrate if my source system does not support admin credentials?

WHAT ITEMS ARE MIGRATED

Exchange

Server 2003+

UserActivation will migrate the following mailbox items from Exchange 2003+:

 Email  Contacts  Calendars  Tasks  Journals  Notes

 Server Side Rules (Exchange 2010+)

Google

Apps/Gmail

UserActivation will migrate the following mailbox items from Google Apps:

 Email

 Contacts

IMAP

UserActivation will migrate the follinwg mailbox items using IMAP:

 Email only

Zimbra 6+

Useractivation will migrate the following mailbox items using Zimbra 6+

 Email

 Contacts

 Calendars

 Tasks

Groupwise 7+

Useractivation will migrate the following mailbox items using Groupwise 7+

 Email

 Contacts

 Calendars

CREATING PROFILES

UserActivation knows that different employees in your company may require different features of Office 365. UserActivation lets you create profiles - specific combinations of Office 365 features, to help simplify the set up and purchase process. Once your profiles have been created you can assign your employees the appropriate profile.

Profile Name – first provide a name for the profile describing the group of users that the profile is

associated with ie (Sales, Executive Team, West Campus, Chicago Employees etc)

Profile Options – Each profile gives you two options for each user

1. Mailbox Migration – Each UserActivation license includes a Premium MigrationWiz license for every mailbox. The price of this license is included in the price of UserActivation.

2. DeploymentPro – Each UserActivation license includes DeploymentPro, a downloadable agent that will automatically configure each users Outlook client to connect to Office 365 after the migration and DNS cutover has occurred.

Select Office 365 Plan

Configure by Feature – UserActivation includes the option to configure your profile by features. For

each group of employees you can select which features of Office 365 they require and UserActivation will automatically select the applicable and cheapest Office 365 plan that includes those features. This takes away the confusion of choosing between Office 365’s 13+ plans

Configure by Plan – UserActivation also gives you the option to bypass the feature selection and choose

the Office 365 plan that you want.

Note: If you have chosen to use an existing office 365 tenant please select the Office 365 plan that you have already purchased for your tenant account.

Please note that you can add up to 10 profiles in UserActivation and each profile is color coded and can be edited up until you submit billing information and place your order

USER CONFIGURATION

AUTOMATIC USER DISCOVERY

Automatic Discovery – if you gave us the correct administrative credentials for Exchange 2007+, Zimbra,

or Google Apps UserActivation will automatically display the users that we detected on your source environment. The only thing you need to do is to assign a profile and confirm that the information is correct before proceeding.

ADDING INDIVIDUAL USERS

If you did not provide admin credentials to your source environment you will need to add users individually to UserActivation. To do so click on “Add Single User” and enter the users information.

First, you will need to specify a profile for the individual user. If there is only one profile, the profile is assigned by default. If there is more than one profile, please select on from the dropdown list.

Once you select a profile you will need to specify the required information. Note: if the field is grayed out, that information is not required to complete the activation project and migration.

Once you specify the required information, you have the option of specifying additional information for each user but this information is not required.

Once you are finished adding the user and are confident in the information you have provided please don’t forget to select “Save User” to save the information and return to the user list.

EDITING INDIVIDUAL USERS

If you need to edit an individual user’s information click on the edit icon next to their name and edit the profile, required information, or optional information.

Once you are done editing your user’s information please remember to click “Save User” to save the information you have edited and return to the user list.

DELETING INDIVIDUAL USERS

ADDING USERS IN BULK

If you have multiple users that you need to add we have included an easy to use copy / paste

mechanism for adding users to the user list. To begin adding multiple users at a time, click “Bulk Edit”

Create a spreadsheet or use our template, with the corresponding headers and fill in the users

information. If you have exported a user list into a spreadsheet please make sure that the appropriate information is in the corresponding column and simply copy and paste the information from the spreadsheet into the spreadsheet imbedded in UserActivation. The embedded spreadsheet in

UserActivation will act just like a spreadsheet in Excel and allows you to copy / cut / paste information from cell to cell.

Note the first 7 columns are required in order to complete the activation project and mailbox migration. If a cell is grayed out, it means that the information is not required.

We recommend saving your additions periodically by clicking “Save”. Clicking “Save” will save your changes and let you continue adding / editing your users. When you are finished you can click “Done” which will save your information and return you to the user list.

EDITING USERS IN BULK

To edit users in bulk click “Bulk Edit”

To assign each user a profile, click the arrow in the first column and select the appropriate profile from the drop down menu.

We recommend saving your edits periodically by clicking “Save”. Clicking “Save” will save your changes and let you continue editing your users. When you are finished you can click “Done” which will save your information and return you to the user list.

DELETING USERS IN BULK

To delete multiple users at a time you can click “Bulk Edit”

Then select the rows of the users that you want to delete and right click. Then select “Remove Rows”

DISCOVERING DISTRIBUTION GROUPS

If the appropriate administrative credentials are provided UserActivation will attempt to discover the existing distribution groups on your source environment. The groups are simply displayed on this page for you to see and verify that everything has been discovered correctly. If there are any discrepancies, click “Back” until you get to the Email Administrative Credentials page and make sure your credentials are correct, then click “Continue” to attempt another discovery.

DNS CREDENTIALS

UserActivation has the capability of automating all the DNS changes required for Office 365. In order to do so, you will need to provide the administrator credentials for the DNS host where the NameServers are pointed.

UserActivation will attempt to automatically discover which DNS provider hosts your nameservers. If we can detect the host we will ask you for the administrator credentials to the DNS account for that

provider. See the example for Amazon Route 53 below.

If we are unable to determine your DNS host, please specify your DNS host then provide your administrator credentials.

If you do not wish to provide administrator credentials, you can select the checkbox next to “I do not wish to provide my admin credentials” and you can make all of the DNS changes manually.

Note: if you host your DNS locally and we cannot access it from the Internet or if you use a 3rd _party

email filter like Postini or McAfee MXLogic, you will have to make the changes locally

END USER EMAIL CUSTOMIZATION

UserActivation allows you to customize the emails that the platform sends to end users during the DeploymentPro phase of the activation process. Note that all emails are sent from UserActivation on behalf of the email address used to start the activation project. If you want the emails to be sent on behalf of a specific email address you must start the project with that specific email address.

Introduction Email – The first email we send is an email welcoming the customer to Office 365 and

letting them know that your company is in the process of moving to Office 365. The following is the default text that is included in the email. You can customize this email to provide any instructions you want to your end users. You can also decide to skip it and not send any intro emails to your end users.

DeploymentPro Email – The second email that we send is the email that contains the link to download

the DeploymentPro Agent that will configure each end users Outlook client to connect to Office 365. The default text is below.

DEPLOYMENTPRO CUSTOMIZATION

The DeploymentPro Agent can be deployment in 3 different ways. See the corresponding KB articles to decide which way you would like to deploy to your end users.

1. Through end user emails – download from UserActivation 2. Through end user emails – download from a Shared Drive 3. Deployed silently through a log on script

UserActivation also allows you to customize your DeploymentPro Wizard with a logo and tagline, giving you the ability to essentially white-label the product as your own service.

Note that the image you upload must be a PNG or JPEG format and cannot be more than 256KB.

CONFIRM ORDER

PROJECT SUMMARY

The project Summary is a summary and list of the charges based on the selections you made while setting up your activation and providing information. Additionally all of the profiles you created are listed with their number of users and profile options you selected. You have the option on this page to print the summary to send to a customer or capture the charges as a quote for the project.

You have the option to go back and make changes up until this point, once you submit you billing and confirm the order, you cannot go back and make changes to the user list and activation options / customizations.

COUPON CODE

The first option for setting up your activation is to enter a coupon code. This option only applies to those who have purchased UserActivation through our distributor relationship with TechData. If you are a reseller for TechData you can search for BitTitan or UserActivation in the TechData Marketplace. Once you purchase your licenses through TechData bring the coupon code back to UserActivation and paste it in the space provided and click “Verify”

If you are currently not a Tech Data reseller you can apply here.

BILLING INFORMATION

Monthly Billing- The monthly billing information will be used to purchase the Office 365 licenses. The

charges for Office 365 is a direct pass through from the Microsoft prices. We do not charge a premium for purchasing licenses through BitTitan.

If you chose to use an existing Office 365 tenant account, you will not see this billing option.

One Time Billing - The one time billing information will be charged for the use of UserActivation to

onboard your company to Office 365.

PLACE ORDER

On the last page of confirming your order you will need to agree to the terms by selecting the

checkboxes and clicking “Place Order”. Once you place the order UserActivation will start an automated workflow that will activate, migrate, and configure your Office 365 account.

Please make sure that all of your information, including user list and credentials are accurate. Any inaccuracy cannot be changed without support intervening, delaying your activation project.

PRE-STAGING YOUR ENVIRONMENT

During pre-staging, UserActivation completes 5 tasks automatically on your behalf. We provide time estimates as to how long this process can take but we make no guarantees on those timelines. There are several dependencies that are outside of our control, such as Office 365, the responsiveness of your end users to the DeploymentPro install, as well as the source and destination speed of migration.

PROVISION OFFICE 365 SUBSCRIPTION

If you have an existing tenant account this step is automatically marked as complete.

If not, UserActivation will purchase the tenant account and the licenses you specified in your profiles on your behalf with the billing information you specified. We will automatically add the partner of record, if you specified one,

In addition, we verify that the admin credentials we have on record, are the correct admin credentials. IF they are incorrect you may see an Invalid Credentials Interruption email asking you to change your admin credentials to match the credentials we have on file in UserActivation.

Once the Office 365 tenant has been created, UserActivation will begin provisioning users with the vanity domain name and assigning the specified licenses.

UserActivation will wait until the domain has been verified, and will then add users to Office 365. After the users have been added UserActivation does a few things behind the scenes.

1. Read user properties from user list 2. Skip existing Office 365 users

3. Check / validate licenses in Office 365

4. Create user accounts with .onmicrosoft subdomain 5. Enable impersonation

UserActivation uses an elevated access mode called impersonation. Using impersonation means that you may:

 Allow migration of more mailboxes concurrently

 Reduce the impact of throttling and connection limits

 Use an admin account without assigning a license to it

6. Enable Services in Office 365 –UserActivation will enable the services that are included in the plan selected in the users profile once the licenses are assigned.

VERIFY DOMAIN NAME IN OFFICE 365

The first step in this process is to add the domain to the Office 365 tenant. Once the domain is added, Office 365 specifies a TXT record that needs to be placed in the DNS in order to validate ownership of the domain.

1. If you specified Admin credentials in UserActivation, the platform will automatically add this record for you and verify in Office 365 that the record has been successfully placed in the DNS.

2. If you did not provide your admin credentials, you will receive an email that includes instructions for adding the TXT record in your DNS. Once the record has been added, you should return to UserActivation to validate that the record has been successfully placed in the DNS.

DEPLOYMENTPRO AGENT

Once users are provisioned with the correct domain name, UserActivation will send an email to each end user with a link to download the DeploymentPro agent. Once the agent has been downloaded the progress bar will increase until all users have installed the agent.

You do not have to wait for all the users to complete the installation before you schedule the cutover. You can select the “Do not wait until all users have installed DeploymentPro” checkbox and click

Continue.

DEPLOYMENTPRO AGENT- END USER

INSTALLATION

The DeploymentPro process has 3 phases: Install, monitoring, and configuration. Click here to view a video of this process.

Install

The install phase begins with the email to the end user. UserActivation will send an email to every user who has DeploymentPro as a feature of their profile. This email contains a link and a unique

authentication code. Each user needs to click the link, download and run the .exe. The file that the link will download is called Bootstrap.exe. Users can also save the Bootstrap.exe file and run it.

The download in Chrome

The download in Internet Explorer

Download in Firefox

When the Bootrstrap.exe file is run it will launch a system tray notification that will complete the following:

1. Check to see if the user meets the minimum system requirements to run DeploymentPro.

a. If users computer does not meet minimum system requirements, the installer will stop and display an error providing instructions and links to the required service pack or patch. b. If their computer does meet the requirements the installer will continue to run. 2. Download the necessary files for DeploymentPro to the users temp folder.

a. For Windows Vista + - C:\Users\username\AppData\Local\Temp\UserActivation b. For Windows XP - c:/documents and settings/username/local settings/application

data/temp

3. The download normally takes 1-3 minutes but depending on bandwidth speed, it can take longer. The Bootstrap.exe has a timeout function that will stop the download and show an error after 1 hour.

4. Once the download completes we will display a success window and DeploymentPro will display a dialogue box asking for the authentication code that was provided in the users email

Monitoring

Once the users complete the install they immediately enter the monitoring phase. During this phase there will be a process running in the background called Guardian. This Guardian process communicates with our UserActivation servers to receive instructions on what actions it should take and doesn't do anything to the end users computer until the DNS cutover has been processed. Once the DNS cutover has been processed our UserActivation servers signal down to the guardian processes to create and configure the new mail profile for Office 365.

Configuration

Once the Guardian receives the signal from the UserActivation servers that the DNS records have been cutover, or the manual trigger from DeploymentPro Standalone, it launches the

OutlookConfigurator.exe file. This will launch the DeploymentPro Wizard which will guide the user through the configuration process below.

1. The first page of the wizard provides instructions to the end user to make sure they complete the entire wizard so that they do not lose access to their email.

2. The second page of the wizard is the Password page. If UserActivation creates the users, it will assign a new random password for each user. Admins can specify in the UserActivation UI which of the following password methods they want to use for Deployment

1. Have users create a new password for Office 365. We will set the password that the user enters as the Office 365 password.

2. Enter an existing password. IF the admin has set passwords for the users in Office 365, the user can enter their username and password.

3. The third page of the wizard displays the status of the configuration.

a. If the configuration succeeds they will move to the final confirmation page.

a. If the automatic configuration fails, the DeploymentPro agent will provide the settings that the user will need in order to configure Outlook manually as well as links to our KB articles with detailed step by step instructions.

4. The last page of the wizard is the confirmation page. This page shows that we have successfully configured a new profile and instructs the user to restart Outlook.

Once DeploymentPro is complete the Guardian process will stop running once we confirm that the configuration has completed successfully.

PRE-STAGE MAILBOX DATA

Once all users have been added in Office 365 with the vanity domain name and have been assigned licenses and services enabled, UserActivation will automatically create a migration project on your behalf in MigrationWiz. Each migration project has the following characteristics:

1. Premium License – each user is migrated with a premium MigrationWiz license – this includes 50GB of data / mailbox and 10 delta passes.

2. Single connector- each project assumes that you are migrating from a single source environment to Office 365, therefore we create a single connector and look to this connector to update the status in UserActivation.

3. Connector Filters – We apply the following filters by default for every mailbox on the connector

 Item Filtering – we only migrate Email during the pre staging. We do this because we do not know how much time will pass between the pre stage and the DNS cutover and if calendar items, contacts, tasks, journals, or notes

change, these will not be updated in the delta migration, that happens once the DNs cutover has been processed.

 Date filtering – we only migrate email older than 30 days for the pre stage. This is to ensure that the vast majority of the email is migrated to Office 365 before we do the DNS record cutover.

 For more information see Delta Pass

 For more information on MigrationWiz, visit www.migrationwiz.com or see our white paper :

DNS CUTOVER PHASE

SCHEDULE DNS CUTOVER

One your environment has been pre staged successfully, it is time to schedule your DNS cutover.

AUTOMATIC CUTOVER

If you have provided admin credentials to your DNS environment, you are able to specify the date, time, and time zone when you would like to automatically cut over your DNS records.

You can also select the option to cutover immediately by selecting the “Cut- Over Immediately” check box and click Continue. UserActivation will then process the cutover at that exact moment.

Note: If you are outside of the United States, you are able to schedule the date of cutover, but not an exact time. The cutover will process at 5pm of the time zone you specified on the day you specified.

MANUAL CUTOVER

If you did not provide Admin credentials to your DNS environment, or you want to manually configure your DNS records, select the “I will perform the cutover myself” option and click Continue. If you did not provide credentials, this option will be the default.

You will receive an email notification on the day of the cutover with instructions to add the DNS records to your DNS environment.

PROCESS DNS CUTOVER

After you schedule your cutover date, you are able to view the time and date of the cutover and see how many users have successfully configured DeploymentPro. Once the cutover begins processing, it can take up to 48 hours for the DNS changes to propagate and complete this step.

You will receive an email notification on the day of the cutover reminding you that the cutover will be processed that day.

WHAT RECORDS DOES USERACTIVATION

CREATE IN MY DNS

UserActivation will create the following records in your DNS environment. UserActivation will create 1 set of the following records for the domain you provided the UserActivation project.

CNAME 1. Autodiscover 2. sip 3. lyncdiscover 4. msoid MX Office 365 MX record TXT SPF Verification record SRV 1. _sip

2. _sipfederationtls

UserActivation will also remove any records conflicting with the records outlined in the table including, MX records, Autodiscover CNAME, and TXT SPF records, and SRV records.

NOTE: If your DNS environment does not support TXT or SRV records, UsserActivation will not add them for you. It is your responsibility to get them added. You will receive an email notification from

[email protected] with the exact records to add if your DNS environment does not support TXT or SRV records.

DELTA MIGRATION

Once UserActivation processes the Cutover, the platform will automatically start a delta migration for the connector that UserActivation created in MigrationWiz. This delta pass will migrate the rest of the email from the first pass, as well as all of the contacts, calendars, tasks, journals, and notes in the mailbox. This will ensure a complete mailbox on the Office 365 side once users configure their desktops using DeploymentPro.

FINALIZING ACTIVATION

Once the DNS records have been cutover, the delta migration has succeeded, and all of the users have successfully installed and configured the DeploymentPro agent, your activation is complete and you will receive an email notification that all of these steps have completed.

PROJECT TRACKING AND ACCOUNT

MANAGEMENT

To manage your account and track your progress for your UserActivaton projects, we provide two dashboards, the Project Dashboard and Account Dashboard.

Too access these dashboards, click the green “Project” button in the top left and select which dashboard you would like to view, as well as other options for the website.

PROJECT DASHBOARD

The Project Dashboard gives you all of the details you need to manage your activation project. The dashboard is divided into several sections

PROJECT OPTIONS

The project options allow you to view your invoice, contact Microsoft for Office 365 product support, or cancel your project

2. View your invoice - allows you to view and / or print your invoice

3. Need Help with Office 365- takes you to the Office 365 product support page. BitTitan and UserActivation will support the customer with Tenant purchasing and provisioning, domain setup, user/mailbox setup, data migration, DNS cutover, and Outlook Configuration. Anything beyond this is the responsibility of Microsoft to support.

4. Cancel your project – You can cancel your project all the way until you place your order. Once your order is confirmed, UserActivation will start an automated process and will require a ticket to support in order to stop or cancel your project.

EDIT COMMUNICATION SETTINGS

Under the edit communication settings section, you can add other people in you organization or your customers organization to receive communications from UserActivation. You can specify which types of communications you want to receive. You can choose to be notified when your data is pre-staged and when your project is complete. These are selected by default and you can opt out of these emails by unchecking the check box next to the option.

Note: UserActivation will send you an email whenever your intervention is required to proceed with your UserActivation project.

USER CREDENTIALS

Once users are provisioned in UserActivation we will display the username and passwords for each of the users that were added to Office 365. We also provide an option to download this list into a .csv in order to distribute to end users or customers.

ADMIN CREDENTIALS

UserActivation will display the Admin username and password for the Office 365 tenant that we created for your own records and ongoing management of Office 365.

DEPLOYMENTPRO STATUS

The DeploymentPro Status tab displays the status for each end user who has received a DeploymentPro email. The status page allows you to track the exact status for each end user throughout the project.

We will report the following

1. System information – Outlook and OS version

2. Agent Installed – the DeploymentPro Agent has been successfully installed

3. Agent Running – Our servers are in communication with the Agent on the desktop 4. Outlook Configured – Outlook was successfully configured

5. Complete – All actions have been successfully completed. Nothing left to do.

The DeploymentPro dashboard also provides you the ability to filter by user and by status. As well as re send the DeploymentPro email to individual or all users. Simply click the checkbox next to the name of the person that you want to send the email to and click the button.