Self-Service Migration with Cloudiway
Enable users to migrate their own mailboxes with Cloudiway self-service migration. Perfect for Zimbra, IMAP, and Office 365 migrations when admin credentials are unavailable.
Overview
Cloudiway's self-service migration feature enables end users to migrate their own mailboxes when administrator credentials aren't available. This approach is particularly useful for hosted email environments or scenarios where centralized access isn't possible.
Users receive a secure link via email and enter their own source mailbox credentials to initiate their migration—no IT intervention required for the actual data transfer.
Supported Source Platforms
When to Use Self-Service Migration
Ideal Scenarios
- Hosted email providers without admin access
- Third-party Zimbra or IMAP servers
- Decentralized organizations
- Personal mailbox migrations (BYOD)
Consider Alternatives When
- Admin credentials are available
- Users may not respond promptly
- Tight migration deadlines
- Non-technical user base
Setup Process
Create Source Connector
When creating your connector (Zimbra, IMAP, or Office 365), select "Self Service" from the Authentication Type dropdown instead of providing administrator credentials.
Connectors → New → [Select Type] → Authentication Type: Self Service Add Users to Migration List
Add users to your migration list as usual. The source credentials will be collected from users directly via the self-service form.
Send Self-Service Email
Select the user(s) and choose MIGRATION → Send Self Service Email. Specify where to send the link:
- Source mailbox only
- Target mailbox only
- Both source and target
Email Delivery
noreply@cloudiway.com. Ensure your spam
filters and email security rules allow these messages. Check junk folders if users
report not receiving the link.
User Experience
What Users See
Email Notification
Users receive an email from noreply@cloudiway.com containing a
"Self Service Link" button.
Credential Form
Clicking the link opens a secure form where users enter their source mailbox username and password.
Migration Starts
After submitting credentials, the migration begins automatically. Users can continue using their email while migration runs in the background.
Pro Tip: Send a preliminary communication to users explaining what to expect and why they're receiving the self-service email. This improves response rates and reduces support tickets.
Alternative Method: Manual Credential Entry
If you already have the user's credentials (with their permission), you can bypass the email step and enter credentials directly.
View Self Service Form
From the migration user list, select the user and choose View Self Service Form instead of sending an email. This opens the same credential form, allowing administrators to manually input credentials.
User List → Select User → MIGRATION → View Self Service Form Use Case
Best Practices
Whitelist Cloudiway Emails
Configure email filters to allow messages from noreply@cloudiway.com
before sending self-service invitations.
Pre-Communicate with Users
Send an internal announcement explaining the migration and what to expect from the self-service email. Include sample subject lines to watch for.
Send to Both Mailboxes
When possible, send the self-service link to both source and target mailboxes to maximize the chance users see and act on it.
Monitor Response Rates
Track which users have completed the self-service form and follow up with reminders for those who haven't responded.
Have a Backup Plan
For users who don't respond, consider using the "View Self Service Form" method with credentials collected through your help desk.
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