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2/23/2012 4:44:44 PM
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Best Practices on how to terminate an employee with Add2Exchange or Add2Outlook relationships

If using Add2Exchange Standard or Enterprise or Add2Outlook and you want to remove a user, delete an account or stop syncing to or from that account, you should do this procedure before you delete the account, hide from the GAL or detach the mailbox.

Best practices to Terminate an employee who has Add2Exchange or Add2Outlook Relationships.  Please read this entire post before proceeding:

For more information on how Add2Exchange works as an overview, see this link

Quick Steps to Off boarding users with Add2Exchange Relationships:

Tips:
Enable the account and Unhide the account from the GAL
In the Add2Exchange Console, delete any single rels and select to remove destination items
Remove users from distribution lists in Exchange, not from within the RGM (by checking and unchecking users)
Make sure Services Utility has Relman and that folder type set to some nonzero timeframe.
If you have already detached the mailbox, you could attach the mailbox again or accept the orphan copies.

Close the A2E Console and run a sync
Then you can follow your normal account termination process.

Discussion of Off boarding users with Information Sync Relationships:

Using Enterprise Edition and Relationship Group Manager (RGM):  Remove the user from the distribution group that the Add2Exchange Template (Enterprise) is attached to, and do not hide delete or detach the mailbox so the program can detect the user is not there, and successfully remove the relationship and the data it copied to or from that mailbox.

If using RGM, make sure in the Console, Select Services, Utility and make sure Relman is set ON to usually, once a Day.  Close the Add2Exchange Console and Restart the Add2exchange Service.

If using the Enterprise edition (or Standard edition)  with single relationships - go into the Add2Exchange Console and right click and select Delete for any of the single relationships to or from the user and select to remove destination items. 

Close the Console and start the Add2Exchange service when prompted. 
Wait until a success audit in the Event log shows for Relman, and one success for that folder type of relationship being removed, such as Calendars or Contacts.  There should be event log entries for what happened when removing the relationship.  Open the A2E Console and it should have removed the relationship(s).

Then, after the user no longer has relationships,  you can do whatever you want to the account.

Exceptions:
If Relationship is in alert, or if you don’t have the mailbox or account anymore  - or have done more than just disabled or hidden the account.

For those relationships to or from that account you have in alert and potentially in the trash, you can either:

Accept that A2E won’t cleanup – potentially leaving orphan items in the destination if that account was a source folder, or
Attempt to have Add2Exchange cleanup, if the mailboxes are still there and is possible and preferable to unhide the account for that brief cleanup period.

To Accept that A2E won' cleanup: Open the Add2Exchange Console, Go to Global Options, select "Empty Trash" and close the A2E Console and restart the service.
To attempt to have Add2Exchange cleanup: Make sure the accounts are accessible and run the Recovery and Migration Manager tool to try to fix the alerted relationships

If it is important for the destination items are to be removed, these orphans can be removed with the A2OToolkit.  Special Care should be used in using this tool.

If you have already deleted the account, and it was only a destination of a relationship, then you can force delete the alerted relationship and select to Empty the trash from the Add2Exchange Console Global options.  Doing this repeatedly will still have a stable system, but will create unnecessary data in the database, slowing sync times.

The best way to “terminate”  a user with an Add2Exchange Relationship

If you created clone relationships using RGM, and there are templates attached to a distribution list, JUST BY removing the user from the Distribution list(s) to which you attached the RGM Template in Enterprise Edition, this will remove the relationships and items copied.

If there are single relationships, they have to be removed from the Add2Exchange Console.

Log on as your admin to AD and Exchange
For the account in question, Set log on restrictions if desired
Change the password for the termed user
Remove the user from the managed distribution list Add2Exchange is making a template

Do not at this point hide the user from the Global Address List (GAL) – wait until Add2Exchange can “clean up” and remove destination copies and then after a success audit, for Add2Exchange, you can hide the account and do what you wish to it.   Wait for a full success audit for Calendar or Contacts.
Then log in the replication server (where Add2Exchange is installed) as the Add2Exchange Service Account.
Open the Add2Exchange Console and see if there are any single relationships for that user.  If so, select to right click and delete them.

 

TIP:  if the account you are deactivating had a relationship which was a source folder being copied to others, this is essential to remove destination items and desync so as not to create “Orphan Items”, or those which will never be updated again.

If there are single relationships made and they are not in alert, for either Standard Edition or Enterprise Edition, delete the relationships and select to remove the destination items and let a full sync occur before hiding or tombstoning the account.  Look for success audits in the Add2Exchange log before continuing to off board the user.

If there are templates attached to a distribution list, JUST BY removing the user from the Distribution list(s) to which you attached the RGM Template from Enterprise Edition will remove the relationships next time Relman Runs.
Restart the Add2Exchange Service to remove them. If the relationships are in alert, and they were hidden from the gal and you have unhidden them, you can delete them and select to remove the destination items and it should proceed to dereplicate correctly.

If the relationships are in alert and they were not hidden, but the accounts are deleted, you have to delete the alerted relationship and select to remove destination items, even though the system probably can't, and you would select Empty Trash.  

Then, after the Add2Exchange Full Sync/desync for that folder type, in the user’s folder will be only the source items which you may wish to move to another user or public folder so they can again become part of an active sync relationship and be synced again.  Then you can proceed to your normal off boarding process with delete or archive or hide the account from the GAL.

TIP: Make sure Add2Exchange has Success Audit logging on in the Add2Exchange Console.  To set this, log on as the A2E Service account, open the Add2Exchange Console, go to Services Utility and set Logging to Start and Stop.  That way you can tell in the Add2Exchange Event log  when it completes a full sync for that folder type. Then restart the Add2Exchange Service to kick off a full sync/desync.


General Questions Answered

If your installation is Add2Exchange Enterprise you may have both single relationships made to or from the account you are disabling or you may have a Relationship Group Manager Template relationship made.  Templates are made by including and removed by excluding from a distribution list, so removing the users from the Distribution list will automatically remove the relationship. Since the Template relationship specifies what you would like to do if the user is removed from the distribution list, editing the Template  and reviewing the second to the last tab – what to do when removed – would be good.  Normally it is remove destination copies. See the help on that page for more informational advice. 

If you have single relationships to that termed or near termed account, delete the relationships and select to remove destination items from the destination folders so it does not leave any ORPHAN copies there. If you are using the Relationship Group Manager templating system, where the relationship template is attached to a distribution group, be sure to remove the distribution groups from the user’s “Members of” before the account is being hidden from the GAL, and then cycle the Add2Exchange Service to allow for the clean-up.  After a full success audit in the log, you will see the relationship will be gone. 

TIP: If it is still there, and in alert, and the account is not hidden and still has a mailbox, and the account is part of a source relationship, where the folder within the mailbox is a source of any relationship, proper operation would be to license and run the Recovery and Migration Manager Tool to fix the relationship first so it can clean up any orphans automatically.  Cleaning up afterwards is harder to do with many relationships.  If this is your case, send a support request and consider Premier Support to assist and train on best practices.  http://support.diditbetter.com/support-request.aspx

 

 

Recovery and Migration Manager Tool          Buy Now

Add2Exchange/Add2Outlook ToolKit            Buy Now

 

2/24/2016 9:49:43 AM
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Best Practices on how to terminate an employee with Add2Outlook relationship(s)

Removing a User  with an Add2Outlook Relationship

This process should be done when we receive notification of departure and before account is hidden, deleted or disabled.

On Add2Outlook Contact Sync System
1. In Outlook Profile using zAdd2Outlook (typically already running)
2. Click Add-In Ribbon Selection
3. Click Stop Sync and Timer Stop
4. Right Click on Departed User’s name in the navigation pane on left side of Outlook.  Select Data File Properties -> Select Add2Outlook Tab
5. Scroll down to Contact or whatever folder type and find the relationship(s) and select it.
6. Right click on one of the user’s relationship.  Select Delete
7. Acknowledge Delete warning and put in reason.  Select to remove destination items.
8. Repeat Steps 5 through 7 for all relationships until done
9. Close the console and start the Sync from the Add ins tab or wait since the timer is set on when you drop the A2O Console. Wait for the removal of sync’d contacts from the user’s Contacts.  This may take several minutes or hours, depending on the amount of data. 
10. The remaining steps can be done when we archive/delete the user account.

When fully deleting user – After above steps are complete and Contacts are cleaned
On Contact Sync System
11. File -> Account Settings -> Change Account -> More Settings button -> Advanced Tab
12. Remove the departed user account from the list of additional mailboxes.
13. OK, Next -> Finish -> Close

Optional - On System with Primary Admin Outlook Profile
14. Open Outlook profile using Primary Admin in non-cached mode
15. Archive departed user’s to a PST using Export on specific user account
16. Name export file ‘User’_saved.
17. Move saved PST to on Exchange Exports share on server

On Office 365 Admin Login
18. Delete user account

 

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