Overview of the IMAP Onboarding process

This overview outlines the Onboarding process and who is responsible for each part.

Each part of this process is addressed in more detail in the Knowledge Base article Onboarding from IMAP server: Detailed description.

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   PHASE 1. ACCOUNT CREATION

  1. CUSTOMER: Contact Smarsh Hosted Services to discuss the terms of account creation and further steps. 
  2. EVERYONE: Once the first step is complete and the terms are agreed upon, an Smarsh Hosted Services representative will contact you to discuss your migration and put a plan in place based on your specific needs.
  3. CUSTOMER: Provides connection settings for current IMAP server and list of mailboxes to migrate. 
  4. Smarsh Hosted Services: Test connection to IMAP server and create Exchange mailboxes.
  5. CUSTOMER: Verify that your account objects have been imported correctly. At this time you should also provide Smarsh Hosted Services with a cutover date when you will switch your end users to connect to the new account.
  6. EVERYONE: You will need to enable optional add-ons such as ActiveSync, Blackberry, Lync IM, archiving, etc in CONTROL PANEL.
  7. Smarsh Hosted Services: Change mail routing on your Hosted Exchange account to deliver to your current IMAP server by enabling Mail Filter Redirection.
  8. CUSTOMER: Change MX records for your domain to point to your new account and create Autodiscover record. 
    Note: If you are using third-party filtering solution and would like to continue using it after cutover, instead of changing MX records now, you need to change the forwarding from filtering solution to Smarsh Hosted Services MX records at the point of cutover in Phase 3. .

    PHASE 2. DATA MIGRATION .
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  9. Smarsh Hosted Services: Your mailbox data will be exported from your existing IMAP mailboxes and imported into your Hosted Exchange account. Depending on the volume of data and connection speed, there are several export and delivery options for PST’s containing your mailbox data.
    Note: If you have provided necessary information about current IMAP server, Smarsh Hosted Services will perform initial data pull. Please note that IMAP data pull copies mail items only. Contacts, Calendars and any locally stored data need to be migrated using PST files after cutover.
  10. CUSTOMER: Verify that the mailbox data has copied correctly to the new account by asking users to login to Outlook Web Access. Once you have verified the data has been copied correctly the migration will proceed.
  11. CUSTOMER: Pre-configure profiles on your Outlook clients to connect to your new Hosted Exchange account.
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    PHASE 3. DELIVERY AND END-USER CUTOVER
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  12. Smarsh Hosted Services: Confirm MX records have already been propagated through the Internet.
  13. EVERYONE: Cut over to the new account. 
    1. Smarsh Hosted Services: Changes mail routing to now deliver to your new Hosted Exchange account by disabling Mail Filter Redirection.
      Note: If you are using third-party filtering solution and would like to continue using it after cutover, you need to change the forwarding from filtering solution to Smarsh Hosted Services MX record at this point.
    2. CUSTOMER: Create a new SPF record for your domain. 
    3. CUSTOMER: Configure all your clients and devices to connect to the new server
  14. Smarsh Hosted Services: Smarsh Hosted Services will copy a differential of mailbox data from your current IMAP server to capture any new mail since the initial copy.
  15. CUSTOMER: If end-users have Contacts, Calendars and any locally stored data to Exchange mailboxes, you need to move them manually client-side.
  16. CUSTOMER: Verify that the data has copied correctly. Once you have verified the data has been copied correctly, the migration will proceed.
  17. EVERYONE: Smarsh Hosted Services will work with you to determine if the migration is 100% complete.