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IBM
Situation
We are in midst of migrations of room mailboxes from Domino platform over to Exchange 2010.
Since last week, we have been experiencing some random issues around room bookings/ free busy etc. post migration.
While some of the issues are more by design, some seem to be due to coexistence. All these issues are independent to
each other, but to end user they would seem like a single meeting room issue. The troubleshooting approach and resolution
for all are different and each issue is being dealt separately.
This document depicts all these different issues, there symptoms and work done so far on them.
The free busy information for these would apeear as hash lines.
If any user tries to book them, they get a decline :
P.20 team to work on removing the disabled rooms from the view in exchange 2010.
Impact:
Users would see these rooms in the view, though they are un-bookable. Users may try booking and they will get a decline.
Its more of an inconvenience to users.
Update
Project team has run a script to remove disabled rooms from the view (Sep 02) - This would take effect from Sep 03
morning, once the offline address lists are updated.
The rooms removed from view are any disabled rooms within Exchange as well as Domino.
List attached :
Disabled rooms.xlsx
Sep 04
Action items:
Need a process for BAU for future activity.
Updates :
This activity should be part of provision and de-provision- This process is currently being worked out between IBM P.20 (Rita
Falzon) and NAB ( Simon Thoday). The process change is due to changes on how mailboxes can now be directly provisioned
on Exchange 2010.
Rita has been notified to add this in the new process to be handed over to BAU. (i.e. if any room is disabled, it has to be
hidden from the address lists).
Issue 3: Meetings information (Subject/ organizer) available to everyone and not just free busy for 105 Miller
street rooms: Monitoring/WIP
105 Miller street rooms were migrated on August 30th from Domino to Exchange.
Post migration, the meeting information like subject/owner got visible to everyone for these rooms. By default users
should only be able to see whether a room is free or busy.
This is how it was appearing :
Sep03:
There are still some rooms reported in 105, showing subject/organizer information.
All those rooms details given to Project team.
Ciraran from P.20 team is verifying those additonal rooms still reporting an issue.
.
Sep04
Action items- Check permissions again and see if they are intact.
Update- All permissions are intact and good. Project team to monitor this.
Issue 4: Meetings information (Subject/ organizer) available to everyone and not just free busy for random
individual users: Expected behaviour.
This is similar to issue#3, with the difference that it is for some individual users.
Example:
This is not a global issue, but more of a setting a user has on his/her calendar. This can be changed easily by the user or an
exchange administrator if requested.
Sep04
Action: This is a user based setting so it depends on whether user has this has enabled. Steve to check with Nick whether
we has any permission enabled.
Issue 5: Any meeting (single or recurring) booked (by delegate or manager) while room is in Domino, post
migration the meeting cannot be updated by the organizer or delegate. This happens when the update is
made to subject/attendees etc. and time is kept same. WIP
If a meeting is booked while a room is in Domino, post migration the meeting cannot be updated by either the organizer or
delegate.
This is happening if the updates are done for any other property except the time. I.e. if time for meeting is kept same and
the organizer/delegate makes updates around attendee list, agenda /subject or any other property, a decline would come.
Case 1
Post migration, user tries to update the meeting( changes subject and add additional attendee but time is same, gets a
decline)
Case 2
If an update is sent, and time is changed, Exchange puts a new meeting with the new details in the room but the old
meeting also exists. Its not removed. So again exchange is not able to detect it as an update but treats this as a new
meeting
Sep-03
P.20 team is doing some additional testing on some machines that arent integrated with smart systems versus integrated
with smart systems. Investigation is ongoing.
Sep-04
Action
Possibly related to Quest migration tool. Call logged in Dell, need to understand options to fix.
David to take a lead on this and have an update by Monday.
Communications if required needs to be worked out.
Update
The last update is the Quest migration tool is not migrating the tracking ID for meetings, resulting in this issue.
The migration tool being used is version- 4.12.1
Project team is working to get a new server with migration tool of updated version (4.7) and try some room migrations and
test.
Sep 03
The meeting room that doesnt show correct tracking information is still in Domino.
P.20 investigating to see if its a migration issue or a known coexistence issue.
Sep04
Action
Update required on issue
Update
This is not a migration issue, rather has been found out to be a coexistence issue.
This issue is impacting only if an update to a meeting is made.
Testing results
If a meeting is sent to multiple recipients (users, rooms on exchange, and rooms on Domino), the outlook tracking would
show correct information at the first go.
But, If an update is sent for the meeting, outlook tracking would not get updated for the rooms in Domino (so for instance
even if the room in domino accepts the update, still outlook tracking shows as none). It gets updated for resources in
Exchange.
We are at a stage where domino rooms would be migrated to Exchange soon so this issue should not be relevant post all
migrations are done.
Investigation
Exchange team checked and found Richard Skinner has only one entry in his calendar for 03/09/15. That entry is for a
meeting between 8 & 9 am.
Below data required for further investigation
1. Where was the booking made? Exchange / Domino / Panel?
2. Did Richard book the room or someone else helped him to book the room - If it is someone else we need to check that
person's calendar
Example-2
Kari S's PA booked a room in Notes via Resource Reservation Database and got the confirmation. During the meeting
another person interrupted the meeting to say he had the booking for that room.
Notes Resource reservation database shows a clean booking schedule, no duplicate.
Kari's PA Ruth had a booking from 10.30 to 12:00 and there are no conflicts showing in Domino.
Brijesh from Infosys has also mentioned they do not see any duplicate entry.
Action items
For further investigation, details required as to who interuptted and confirmed another booking for the same room.
Glenn/Shaun to do some testing at 800 and see if its an issue there