Optimising Mail Transfer Performance During Offboarding

When offboarding users, the Migrate Emails step processes transfers on a user-by-user basis. When offboarding a large number of users simultaneously, this sequential process can result in significant delays. The two methods below can help improve transfer speeds.

Method 1: Use separate destination accounts

By default, some organisations direct all offboarded mail into a single archive account. This creates a bottleneck, as only one migration can run to a given destination at a time. Configuring offboarding policies to migrate mail to individual destination accounts instead allows multiple transfers to run in parallel.

To configure this:

1. Navigate to your offboarding workflow settings in CloudM Automate.
2. Update the Migrate Emails step to direct mail to a specific destination user rather than a central account.
3. Repeat for each user being offboarded, specifying their unique destination address.

Method 2: Pre-migrate using CloudM Migrate Self-Hosted (recommended)

For the fastest results, use CloudM Migrate Self-Hosted to move email data before starting the offboarding process. CloudM Migrate Self-Hosted is multi-threaded and can handle multiple migrations simultaneously, offering significantly higher speeds than the single-threaded offboarding process.

1. Migrate first — use CloudM Migrate Self-Hosted to migrate the user's email data to the destination account.
2. Offboard second — once the migration is complete, start the offboarding process in CloudM Automate.
3. Disable the Migrate Emails step — since the data has already been moved, disable or remove the Migrate Emails step from the offboarding workflow to avoid duplication.

Important considerations