From Box or Dropbox Migration

Overview:

  1. File migration with Cloudiway
  2. File migration scope
  3. Pre-migration configuration
  4. File Migration User List
  5. File Migration Global Settings
  6. File Preprocessing and Migration
  7. Troubleshooting

 

1. File migration with Cloudiway

Migrating from Box or Dropbox is a straightforward process, whether you’re migrating to OneDrive, SharePoint Sites, Teams (or a mix), Blob storage, or Google Drive. The Cloudiway file migration platform ensures that your file migration runs smoothly and quickly.

We cover the file migration process in four steps:

  • Create the connectors
  • Import your user list
  • Perform preprocessing (admin access and target resource creation)
  • Migrate

In addition, Cloudiway provides some configuration and monitoring tools so you can observe the progress of your migration. This guide explains all the steps required from start to finish.

1.1. Performance & Security

For more security information, please refer to this article.

For more information about migration performance, please refer to this article.

1.2. License Management

Cloudiway platform automatically assigns the licenses. For more details regarding the license management, check out this page.

1.3. Delta Passes

Delta migration is a Cloudiway functionality that allows you to migrate incrementally. Changes are migrated during delta passes. Deletions are not propagated. Learn more.

1.4. Support

Although we provide support for our products, we do not provide support for third-party products such as PowerShell or server administration of Microsoft, Google products, Box, Dropbox.

 

2. File migration scope

2.1. What is migrated

You will find the list of what can be migrated from Box or Dropbox on this page: File migration tool.

2.2. Migration considerations

All data can be migrated without any changes to the source structure or permissions. Any users with permissions will need to be listed in a mapping table in order for their permissions to be migrated.

2.3. Audience

This guide is aimed at experienced system administrators who are capable of connecting to remote systems and using a variety of administration tools.

If you are concerned you might have any difficulty completing these steps, please consider a solution with our consulting team. This will ensure a fast, cost-effective, and stress-free implementation.

 

3. Pre-migration configuration

3.1. Before you start

We recommend you create a unique service account, especially for migration. After all migrations are complete, simply delete this account. We provide the steps below to help you set up an account if you don’t already have one.

The migration account (both at the source or target) must not authenticate using SSO or MFA (Multi-Factor Authentication).
You must define a migration account that bypasses SSO (authenticate natively in Google and Office 365) and without MFA activated.

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.
https://portal.cloudiway.com
Help center Our extensive help center is
always accessible, with videos,
troubleshooting tools, samples and
more.
https://help.cloudiway.com
(to OneDrive, SharePoint, Teams, Blob storage)

SharePoint
administrator
account

It has to be the primary SharePoint admin account with permissions to the SharePoint site collection.  We recommend you create a migration account, especially for migration. After all migrations are complete, simply delete this account. We provide the steps below to help you set up an account if you don’t already have one.
Mapping table and User List (CSV) Prepare any mapping tables in CSV format, and User List, ready to upload later on. What Is The Mapping Table Used For?

How To Upload The Users/Groups CSV File?

4. File Migration User List

4.1. Create Your Connectors

For Cloudiway to migrate your files, it needs to be able to communicate with both your source and target domains. To do this, Cloudiway uses connectors. You will need to set up a connector for each source tenant you wish to migrate and each target tenant that files should be migrated to. Follow the steps from this page to configure your connectors.

4.2. Import or create your users

In order to migrate permissions associated with every file migrated, you can upload your list of users. There are a number of ways. These include:

  • CSV file upload;
  • Cloudiway’s Import Users tool; and,
  • creation of single users.

Regardless, each user will need to be assigned a license type — Trial (limited to 100 MB), or Standard. The Cloudiway platform queries your user list (mapping table) when migrating each file so that the correct permissions can be migrated too. It’s therefore important that your user list is fully complete before starting any migration.

Option 1: CSV import

If you have a CSV file of all your users, you can upload the file to Cloudiway.

How To Fill The Users/Groups CSV File?

 

1.Ensure you’re still in the File Migration area of portal.cloudiway.com and go to Files > User List
Files Migration User List

2. Click on Manage on the action bar and select Import
Files Migration User List Import

3. If required, click on Download sample CSV and add your users to the CSV file. The file must have the following fields in the header row: FirstName;LastName;SourceEmail;TargetEmail;SourceFolder;TargetRecipientType;TargetChannelName;TargetLibrary;TargetFolder;BatchName;

4. When you have a complete CSV file with the correct headers, click on the BROWSE button.

5. Locate your CSV file within your own file system, and select it.

6. Select the appropriate connectors in the Source and Target fields
Import Box File Migration

7. Click on the UPLOAD button
If you see any error messages, check your CSV file, and try uploading again.

8. Once the CSV file format is correct, you will see a confirmation message.

 

Option 2: Get List

Cloudiway’s Get List tool helps you to retrieve users from your source tenant.

Go to Migration, select Get List.

Migration Get List

The tool requires you to enter the Source and Target Pool.

Get User List

Then to specify:

  • The Target Recipient Type if it’s Office 365: OneDrive, SharePoint, Teams.
  • The Matching Rule:
    • Mail Exact Match: the source email = the target email (bob.marley@sourcedomain.com > bob.marley@sourcedomain.com)
    • Keep Email Prefix Same as Source: only the domain name changed (bob.marley@sourcedomain.com > bob.marley@targetdomain.com)
    • FirstName.LastName (i.e. bob.marley@targetdomain.com)
    • F.LastName (i.e. b.marley@targetdomain.com)
    • FLastName (i.e. bmarley@targetdomain.com)
    • LastNameF (i.e. marleyb@targetdomain.com)
  • The Target Domain.

It will then add new users in the User List. This is an advanced tool that is best used in partnership with Cloudiway consultants.

Note: you can monitor the progress of this task in the User List: Get List Logs.

File Migration Get List Logs

Option 3: Single user creation

Click on MANAGE > Create User and enter the following details:

File Migration Create User

The new user will be added to the User List. Repeat the process if you want to add more users.

Many of our first-time customers create a single user for testing purposes. This provides a means of watching the migration process without affecting all users.

Single users can also be created for migrations affecting just a few users. This is especially useful if you wish to specify different migration locations for individual folders within a OneDrive account.

Migrating to different places requires a particular order during migration to avoid files being migrated to the wrong location. For further information, please contact us.

4.3. Exclusion List

Exclusion List

If you want to exclude different folders from the migration, enter the Folder ID or Folder Path.

Box – You can get the Folder ID from the URL, you don’t need to enter the Folder Path:

Folder Id Box

Dropbox – You don’t need the Folder ID to exclude a folder, you just need to enter the relative URL in the Folder Path.

Dropbox Folder Path

5. File Migration Global Settings

Go to the Global Settings of the Files menu

File Migration Global Settings

Enable or disable the following options:

  • Migrate Permissions: migrate files and folders permissions shared with different users. By default, Migrate Permissions is set to ON.
  • Migrate All files: (not recommended) migrate all files and folders even if the user is not the owner (shared documents). Please note that if you activate this option, you may end up with duplicate files and folders.
  • Migrate Version History.
  • Duplicate Management (applicable if the target already exists and is not empty):
    • Overwrite
    • Ignore
    • Copy

Duplicates Management During File Migration

Click on Save.

 

6. File Preprocessing and Migration

6.1. Perform Preprocessing

Now that your Cloudiway connectors are set up, and the audit successful, you can run the preprocessing task. The task can be run more than once if required.

  1. From the User List area, select the users to preprocess (you can use the checkbox at the top of the list to select all)
  2. From the action bar, click on MIGRATION, then PreProcessing, the status change to FilePreProcessing Scheduled
    File PreProcessing Scheduled
  3. For updates, you can refresh the page, the status should be updated to success
    Preprocessing Success

 

6.2. Perform an Audit

File Migration Audit Start

The audit is optional and purely informative. You do not have to run it, unless you wish to see how many files and folders you have in the source Box.
Cloudiway’s Audit tool builds a list of all Box or Dropbox folders and their respective details.
You can use the audit results to decide whether you wish to migrate any folders. and if so, you can specify the document library for each folder to be migrated.
Within document libraries, folder structures are entirely recreated.

 

Remember, these folders with specific destinations would need to be migrated before the general migration because Cloudiway only migrates a file once. Therefore, any folders with alternative targets will take priority.

1.From the User List area, select the users to audit (you can use the checkbox at the top of the list to select all, which we recommend)
User List Checkboxes

2. From the action bar, click on MIGRATION, then Audit, the status change to FileAudit Scheduled
Audit Scheduled

3. Refresh your page and verify the status
Audit Status Error

4. If there is an error, click on the file Error status, then Logs to see the Error message. Licenses are missing in this case; contact your sales representative or purchase more licenses on the platform, then try again.
File migration Logs no license error

5. For updates, you can refresh the page. To watch the results, click on the FileAudit Success status, then Audit
Audit Results

 

6.3. Activate and monitor your migration

Now that you have performed all the pre-migration steps within your tenants and Cloudiway, you’re ready to migrate. We recommend you run a test migration on a single user first to check that your configuration produces the outcome you expect.

To start your migration, select the users or batch and click on MIGRATION, then Start button. Your batch will be scheduled and will begin as soon as resources are available.

Start File Migration

Don’t forget that Cloudiway migration platform supports delta passes and that migrations are therefore incremental; every time you restart the migration, only items that haven’t already been copied to the target — or that have been changed since they were copied to the target — will be migrated.

You can monitor your migration from the dashboard, link in the side menu. The default screen contains an overview of your migration, including the status of all users, how many files have been migrated (FILE SUCCESS), the total, failure, etc.

File Migration Dashboard

If you require more information, you can click on any of the files in the User List. You can Edit, see the Audit results, Logs, and Statistics.

File Migration Statistics

 

7. Troubleshooting

Cloudiway provides an extensive help center with many resources, including common error messages, video guides: https://help.cloudiway.com/

The help center also contains information on how you can ask for further support, should you require it.

If you didn’t find a response in this admin guide neither the help center, please send a ticket from the HELP menu, then Support.

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