Migration Playbook

Overview

This playbook guides organisations through a safe migration to the Noveu platform. The approach is based on proven methodology with minimal disruption to daily work.

Migration principles

1. Minimal interruption: users keep working during the migration; only the switchover itself requires a short interruption
2. Rollback ready: Every step can be reversed
3. Data integrity: Full verification of migrated data
4. User-centric: Minimal training required

Timeline Overview

┌──────┐     ┌─────┐      ┌─────────┐      ┌───────┐     ┌─────────┐
│Intake│ ──► │Pilot│ ──►  │Migration│ ──►  │Go-Live│ ──► │Aftercare│
└──────┘     └─────┘      └─────────┘      └───────┘     └─────────┘

The lead time per phase is determined per project, depending on the size of the organisation and the scope.

Phase 1: Intake and Inventory

Goals

• Complete picture of the current environment
• Identification of risks and dependencies
• Migration plan and schedule

Activities

Activity	Responsible	Output
Kickoff meeting	Project lead	Project charter
Technical inventory	Noveu	Asset register
User inventory	Customer IT	User matrix
Application mapping	Both	Integration map
Risk assessment	Both	Risk register

Inventory Checklist

Accounts and Identity

• Number of active users
• Groups and distribution lists
• Service accounts
• External guests/partners
• Current setup of sign-in and directory (for example Active Directory)

Email

• Number of mailboxes
• Average mailbox size
• Shared mailboxes
• Public folders
• Mail flow rules
• Forwarding and delegations

Files

• Total data volume
• Classification of sensitive data

Applications

• Integrations with mail/calendar
• Custom add-ins
• Mobile devices
• Third-party integrations

Deliverables Phase 1

• ✅ Migration Assessment Report
• ✅ Data volume estimate
• ✅ Risk register
• ✅ Detailed schedule
• ✅ Go/No-Go decision

Phase 2: Pilot Migration

Goals

• Validation of the migration process
• Identification of unforeseen problems
• Testing the user experience

Pilot Selection Criteria

Criterion	Reason
10-25 users	Enough for a representative test
IT-savvy users	Can report issues well
Non-critical functions	Limited business impact
Diverse use cases	Tests different scenarios

Pilot Activities

Step A: Setup

1. Provisioning pilot accounts on Noveu
2. You add your own domain under Settings, Domains. The domain itself stays where it is now.
3. Creating accounts with one Noveu login for the pilot group, with MFA
4. Client deployment (manual IMAP/SMTP configuration in Outlook)

Step B: Migration and Validation

1. Mailbox migration via batch (in development)
2. User validation
3. Issue tracking and resolving

Pilot Success Criteria

• All pilot mailboxes fully migrated (in development)
• Sending/receiving email works flawlessly
• Outlook client functions normally for mail
• Mobile mail works
• Creating appointments in the calendar and inviting participants
• File access works in the web app
• No critical issues open

Deliverables Phase 2

• ✅ Pilot completion report
• ✅ Issue log with resolutions
• ✅ User feedback
• ✅ Process refinements
• ✅ Go/No-Go for mass migration

Phase 3: Mass Migration

Migration waves

Per project, we agree on how users switch over in groups.

Migration methods

Email Migration (in development)

Method	Use Case	Status
IMAP	Any mailbox that speaks IMAP	(in development)

Coexistence Period

During the migration, both environments run in parallel:

• Mail at Noveu, with IMAP, SMTP and webmail, alongside your current environment. Your own domain, with your own email addresses.

Rollback Plan

In the event of critical issues:

1. Stop the current wave
2. Back to the old mailboxes
3. Re-enable old mailboxes
4. Analyse and fix issues
5. Replan the migration

Phase 4: Go-Live and Cutover

Cutover Checklist

T-7 days

• All users migrated
• Communication to the organisation

T-1 day

• Final sync of all mailboxes (in development)
• Backup of the old environment
• War room set up
• Support team briefed

T-0 (Cutover)

• Monitoring activated

T+1 day

• Mail flow verification
• Spot check of users
• Issue triage

Communication plan

When	What	Channel
T-14	Announcement of the migration	Email, intranet
T-7	Instructions and FAQ	Email
T-1	Reminder	Email, Teams
T-0	Go-live confirmation	All channels
T+1	Status update	Email

Phase 5: Aftercare and Optimisation

Aftercare period (4 weeks)

• Support by email on working days, according to the SLA
• Quick fixes and fine-tuning

Decommissioning the Old Environment

1. Read-only mode for the old system
2. Data archiving
3. Licence termination
4. Clean-up and closure

Knowledge Transfer

• Administrator training on the Noveu platform
• Handover of documentation
• Escalation procedures
• SLA and support contracts

Contact

Questions about this playbook? Get in touch via support@noveu.eu.

Customer Team (to be appointed)

• Executive Sponsor
• Project Manager
• Technical Lead
• Change Manager

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Version: 2.0