If you do want to extend this to have the drop-down item edit menu, just add ListItemMenu=”TRUE” to the field in SharePoint Designer. You can add this after the LinkToItem=”TRUE” and to multiple columns in the list view.
I’ve been suitably inspired by Andrew Warland’s fantastic two-part series documenting his approach and migration to SharePoint Online, so much so that I thought it would be a fun series to write about my own experiences.
It is’nt my intention to necessarily document Microsoft best practice in this series, rather just to explore some of the challenges, sucesses and experiences I notice along the way.
The current situation
My organisation has recently made the decision to move to to the cloud, with O365 being the naturally preferred destination. SharePoint has been well embedded, and heavily used within the business for several years, with on-premises SharePoint 2010 currently in production.
Finally, in terms of the SharePoint architecture and data volume, there are only three web applications to merge together as part of the migration effort. However, there are several site collections within our main intranet web app, plus many sub-sites nested within them, meaning the huge database sizes behind these site collections could prove difficult come migration time.
A note on the new, flat structure
Our current environment has a well established top-down structure in place that is generally consitent across the environment.
Having already made the investment in ShareGate, this will be the tool of choice for the migration. In the version 11.0 release of ShareGate, a new restructure option now allows you to promote sub-sites to top-level sites post inital migration from the source SharePoint environment.
Considerations for a successful migration plan
One of the biggest issues to be resolved before we can start any sort of migration activity, is the fact that we have several content databases well over the 200GB recommended general use size limit.
Microsoft best practice suggests that any environment that has site collections, sites, content databases, libraries or lists that exceed the software boundaries and limits should be remediated prior to any migration activity. In this case, the main idea is to split each content database that exceeds 200GB into seperate content db’s, and where neccessary, move or promote sub-sites to site collections and attach new db’s.
Armed with the knowledge of the recent restrcuture functionality coming to ShareGate, plus my own personal feeling that any remediation activities to our current environment may in of itself carry adverse risk to the estate we proposed a different approach.
With all the reporting capabilities at our disposal via ShareGate, I was able to get a firm grasp of what resides within each site collection in our environment, in terms of:
The size of each sub-site underneath the top-level
Number/ size of libraries and lists
Number of items in each of the above
Any workflows running in any of the above
From this I ran a trial migration of a sub-site from SharePoint 2010 to a newly created team site in SharePoint Online.
Before I kicked off the migration, I ran the source analysis tool within the Migration > Plan section of ShareGate. I noted the following obersavations:
The source analysis within “migration” in the ShareGate tool, although listed as only being able to analyze up to SharePoint 2013, does in-fact work for 2010
The source analysis cannot run at the sub-site level, meaning that you need to run it at the site collection level then just filter down to the sub-site in question through the report itself
Source analysis gives you a report of all checked-out files within a source site.From this, I created a simple view within each of the libraries that contained checked-out files to send to the site owners for action
The trial migration completed successfully as expected, however there were several interesting results I noted:
1. Everyone receieves a welcome email
If you migrate the permissions, once the source permission groups migrate each user will recieve a welcome email to the new SharePoint Online site.
Publishing sites seem to be the trickiest to migrate, especially those with custom master pages or page layouts. When migrating publishing sites, the Pages library is migrated wholesail, meaning the content won’t reside in the SitePages library (where new client-side pages are located).
3. Un-editable modern homepage
After the migration had completed, the new team site homepage threw up an error every time you tried to edit it.
I tried some of the documented resolution steps found here, but none of them worked for me. My solution was to just create a new page to replace the broken homepage, add all the relevant webparts and make this one the new default homepage.
Transforming classic publishing site pages to client-side pages
Publishing site pages will all be migrated as classic SharePoint pages, without the modern look and feel of a client-side page. My understanding is that for publishing pages with custom page layouts, additional metadata or custom content types will need to be transformed via PowerShell and creating a custom mapping file.
(I’m planning on writing a seperate blog post walking through an advanced publishing page transformation in the near future)
Its also worth considering that in the release notes for ShareGate 11.0 it makes mention of the fact they are researching the ability to transform classic to modern pages, so that could well simplify this process in a future release.
Overall, I was happy with our trial migration and believe it is a viable approach for us to move from on-prem to O365. Some lessons learned for myself would be to consider and SharePoint permissions audit prior to migration to remove any unecessary permissions, send an inventory out to site owners aswell as checked-out files, all in the name of reducing the migration effort.
This will be an ongoing series of posts, which i’ll focus more the on the nitty-gritty of the migration effort than anything else, but as always if there is any feedback or suggestions on how to improve this site, please let me know!
Communication sites will soon have an out-of-the box footer control, which can be controlled using the change the look panel or by using PowerShell [FooterEnabled]. The site footer supports following elements: 8 links or labels, logo and name.
New features available when in quick edit mode for libraries and lists such as filtering content, dragging & dropping column widths, showing all view and column formatting and improvement support for user/ choice fields
Soon will soon be able to select multiple items and have the ability to approve/reject them in one go. You can also add optional comments to the approved or rejected items and the Flow will send them out to stakeholders.
New 30-day grace periods are being introduced for the release of SharePoint Online holds, preventing the hold from being immediately released. Whilst within the grace period, any deleted item will continue to be preserved in the preservation library until the hold is removed.
Items in a preservation hold library are now moved into the “second stage recycle bin” before being purged.
Currently, anonymous sharing links can be set to expire after a set number of days (between 1 and 720). This new setting will allow admins to cahnge the expiration policy length on a per-site basis, overriding the tenant level policy.
This will only be available via the SharePoint Online Management Shell as part of the inital release, but will be apart of the SharePoint admin center soon.
Now simply start typing a person’s name (starting with a capital letter) as to tag them by name. They will receive a notification, which they can click to go directly to the point in the conversation where they were mentioned.
The new time clock feature in Teams Shifts allows workers to clock in and out right from their Teams mobile app. Managers have the option to geo-fence a location to ensure team members are at the designated worksite when clocking in or out.
Announced in July 2019, Intune has released administrative templates. With the templates, admins can now configure over 2500 settings supporting the management of Windows, OneDrive and Office in a similar user interface to group policy editor.
First announced in July, the public preview for PowerApps Portal is now open to everyone. PowerApps Portals are low-code, responsive portals that allow external users access to interact with data stored in the common data service.
Manage gateways through Power Platform Admin Center
If you are a gateway admin you will now see all data gateways (standard and personal mode) that you have admin privileges over. This view will allow you to manage gateway admins, as well as search on cluster names and contact info.
Share canvas app data using the common data service with Azure AD Security Groups
Canvas apps using the common data service can be shared with Azure AD security groups, and data permissions for these groups can be set using the PowerApps.com sharing experience. This streamlines the process of sharing apps with several users, rather than on an individual basis.
The on-premises data gateway is now built using .NET 4.7.2 framework, so some operating systems may no longer be supported.
With July 2019 update, if you don’t have .NET 4.7.2 framework or higher but are using a supported OS version, the gateway install will prompt the .NET framework install. If you choose not to install the .NET framework, the installation will fail.
Several highly requested features have been added to the SharePoint connector:
Work with folders – you can now directly create folders in a document library. Extracting .zip files into a folder is also supported
Use check in / out – you can now use Check in, Check out and Discard check out when working with document libraries
Work with Permissions – you can grant access to an item or a folder in SharePoint to specific people, or delete all links giving access to an item or a folder and remove all people with direct access except owners
Modern Document Sets – Document sets will appear in the file picker for the When a file is created in a folder and When a file is created or modified in a folder action triggers.
Use Flow with Azure DevOps
Now in public preview, the PowerApps and Flow Build Tools are now available for download. As Flow expands across Microsoft 365, the automation of the lifecycle of Apps and Flows grows also, plus managing them through source control and versioning leveraging DevOps for deployments.
Now in public preview, guest access enables users to assign approvals to guest users who are not full members of the tenant. Support includes the SharePoint and Approvals connectors for building automated, instant or scheduled flows.
One powerful aspect of automating flows is that any action can use data output by any trigger or action above it in the Flow. This can be a challenge if you want to change a step earlier in the Flow, which other actions depend on.
Now, you are able to delete or rename actions one which other steps depend. Flow checker can be used to fix any issues that arise.
Previously, there were restrictions for classic CDS workflows around editing a running, automated flow – in which you had to first disable it. Now, this restriction has been removed, meaning you can now edit running flows.
There were four new connectors released throughout July 2019, such as:
Corda Blockchain – Corda is a smart contract distributed ledger. With the Corda connector, you can perform actions such as submitting transactions and reading contract state.
LiveTiles Bots – Let people focus on the work that matters most. Automate mundane, repetitive tasks. Create personal, team, enterprise and external assistants with a range of abilities
Projectum Present It – Fill data dynamically into your documents
Serverless360 BAM & Tracking – ServerLess360 Custom connector helps you track your business processes
Now when you paste a link for a OneDrive or SharePoint file in a message, it will replace it with the name of the file and the corresponding Office app icon. That link will also allow you to manage permissions for the file using a new sharing dialogue.