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5/23/2011 11:51:07 AM
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How Add2Exchange Works

In order to access Add2Exchange, you must be logged into the "replication server" as the Add2Exchange Service Account, by default, named "zadd2exchange" if installed as the default user.  If you do not know the Sync Service account, stop the Add2Exchange Service on the replication server and change the password and make note of it.  If you change the pw, you will need to use that new password in the Add2Exchange Service in the Services tab and open Outlook an remember the new password for autodiscover to work correctly.  Normally the account is set to never expire.  This is a powerful account, so make it be hard to guess and not the same as any other account.

In order for Add2Exchange to replicate, you cannot have the Add2Exchange Console open or be making changes to the relationships in the Add2Exchange Console.  Also, there can not be another session with that account logged in with the Add2Exchange Console open.  Tip: Sometimes there may be another RDP connection to the server (TSADMIN) which has the Add2exchange Console open in another session.  Look to Task Manager for all users image name on the replication server.  You can see success audits eventually in the Add2Exchange event log for success or failures.  We suggest setting logging to start and stop logging to monitor sync times. Please close the Add2exchange Console and start the Add2Exchange service. 

If you open the Add2Exchange Console after you start the Add2Exchange (A2E) Service, the A2E Service will the stop automatically.

How to "Poke it" to do the changes you make immediately:

Normally Add2Exchange will be fully automatic, but sometimes you may want to onboard or offboard a user.
Onboarding – add users to our managed distribution list(s).  To offboard, remove from the managed distribution list(s).
If  you are doing gal sync, add the distribution list we are using, like zgalsync, and a relationship will be made next sync.  If you are using a distribution list to determine which objects get synced out to people, such as zgalinclude, add or remove the user from that list and it will make or remove the object for that user. 

  • Log into the server hosting Add2exchange as the service account

If you have not given permissions, do so.  If you are using the service account and the Timed Task to automatically give permissions, open the Scheduled Tasks and run the task for Permissions.  Run all permissions tasks that apply, either On Prem or 365. On prem permissions are almost immediate but if O365, wait 20 minutes to do give it time to apply, and note the task result was successful.

  • Open Outlook to make sure it opens correctly (ie, was not prompted for a password, doesn’t open)  IF Outlook doesn’t open, contact tech support.  If you remake the profile, make sure it is named the same as the existing, and it is an online profile, non cached.
  • Verify Outlook is connected
  • Close Outlook
  • Open the Add2exchange Console
  • Immediately exit the Console
  • Upon exit, if it was in the middle of syncing, it will ask you if you want to continue where you left off.  If are prompted, select NO
  • When asked will you be logging off while the Add2exchange is running: NO
  • Do you wish to watch the add2exchange agent progress while the Add2exchange Service is Running: Yes
  • Reminder! The synchronization service is currently not running: YES start the synchronization service prior to exiting
  • Watched the synchronization start and run and review the Add2Exchange Event logs for successes.


TIP: If relationships are not being removed when you remove from the distribution list, when in the Add2Exchange Console:

  • Select Relationship Group Management from the top drop down
  • On the left, Select the distribution list you want to evaluate
  • Your user should show up there as unchecked if not in the dist list. 

Close the Add2Exchange Console as outlined above.

When the Add2Exchange Service is started, up to 30 seconds later, the Add2Exchang Agent will come into memory.  If selected, Relationship Group manager will run first and add and remove any new or old relationships.
After Relationship Management (Relman) is done, and if selected, Gal Manager will run.  If not, it skips to Calendars and then Contacts the Posts and Notes if they apply.

The first relationships synced for that folder type would be the NEW relationship sync or the RESET for the relationship(s) which should be deleted. 

When you close the A2E Console it will ask you to start the Add2Exchange Service.  Start it.  If if fails, check password starting the Add2Exchange Service. You can start the Add2Exchange Service from the Services Control Manager (services.msc) applet with the A2E Service Account Credentials.  It should automatically open.  The SQL2005 Express A2ESQLServer Instance should also be started with the A2E Service Account Credentials, but SQL2008 and all newer versions of SQL should be started as local system account.   We have made a white DidItBetter Management Console (DidItBetter MMC.msc) shortcut on your desktop which combines the services mmc and event viewer and other useful features used in A2E for your convenience. 

After the Add2Exchange Service Starts, A2E will do the first sync cycle, which is independent of the timers set in the Add2Exchange Console /Services/Utility dropdown.   In the Add2Exchange Console there are several modules in the Services Utility.  If set to anything other than 0, it will do that kind of Sync, and then finish, then wait 60 seconds and then do the next type.  The initial Sync will run all modules and then wait about 30 seconds between modules and run the next no matter what the time sleep interval is set to in the Console. 

It runs RELMAN, GAL, CALENDARS, CONTACTS, POSTS, NOTES, TASKS, and Confidential Email Notifier in this order. 
This special timing happens only if the A2E Console is closed and service started and no matter what interval you set in the Add2Exchange program.  After it does this initial sync cycle, it will wait the intervals you specify and then start syncing for that folder type.  If you open the Console, it stops the Add2Exchange Service and if syncing, stops the Add2exchange Agent.

Typical values for the timing are 12 hours for Relman and GAL, Calendars can be anywhere from 10 minutes, 30 mins to an hour or once a day, depending on what information needs to be synced and how often it has to be updated.  Contacts can run 10 minutes to once a day.  The timers are actually sleep periods, so it takes however long, then sleeps for 10 minutes and if nothing else is running, it will start again.  The functions are serial, in other words, if Calendars are running, and Contacts are set to go, it will wait for Calendars to end and then start Contacts.

How A2E works:

The Add2Exchange Service is in memory 24/7 365.  When it hits the first sync cycle or on the timed interval, the Add2Agent comes into memory and directs the program on which folder type to replicate. 

If you open Task manager and go to processes tab and sort by image name for all users, it shows the Add2Agent program getting some CPU time, sometimes in bursts.  That program usually stays in memory during the entire processing of all relationships of that folder type.   When it is done with that relationship type, it will drop, and if there is another one, the Add2Agent will direct to load and process that relationship automatically until they are all completed.  If you have Start and Stop logging on from within the Add2Exchange Console, Services, Utility, it will put a success audit of that module in the Add2Exchange Event log.  You can conveniently access that from the White DidItBetter MMC icon on the desktop or from Event viewer.msc.

Then when done with each folder type, it waits another 30 seconds and then does Contacts and then Tasks, etc, then it will wait until the appropriate interval and do them again.  They will not run simultaneously, but wait for the next cycle.  Each will put a success audit in the log.  Add2Exchange will always report all errors and Start and Stop logging is normal and will tell you how long it takes for each sync cycle for each folder type.

With Add2Exchange Enterprise Edition or 365 Edition, you can "turn off" the sync process modules for each module type from within the Add2Exchange Console, Services, Utility.  The order for Enterprise edition to run through syncing is slightly different, but each folder type goes through the initial sync.  If not set to 0, for time interval (off), each module runs right after the Add2Exchange Service is initially started and the Add2Exchange Console is closed. Opening up the Console will stop the service, and if the service is started with the Console open, it will not sync.

IF the timer in the Console set to some non zero number, the Relationship Management (RelMan)  will run and it will make and remove relationships. Usually this is set to once or twice a day, depending on how often you hire and fire people.    Add2Exchange Enterprise employs a relationship template system for the attachment to distribution groups for the automatic creation and removal of relationships, and this is done when it runs the Relationship Manager (Relman).  If you are making single relationships (one offs) then you will have to make the relationship manually within the Add2Exchange Console.  

If Relman is "on", these two processes run before Calendars, Contacts, Tasks, Notes, Posts and the “Confidential-E Post it Notifier” process with a 60 second interval between them in that order.  Again, in the Enterprise Edition, you can turn off each process so they don’t run if not turned on. 

A review of the Task Manager Processes Tab and sorted by Image name and Add2Exchange Event Viewer will give you a clearer understanding of how the program operates and how long it takes to sync each folder type.  Keep the Logging on Start and Stop logging from within the Add2Exchange Console.  There is usually no need to do Full logging as if there are any errors, they will always show in the event log.

Look for Success Audits in the Add2Exchange Event Viewer for a history of syncs and how long it takes.  The Gal Syncing (GALSync) caching function runs if set to some non zero schedule.  All the GAL items specified to be included in the GAL sync are copied and synced to that location specified.  Usually the GAL is set to once a day or more, depending on amount of GAL changes expected.  Remember,  if you want it more often, you can always stop the Add2Exchange Service, make the change in the Add2Exchange Console, Services/Utility drop down, Apply the changes and then and then close the Console and start the A2E service up again.

If you have issues, please communicate to Support the "free way" (comes with every license) is to send any of your event log failures, together with an Export of your Setup (Help- Export) attached to an email support request here: Create and Support Request.