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Question | Note | ||
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Does your group ever share files with users outside of the university (externally)? | Members of UCHC and UConn Foundation are external. Enabling external sharing does not decrease the security of your site, but it is disabled by default. With external sharing disabled, you cannot collaborate on files/folders with non-UConn users. | ||
Should each file/folder share need approval of a site owner? | Each time a SharePoint user shares a file/folder, a SharePoint owner will receive an email asking them to approve the share. | ||
Will you need to hide certain folders from certain users, or should all members have equal access? | |||
Do you have a folder with more than 100,000 items inside of it? | In SharePoint, once a folder contains 100,000 or more items, the folder permissions cannot be modified. This means that individual access cannot be granted nor removed from the folder until it contains fewer than 100,000 items. We recommend pre-staging large folders' permissions using a SharePoint Group prior to your final migration, so access can be added/removed via Group membership, even when the permissions of the folder itself cannot be modified. You may also remove sub-folders from the folder in question until the count is below 100,000 and thus allows you to modify permissions. | ||
Do you have two SharePoint site owners in mind? | ITS recommends that you have at least two site owners. | ||
Do you have an existing SharePoint site that you would like the data migrated into? If you would like ITS to create the SharePoint site for you (see above table), what would you like the name of the site to be? What would you like the URL to be? |
If there is an existing site, do you want the Q Drive data to be added to a certain folder, or the root level of the site? If no, ITS can migrate the data into a new site. | ||
When would you like your cutover day to occur? | The cutover day is the day you no longer have Q Drive access (to the folder being migrated) and are operating solely out of SharePoint. ITS will work in the backend a couple days before this day to facilitate the cutoff. At 3PM the day before your chosen date, you will lose all access to the folders being migrated. The next morning, you will have access to your files using SharePoint. Your data on the Q Drive will be permanently deleted 30 days later. Follow, and share, this guide to access your data after it has been migrated: s.uconn.edu/firstsharepoint Note: Before the data is migrated, a scan will be run to predict any migration errors (ex. file name too long). | ||
What is the current location of your Q Drive data? | Ex. Q:\WestHartford\ITS | ||
Do you have an existing team in Microsoft Teams that you would like to migrate your Q Drive data into? If yes, do you have any folders in your Q Drive that match the names of a Teams channel? | Teams stores its data in SharePoint; if you are using Teams, you’re already using SharePoint. Learn more: SharePoint's Relationship with Teams If yes: for example, the default Teams channel “General” will conflict with a folder named “General” in your Q Drive. This can be avoided by migrating your Q Drive files into a folder in the SharePoint instead of the root (top) level, or by renaming the folder inside your Q Drive. | ||
Do you have a folder named “Forms” in the top-level (root) of your Q Drive? | This folder will need to be renamed as it will conflict with SharePoint. | ||
Do you have a large amount number of files in an historical, or archival, status (300,000 or more)? (Records that you are keeping but do not access frequently) | You may want to have this data reside on a discrete SharePoint site. If you have many thousands of files that you do not access regularly, placing them in a separate site will speed up operations on your primary site if you do not synchronize this secondary, archival, site with your computer.
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