Navigating the mess of a Shared Network Drive Migration to SharePoint - SPS Burlington 2017
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I talk about common mistakes made when approaching a migration like this into SharePoint and some tips and advice to help set you up for success.
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Navigating the mess of a Shared Network Drive Migration to SharePoint - SPS Burlington 2017
- 1. Photo by Mark Solarski on Unsplash A presentation by Joanne Klein #SPSNE #WOCinTech
- 4. @JoanneCKlein joannecklein@nexnovus.com https://joannecklein.com Joanne Klein SharePoint/O365 consultant, Microsoft MVP Speaker , Trainer, Volunteer Saskatchewan SharePoint/O365 User Group
- 6. Why migrate? Common issues Useful tips Post-migration Q&A anytime!
- 8. 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
- 10. Whymigrate? •Cost •Minimize storage locations •SharePoint advantages You can’t sell this as a technical win!
- 11. TheSharePointAdvantages … make this much more than a technical migration project
- 12. TheSharePointAdvantages Co-authoring Version history/check-in/out Retention Controls Mobile & remote workers Productivity Opportunities
- 13. 1 Not treating this like a project 2 4 No governance for SharePoint Not looking for productivity wins 3 Taking a “lift and shift” approach 5 No/not enough training
- 15. Get the attention you deserve! Explain why this won’t happen overnight Shared drives aren’t going away! What’s in it for us?
- 16. Have a mess on your shared network drive? You now have a mess in SharePoint!Migrate “as is”
- 17. We don’t have time to clean it up now We’ll clean it up after we migrate No.You likely won’t.
- 18. SharePoint search is good – it will be able to find what we want in this mess It’s good. It’s notTHAT good.
- 19. Direct Indirect
- 20. Either way, you need an Owner!
- 23. Work with IM/RM teams
- 26. Know your limits Up to 15 GB per file < 100,000 files per library Sync performance Up to 1o GB per file Default: 2GB
- 27. " * : < > ? / | ~ " # % & * : < > ? / { | }. Identify these ahead of time!
- 28. < 400 <260 Nested folders are not your friend
- 29. Metadata can’t be read
- 30. Identify shared network drive folders Analyze content Meet with team and plan together Get a Lay of the Land
- 34. Audit the content Provide guidelines to the team Help them identify their buckets
- 35. Don’t just move the mess This will take time!
- 36. Have a “most deleted content” contest! Have a “team clean-up” day! Automatically delete duplicates
- 37. The Hoarders
- 38. Involve them in the planning process Spend extra time training them Advise on risk and compliance aspect Don’t die on this hill
- 39. 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 Information Architecture Map into new Information Architecture
- 44. • Corporate Portal1 • DivisionAreas2 • Project Sites/Workspaces3 • Team/Community Sites4 • Personal Sites5 Structure and Governance
- 45. • Corporate Portal1 • DivisionAreas2 • Project Sites/Workspaces3 • Team/Community Sites4 • Personal Sites5 Structure and Governance COLLABORATION LIVES HERE WORKPLACE DISRUPTION
- 47. • Can utilize “Managed metadata” in SharePoint • Look for re-usable terms across your environment • Provides consistency Managed Metadata Service Application SharePoint OnlineTerm Store
- 48. • Global navigation • Current (Quick Launch) navigation
- 49. • Site Collection advantages • Subsites or no subsites? • Communication Hub – announced at Ignite
- 50. • 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
- 51. • 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.
- 52. • Associate templates to a content type • Consistent document format, integrate metadata properties using word parts.
- 53. • Publishing versus Collaboration site strategy • Classic versus Modern approach
- 54. Look for key processes on the team Interview content owners and Tools to help Document final design Start with existing folder structure
- 57. Credit: MattWade @thatmattwade http://icsh.pt/O365Table
- 58. Decide what you are migrating into…
- 61. “I won’t do a migration project unless I can ALSO do a search project with it.” - Matthew McDermott
- 63. 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”
- 64. Entity Extraction Step 1: Create a dictionary Step 2: Deploy the dictionary
- 65. Entity Extraction Step 3: Associate to managed property Full Crawl required!
- 66. Entity Extraction Step 4: Configure a refiner for WordPartCustomRefiner1
- 68. Synonyms When you search for… VP HR SIN Also include results for… EVP,Vice President, ExecutiveVice President Human Resources Social Insurance Number
- 69. Synonyms STEP 1: Create a thesaurus file of synonyms STEP 2: Deploy with PowerShell Change is immediate!
- 71. Query Rules When anyone uses the search term ‘benefit’, show the HR Benefit Policy at the top of search results. When anyone uses an Office product name in their search, show theTraining Centre at the top of the search results.
- 72. Query Rules Set up managed term set Create site column for managed terms Tag content with terms
- 75. Could use this for: - Vacation policy - Benefits policy - Organization chart
- 77. 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!
- 78. DisplayTemplate Examples • LeaseAgreements • Corporate budget documents • Customer contracts • Job Profiles
- 81. 1 Retention policy ** new 2 Retention labels ** new 3 Information Management Policy SPO SPO SPO and On-prem
- 82. Leverage SharePoint capabilities Identify 1 or 2 processes you can streamline **Quick wins Decide what you are migrating into…
- 83. 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
- 84. 1 PowerApps 2 4 Power BI Workflows 3 Microsoft Flow
- 85. Retain metadata? Volume of content Who will do the migration? Complex mapping? “The migration option I pick depends on these factors…”
- 86. “SharePoint MigrationTool” by Microsoft FastTrack Metalogix Content Matrix DocAve Migrator Sharegate
- 89. Adoptionofanew collaboration experienceisabout changinghuman behavior. This is simple but it’s not easy!
- 93. Photo by Matt Hoffman on Unsplash
- 94. Help users with the Shared Network drive paradigm shift Show best practices
- 96. Title property Searches content and metadata “How to search” infographic
- 98. Files on Demand **Windows 10 Fall Update When to sync File Explorer doesn’t replace SharePoint!
- 99. The folder paradigm Filtering and grouping Use managed term sets where it makes sense
- 101. Replaces multiple copies of files No need to put version in the filename Show how to view / restore a previous version
- 102. Versioning Typical
- 103. • Attention views (Oct. 2017) • Custom column formatter (Oct. 2017) • Word SharePoint property pane (Jan. 2018) • Files on Demand (Windows 10 Fall Creators Update)
- 105. Where the rubber hits the road!
- 106. Storage reduced on network drives # teams moved to SharePoint # solutions built % of content covered w/ retention
- 107. Compliance Score • Shows all controls you have configured in your tenant • Real-time risk assessment • Actionable insights to improve your score • Sign up for preview program of Compliance Manager (Starts Nov 2017)
- 110. ?
- 111. Thank you! @JoanneCKlein joannecklein.com joannecklein@nexnovus.com
- 112. • 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
- 113. $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)
- 114. $searchapp = Get-SPEnterpriseSearchServiceApplication Import-SPEnterpriseSearchThesaurus –SearchApplication $searchapp -Filename <Path>