Dropbox to SharePoint Migration Guide

Introduction

This is the complete onboarding task flow for migrating folders and documents from Dropbox to SharePoint Online. This migration scenario is free and requires no MigrationWiz licenses. Due to versioning, storage usage in SharePoint may be increased when migrating with permissions.

  • Due to the latest Dropbox update, admin access is no longer automatic. Moving forward, to have access to a team folder by default, you will need to add yourself to the folder from the admin console. Admins will always have access to all team folders in the admin console on the Team Folders page.
  • Important: MigrationWiz does not support the migration of Dropbox Teams Folders at this time except through the use of advanced options. Please see the Advanced Options section below if you intend to migrate team folders.
  • Important: MigrationWiz currently does not support migration for new Team Space in Dropbox.
    As per Dropbox help documentation, ‘Some teams have access to the new team folder structure. If you see a purple folder icon with one person on it on dropbox.com, you have the new team space.’
  • To enable folder mapping during your migration, see Dropbox Migration FAQs.

SharePoint Online migrations

SharePoint Online has certain limitations. You need to be aware of these limitations before beginning your migration.

File path limitation

SharePoint Online and OneDrive for Business have a 400 character limit that applies to file paths and file names. Character limits might not be enforced in other document storage services, like Google Drive or Dropbox. When migrating from one of those platforms to SharePoint Online or OneDrive for Business, you might need to shrink file paths and file names. Use the "ShrinkFoldersMaxLength=200" advanced option as described in the Advance Options portion of this migration guide. 

File and folder name extension limitation

Microsoft has a list of file extensions that are not allowed to be created inside of SharePoint Online and OneDrive for Business.

The list currently contains: .ashx, .asmx, .json, .soap, .svc and .xamlx as blocked by default when working with SharePoint server. In addition, folder names may not end with any of the following strings: .files, _files, -Dateien, _fichiers, _bestanden, _file, _archivos, -filer, _tiedostot, _pliki, _soubory, _elemei, _ficheiros, _arquivos, _dosyalar, _datoteke, _fitxers, _failid, _fails, _bylos, _fajlovi, _fitxategiak There are currently no file type limitations for SharePoint Online.

This may be changed at any time by Microsoft. Additionally, an administrator may add other extensions to this list.

Review the following links before commencing the migration. 

First migration?

We’ve created a guide on scoping, planning, and managing the migration process for your use. If this is your first migration, we recommend reading this guide carefully.

MigrationWiz

MigrationWiz is a migration tool, not a syncing tool. If changes are made at the source after migration, they will not sync to the destination, nor will changes made at the destination sync to the source. We do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.

MigrationWiz supports the capability to share migration projects across a Workgroup. When the Project Sharing feature is turned on, all Agents besides those who are Inactive can view all migrations projects. 

We are not able to support migrations with two-factor or multifactor authentication. 

Prepare the Source Dropbox Environment

  1. Create a Dropbox Business user account that will be used for the migration, and grant team administrator privileges to the user. Follow the instructions in the Dropbox admin guide from Dropbox.
  2. Create a list of the Dropbox user accounts that need to be migrated from the Source.

Prepare the Destination SharePoint Environment

  1. Create a SharePoint Online administrator or Site Collection administrator account to be used for migration or use the Global Administrator account for the tenant. More information on these can be found here.
  2. Create the SharePoint site.
  3. Make a note of the site URL where the document libraries will be stored. This will be entered when creating your Destination endpoint.
  4. Create the structure of the document libraries, then create the actual document libraries on the Destination SharePoint Online site, before beginning the migration project. Refer to this Microsoft training video for steps: Create your document library

Enable App-Based Authentication

These are the steps to enable permission level at the source only. This authentication process gives you control over who is entitled to use the source.

  1. Ensure you are signed in as a Global Admin.
  2. Go to either MigrationWiz-SharePoint-ReadOnly or to MigrationWiz-SharePoint-FullControl and consent to the app access when prompted.
  3. Create a new Security Group named “MigrationWiz” on the Office 365 Admin Portal. 
  4. Create new user.
  5. Add new user to previously created security group as a member.
  6. Create MigrationWiz project.
  7. When creating the endpoints, enter the new user credentials.
  8. Add support option UseApplicationPermission=1

MSPComplete Steps

Create Customer

  1. Click the Add button in the top navigation bar
  2. Click the Add Customer button on the All Customers page
  3. In the left navigation pane, select the appropriate workgroup and then click All Customers.
  4. Click Add Customer.
  5. Enter the new customer’s information in the Add Customer form. Primary Email Domain and Company Name are required. The rest are optional.
  6. Click Save.
  7. Repeat steps 1 through 4 for each customer you want to add. 

MigrationWiz Steps

Create a Document Project

  1. Log in to MigrationWiz.
  2. Click the Go to My Projects button.
  3. Click the Create Project button.
  4. Select the Document project type. 
  5. Click Next Step.
  6. Enter a Project name and select a Customer.
  7. Click Next Step.
  8. Select endpoints or follow the steps below to create new endpoints. 

Endpoints

Endpoints are now created through MigrationWiz, rather than through MSPComplete. The steps for this section outline how to create the endpoints in MigrationWiz.

If you are selecting an existing endpoint, keep in mind that only ten endpoints will show in the drop-down. If you have more than ten, you may need to search. Endpoint search is case and character specific. For example, Cust0mer will not show up if the search is customer. We recommend keeping a list of endpoints you have created, along with any unique spellings or capitalization you may have used.

You may either use existing endpoints, or create new ones. 

To create a new source endpoint:

  1. Click Endpoints
  2. Click Add Endpoint
  3. Select Dropbox. 
  4. Leave the Provide Credentials option selected.
  5. Click Add Endpoint. 

To create a new destination endpoint:

  1. Click Endpoints
  2. Click Add Endpoint 
  3. Enter endpoint name
  4. For endpoint type, select SharePoint.
  5. Enter the Site Collection URL for the top-level SharePoint document library, i.e., the site URL displayed in the SharePoint Admin Center.
  6. Enter the administrator username and password in the fields. This must be either a Global administrator, SharePoint Online administrator, or a Site Collection administrator account.
  7. Click Add Endpoint

Authorization

At the Authorization tab, click the Request Access Token button. On the page entitled 'Dropbox -API Request Authorization', enter the email address and password for the Dropbox administrator account, and click the Allow button at the next screen.

Add Users

SharePoint URL

The name that needs to be entered under Destination in MigrationWiz will be the text that is at the end of the site URL. Most commonly you'll have a custom site collection created, if you navigate to the SharePoint site you want to migrate data from, the URL format you should see is:

https://tenant.sharepoint.com/sites/site-name

This would be the URL to specify in the endpoint of the project. If you see something like this:

https://tenant.sharepoint.com/sites/site-name/SitePages/page-name.aspx

You would exclude `SitePages/page-name.aspx`.

Destination library

Most commonly all of the data for a SharePoint site is within the default library which will simply be Shared Documents

To verify or find out what to input as the Document Library in the project, navigate to the to the SharePoint site and open one of the libraries, usually on the left hand side of the main page, and the URL will be formatted as:

https://tenant.sharepoint.com/sites/site-name/Library%20Name/Forms/AllItems.axpx

The Document Library name is Library%20Name, you'll remove the %20 and use Library Name for the project.

Configuring the destination library occurs during the following "Add Users" stage. Configuration may be done via the "Destination Email" field in the CSV for Bulk Add projects, or it can be manually added during the Quick Add process.

Adding Users

Add the user accounts that will be migrated to the project. MigrationWiz allows you to bulk import users into the system.

You may use Bulk Add, Quick Add, or add the accounts to the MSPComplete customer. 

Bulk Add

To import one or more accounts:

  1. Sign in to your MigrationWiz account.
  2. Select the Project for which you want to perform the bulk import.
  3. Click on Add.
  4. Click on Bulk Add.
  5. Follow the instructions on the page.

Quick Add

This option allows you to add items o​ne at a time. You need to enter an email address, login name, and password for each user if you didn't enter administrative credentials when setting up the project. You only have to provide an email address if you entered administrative credentials when setting up the project.

Add Advanced Options

Team folders are a feature of Dropbox Business that allows admins to create folders that are instantly shared with all members of their team or organization. However, unlike standard shared folders, team folders don't have an owner assigned to them in Dropbox, and so they are not migrated by default as part of a document migration project.

Under Support/Support options:

  • InitializationTimeout=8. This will increase the timeout initialization timeout window to 8 hours. There are no spaces on either side of the "=" sign, and the entries are case-sensitive, so pay special attention to the capital letters in the commands above. 
  • ShouldMigrateSharedWithMeFolderAsSource=1 
  • TeamFolderOwnerEmail=<team admin email address> - This migrates the team folder only under the defined team admin account. 
  • FolderMapping="^{%escape%}//Folder1->{%escape%}//Folder2" - This maps a folder ("Folder1") from the Source to migrate to a preconfigured folder ("Folder2") at the Destination. 

Run Verify Credentials

  1. ​Sign in to your MigrationWiz account​.
  2. Open the Project containing items you wish to validate​.
  3. Select the items you wish to validate.
  4. Click on the Start button in your dashboard.
  5. Select Verify Credentials from the drop-down list.

Once complete, the results of the verification will be shown in the Status section.​ 

Notify Users

Notify users that a migration is occurring. Send email to all users telling them the time and date of the migration. During this time, they should not modify any documents in their Source Dropbox accounts, because any modifications will not be included in the migration.

Run Migration

For small migrations, we suggest skipping the pre-stage pass and simply performing the full migration. However, for large migrations with more than fifty users, we do recommend the pre-stage migration.

Recent changes to the Dropbox APIs prevent us from adding watermarks on files in the Destination Dropbox accounts. Therefore, if you perform a partial migration, reset the items in MigrationWiz, and then perform the migration again, you will end up with duplicate files at the Destination. If you must rerun the migration, we recommend that you first delete all files already migrated to the Destination Dropbox accounts.

Pre-Stage pass

  1. Select the users you wish to migrate
  2. Click the Start button from the top
  3. Select Pre-Stage Migration
  4. Under the Migration Scheduling section, from the drop-down list, select 90 days ago
  5. Click Start Migration.

Full pass

  1. Select the users
  2. Click the Start button from the top
  3. Select Full Migration
  4. Click Start Migration

Run Retry Errors

Look through the user list and click any red "failed migration" errors. Review the information and act accordingly.

If problems persist, contact Support.

Request Statistics

Click the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics.

Post Migration

Suspend the Source Dropbox user accounts to prevent users from inadvertently logging in and using the wrong accounts. Follow the instructions in the How do I suspend a team member's account on my Dropbox Business team? article from Dropbox.

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