Navigating the Mess of a Shared drive Migration to SharePoint
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Learn my strategies and tips for migrating from a shared network drive into SharePoint. It's a messy job, but this might help!
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Navigating the Mess of a Shared drive Migration to SharePoint
- 1. A presentation by Joanne #SPFestChicago
- 3. @JoanneCKlein joannecklein@nexnovus.com https://joannecklein.com Joanne Klein SharePoint/O365 consultant, Microsoft MVP Speaker , Trainer, Volunteer Saskatchewan SharePoint/O365 User Group
- 5. Why migrate? Common issues Useful tips Feedback anytime!
- 7. Other than email, shared network drives/folders are the most deeply entrenched form of document storage.They're embedded in company culture. @mrshadeed aka Shadeed Q. Eleazer Can’t sell this as a technical win – it HAS to be painted as a productivity win with very clear and specific examples. @sympmarc aka Marc D Anderson Organizations I usually work with don’t understand “the art of possible” with SharePoint. @techChirag aka Chirag Patel The biggest roadblock is budget & time to train the users before migration. If you skip that users will not have a great experience. @KarelPelck aka Karel Pelckmans No one sees the benefit.They have been using shared folders for years and change is bad. @sympmarc aka Marc D Anderson
- 8. What’sholdingusback? Sheer volume! •eTrash •Redundant, Obsolete, Trivial (ROT) Out of sight / out of mind
- 9. Whymigrate? Migrate what has business value to reduce risk of losing it Leverage SharePoint advantages
- 10. Whymigrate? Migrate what has business value to reduce risk of losing it Leverage SharePoint advantages
- 11. TheSharePointAdvantages … make this much more than a technical migration and cleanup project
- 12. TheSharePointAdvantages Co-authoring Version history/check-in/out Security/RetentionControls Mobile & remote workers Productivity Opportunities
- 13. 1 Not treating this like a project 2 4 Taking a “lift and shift” approach Not looking for productivity wins 3 No governance for SharePoint 5 No/not enough training
- 14. Gather the right team Network SharePoint Info Mgmt Migration Adoption
- 16. What’s in it for them? Explain why this won’t happen overnight Explain why shared drives likely won’t go away! Get the attention you require from the org!
- 17. Have a mess on your shared network drive? You now have a mess in SharePoint!Migrate “as is”
- 18. We don’t have time to clean it up now We’ll clean it up after we migrate No.They likely won’t.
- 19. SharePoint search is good – it will be able to find what we want in this mess It’s good. It’s notTHAT good. We’ll just use Delve to find it
- 20. Content Focused Process Focused
- 21. Get off the network drive as soon as possible Streamline business processes first and make an impact
- 24. Work with IM/RM teams
- 26. Remove them, don’t migrate them!
- 27. Know your limits Up to 15 GB per file < 100,000 files per library Sync performance Up to 1o GB per file Default: 2GB
- 28. " * : < > ? / | ~ " # % & * : < > ? / { | }. Identify these ahead of time!
- 29. < 400 <260 Nested folders are not your friend
- 30. Metadata can’t be read
- 31. Identify shared network drive folders Analyze content Meet with team and plan together Get a Lay of the Land
- 35. Audit the content Provide guidelines to the team Help them identify their buckets
- 36. Don’t just move the mess Clean it up first! This takes A LOT of time!
- 37. Take out the eTrash! Clean up the ROT! • Old backups • Old application setup files • Personal photos • Music files • Etc. • Duplicate files • Outdated documentation • Working copies • Notes • Etc.
- 39. Involve them in the planning process Spend extra time training them Advise on risk and compliance aspect Baby steps… don’t die on this hill
- 40. Have a “most deleted content” contest! Have a “team clean-up” day! Automatically delete duplicates
- 41. Youendupwith4bucketsoffiles… Content to be migrated for active use Content to be migrated for archive use Content to be deleted Content to be retained but not in SharePoint
- 42. Migrate into new archive location. Automate retention. LeaveArchive where it’s at. Set up reminder to delete later.
- 43. Use as input into building the new Information Architecture
- 45. • Corporate Portal1 • DivisionAreas2 • Project Sites/Workspaces3 • Team/Community Sites4 • Personal Sites5 Structure and Governance
- 46. • Corporate Portal1 • DivisionAreas2 • Project Sites/Workspaces3 • Team/Community Sites4 • Personal Sites5 Structure and Governance COLLABORATION LIVES HERE WORKPLACE DISRUPTION
- 48. • Can utilize “Managed metadata” in SharePoint • Look for re-usable terms across your environment • Provides consistency Managed Metadata Service Application SharePoint Online Term Store
- 49. • Global navigation • Current (Quick Launch) navigation
- 50. • Site Collection advantages • Subsites • Communication Hub – announced at Ignite
- 51. Team 1 Subsite Team 2 Subsite Team 3 Subsite Department Site Collection Team 1 Subsite Team 2 Subsite Team 3 Subsite Department Site Collection Team 1 Subsite Team 2 Subsite Team 3 Subsite Department Site Collection
- 52. Team 1 Site Collection Team 2 Site Collection Team 3 Site Collection Department Site Collection
- 53. Team 1 Site Collection Team 2 Site Collection Team 3 Site Collection Department Site Collection
- 54. • Publishing sites vs Collaboration sites • Re-usability – ContentType Hub limitations Warning! Custom content type in a library will remove the ability to select New Office types from the New button
- 56. • Create multiple libraries as required • Default as much metadata as you can • The “Shared Document” library Warning! Office 365 Group sites are only showing the “Shared Document” library in the Files tab.
- 57. • Associate templates to a content type • Consistent document format, integrate metadata properties using word parts.
- 58. • Publishing versus Collaboration site strategy • Classic versus Modern approach
- 61. Start with Existing Folder Structure Look for Key Processes on theTeam
- 63. Look for key processes on the team Know the expected volumes Identify the security & retention controls Start with existing folder structure
- 65. “WhenTo UseWhat” in Office 365 by 2toLEAD “Collaboration from Millennials to Boomers” by Avanade “When do I Use What?” by AvePoint “Choose the right collaboration tool for your group” by Microsoft
- 68. 1 Retention policy ** new 2 Retention labels ** new 3 Information Management Policy SPO SPO SP on-prem
- 69. 1 Version history 2 4 Content Approval Retention 3 Metadata (with folders) 5 Search “I won't do ANY project without also including a search component.” - Matthew McDermott
- 71. Entity Extraction • Infers the value of managed properties • Shows up as refiners in search results FinancialOrg “Product names” Educational Institutions “School names” Oil & Gas company “Oil wells”
- 72. Entity Extraction Step 1: Create a dictionary Step 2: Deploy the dictionary
- 73. Entity Extraction Step 3: Associate to managed property Full Crawl required!
- 74. Entity Extraction Step 4: Configure a refiner for WordPartCustomRefiner1
- 76. Synonyms When you search for… VP HR SIN Also include results for… EVP,Vice President, ExecutiveVice President Human Resources Social Insurance Number
- 77. Synonyms STEP 1: Create a thesaurus file of synonyms STEP 2: Deploy with PowerShell Change is immediate!
- 78. Entity Extraction Synonyms Result Sources & Navigation Links
- 79. Result Sources • “Archive” • “T Drive” • “Home Drive” • Create Result Source for each • Create Search Navigation link and page for each
- 80. Result Sources
- 81. Entity Extraction Synonyms Result Sources & Navigation Links Display templates
- 82. DisplayTemplates “How you brand search results” • Start with one that is similar • Ensure all managed properties exist • Customize with html, css, javascript • Classic search experience only!
- 83. DisplayTemplate Examples • LeaseAgreements • Corporate budget documents • Customer contracts • Job Profiles
- 86. Leverage SharePoint capabilities Identify 1 or 2 processes you can streamline **Quick wins Decide what you are migrating into…
- 87. 1 Approval workflow for docs being emailed around 2 4 Corporate event signup and reminder email Upload photos from loans officer directly to SharePoint 3 Create SharePoint lists to keep track of things 5 Sales team provides sales numbers to BI dashboard
- 88. Retain metadata? Volume of content Who will do the migration? Complex mapping? “The migration option I pick depends on these factors…”
- 89. “SharePoint MigrationTool” by Microsoft FastTrack Metalogix Content Matrix DocAve Migrator Sharegate
- 92. Adoptionofanew collaboration experienceisabout changinghuman behavior. This sounds simple but it’s not easy!
- 96. Photo by Matt Hoffman on Unsplash
- 98. Help users with the Shared Network drive paradigm shift Show best practices
- 100. Title property Searches content and metadata “How to search” infographic
- 102. Files on Demand **Windows 10 Fall Update When to sync File Explorer doesn’t replace SharePoint!
- 105. Replaces multiple copies of files No need to put version in the filename Show how to view / restore a previous version
- 106. Versioning Typical
- 107. • Attention views (Oct. 2017) • Custom column formatter (Oct. 2017)
- 109. • Attention views (Oct. 2017) • Custom column formatter (Oct. 2017) • Word SharePoint property pane (Jan. 2018) • Files on Demand (Windows 10 Fall Creators Update)
- 110. Where the rubber hits the road!
- 111. Storage reduced on network drives # teams moved to SharePoint # solutions built % of content covered w/ retention
- 114. MigrationTips…
- 115. Thank you! @JoanneCKlein joannecklein.com joannecklein@nexnovus.com
- 116. • SharePoint Online limits: https://support.office.com/en-us/article/SharePoint-Online-limits- 8f34ff47-b749-408b-abc0-b605e1f6d498 • SharePoint On-premises limits: https://technet.microsoft.com/en- us/library/cc262787(v=office.16).aspx • Working with large lists and libraries in SharePoint: https://support.office.com/en- us/article/Manage-large-lists-and-libraries-in-SharePoint-b8588dae-9387-48c2-9248-c24122f07c59?ui=en- US&rs=en-US&ad=US • Invalid filename and filetype in SharePoint Online: https://support.office.com/en- us/article/Invalid-file-names-and-file-types-in-OneDrive-OneDrive-for-Business-and-SharePoint- 64883a5d-228e-48f5-b3d2-eb39e07630fa • Thesaurus links: • https://joannecklein.com/2016/11/15/sharepoint-thesaurus-a-great-on-boarding-tool/ • https://www.eliostruyf.com/a-better-way-for-search-synonyms-in-sharepoint-online-2013-2016/ • http://www.techmikael.com/2016/06/bringing-out-client-side-hammer-one.html • Search infographic: http://icansharepoint.com/infographic-search-sharepoint/ • Compliance Manager preview program: https://aka.ms/compliance-manager-preview
- 117. $searchServiceApp = Get-SPEnterpriseSearchServiceApplication Import-SPEnterpriseSearchCustomExtractionDictionary –SearchApplication $searchServiceApp –Filename <path> –DictionaryName <dictionaryname> Where <path> is a UNC filename <dictionaryname> is Microsoft.UserDictionaries.EntityExtraction.Custom.WordPart.n (where n is 1,2,3,4 or 5)
- 118. $searchapp = Get-SPEnterpriseSearchServiceApplication Import-SPEnterpriseSearchThesaurus –SearchApplication $searchapp -Filename <Path>
- 119. • Photo by Neal Kharawala on Unsplash