One common requirement we hear about from customers preparing to migrate their mail to IBM Connections Cloud—or platforms such as Exchange or Google, for that matter—is the need to find out if there are any encrypted emails present across all user mail files. They need them decrypted before the migration, or else the documents will be inaccessible on the new platform. After this post, you’ll know how to create a full report of encrypted emails across an entire server by using databaseEZ, scanEZ, and the included automation script. Let’s begin.

When it comes to document encryption, there are three possible scenarios:

  1. Documents (Emails) are encrypted using secret encryption keys: secret keys are used to encrypt and decrypt the message and shared between people allowed to view the message content.
  2. Documents (Emails) are encrypted using public key(s) of internal users: emails end up encrypted with the selected user’s public keys, to be only decoded using their secret keys stored in their ID files.
  3. Documents are encrypted with the public key of external users: This is the same as #2, but uses the previously shared public key of an external user.

Thankfully, you can use scanEZ’s built in Document Analyzer tool to easily identify documents that meet any of the above conditions—even across multiple mail files (see fig. 1).

Fig. 1 Use scanEZ’s Document Analyzer to identify documents that match any document encryption scenario.

Now that’s great and all, but the real dilemma is how to extend this functionality across multiple mail files. Basically, how can you get a snapshot of your encrypted email situation across all mail files?

The answer lies in the EZ Suite tools’ automation (Ytria API) functionality that we first introduced in version 12.

Yes, there’s a script for that! Using the following automation script, you can get a report of all the documents fitting the above scenarios across as many databases as you want on a given server. This script requires you to have both databaseEZ and scanEZ. You’ll simply use databaseEZ to select which databases, and then have scanEZ do the scanning.

Here’s the script. Just copy/paste it into any text editor and then save it as an XML file to a location of your choice.

Just follow these 3 simple steps to complete your report:

  1. Open databaseEZ on the server of your choice and load the mail files you’d like to scan.
  2. Select the mail files you want to scan in the main grid, right-click, and choose the ‘Execute Automation File on… > scanEZ’ context menu option.
  3. Select your saved automation XML file, click ‘OPEN’, and then sit back until the process goes through all mail files.

A thorough report of all encrypted emails will be exported to an Excel file; the results for each encryption status will be shown on separate pages in the workbook (see fig. 2). You will find your report in the same location the saved XML file.

Fig. 2 Your report will be exported to an Excel file saved in the same place as the automation script used. The results for each encryption status will be on separate pages.

How did you like this quick tip?

This is only one of a multitude of tips and scenarios you’ll see in our migration webinar coming up on May 17, 2017. Whether you’re moving to another technology platform or simply thinking about upgrading your current one, this webinar will show you how to assess what your environment contains—and whip it into shape.

For better viewer flexibility we’re running two showings of this webinar, the first at 8:00 a.m. EDT (2:00 p.m. Europe Time), and a second at 2:00 p.m. EDT (8:00 p.m. Europe Time). Don’t miss out!

See the full agenda and save your spot for Informed Domino Consolidation for Microsoft Migration on May 17, 2017.

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