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Navigating the Mess of a Shared drive Migration to SharePoint
The document presents insights on migrating to SharePoint and addresses common challenges such as budget constraints, user training, and organizational resistance to change. It emphasizes the importance of transforming the migration into a productivity improvement initiative, rather than merely a technical task, and encourages thorough planning, user involvement, and cleanup of existing data before migration. Key strategies discussed include establishing governance, refining content management practices, and leveraging SharePoint's features to enhance collaboration and information architecture.
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Navigating the Mess of a Shared drive Migration to SharePoint
- 1. A presentation byJoanne #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 Usefultips 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 hasbusiness value to reduce risk of losing it Leverage SharePoint advantages
- 10. Whymigrate? Migrate what hasbusiness value to reduce risk of losing it Leverage SharePoint advantages
- 11. TheSharePointAdvantages … make thismuch 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 likea 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 rightteam Network SharePoint Info Mgmt Migration Adoption
- 16. What’s in it forthem? 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 messon your shared network drive? You now have a mess in SharePoint!Migrate “as is”
- 18. We don’t havetime 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 ProcessFocused
- 21. Get off the networkdrive as soon as possible Streamline business processes first and make an impact
- 24. Work with IM/RMteams
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- 26. Remove them, don’tmigrate them!
- 27. Know your limits Upto 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 foldersare not your friend
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- 31. Identify shared network drive folders Analyze content Meetwith team and plan together Get a Lay of the Land
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- 35. Audit the content Provide guidelines to theteam Help them identify their buckets
- 36. Don’t just move themess Clean it up first! This takes A LOT of time!
- 37. Take out theeTrash! Clean up the ROT! • Old backups • Old application setup files • Personal photos • Music files • Etc. • Duplicate files • Outdated documentation • Working copies • Notes • Etc.
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- 39. Involve them in theplanning process Spend extra time training them Advise on risk and compliance aspect Baby steps… don’t die on this hill
- 40. Have a “mostdeleted content” contest! Have a “team clean-up” day! Automatically delete duplicates
- 41. Youendupwith4bucketsoffiles… Content to be migrated foractive use Content to be migrated for archive use Content to be deleted Content to be retained but not in SharePoint
- 42. Migrate into new archivelocation. Automate retention. LeaveArchive where it’s at. Set up reminder to delete later.
- 43. Use as inputinto 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
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- 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 Collectionadvantages • Subsites • Communication Hub – announced at Ignite
- 51. Team 1 Subsite Team 2 Subsite Team3 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 Team2 Site Collection Team 3 Site Collection Department Site Collection
- 53. Team 1 Site Collection Team2 Site Collection Team 3 Site Collection Department Site Collection
- 54. • Publishing sitesvs 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 multiplelibraries 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 templatesto a content type • Consistent document format, integrate metadata properties using word parts.
- 58. • Publishing versusCollaboration site strategy • Classic versus Modern approach
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- 61. Start with Existing Folder Structure Look forKey Processes on theTeam
- 63. Look for key processeson the team Know the expected volumes Identify the security & retention controls Start with existing folder structure
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- 65. “WhenTo UseWhat” in Office365 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
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- 69. 1 Version history 2 4 Content Approval Retention 3 Metadata (with folders) 5 Search “Iwon't do ANY project without also including a search component.” - Matthew McDermott
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- 71. Entity Extraction • Infersthe 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
- 75.
- 76. Synonyms When you search for… VP HR SIN Alsoinclude results for… EVP,Vice President, ExecutiveVice President Human Resources Social Insurance Number
- 77. Synonyms STEP 1: Createa 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
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- 81. Entity Extraction Synonyms Result Sources &Navigation Links Display templates
- 82. DisplayTemplates “How you brandsearch 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
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- 86. Leverage SharePoint capabilities Identify 1 or2 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 signupand 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 willdo the migration? Complex mapping? “The migration option I pick depends on these factors…”
- 89. “SharePoint MigrationTool” by MicrosoftFastTrack Metalogix Content Matrix DocAve Migrator Sharegate
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- 96. Photo by MattHoffman on Unsplash
- 98. Help users withthe Shared Network drive paradigm shift Show best practices
- 100. Title property Searches contentand metadata “How to search” infographic
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- 102. Files on Demand **Windows 10 FallUpdate When to sync File Explorer doesn’t replace SharePoint!
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- 105. Replaces multiple copies of files No needto put version in the filename Show how to view / restore a previous version
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- 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 rubberhits the road!
- 111. Storage reduced on network drives #teams moved to SharePoint # solutions built % of content covered w/ retention
- 114.
- 115. Thank you! @JoanneCKlein joannecklein.comjoannecklein@nexnovus.com
- 116. • SharePoint Onlinelimits: 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 byNeal Kharawala on Unsplash