Sharepoint Migration Low - Happiest Minds

123.2Pre-Migration Activities3.2.1. Components Redesign and Feature ReuseCustom components developed as full-trust solutions in SharePoint 2007 and subsequently movedto SharePoint 2013 On-Premises are not supported by Office 365. These components will need to beredeveloped using Microsoft Azure and Client Side Object Model (CSOM) available in Office 365.This table offers a snapshot of component mapping while migrating from the existing system toSharePoint Online.3.2.2.SharePoint 2013/2010/2007SharePoint OnlineServer-Side web partsSPFx web parts, RESTful APIInfoPath web partsSPFx web parts, RESTful APIEvent receiversRemote event receivers hosted in Azure,Azure Functions, Power AutomateSchedulers, timer jobsAzure Web Jobs, Power AutomateReports and dashboardsPower BI/CustomMaster page componentsSPFx extensions for modern UISite templatesModern templates, site provisioningwith Azure Functions and PowerAutomate, PnP PowerShellWorkflowPower AutomateStatic pagesModern PageExternal system connectorsLogic Apps, Power AutomateStaging Instance SetupExecuting content migration during the staging instance setup phase ensures any requireddevelopment is done before migration, and pre-requisite scripts from the staging server are run,confirming sanctity of production data. In this phase, backup from existing production is taken andrestored to a staging setup to mirror production.

133.3Content Migration3.3.1.Pre-migration Checklist ValidationPre-migration reports help understand the entire environment structure along with data andsupported features in both source and destination environments, and the below key validationsbefore initiating migration will add value to the journey.InspectChecked-outDocumentsThese documents don’t migrate automatically.The team working on content migration will needto generate a detailed report of all checked-outdocuments from the environment and reach outto all users to take necessary action against theirdocuments.Lists/LibrariesExceeding theList View ThresholdThe default List View Threshold is 5000 items fornormal users and 20,000 items foradministrators. Lists exceeding the List ViewThreshold will need to be identified.Identify Items orDocuments withUnrecognizedCharacters or SymbolsIn case of a source environment that has beenupgraded using any of the database attachmethods prior to the current migration,characters and symbols in the old environmentgenerally get converted into a non-readableformat. Third-party tools will not be able tomigrate such files. However, these tools dogenerate reports with discrepancies. Thespecific files will then need to be manuallynegotiated or custom code snippets will need tobe developed using CSOM/JSOM.Email-enabledLibrariesAs the email-enabled libraries feature is notavailable in SharePoint Online, this featureshould be disabled before migration.RemoveOrphanUsersOrphans are users who no longer have a validActive Directory (AD) account and it isrecommended to remove or replace theseorphan users before the migration phase.URLs Exceedingthe Length of256 CharactersItems or documents exceeding 256 characterswill need to be identified and their lengthreduced prior to migration.RunningWorkflowPowerShell scripts can be used on the stagingenvironment to identify any running workflowinstances, email-enabled libraries, and more. Ininstances with very few pages, customcomponents may be identified manually. Thesescripts will help identify an inventory of riskfactors that may need to be dealt with beforerunning migrations using the tool. In case ofany running instances of workflows, they willneed to be stopped or completed.

14Here’s the complete checklist that needs to be considered in the source as well asdestination environment:Source EnvironmentCategoryChecklistAnalysis andInventoriesEnumerate site collections and sitesFind last-modified usage of sitesFilter unused sites based on stakeholder requirementEnumerate lists and librariesEnumerate workflowsEnumerate users and permissionsEnumerate custom solutionsUser alertsLocate blocked file typesIdentify and remove orphaned users listIdentify large lists or librariesCheck retention policies (information rights management)Pre-migrationBack up production dataEnsure staging restoration (back up all data andtest the restore)Ask users to check-in any document currently checked-out,including those that have never been checked in, and ensurethe most recent version is migratedClose all running workflows

15Destination EnvironmentCategoryChecklistRemarksAnalysis andInventoriesMap destinationarchitectureDo the destination lists and librarieshave the same structure andnomenclature? Third-party tools canbe leveraged for migration, andotherwise, custom PowerShellscripts/CSOM have to be used tomap the schema and migrate.Run several migrationtests – pilotFaster migration speed can beachieved during non-business hoursand weekends.Highlight all existingunsupported anddeprecated features indestinationPublishing features are notsupported in Modern UI.Use achieved speed toextrapolate the overalltime required for all sitesSync user profileDeactivate publishingfeaturesMigrationStaging3.3.2.Site TemplatesReportsProductionMigration ToolSharePoint OnlinePowerShell ScriptList & LibrariesWorkflowPagesUser & GroupsConfigurationSharePointOn-Prem ServerMigration ReportWeb Parts

16Pre-check Using ToolAny migration tool may be used to connect the source (staging)and destination sites (online) and retrieve an inventory in the formof a pre-check report of all content and components present in thesite.Initial MigrationEach site collectionneeds to be migratedon the first run of themigration tool.Extract the reportand analyze reportederrors. There could beissues with orphanedusers, lookupcolumnscustomization, etc.In case of largeapplications, run themigration in batches.In case of customapplications, migratean initial pilot batchas sample data forcustom development,as required.Resolve Errors By Re-running the ToolResolve errors such as orphaned users by mapping them to a system account and repeat theexercise several times until there are no errors.BrandingIn case of lift & shift sites, the customized branding features such as the master page and itsrelated files need to be moved and applied. In case of custom sites, create them separately andmove them during development.Transform Existing Classic Site Pages into Modern PagesOnce classic pages are migrated, the below options may be considered to convert them intomodern pages:SharePoint UIPowerShell/.Net Code APIIn case of lift & shift sites, the customized brandingfeatures such as the master page and its related filesneed to be moved and applied. In case of custom sites,

173.4Validation – Post-MigrationCategoryChecklistAnalysis andInventoriesAnalyze reports to ensuresuccessful migrationRemarksUse a migration tool if it providesreport generation, and otherwise,use PowerShell/CSOM scripts togenerate the destination inventoryreport. This report should match thesource system.Test/run all workflowsRandomly check userpermissionsEnsure customcomponents areworking fine3.5Best PracticesEnable CustomScriptsActivate PublishingFeaturesReplace Orphan Userswith Active UsersCheck-in FilesUnblock File TypesManually MigrateBy default, custom scriptsare disabled on SharePoint,and this could remove sourcesite functionalities such aslist templates and solutiongallery. Enable customscripts during the migrationactivity to ensure allcomponents are successfullymigrated.Make sure all files arechecked-in in beforemigration. This will reducethe incremental migrationburden as well as the numberof errors.If the source site uses thepublishing featurefunctionality, then it isimportant to enable it in thedestination sites as well.Ensure it is activated at thesite collection level and atthe site level.If certain file types areblocked in the destinationenvironment, then it will notbe possible for the tools tomigrate those files. Unblocksuch file types to ensure allfiles are migratedsuccessfully.While performing migration,it is advisable to replaceorphan content users withactive users, preferably witha service admin account.This will ensure the newactive user is added in thelist/document property.Unsupported FilesFiles that are not supportedby third-party migrationtools need to be migratedmanually. Reserve thismanual migration as the lastaction item in the process.

183.6Migration ChallengesFew enterprises are still skeptical about making the move to SharePoint Online and therecould be hurdles during the migration journey too.REGULATIONSFEAR OF DISRUPTIONWORKFLOWS MIGRATIONRegulations couldcome in the way ofmoving certain kindsof workloads to theCloud.Some organizations maybe cautious due to heavycustomizations and thefear of disruptingapplications in the legacySharePoint environment.Certain third-party toolsare unable to migraterunning workflows orpending tasks, and insuch cases, all workflowsneed to be closed.EMAIL-ENABLEDLIBRARIESBRANDING FILES RESIDINGIN FILE SYSTEMInstances whereemails may betriggered will need tobe mitigated bydisabling thoseThere could be legacy applications developed over a decadeago, with a large portion of images, CSS and JS files residing inmultiple hive folders due to the file system of the server.During migration over to the Cloud, these files will need to bemanually moved to SharePoint lists and script to replace therelative references that were executed on staging.04MODERNIZATIONSharePoint Online uses the modern sitesframework which mainly comprises twotemplates:The modern UI provides a host of benefitssuch as follows when compared to theclassic UI:It is responsive and mobile-ready.Team sites for team collaborationactivitiesCommunication sites similar toclassic publishing sites, but withoutthe publishing infrastructure.It uses the SharePoint Framework (SPFx) toadd headers and footers which serves thepurpose of master page for modern sites.Custom themes with color palette changescan be created and uploaded to the site.Modern library and list views are present inmodern sites, offering enhancedOneDrive-like features.Users are able to switch between themodern and classic layout.

1905BENEFITSSharePoint Online, which is the cloud-based version of the Microsoft SharePoint product, offersmultiple benefits such as the following:No on-premiseinfrastructurelicensing andsupport costsModernized andresponsive UXImplemented as perlatest ent in integration withMicrosoft OfficeCustomizable UI06THE WAY FORWARDSharePoint Online isgetting more powerful,yet friendlier with everynew update and release.Its lean Cloud-basedinfrastructure and costeffectiveness has beenmaking the migrationtoward SharePointOnline a desirableactivity. Every businesshas unique objectives toachieve, and theseobjectives will play animportant role in makinga choice between theOn-Premises server andSharePoint Online.The migration toSharePoint Online is asignificant task, bringingin transformation in theway enterprisescollaborate. Hence, it isnot only important tochoose the rightmigration tool but alsothe right partner toderive benefits from thetransformation.

2007HAPPIEST MINDSAPPLICATION MODERIZATIONHappiest Minds follows aconsulting approach to identifythe right strategy for theModernization and advices thecustomers RetainMultichannelEnablementContent & DocumentMigrationFederated SearchConversationalInterfaces for richerInteractionsEnterpriseintegration to bridgegaps betweenparticipating appsDigital workspacewith integration ofother office 365products such asOne Drive, Microsoftteam, YammerRedesigning Apps,Sites, Portals(Intranet/Internet)with latesttechnologyAutomationdeployment andplatform monitoringCustomizedperformance andreliabilityengineering08ABOUT THE AUTHORPrasanta Barik is a SeniorArchitect at Happiest Mindswith over 12 years ofexperience in designingand developing softwaresolutions on Microsofttechnologies such asSharePoint, ModernWorkplace, Azure, PowerPlatform, and AI. He alsopossesses extensiveexperience in theconsulting and pre-salesareas.About Happiest MindsHappiest Minds, the Mindful IT Company, applies agilemethodologies to enable digital transfor-mation for enterprisesand technology providers by delivering seamless customerexperience, business efficiency and actionable insights. Weleverage a spectrum of disruptive technologies such as: Big DataAnalytics, AI & Cognitive Computing, Internet of Things, Cloud,Security, SDN-NFV, RPA, Blockchain, etc. Positioned as “BornDigital . Born Agile”, our capabilities spans across productengineering, digital business solutions, infrastructuremanagement and security services. We deliver these servicesacross industry sectors such as retail, consumer packaged goods,edutech, e-commerce, banking, insurance, hi-tech, engineeringR&D, manufacturing, automotive andtravel/transportation/hospitality.Headquartered in Bangalore, India; Happiest Minds has operationsin the U.S., UK, The Netherlands, Australia and Middle East.Write to us atBusiness@happiestminds.comwww.happiestminds.com

SharePoint Online will need to decide on the migration tool. The below table compares features of three popular migration tools: SharePoint Migration Tool, ShareGate, and Metalogix. 3.1.3. Choose Migration Tool Features ShareGate Metalogix Microsoft Tool (SharePoint Migration Tool or SPMT) High-Level Features Copy Site Objects Export from .