Teams migration. Admin guide for Office 365 teams/groups to teams/groups migrations

Transcription

1 Teams migration Admin guide for Office 365 teams/groups to teams/groups migrations

2 Copyright 2019 CLOUDIWAY. All rights reserved. Use of any CLOUDIWAY solution is governed by the license agreement included in your original contract. The copyright and all other intellectual property rights in the Software are and remain the property of CLOUDIWAY and/or its subsidiaries ( CLOUDIWAY ). The licensee shall not acquire any title, copyright or other proprietary rights in the Software or any copy than specified in. You may not attempt to copy, modify, alter, disassemble, de-compile, translate or convert in human readable form, or reverse engineer all or any part of the Features and/or Data. You acknowledge that the Software and all related products (including but not limited to documentation) are the subject of copyright. You therefore, shall not during or any time after the expiry or termination of this Agreement, permit any act which infringes that copyright and, without limiting the generality of the foregoing, You specifically acknowledge that You may not copy the Software or Products except as otherwise expressly authorized by this Agreement. CLOUDIWAY provides this publication as is without warranty of any either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. CLOUDIWAY may revise this publication from time to time without notice. Some jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. Document history Date Editor Change details 13 02/2019 ED First publication Site migration: SharePoint to SharePoint Page i

3 Table of Contents 1 Office 365 Teams and group migration with Cloudiway Security during Migration Performance information Group and Teams migration scope What can be migrated? Migration limitations Considerations Audience Pre-migration configuration Before you start Pre-migration checklist Security Pre-requisites Use the Cloudiway platform to migrate your Teams and groups Create your source connector Create your target connector Discover Groups Add target connector Site migration: SharePoint to SharePoint Page ii

4 Assign licenses Manually create an entry in the list Import or create a mapping table of user and group details Option 1: CSV import Option 2: Create a single user or group Preprocessing Activate and monitor your migration Troubleshooting Site migration: SharePoint to SharePoint Page iii

5 1 Office 365 Teams and group migration with Cloudiway Cloudiway's Teams and group migration solution helps businesses perform technical migrations through a simple SaaS interface. As a result, Teams and group migrations require no additional software installation or overhead, and migrations can be performed securely and quickly. Site migration: SharePoint to SharePoint Page 1/31

6 2 Security during Migration We take your privacy and security seriously at Cloudiway, and we have invested significant effort into making our platform and your data secure. Cloudiway provides a cloud-based application hosted in Windows Azure. It means that the software and data are centrally hosted and accessed by clients using a web browser and internet connection. In addition, Cloudiway's SaaS benefits from Windows Azure's certifications, ensuring security of the infrastructure, network and physical security layers of the Cloudiway cloud. For total assurance, Cloudiway provides auditing tools, secure, authenticated data connections and a logging system. More specifically: Cloudiway doesn t store your mail, files or site data; the migration takes place in memory only: the migration engine connects to the source, pulls data and pushes it in real time; For the file part migration, the process is slightly different: Files are pushed to an encrypted blob storage owned by Microsoft which is then used by the SharePoint Import migration process provided by Microsoft. Connections to the source and the target are done using HTTPS so no data is transferred unencrypted over the internet; and, nothing is stored internally: no data persists in the platform.* *For the delta pass mechanism, a reference ID of each data migration is stored in internal caches (SQL databases) with the date of modification. This ensures that no data is duplicated, and for efficiency, only the changes are propagated. We automatically delete inactive records after 90 days, or upon request. In addition, because the Cloudiway platform needs credentials to connect to the source and the target, you define connectors to connect to them and enter credentials that will be used for the connection. These credentials are stored encrypted using AES 256. For complete peace of mind, we recommend that you create a temporary migration account during your migration which you can delete at the completion of your project. Site migration: SharePoint to SharePoint Page 2/31

7 3 Performance information Cloudiway's software platform has been designed and developed to support large migrations. The on-demand migration engine is able to allocate the migration capacity that you need to migrate the volume of data of your choice in the time slot that you have allocated for your migration. Please bear in mind that Office 365 can heavily throttle users. When you perform too many calls, Office 365 begins throttling and decreases the number of calls that can be performed each minute, thus reducing the migration throughput. Cloudiway constantly attempts to work at the maximum capacity allowed by Office 365 and is able to achieve excellent throughput. Site migration: SharePoint to SharePoint Page 3/31

8 4 Group and Teams migration scope What can be migrated? When migrating Teams and groups between Office 365 tenants, the following items can be migrated: Groups and Teams are recreated. The associated SharePoint Modern Site is created. The flag Public / Private is migrated. Owners and Members are migrated. The SharePoint Site is migrated. The associated mailbox is migrated. Channels (for Teams) are recreated Conversations are migrated Files are Migrated Metadata (date of creation, modification, creator, modified by on files and site items are migrated). Migration limitations MetaData on conversations are not are not migrated. ToolBar is currently not migrated (may be migrated in a near future). Considerations Delta migration is a Cloudiway functionality that allows you to migrate incrementally. Changes are migrated during delta passes. Deletions are not propagated. Audience This guide is aimed at experienced system administrators who are capable of connecting to remote systems and using a variety of administration tools. Although we provide support for our own products, we do not provide support for third party products such as PowerShell or server administration of Microsoft products. If you are concerned you might have any difficulty completing these steps, please consider a solution with our consulting team, contactable via presales@cloudiway.com. This will ensure a fast, costeffective and stress-free implementation. Site migration: SharePoint to SharePoint Page 4/31

9 5 Pre-migration configuration Before you start Before you start, you will need to ensure you have the details outlined in the following table. Name Description Location Cloudiway login Stores details and provides communication between the systems you already use. Knowledge base access Our extensive knowledge base is always accessible, with videos, troubleshooting tools, samples and more. Office 365 account with admin role for migration at source and target Account with admin role that bypasses SSO and is able to authenticate using username/password credentials, preferably with the format: Used for migration of permissions only. We recommend you create an account with admin access especially for migration. After all migrations are complete, simply delete this admin account. Pre-migration checklist To ensure successful migration, we recommend that you follow the checklist Prepare any mapping tables for users and groups in CSV format, ready to upload later on. You need a tenant administrator account to setup the permissions. Security Pre-requisites Migration uses a mix of Graph Apis and CSOM calls. Graph APIS permissions requires application permissions on groups, users and sites. In particular it requires : Group.Read.All and Group.ReadWrite.Alls both at the source and the target. Group.ReadWrite.Alls is required at the source to grant permissions to the migration account. Site migration: SharePoint to SharePoint Page 5/31

10 User.Read.All Sites.Read.All, Sites.ReadWrite.All For CSOM access, the migration account must be SharePoint administrator. Site migration: SharePoint to SharePoint Page 6/31

11 6 Use the Cloudiway platform to migrate your Teams and groups Create your source connector To facilitate the groups and teams migration, the Cloudiway platform needs to be able to communicate with both your source and target domains. To do this, Cloudiway uses connectors, which are configured on apps.cloudiway.com. You will need to set up a connector for each source tenant and each target tenant. Follow the steps below to configure a source connector. 1. From your browser, go to and login 2. Click on Site & Group Migration on the left Site migration: SharePoint to SharePoint Page 7/31

12 You can choose to manually set up your connectors, or you can use the simpler process of the wizard. The steps below will walk you through the manual process. 3. Click on Sources, then on the + New option at the bottom of the screen 4. Click on Office Group / Teams and type a meaningful name in Connector name Site migration: SharePoint to SharePoint Page 8/31

13 5. Click on the Create button Site migration: SharePoint to SharePoint Page 9/31

14 6. Fill in the remaining details Site migration: SharePoint to SharePoint Page 10/31

15 Name of the tenant: enter the name of your tenant (ie cloudiwaylab), not cloudiwaylab.com or cloudiwaylab.sharepoint.com Filling this field automatically fills the URL field. Server Region: Most of the time, keep the default value Worldwide except if you have a China, German or US Governmental tenant. Domain Name: Enter the name of your primary domain. Migration User: A sharepoint administrator account ( for permissions to run CSOM calls). User Password: The password of the migration user. This is stored encrypted in EAS 256. Client ID / Client Secret: Graph API client ID and secrets with permissions to access, groups, users and sites. See this article for creating the application : 7. Click on the Save button and jump to the next section Site migration: SharePoint to SharePoint Page 11/31

16 Create your target connector With the source connector now configured on the Cloudiway platform, it's time to create and configure the target connector. Follow the steps below to configure an Office 365 Group / Team connector. 1. Click on Targets on the left, then + New on the Action bar at the bottom of the screen. 2. Click on Office Groups / Teams Online and type a meaningful name in Connector name 3. Click on the Create button 4. Fill in the fields Site migration: SharePoint to SharePoint Page 12/31

17 Site migration: SharePoint to SharePoint Page 13/31

18 Server Region: Most of the time, keep the default value Worldwide except if you have a China, German or US Governmental tenant. Name of the tenant: enter the name of your tenant (ie cloudiwaylab), not cloudiwaylab.com or cloudiwaylab.sharepoint.com Filling this field automatically fills the URL field. Domain Name: Enter the name of your primary domain. Migration User: A sharepoint administrator account ( for permissions to run CSOM calls). User Password: The password of the migration user. This is stored encrypted in EAS 256. Client ID / Client Secret: Graph API client ID and secrets with permissions to access, groups, users and sites. See this article for creating the application : 6. Click on the Save button at the bottom of the screen. Discover Groups The Cloudiway platform provides a tool called Get Groups / Teams which returns a list of all groups and teams from the domain you added to the source connector. This is a useful tool which provides you with a complete picture of groups and teams to be migrated. You should therefore run this tool prior to group/teams. 1. Navigate to menu Site & Group Migration / Group List Site migration: SharePoint to SharePoint Page 14/31

19 2. In the bottom Bar, select Migration / Get Groups / Teams 3. Select your source from the dropdown list and click on the Get button Site migration: SharePoint to SharePoint Page 15/31

20 The tool will schedule a call to your domain to return a list of all visible Groups and sites for migration. Site migration: SharePoint to SharePoint Page 16/31

21 Once the Get Groups / Teams tool has completed, it will return a list of all groups and teams discovered via the source connector's credentials. The list will appear in the Group List area of the Cloudiway platform. From this list, you can check what is due to be migrated prior to migration, edit the group definitions, assign licenses and delete any group or team that don't need to be migrated. These actions are explained in the following sections. Site migration: SharePoint to SharePoint Page 17/31

22 You can also download the results in CSV format for your own records or to make editing changes, and then upload the updated CSV file to the Cloudiway platform as your final list to be migrated. Note: you cannot add new entries to the CSV file: they must exist on the Cloudiway platform already. If you need to add a new group or team, either re-run the Get Sites (which will add newly-available sites to the existing list) or add a group or team manually using the steps in section 6.6. Site migration: SharePoint to SharePoint Page 18/31

23 Add target connector From the group list, select the groups and teams of your choice and click on Manage / Assign Targets Select your target from the dropdown list and click on the Assign button Site migration: SharePoint to SharePoint Page 19/31

24 Site migration: SharePoint to SharePoint Page 20/31

25 Assign licenses In the same way you assigned the targets, now assign the licenses. From the group list, select the groups and teams of your choice and click on Manage / Assign Licenses You can manually edit the details of the group or team. For this, click on the line to edit it. Site migration: SharePoint to SharePoint Page 21/31

26 Manually create an entry in the list Due to the possibility of typos, we recommend you only use this option if it's impossible to rerun the Get Groups command. 1. Ensure you're still in the Site & Group Migration area of apps.cloudiway.com and go to Group List 2. Click on Manage / Create Single Site migration: SharePoint to SharePoint Page 22/31

27 3. Fill the fields Source name: Name of the Group or Team. Source: Select the source connector. Source URL : Enter the relative url of the SharePoint modern Site. Source Address: Enter the address of the group or team. Target Name: Enter the name of the group in the target. Target: Select the target connector. Target Recipient Type: select the type of target object: This can be a group, a shared mailbox or a team. License: Assign a license. Site migration: SharePoint to SharePoint Page 23/31

28 4. Click on the Create button. Import or create a mapping table of user and group details In order to migrate permissions and metadata (createdby, modifiedby, etc ), a mapping table of users must be defined. A list of mail users is used as mapping tables as it defines who has access to the different sites. It is also used to migrate metadata for files and folders. You can upload a user or group list via CSV, use Cloudiway's automated Import Users tool, or manually add each user on the Cloudiway platform Option 1: CSV import If you have a CSV file of all your site users and another one for groups, you can upload the files to Cloudiway. The files must have the following fields in the header row: User CSV: FirstName;LastName;Source ;Target Group CSV: Name;Source ;Target If you perform more than one upload, any CSV data already uploaded will not be overwritten by following uploads. Therefore, duplicates can occur. Sample CSV files are available to download during the steps below. 1. From the Site Migration area of apps.cloudiway.com and go to Mapping Tables 2. Click on Manage on the action bar and select Upload CSV 3. If required, click on Download sample CSV and add your users to the CSV file using the sample headers (FirstName;LastName;Source ;Target ) 4. When you have a complete CSV file with the correct headers, click on the Upload button Site migration: SharePoint to SharePoint Page 24/31

29 5. Locate your CSV file within your own file system, and double-click on it to select it If the CSV file format is not correct, you will see an error message on your screen: 6. If you see any error messages, check your CSV file to ensure it has four columns, each with a separator (including the last) and try uploading again Once the CSV file format is correct, you will see a confirmation message at the top of your screen: 7. To upload a group CSV, click on the Groups tab in the top right corner and repeat steps 2 to 6 8. Check your for confirmation that all uploads have been completed: you can also refresh the Cloudiway platform to display your imported users at any time 9. If you wish to edit any user or group that's been uploaded, click on their name from the user list or group list to display the editable list of fields Option 2: Create a single user or group Many of our first-time customers create a single user and/or group for testing purposes. This provides a means of watching the migration process without affecting all users. Single users and groups can also be created for migrations affecting just a few users. 1. Go to the Mapping Tables area of the Site & Group Migration menu Site migration: SharePoint to SharePoint Page 25/31

30 2. Click on Manage on the action bar at the bottom of the screen and select Create Single to display the following screen: Site migration: SharePoint to SharePoint Page 26/31

31 3. Fill in all details for a new user 4. Click on the Create button The new user will be added to the Site Migration / Mapping Tables screen: 5. Repeat steps 1 to 4 for any more users you'd like to create 6. If you'd like to manually add a group, click on Groups in the top left corner of the screen, then repeat steps 2 to 5. Site migration: SharePoint to SharePoint Page 27/31

32 Preprocessing Cloudiway provides a preprocessing tool that will set automatically all the required permissions at the source and at the target and provision the groups and teams at the target. What does the preprocessing tool. At the source: It uses the graph APIS (Client ID and Client Secret) to give the migration account defined in the source connector the owner Role. This ensures that the migration account will have all the necessary permissions during the migration. At the target: It creates the group or Team and the associated SharePoint modern site under the context of the migration account defined in the target connector. It sets the permissions to the migration account if the target group or team already existed It sets all the members and owners to the group. It creates the additional SharePoint libraries that may have been manually created. At the end of the preprocessing, the status of the migration is set to Not Started. The group or team is now ready to be migrated. How to run the preprocessing. 1. Ensure you're still in the Site & Group Migration area of apps.cloudiway.com and go to Group List 2. Select the groups or teams you would like to start preprocessing by clicking on their individual checkbox, or by selecting all groups and teams with the checkbox at the top of the Site migration: SharePoint to SharePoint Page 28/31

33 list. 3. Click on Migration in the bottom left corner of the action bar and select Pre-Processing to begin the process. 5. Click on the Site Data tab to see a list of what can be found in the site 6. Click on one of the plus signs to see further information about the page and its site content With this level of detail about pages and contents, you can verify any troublesome items unlikely to be migrated prior to starting migration. You should also use the audit to crosscheck any missing items from the audit that are present on your source site. Site migration: SharePoint to SharePoint Page 29/31

34 Activate and monitor your migration Now that you have performed all the pre-migration steps within your tenants and within Cloudiway, you're ready to migrate. We recommend you run a test migration on a single site first to check that your configuration produces the outcome you expect. To start your migration, select the Group or Team you wish to migrate and click on the Start button. You batch will be scheduled and will begin as soon as resources are available. Site migration: SharePoint to SharePoint Page 30/31

35 7 Troubleshooting Cloudiway provides an extensive knowledge base with many resources, including common error messages, video guides and downloads. Please visit the site migration knowledge base area here: Please visit the entire knowledge base here (where you can search for keywords or read through topics): The knowledge base also contains information on how you can ask for further support, should you require it. Site migration: SharePoint to SharePoint Page 31/31