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2/23/2012 4:44:44 PM
Total Posts 159

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:

Quick Steps

Remove the user from the distribution group that the Add2Exchange Template (Enterprise) is attached to

And if Enterprise edition or Standard edition with single relationships - go into the Add2Exchange Console and delete any of the single relationships to or from the user and select to remove destination items


Close the Add2Exchange Console and Restart the Add2exchange service

Wait until a success audit in the Event log shows for that folder type – open console and it should have removed the relationship(s)


Then you can Disable the account in Active Directory and hide from GAL in Exchange Management Console if you wish


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

Open the Add2Exchange Console, Go to Global Options, select empty trash and close the console and restart the service

(these orphans can be removed with the Surgeon General from the A2EToolkit)


Or to attempt to have Add2Exchange cleanup, if the mailboxes are still there and is possible


Enable the account

Unhide the account from the GAL

In the Add2Exchange Console, delete any single rels and select to remove destination items

Close the console and run a sync


Then you can follow your normal account termination process

Again, If you have already hidden, unhide. 

If you have already detached the mailbox, you could attach the mailbox again or accept the orphan copies.

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.

If you deleted the account and still have the mailbox, you could recreate an account and attach the mailbox and that account was part of a source relationship, you will need to license the A2E Toolbox (or Add2Outlook Toolkit for Add2Outlook) and Contact to schedule with tech support for a remote session to get the system back in proper operation to regain the orphan items.  An orphan item is an item which was a destination item and is now not tied to any master source item, so it will not get updated.  Creating Orphan items is a bad thing, as far as synchronization is concerned, so avoiding this is a plus.  Undoing orphan items and making them tied again by recapturing the items as originals for syncing is done with the A2E Toolbox, Inspector General and Surgeon General options.  It would be best in this case to get a certified tech involved to identify exactly how best to solve your issue.  See the end of this FAQ.

Recovery and Migration Tool  Buy Now

Add2Exchange ToolKit  Buy Now


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

Log on as domain admin to Active Directory

Set log on restrictions if desired

Change the password for the termed user

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.

  • 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.

Then log in the the replication server (where Add2Exchange is installed) as the Add2Exchange Service Account.

Open the Add2Exchange Console

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 tomb stoning the account.  Look for success audits in the
Add2Exchange log before continuing.

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. Restart the Add2Exchange service to remove them.Iif the relationshps are in alert, and they were hidden from the gal and not now, you can delete them and select to remove the destination items

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 it probably can't.  

  • If none of the relationships are in alert, within the Add2Exchange Console, delete all single memberships - select to remove the destination items (usually)

  • Again, 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 in Enterprise Edition, this will remove the relationships and items copied.

  • Restart the Add2Exchange service to remove them.Iif the relationshps are in alert, and they were hidden from the gal and not now, you can delete them and select to remove the destination items

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 delete or archive or hide the account.


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.

Tip: Note time of stop and restart and wait until the logs show a new success audit after refreshing the log.  If you look to previous sync times for that folder type, you can estimate how long it will take for it to sync/desync. 


For more information on how to tell if Add2Exchange is working in general, see this link: http://support.diditbetter.com/Forums/Thread.aspx?pageid=1&mid=2&ItemID=3&thread=80

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 http://support.diditbetter.com/support-request.aspx


Hope this helps!


2/24/2016 9:49:43 AM
Total Posts 7

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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