On Demand Migration Current - User Guide

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Collecting Statistics

A Collect SharePoint Statistics Task conducts an assessment of selected SharePoint sites, webs and lists in the source tenant and matching sites in the target tenant.

NOTE: Before you proceed, verify that the source tenant sites have been discovered. For more information see Discovering SharePoint Sites

In this topic:

Create a Collect SharePoint Statistics Task

  1. Sign in to Quest On Demand and choose an organization if you have multiple organizations.
  2. From the navigation pane, click Migrate > Projects to open the My Projects list.
  3. Create a new project or open an existing project.
  4. Click the SharePoint tile, or click Open from the Mail tile to open the sites and User Data dashboard.
  5. Select the Sites tab and then select List View if not already selected. Then select one or more SharePoint sites from the list to activate the menu options.
  6. From the Actions menu, click Collect Statistics. The New Collect SharePoint Statistics Task wizard starts. Each step is described below:
  7. Description

    1. Include collection of statistics for source content and structure - select this option to discover and collect statistics of the SharePoint contents and structure for the selected source objects.
    2. Include collection of statistics from the matching target SharePoint objects - select this option to collect statistics from the matching SharePoint objects in the target tenant and generate the Comparison Report.

      NOTE: If the SharePoint objects have not been migrated by On Demand Migration but already exist on the target, the source and target objects will be matched using the same process as a Matching task. Subsequent migrations will respect the established match relationship.

    3. Click Next.
  8. Notification
    1. Send notification email once the task is completed - select this option to send a notification email when a discovery task completes.
      • Only in a case of failure - select this option to send the email if the discovery task fails to complete successfully.
    2. Recipients - enter the email address of the recipients of this email. Specify multiple recipient email addresses separated by semicolons.
    3. Click Next.
  9. Schedule
    1. Choose from one of three options to schedule the task. The scheduler will be activated only after you complete the task wizard.
      • Run now - task runs immediately.
      • Run later - task must be started manually.
      • Schedule - task starts at a future date and time entered in the corresponding calendar field.
    2. Click Next.
  10. Summary
    1. Verify the task specifications as described below:
      • Name - name of the task. You can specify a custom name. The default name is Collect SharePoint Content Statistics Task.
      • Source tenant - name of the tenant where the statistics will be collected.
      • Scheduled start - date and time when the task will start. Now indicates that the task will start immediately.
    2. Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.

Review the Collect SharePoint Statistics Task

  1. Open the Tasks tab.
  2. Select the Collect SharePoint Statistics task.
  3. In the task detail pane that opens, the information presented is as described below:
    1. Type - type of the task. The type is SharePoint.
    2. Created - date and time when the task was created.
    3. Modified - date and time when the task was last updated.
    4. State - state of the task.
    5. Last Operation - action that was most recently performed in this task.
    6. Schedule - date and time when the task started. Now indicates that the task started immediately after the task was created.
    7. Contents (number) - number of objects processed and their task status.
    8. Events (number) - number of events that the task encountered.

Review the statistics collected

  1. Open the Tasks tab.
  2. Select the Collect SharePoint Statistics task.
  3. From the task detail pane, click Download Premigration Report. If comparison reports were generated, click Download comparison report.
  4. Download and save the ZIP file to a suitable folder, and extract the report.

Review the Collect SharePoint Statistics Task Events

  1. Open the Tasks tab.
  2. Select a task named Collect SharePoint Statistics Task that you want to review.
  3. In the task detail pane that opens, click Events (number). The Events tab opens with a filtered list of events for the selected task.
  4. Select an event that you want to review. In the task detail pane that opens, the information presented is as described below:
    1. Object - name of the SharePoint object if applicable.
    2. Task - name of the task.
    3. Time - date and time when the event occurred.
    4. Category - type of task. the value is Application.

Managing Sites with Collections

SharePoint site collections, sites and lists can be grouped in collections.

Migrating large numbers of SharePoint site collections requires careful planing. The site collections could belong to different offices and geographical locations or sensitive departments. Organize the SharePoint site collections into logical groups called collections to make large SharePoint site collections more manageable. SharePoint sites, webs and lists can be grouped in collections.

In this topic:

Adding SharePoint site collections to Collections

You can add SharePoint site collections to collections in three ways:

To add selected SharePoint site collections to a new collection:

  1. From the project dashboard, click Open in the SharePoint tile to open the SharePoint workspace.
  2. Select the SharePoint Contents tab.
  3. Select the SharePoint site collections you want to combine into a collection.
  4. From the actions toolbar, click Collections > Create New Collection. The New Collection dialog opens.
  5. Enter a collection name in the Collection name field and click Save to add the selected SharePoint site collections to the collection.

To add selected SharePoint site collections to an existing collection:

  1. From the project dashboard, click Open in the SharePoint tile to open the SharePoint workspace.
  2. If you need to create a new collection:
    1. From the top-right corner of the workspace, click Select Collection > + New Collection
    2. Enter a collection name and click Save to add this collection to the project.
  3. From the actions toolbar, click the SharePoint Contents tab and select the site collections that you want to add to the collection.
  4. Click Collections > Add to Collection. The Add to existing collection dialog opens.

  5. Select a collection from the Collection name dropdown and click Save to add the selected SharePoint sites to the collection.

To add sites to one or more collections with a CSV file:

Using a CSV file provides the following additional benefits:

  • Multiple collections can be created with the same CSV file.
  • Existing collections can be specified in the CSV file to add additional sites.
  • SharePoint sites can be listed in multiple collections.

This is a two-step process as described below:

Step 1: Prepare the CSV file

  1. From the actions toolbar, click Collections > Import Collections. The New Import Collections from File Task wizard starts.
  2. From the Mapping File step, click Download Example File. A ZIP file is downloaded.
  3. Extract the CSV file and use it to prepare your import file in one of three formats described below:

    NOTE: CSV file names with non-ASCII characters are not supported. SharePoint sites in the CSV that have not been discovered cannot be added to a collection.

    • SourceURL - site collection URL.
    • Collection - collection name.

Step 2: Import the CSV file

  1. Open the SharePoint Contents tab.
  2. From the actions toolbar, click Collections > Import Collections. The New Import Collections from File Task wizard starts.
  3. Mapping File
    1. Click Browse and select the CSV file. The selected CSV file name appears.
  4. Schedule
    1. Choose from one of three options to schedule the task. The scheduler will be activated after you complete the task wizard.
      • Run now - task runs immediately.
      • Run later - task must be started manually.
      • Schedule - task starts at a future date and time entered in the corresponding calendar field.
    2. Click Next.
  5. Summary
    1. Verify the task specifications as described below:
      • Name - name of the task. You can specify a custom name. The default name is Import Collections From File.
      • Scheduled start - date and time when the task will start. Now indicates that the task will start immediately.
    2. Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.
    3. Click Finish.

To gather a site and all its children into a collection

  1. From the top-right corner of the workspace, click Select Collection and then select the collection to view.
  2. If needed, add one or more SharePoint sites to the collection
  3. Select one or more sites.
  4. Run the Discover SharePoint Contents task.

NOTE: SharePoint content discovered during a migration will be added to the collection as well if the parent site collection is present .

To verify the addition of the SharePoint objects to a collection:

  1. Check the Collections column in the SharePoint Contents List View that indicates the most recent collection where the object has been added and the number of additional collections that also contain the object.
  2. Select an object from the List View to open the SharePoint Detail pane. Check the Collections property that lists all the collections where the object has been added.

Working with the Collection Dashboard

The Collection Dashboard shows the collection-specific summary, allows you to see SharePoint site collections added to it, create tasks for them, and monitor the progress of tasks.

To view the collection dashboard for an existing collection:

  1. Sign in to Quest On Demand and choose an organization if you have multiple organizations.
  2. From the navigation pane, click Migrate > Projects to open the My Projects list.
  3. Create a new project or open an existing project.
  4. From the project dashboard, click Open in the SharePoint tile to open the SharePoint workspace.
  5. From the top-right corner of the workspace, click Select Collection and then select the collection to view. The collection Dashboard is displayed.
  6. Click the SharePoint Contents tab. You will see the list of SharePoint site collections that belong to the collection.

To remove items from a collection:

  1. From the actions toolbar, click Collections > Remove from Collection.
  2. In the confirmation dialog click Remove to remove the selected objects from the collection.

To rename the collection:

  1. Click Collections > Rename Collection in the Actions toolbar of the collections dashboard.

To delete the collection:

  1. Click Collections > Delete Collection in the Actions toolbar of the collections dashboard.

To see the tasks for collection-specific SharePoint objects:

  1. Open the Tasks tab.

To see the events related to the collection:

  1. Open the Events tab.

To return to the SharePoint migration workspace:

  1. Click the collection dropdown at the top-right corner of the page, and select Show All.

Mapping Webs

Webs or sub-sites that have not been migrated can be renamed, mapped to a different parent, or promoted to a site in the target tenant. When these objects are migrated, they will be renamed, relocated to the new parent or promoted to a site. The web is retained in the source tenant but set as Relocated (ie., not migratable)

The conditions for mapping a web to another web are as follows:

  • Web has not been previously migrated.
  • Web is not a root web. A root web can't be mapped to another root web in the target tenant. See Mapping Sites to do this.

When a root web is mapped to a child web of another site in the target tenant, it is deemed a demotion.

When a child web is mapped to a root web in the target tenant, it is deemed a promotion. If a web is promoted to a site, then:

  • Site must have a new name.
  • A new site and member objects are cloned form the web's parent site.
  • Web is cloned as the root web of the new site.
  • Children of the web are re-parented under the cloned web.
  • Migrate the new site to complete the migration of the promoted web

Example: Consider the promotion of a web (\sites\HR\Benefits) to a site (\sites\HR-Benefits). After the task is complete, the SharePoint Contents list will display the following:

Type Name Source URL Target URL
Web HR-Benefits \sites\HR\Benefits \sites\HR-Benefit

Limitations

  • Links from the source web may not be updated on target. For example, links to the old parent.
  • If a web has unique Members, Owners, and Visitors SharePoint groups, the memberships of these groups are merged with the corresponding groups from the source root web when the web is promoted. Review the target SharePoint group memberships after the migration completes.
Starting the Web Mapping Task
  1. Sign in to Quest On Demand and choose an organization if you have set up multiple organizations.
  2. From the navigation pane, click Migrate > Projects to open the My Projects list.
  3. Create a new project or open an existing project.
  4. From the SharePoint tile on the project dashboard click Open. Then select the SharePoint contents tab.
  5. Use the list filter Type = Web to narrow down your search.
  6. Select a web that has not been migrated. You can select only one web at a time. Then click Map Web from the list detail pane. The New Web Mapping Task wizard starts.

  7. Map Settings
    1. Task Name - name of the task. You can specify a custom name. The default name is Map SharePoint Web.
    2. Promote this web to a site collection - select this option to promote the web to a site. Webs with unsupported templates cannot be remapped and promoted to a site, so this setting is displayed if the selected web has a supported template.
    3. New Target Web Name - specify the new display name of the target web if necessary, or retain the original name.
    4. New Target Url - enter the new relative url of the web if you plan to relocate or demote the web. This option is not available if the web is intended for a promotion to a site.
    5. New Target Web Template - this option is available if the selected web has a Communications template or an unsupported template. Choose Teams site (no Microsoft 365 group) from the dropdown.

      NOTE:

      For webs with a Communications template, New Target Url must indicate a demotion like /sites/TargetParent/Demo when Source Url is /sites/Demo.

      To find webs with unsupported web templates, clear the filters in the search ribbon. Then set the following filters: Migration = Unsupported and Type = Web

      When you use a supported template, the original web features may not be provisioned. However, supported lists and list items can now be migrated to the target tenant.

      Web with a Communications template being demoted and mapped. Web with an unsupported template being mapped.
    6. Skip Child Webs - select this option to exclude child webs when migrating this web.
    7. Click Next.
  8. Summary
    1. Verify the task specifications as described below:
      • Task Name - name of the task.
      • New Target Web Name - new name of the target web
      • New Target Url - relative url of the site or web in the target tenant.
      • Promote this web to a site collection - indicates whether this web is being promoted.
    2. Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.
  9. You can track the progress in the Tasks tab, monitor alerts and notifications in the Events tab and view the summary on the Dashboard.
  10. After the task is complete, the SharePoint Contents list is updated. Compare the Source Urlcolumn with the Target Url column for the selected web. The Provision state of the selected web is set to Mapped.

Mapping Lists

Lists or libraries that have not been migrated can be mapped to a different web on the target tenant or mapped to an existing list. When these objects are migrated, they can be relocated to the new SharePoint web or merged with a target list. This web can be in the same site or a different site.

  • The web in the target tenant must exist before the mapping otherwise mapping will fail.
  • Previously migrated lists cannot be mapped to a different web.
  • The source and target lists must have the same template type.
  • The list mapping will be used by a migration task that includes the list.
  • If lists are merged during migration, then
    • List objects merged
      • Content types
      • List columns
      • List Items (with permissions)
    • List objects not merged
      • List settings including Title and Description
      • List Permissions
      • Views
      • Alerts

To map a list to a different site or web

  1. Open the SharePoint Contents tab and locate the list. You can use the list filter Type = List to narrow down your search.
  2. Select a list that has not been migrated. You can select only one list at a time. Then click Map List from the list detail pane.

  3. The New List Mapping Task wizard starts. Specify the information in the steps described below:
  4. Map Settings

    1. Specify the new name and relative url
      • New Target Url - Enter the new name of the list or retain the original name. specify a different url in the target tenant to relocate the site if necessary.
    2. Choose a the mapping option
      • Migrate source list to target - select this option to migrate the contents of the source list to the specified target list
      • Merge source list contents with target list - select this option to merge the contents of the source list with the specified target list.
    3. Click Next.
  5. Summary
    1. Verify the task specifications as described below:
      • Name - name of the task. You can specify a custom name. The default name is Map Single SharePoint Object Task.
      • New Target Url - the relative url of the site or web in the target tenant.
      • Map option - option to match sub-sites and other descendant structures.
    2. Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.
  6. You can track the progress in the Tasks tab, monitor alerts and notifications in the Events tab and view the summary on the Dashboard.
  7. After the task is complete, the SharePoint Contents list is updated. Compare the Source Urlcolumn with the Target Url column for the selected list. The Provision state of the selected list is set to Mapped.
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