Email Migration Deployment

Recently I interviewed an EVERWORKS expert, Wong, on how to move a domain from one old SmarterMail Server to another New SmarterMail Server.

Move a Domain from one old SmarterMail Server to Another New SmarterMail Server

An email migration is the process of moving files of an email service for the domain from one old one to another. A migration occurs due to reasons such as insufficient space, required additional features, or needed email server performance enhancement.

Recently EVERWORKS performed an Email Migration to upgrade its internal email service for its own operational use. In this migration, there are tips that hopefully will help you to better prepare for a smooth migration. (Perform migration easily with EVERWORKS Migration Service).

Here are steps to Migrate a Domain from one old SmarterMail Server to another New SmarterMail Server:

Tip 1: Schedule a Migration

It is best to schedule migration during a period that has the least amount of activity, to ensure that little is hindered and there is sufficient time to perform such a migration.

Tip 2: Notify all Stakeholders

Take importance to the notification to everyone (employees, suppliers, customers, vendors, etc) that there will be an EMAIL SERVER PLANNED MAINTENANCE, including the anticipated period the email service will be unavailable, specifically what would be affected, and when to expect service to resume as normal. Normally notifications are sent out through Email, but depending on company policy, methods for formal notifications may vary. 

Tip 3: Set a cutoff date for Email Housekeeping

Set a deadline for email housekeeping for all stakeholders involved or affected. A good practice would be a minimum of 7 business days before migration occurs.

Tip 4: Backup

Ensure that adequate backups have been put in place before the migration is underway. Also include domain backups.

Important Steps

Important Note: Ensure that SmarterMail is stopped on both servers before proceeding.

Make a back up copy of the DomainList.xml and the domains folder before starting. Locate the domain's folder. By default, this folder can be found at C:\SmarterMail\Domains\[domain-name]

Move this folder from the old server to the new server via FTP.

- File transfer protocol is a standard network protocol used to transfer files from a host to another over a TCP-based network such as the Internet.

Edit the domainList.xml file with Notepad on the old server. By default, this file can be found at C:\Program Files\SmarterMail\Service

Locate this line: 

<Domain name="MyDomain.com" directory="c:\SmarterMail\Domains\MyDomain.com"/>

Cut or copy this line from the file and save the file. Make a backup of the domainList.xml on the new server. Edit the domainList.xml on the new server. Paste the line you cut before into this document, and save.

Start SmarterMail service on both servers.

Modify the email primary MX record to the new IP Address. 

Note: This can take up to 4-12 hours for DNS Propagation through the Internet.

Note: There are cases that there is a need to speed up the DNS Propagation process. You can do this by modifying the default $TTL 14400 with the value (in seconds), such as 300 (5 minutes) to reflect the new IP Address change to retain availability of the email services hosted on the new server, to minimize the downtime of the email service. Also to avoid potential uncommon troubles such as having emails delivered to either servers at random.

For further support please contact +603 7806 3550 or email cvs@everworks.com should you need further assistance regarding this issue.

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