MIGRATION TIPS

1 PREVIOUS STEPS TO MIGRATE 2

1.1 Security groups............................................................................................................ 2
1.2 Detect special cases....................................................................................................2
1.2.1 Managed metadata...............................................................................................2
1.2.2 Versioning settings...............................................................................................2
1.2.3 Custom view forms...............................................................................................2
1.2.4 Document sets......................................................................................................3
1.2.5 Lookup columns....................................................................................................3
1.3 Shutting down the previous site...................................................................................3
1.4 Opening the new site...................................................................................................3

2 ISSUES THAT MAY APPEAR 3

2.1 Versioning must be enabled........................................................................................3
2.2 Metadata value not available.......................................................................................4
2.3 Folders with managed metadata..................................................................................4
2.4 Draft versions not available.........................................................................................4

All information and material contained in these pages, including text, layout, presentation, logos, icons, photos, processes, data
and all other artwork including – but not limited to – any derivative works are business sensitive and confidential information
and/or information and material protected by patents, designs, trade-marks or copyrights in the name of SICPA HOLDING SA
or any of its affiliates and shall be kept strictly confidential.
The material and information contained in – or derived from – these pages may therefore not be copied, exploited, disclosed or
otherwise disseminated, in whole or in part, without SICPA’s prior written approval.

513987637.docx Page 1 of 4 12/02/2014

1 PREVIOUS STEPS TO MIGRATE
1.1 SECURITY GROUPS
Before migrating, it is important to have all the final security groups created. It is advisable to
prepare a list with all the current permissions and the mapping to the new required names,
because a different naming convention applies when moving to each different server (Online)
When cutting off the previous

1.2 DETECT SPECIAL CASES

1.2.1 MANAGED METADATA
In case there are columns with managed metadata, the account used for migration must
have administration access in the term store management service (at tenant level).

For managed metadata, the best approach is to migrate the site columns before the structure
and content. When migrating a metadata site column, the corresponding term set will be
created.

1.2.2 VERSIONING SETTINGS

It is important to decide the versioning approach beforehand. The main reason to avoid
migrating the versions is the timing for the migrating process. Approximately, migrating the
latest 5 versions of every file implies a process x10 times slower that taking only the latest
version.

The main reason to keep the version history is when working with drafts. If a library is using
the draft versioning with the visibility configured only to editors, it is necessary to migrate the
version history to ensure all published versions are migrated. In this case, taking only the
latest version will result on having any file with draft versions (for example, 1.2, 1.4, 2.5…)
migrated as draft.

To ensure the latest published version, the limit must be at least the maximum number of
drafts in one version. For example, if we have the following files:

- File 1, version 0.4

- File 2, version 2.1
- File 3, version 1.5

The version limit must be 6 or higher to ensure that the process will take the latest published
version of the third file.

1.2.3 CUSTOM VIEW FORMS

If there are customized views in libraries, for example with some styling, those will be
migrated during the process. The result is that those libraries will have the classic

513987637.docx Page 2 of 4 12/02/2014

experience, not the modern one. The only way to avoid copying the customization is to
disable

1.2.4 DOCUMENT SETS

Document sets are disabled by default in SharePoint Online sites. In case they are needed,
the corresponding feature must be enabled at site collection level on the destination.

In case they are not needed anymore, the configuration must be changed in ShareGate to
map the content type to folder.

1.2.5 LOOKUP COLUMNS

When preparing the migration plan, it is important to detect not only the libraries to migrate,
but also if there is additional content related to those libraries.

1.3 SHUTTING DOWN THE PREVIOUS SITE

To avoid conflicts and missing versions, the approach is to change the previous site to read
only before migrating. This must be done in the site collection and on every single subsite,
library or element that has special permissions

To do so, it is highly advisable to extract a permissions matrix from the site collection(s) to
have both the checklist and the capture of the latest status on access configuration.

1.4 OPENING THE NEW SITE

It is important to decide beforehand the steps to communicate the new site opening and how
to put a message in the old site pointing to the new one. It completely depends on the old
site configuration.
One way to put the message visible to all pages within the site is to add a link to the
navigation. It could be also helpful to modify the home page adding a highlighted message.
If the intranet has a link to the site, it is necessary to tell the communications team so they
can change it.

2 ISSUES THAT MAY APPEAR

2.1 VERSIONING MUST BE ENABLED
“Versioning must be enabled and the number of major versions must be between 1
and 50000”

513987637.docx Page 3 of 4 12/02/2014

This may occur when copying structure including content and the versioning settings
configuration form source and destination are not compatible. In most cases this shouldn’t
happen, but in case it does, the solution is fist to copy the structure itself and, after that, copy
only the content.

2.2 METADATA VALUE NOT AVAILABLE

“Property 'My property': The value 'My value' is unavailable. Please specify another
value”

This may occur when there are deprecated terms in a term set that is used by a managed
metadata column. The terms are not available anymore but there might be old files with this
information. The solution is to enable the terms in the destination tenant during the migration
an re-deprecate them when finished.

https://support-desktop.sharegate.com/hc/en-us/articles/115000643408?
utm_source=Sharegate&utm_medium=App&utm_content=Migration&utm_campaign=App-
Support

2.3 FOLDERS WITH MANAGED METADATA

“The destination list or library contains folders with Managed Metadata columns
which are not supported by Insane Mode”

There is a problem with Office 365 API and managed metada columns in folders. In a normal
migration process, this columns will be blank on destination. The recommendation for
ShareGate is to use the insane mode or to manually copy the values after the migration.
https://support-desktop.sharegate.com/hc/en-us/articles/115000645448?
utm_source=Sharegate&utm_medium=App&utm_content=Migration&utm_campaign=App-
Support

2.4 DRAFT VERSIONS NOT AVAILABLE

“Draft versions are not enabled on your list and only draft versions are available for
copy”

This error may appear when copying only the content from one library to another one and the
source has the draft versioning activated but the destination does not.

This case shouldn’t appear when copying structure and content because the same
versioning settings should have been copied with the structure.

https://support-desktop.sharegate.com/hc/en-us/articles/115000645448?
utm_source=Sharegate&utm_medium=App&utm_content=Migration&utm_campaign=App-
Support

513987637.docx Page 4 of 4 12/02/2014