Prepare your Department for SharePoint

SharePoint site creation

Data can be migrated into new or existing SharePoint sites, or into an existing Microsoft Teams team.

• Less clutter: only creates essential parts of SharePoint site.

• Creates a direct Q Drive replacement.

• Adds all features to your site, including a new email address and calendar.

Data Migration

• Safest choice.

• Creates a log of files transferred and any issue during migration.

• ITS performs a pre-scan to predict any issues during the migration process (ex. file name too long).

• Can migrate into a site created by ITS or into an existing site.

• Retains file metadata.

• Quick and easy if you do not have many files.

• No log is generated.

• Can take multiple days to upload if you have many files.

• File metadata may be lost.

  • Metadata includes original author, creation date, etc.

Managing Permissions

(Permissions are not migrated from the Q Drive, only data is migrated)

The management of permissions is now handled by the SharePoint site owners; users do not need the help of ITS to add, edit, or remove others from a SharePoint site. Check out Add others to a SharePoint Site for more information.
If you create the SharePoint site yourself, without help from ITS as described in the top row of this table, use this guide: Add Owners and Members to a custom SharePoint Site

Will my data work in SharePoint?

Data supported by SharePoint

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?

Restrict SharePoint folders from certain Users

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?

• The name can be the same as your department name, or it can be more specific.

• https://uconn.sharepoint.com/sites/yourURLhere

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.

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.

What is the current location of your Q Drive data?

Ex. Q:\WestHartford\ITS

Do you have a folder with more than 100,000 items inside of it?
(files, other folders, shortcuts, etc.)

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 a large 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.