More Related Content Similar to SharePoint Migrations Pitfalls from the Crypt (20) SharePoint Migrations Pitfalls from the Crypt1. SharePoint Migration Pitfalls from the Crypt
© 2014 McGladrey LLP. All Rights Reserved.
© 2014 McGladrey LLP. All Rights Reserved.
Presented by: John Mongell
2. Was made possible by the generous
support of the following sponsors…
And by your participation… Thank you!
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McGladrey overview
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Over $1.28 billion in revenue
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Presence in 90 countries
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Banking and financial institutions
Construction
Consumer products
Financial services
Food and beverage
Government entities
Health care
Life sciences
Manufacturing and wholesale
distribution
Nonprofit
Private clubs
Private equity groups
Real estate
Specialized industries
Technology
Industries we serve
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Today’s presenter
From North Andover, MA
Happily married to Colleen for 17 years
3 kids - Jordan, Jocelyn, Adam
SharePoint Practice Manager at McGladrey
25 yrs. in I.T. (working on it...)
- 12 years with SharePoint
- 1.5 years on Groove Beta team
• MCP, MCTS
• SQLServer & SharePoint
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Agenda
Elements of a migration
Pre-migration steps
Validation and testing
Post migration steps
Q&A
8. Elements of a migration
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What is a migration?
Moving your content and processes from one
storage platform to another
10. Common infrastructure migration elements
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E-mail (Exchange)
- Office 365
- On-premises
- Gmail
Collaboration
- Messaging
- Lync/Communicator
- Yammer
Intranet
- Office 365 SharePoint
- On premise SharePoint
- Google Docs
- External Collaboration (BOX, etc)
Websites
- HTML/ASPx, Google Sites,
LifeRay
Site infrastructure conversion
- Disaster Recovery HW/SW
- Network (Routers, Switches, Wireless)
- Server, Storage
- Software Delivery
- Remote Desktop and Terminal Services
(application presentation environment)
- PCs and devices (includes image build)
- Specialty devices
• Print, fax, copy
• Specialty printers (labels, plotters, 3D)
• RF devices (scan guns, forklifts)
- Voice (phone, voice mail, call center, mobile)
Asset inventory
- Transfer of assets
- Servers, Storage devices
- PC’s and Mobile Devices
- Contracts & re-contracting
- SW licenses and services
- Circuits
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How are you migrating?
Clockwork will migrate “From any SQL server based ECMS
(EDRMS, DMS, CMS) with files stored on a network drive or share.
ECMSs like docs open, worksite, FileNet, Hummingbird DM6, etc.”
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Always do a pre-migration analysis
6 P’s of a SharePoint migration
- Proper
- Planning
- Prevents
- Piss
- Poor
- Performance
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Define the scope
What platforms are you currently running on?
What platforms are you wanting to move onto?
What version of Windows and SQL Server are you
running?
What 3rd party features have been purchased and
installed?
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Define the plan
Create a validation plan
Identify the validation team
Define a rough but meaningful schedule
Extract accounts and security groups and create a
mapping excel file
17. Document things that may not migrate
Plan for information re-architecture
Customizations or custom branding?
InfoPath development – code/no code solutions
Document the search crawl schedule
Document the UPS synch service connection
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settings
Managed metadata library views
- Libraries may contain left navigation for managed
metadata on the list
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Document more stuff
Document management and records management
features such as:
- Content hub syndication
- Managed metadata
- Content organizer rules
- Information policies (Retention, purging, disposition)
- Content type security
Document ID feature (custom prefixes)
Assure all ‘Lookup List’ ID fields are sequential
Document templates
Data connection libraries
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Clean your “house”
Remove orphans
Empty recycle bins
Clean up unused SharePoint groups
Delete any unused sites
Re-distribute your large site collections
Large lists and views
Identify and remove duplicate content
Identify and document your workflows
Identify and remove duplicate content
20. Document site and site collection meetings
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• Document by exporting to PowerShell
- See Document farm configuration settings in SharePoint 2013
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Pre-migration analysis
Analyze Sites
- Site templates
- Site features
- Web parts
- Choose to include sub-sites
• Most tools only migrate to one level down
Analyze Lists
- Total items > 5000
- List size limitation > 1GB
Analyze Items
- Item size limit
- File path length
- Blocked file extensions
22. 0 to 1 B
1 to 1024 B
1 to 1024 KB
1 to 1024 MB
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Pre-migration analysis
0 to 1 B, 3%
1 to 1024 B,
10%
1 to 1024 KB,
69%
1 to 1024
MB, 18%
Number of Files by Size
.pdf, 38%
.xls, 15%
.txt, 3%
.lnk, 8%
.xlsx, 10%
.doc, 10%
.db, 8%
.docx,
5%
.zip,
3% Others, 0%
.pdf
.xls
.doc
.xlsx
.db
.lnk
.docx
.txt
.zip
Others
Number of Files by Extension
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Pre-migration check - Sharegate
File without a published major version
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0.1 version migration - Sharegate
2 possible solutions to this issue:
- 1.) Set the destination library to allow draft versions. This can be done by
going in the destination library settings in SharePoint and then going in
the versioning settings
- 2.) Make sure you have at least one major (published) version of the
document at the source
25. Pre-migration check - Quest and MetaViz
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File without a published major version
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Run your migration
Recharge your phone for tomorrow’s call
Set up your iTunes playlist
Family must eat, call for pizza.
Family must eat tomorrow, call Peapod now!
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List validation
Library Structure & Configuration Setting
Versioning settings Major / Minor / Limit 50
Alert Settings Disable!
Number of checked out files Check them in!
Rating settings Turn off!
Document ID Setting
Document the prefix and reapply. IDs may
differ due to deleted items
Advanced settings Document all
Library metadata navigation settings Exists/documented
Individual item permissions? Beware, slower migration
If library with folders, is default view a flat view?
Change default view to allow for tool to
correctly migrate folders.
Content Types Counted and named
Lookup columns
What are the lists/columns?
Assure the IDs are sequential
Workflows Document & disable
Created column values must migrate Y/N
Created By values must migrate Y/N
Modified column values must migrate Y/N
Modified By column values must migrate Y/N
Version numbers of files match Y/N
30. Use this macro to get the URL from an Excel hyperlink:
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Function GetURL(rng As Range) As String
On Error Resume Next
GetURL = rng.Hyperlinks(1).Address
End Function
Use a VLOOKUP() method to verify that your source and destination
lists match:
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
1. The link you
are looking to
match
2. The table
where the
match is stored
3. The column of
the index (where
you would find the
value in 1
4. This should
be FALSE to
specify an
EXACT match
Using Excel for library validation
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Using Excel for library validation
On your VLOOKUP column,
just filter on #N/A to see
what content doesn’t have a
match
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Migration misfits
Social features
Newsfeeds
Discussions
Noteboards
Orphan sites
Dev environments
Archives
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Migration issues and resolutions
Issue Resolution
Occasionally the migration completes with errors
Re-migrate the site. Incremental migration does not fix the
problem most of the time. Could be timeouts or VPN
issues. Always use a wired connection.
Wiki Pages. If the pages contain social web parts
they migrate with broken list associations and
appear as broken web parts.
Most tools do not support social features. Use Sharegate
to copy the site pages directory successfully, any
permissions will need to be reapplied.
If a library has non inherited permissions and the
library is empty, the applied permissions are not
copied.
Manually copy the permissions. This scenario is common
where site templates are used. Sites that are pre built but
empty.
Library:
Ratings feature does not turn on when ratings are
copied.
Manually activate the rating feature on the document
library. Re migrate the # of ratings and likes.
Library:
Metadata navigation - does not migrate!
Manually create the metadata navigation after creating
the screenshot from the source.
Library:
Advanced Options > Open in client application
By Default - does not migrate!
Manually set the option after the library migration is
complete.
34. Migration issues and resolutions (cont.)
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Issue Resolution
Library: draft item security
if Maj/Min versioning is selected, does not migrate.
Manually set the option after the library migration is
complete.
All the site columns in the document library are not
migrated.
Manually compare the site columns in the source library with
the site columns in the destination library.
Normally due to content types not migrated or lookup lists
not created.
Some metadata does not migrate occasionally for a
library.
Re migrate the metadata only for each item using upload
from CSV feature.
Community site feature does not migrate at all
Recommended to turn this feature off in the SharePoint on-premises
environment prior to migration or do not migrate
newsfeeds, etc.
Newsfeeds and other social features do not migrate Notify business that SharePoint newsfeeds will not copy
If you create a migration scenario where you set up
a blank site first, and migrate content with overwrite
and your source site has a wiki homepage with a
shared documents web part on it, the Site pages
wiki default page will contain a “documents" library
web part and not a shared documents web part.
Manually check the library name and re migrate after
cleaning the source library names. You will wind up with a
shared documents1 library. 2013, the external name for the
shared documents library is Documents.
35. Migration issues and resolutions (cont.)
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Issue Resolution
HTML website conversions that are not supported
by tools.
HTML websites such as Google Sites and LifeRay are
pure HTML. Tools can export these as XHTML and can
reimport into SharePoint , but the display is funky and the
attached files are glommed into a folder.
User mappings
ShareGate uses a Proprietary XML. Not very user friendly.
Slow to load 1000’s of users. Slow to create a mapping file
of 1000 users. MetaViz and Dell Migration Suite both use a
simple csv format.
Migration performance
Most tools have a performance slider. Translates to # of
threads used. O365 to O365 migrations requires the
slowest slider setting.
Account that you are migrating with is an admin
Remember that the logged in account will be used when
the above User mappings fail or are not found.
36. Migration issues and resolutions (cont.)
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Issue Resolution
SPO AD Security Groups not
migrated
Extract the Source Site’s security group users into a CSV and recreate.
$Cred = Get-Credential
$Session = New-PSSession -ConfigurationName
Microsoft.Exchange -ConnectionUri
https://ps.outlook.com/powershell/ -Credential
$Cred -Authentication Basic -AllowRedirection
Import-PSSession $Session
get-distributiongroupmember “ContosoMarketing" |
Export-CSV c:ContosoMarketing.csv
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Post migration steps
How to lock the source SPO site from user access
Connect-SPOService -Url https://[yoursite]-admin.sharepoint.com
Set-SPOSite -Identity https://yoursite.sharepoint.com/sites/blah
-LockState UnLock or NoAccess
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Large migrations and family life
Only contact me via text, please do not call me!
Please answer the door when the Pizza or Peapod
guy gets here
Yes, I know it is 6:30 pm and I’m still in my
pajamas, stop reminding me
Promise to resume normal parenting activities when
the migration is over
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A look ahead…
Why wont Microsoft migrate my cloud to cloud
migration or rename my tenant?
What about my social features?
What is Fast Track?
- deploy.office.com
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Further reading
Orphan Users:
- Employees who are no longer with the company could possibly still be in the
permission schema in SharePoint.
- For a script to remove SharePoint users see:
• http://weblogs.asp.net/bsimser/powershell-tools-removing-orphaned-users-
from-sharepoint
- For SP2010 MySite Clean up job see:
• http://www.harbar.net/archive/2011/02/10/account-deletion-and-sharepoint-
2010-user-profile-synchronization.aspx
Duplicate Content Identification and Removal:
- See this post for a SP2010/2007 PowerShell
• http://www.pointbeyond.com/2011/08/24/finding-duplicate-documents-in-sharepoint-
using-powershell
Export Site Features PowerShell for On Premises:
- See Document farm configuration settings in SharePoint 2013
• http://technet.microsoft.com/en-us/library/ff645391(v=office.15).aspx
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Contact information
@JohnMongell
mongell.blogspot.com
John.Mongell@mcgladrey.com
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45. Join us for the raffle & SharePint
Be sure following to fill the out last session
your eval
form & turn in at the end of
the day for a ticket to the BIG
raffle!
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This document contains general information, may be based on authorities that are subject to change, and is not a substitute for professional advice
or services. This document does not constitute assurance, tax, consulting, business, financial, investment, legal or other professional advice, and
you should consult a qualified professional advisor before taking any action based on the information herein. McGladrey LLP, its affiliates and
related entities are not responsible for any loss resulting from or relating to reliance on this document by any person.
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Editor's Notes Our vision is to deliver global capabilities with the local touch that brings world class assurance, tax and consulting experience to our clients through enduring relationships built on genuine understanding and trust. The following slides give you a brief overview of our firm and how we serve our clients.
Each industry presents unique challenges, and we have the experience and the knowledge to meet your every need. Here are some of the industries we serve. Wherever you are, we have the people to partner with you. With more than 75 offices across the country, you can be confident in our ability to provide the experience you need to deliver real business value.
Recently, a 7500 person IT firm based in Detroit MI, divested many of their assets.
Many of the divisions went public or spun off
They needed to migrate their Corp based SharePoint 2007, 2010, 365 and non-SharePoint locations onto new Office 365 tenancies.
As a result, we spent this summer working.
We migrated 7000 Exchange accounts and 1TB of content using a variety of methods to each company’s new O365 domain.
We have had Dell Support, Share-Gate Support and MetaViz support calls each week (sometimes together) and have open tickets that are in their respective ticketing systems and communities.
Clockwork Software’s solution is strongly dependent on the files being stored on a file server and the paths being stored in SQL.
If you do NOT run any Pre Migration Analysis, you WILL fail Plan what you and your Validation Team will be validating.
Metadata? Broken Links? Missing features.
Run Activity reporting to identify Most Active users
Communicate with those people regarding any new features that will be made available to them and their teams.
This “group” of leaders could be used in migration testing.
Take this migration effort as a opportunity to re-architect any Site Collections that have sprawled beyond their intended scope.
Identify all Webs in Site Collection that could be moved to another Site Collection.
You may have a DEV or TEMP site that will no longer be of use.
You can run a Storage Report to help identify these.
Save all InfoPath XSN files on your server that you created, if you don’t have them, regenerate the
List nonstandard SharePoint features Users: Employees who are no longer with the company could possibly still be in the permission schema in SharePoint. Depending on how User Profile Synch was configured, they may have been already removed.
For a scrip to remove SharePoint users see: http://weblogs.asp.net/bsimser/powershell-tools-removing-orphaned-users-from-sharepoint
For SP2010 MySite Clean up job see http://www.harbar.net/archive/2011/02/10/account-deletion-and-sharepoint-2010-user-profile-synchronization.aspx
Orphans: When a new Site Collection is created, there are default SharePoint Groups (Owners, Members, Visitors). Often these are abandoned for inherited Permissions. If there are any empty groups, assure these also get deleted.
Empty the Recycle Bin. All of them. We all forget. Duh.
Large Lists: Pre-Migration reports will surely identify those lists with a large number of items, or large number of items in views. Your migration will benefit by applying best practices to these views and lists now.
Duplicates: These may NOT migrate and need to be Documented prior to migration and reapplied on the destination. See this post for a SP2010/2007 powershell http://www.pointbeyond.com/2011/08/24/finding-duplicate-documents-in-sharepoint-using-powershell Export powershell if on-premises
See Document farm configuration settings in SharePoint 2013
http://technet.microsoft.com/en-us/library/ff645391(v=office.15).aspx Site and List Templates used in the source environment must be available in the target if the tool is going to create new sites or lists during the operation.
To ensure all in use templates are available, this option will scan each site and list to identify the template type
The default list view threshold for optimal SharePoint perfomance is 5000 items.
This option will scan for and highlight any list that exceeds the total number of items defined in this parameter (default value is 5000). This is particulary important when migrating into SharePoint Online, as this value is not user configurable in online tenants.
Each tool gives a different depiction.
MetaLogix tool is shown here
Dell and MetaViz both do spreadsheets.
Either one shows total file counts, etc.
Discuss how long migrations may take
Tools refresh the cached content and settings, so constant refreshes are necessary
Each piece of content to migrate has to look at every feature that is associated with it. Talk about how long these may take
Tools refresh the cached content and settings, so constant refreshes are necessary
Each piece of content to migrate has to look at every feature that is associated with it. either your migration tool, or SharePoint’s “Export to Excel” feature,
Returns the first column of any item that matches the index. Four Parameters are specified Water pistol that shoots jelly