Welcome

SMART Migration from Teams – Setup

How it works

Embark on your migration journey with confidence.

In essence, our solution is designed for simplicity and user empowerment. Document owners not only shape the migration plan but also sign off on the design, ensuring a migration process that aligns precisely with their vision. The integration of designed structure and metadata with binary content guarantees an accurate reflection of the envisioned result.

Unlike traditional methods dictated by IT consultants, our approach empowers document owners—those who possess an intimate understanding of the content.

  1. User Control Over IT Consultants: Break free from the complexities of IT-led strategies. Our solution puts the control squarely in the hands of document owners, allowing them to shape the migration process according to their unique knowledge of the content.
  2. Document Owners’ Deep Insight: Recognizing that document owners have unparalleled knowledge of the content, the solution acknowledges their unique position. Unlike IT consultants who may lack a nuanced understanding of specific documents, document owners can make informed decisions on reorganization, renaming, and metadata settings with precision.
  3. Mastery in Content Reorganization: Leveraging their deep familiarity with the content, document owners excel in the reorganization process. Their ability to discern the intricacies of the documents allows for a more meaningful and effective restructuring, ensuring that the migrated structure aligns seamlessly with their vision.
  4. Optimal Renaming and Metadata Setting: Document owners outshine IT consultants in renaming files and setting metadata. Their familiarity with the nuances of the content enables them to make decisions that enhance organization and accessibility, creating a migration outcome that reflects their deep understanding of the material.
  5. Automated Metadata Setting: Unlock unprecedented efficiency in metadata configuration without the need for labor-intensive coding or reliance on CSV and Excel files. Our solution introduces a streamlined approach to automated metadata setting, empowering users to define specific criteria based on file characteristics. Versatile Metadata Application: Additionally, our solution supports the application of metadata with diverse data types, including managed metadata and content type. This versatility ensures a comprehensive and tailored metadata configuration that goes beyond traditional constraints.

How It Works: The solution simplifies the migration process through a user-centric and intuitive approach:

  • Visual Design in Teams: Document owners leverage the familiar interface of Microsoft Teams to visually design the migration plan. This hands-on approach ensures a seamless and customized strategy without the need for intricate planning.
  • File Proxy Management: A “File Proxy” is created as a virtual representation of the file source(s) within a Document Library. This Proxy, labeled as “File Proxy,” stores comprehensive information about each file without containing the actual file, allowing for easy reorganization, renaming, and metadata setting.
  • Design Sign-Off: When satisfied with the design, document owners can officially sign off on the plan. This critical step ensures that the migration will be carried out exactly as designed, granting document owners control over the process.
  • Binary Content Integration: During migration, the structure and metadata designed in Teams seamlessly combine with the binary content of the file. This integration forms the migration end result, reflecting the precise design envisioned by the document owner.
Key benefits
  • Super simple and secure construction of the migration END RESULT visually by the content owners them selves BEFORE THE MIGRATION IS DONE.
    All using simple standard SharePoint functionality to manually reorganize, rename, classify and fix naming issues.
    The above in combination with migration specialists that when needed use SMART Migration for advanced (yet simple) automated BULK updates like setting content-type and associated properties based on fixed rules or rules like occurrences of values in a value set within original path and filename.
    (Just a snippet of the no-code metadata management features available in SMART Migration)
  • No more CSV,Excel & E-Mail. The exchange and use of Excel and CSV, that are the classic means of collaboration when defining the migration specification(s) are virtually eliminated since the END RESULT is designed visually in Teams.
  • The content owners get to visually see and participate in making the migration end result BEFORE the migration solution is deployed.
  • The individual content owner’s consent/approval is done using the migration END RESULT before the migration solution is deployed.
  • The complete project documentation is automatically created within Teams and is «live» and «interactive».
  • Closed to zero content errors since all file destinations, folders names and metadata is applied and validated by SharePoint BEFORE the migration happens.
  • Final validation of source file, destination file and all metadata as separate content crawl.
  • Significant reduction in RISK since all is agreed upon beforehand and no Excel or CSV files are attached to any email.
OTB tools Available on SharePoint Online within Teams
Cut, Copy, Paste, Delete
  • Reorganize – content. Move freely around within multiple models.
  • Create new folders
  • Delete files or folders
  • Copy same content to multiple locations
Rename
  • Fix naming mistakes.
  • Make new or revised naming conventions in collaboration amongst the people in each content owner group.
Set metadata of any data type.
All validated by SPO
  • Content-Type
  • Managed Metadata
  • Lookup
  • User, Text, Choice, Numeric, Date
Last modified: 27 May 2024