Introduction

Every migration is unique, and it can be tricky to move data between differing systems. Box Shuttle acts as an intermediary between various content management systems, allowing you to transfer folders, files, permissions, and metadata from these platforms to Box.

This guide provides instructions for moving data from SharePoint Online to Box and focuses on how-to procedures, best practices, and configuration steps.

If you are looking to migrate your SharePoint Online personal accounts, contact your Box account team for guidance.

Sources and targets

The source is an origin location. This is a starting point for the data in the migration process. Box Shuttle cannot alter or modify your source data. 

The target is an end destination – Box. This is where the data is at the end of the migration process.

Jobs

A job is a task to execute. In the migration context, the term job applies to migrating data from the source to the Box target. 

Box Shuttle provides two job types:

• Analyze data jobs help you start planning your migration. These jobs analyze every item specified in your source and provide a robust report.
• Migrate Data jobs move and transfer data. These jobs also have more detailed actions for applying permissions.

Additionally, migrate data jobs can run a Simulation job before a live transfer. Simulations allow you to do a mock run of the transfer job without transferring any live data. Running a simulation before transferring any live data is recommended to reveal potential incompatibilities between source and target. Such jobs also verify target accounts and path structure, as well as confirm the target destination and resources that have access to it.

Before you start

To prepare for transferring content from SharePoint Online to Box, use the following guidelines:

Set up the folder structure
Setting the stage in Box for your content and users is the most important and essential first step. Before transferring your files and adding user accounts, create a well-organized folder structure that works best for your business workflow:

• Consider how your end users access their content in Box.
• Configure the security settings for your Box account to match your IT department’s requirements.
• Optionally, set up the custom branding to match your organization’s look and feel.

For more information and recommendations, see Folder Structure Best Practices.

Access sites and document libraries
The first time SharePoint Online admin authentication in a new customer tenant requires a Global Admin.  For first time authentications, a principal identity is created for the Shuttle application in the customer tenant. The Global Admin user must already have access to the customer tenant admin site. 

This can be done by logging in as Global Admin user and navigating to the customer tenant admin center. An admin can then authenticate SharePoint Online admin systems. The initial Global Admin authentication system can be deleted at the end. 

Source analysis

Running an Analysis job helps you understand your source data at a more comprehensive level. The analysis report includes information on data type, size, age, and permissions.
As a result, it is easier to divide a large and complex job into smaller manageable pieces to plan which departments or sections to migrate first, as well as to come up with a reasonable approach to migrate your users and their data. This way, large projects can finish quicker, cost-effectively, with fewer conflicts, and more efficient delta runs.

The following instructions guide you through the process of setting up your source system and analyzing the files and folders in the origin location.

Configuring an SharePoint Online source

1. On Box Shuttle home page, click + to create a new job. 
   
   
   
2. Click Analyze Data.
   
3. Under Configure a new system, click the SharePoint Online tile.
   
   
4. Click Log in to SharePoint.
5. Sign in to your account with the SharePoint global admin credentials.
   Note: Check your Microsoft Azure portal to confirm both Cloud FastPath and CFP Admin are among registered applications. Box Shuttle uses these applications in the migration process.

Running an analysis

Once you have your SharePoint Online source configured, you can begin to run jobs.

1. Click the + icon a to create a new job.
2. Click Analyze Data.
3. Under Systems that you configured before select the SharePoint Online source.
4. Authenticate and click Continue.
5. Under Filters, create a filter to include or exclude files. Use + to add a filter or the trash bin icon to remove an existing one. Click Continue to proceed.
   Note: Some filters ignore unsupported Microsoft system files such as thumbs.db. These files won’t be transferred even if the filters are deleted. See the guide on File Types Ignored or Blocked by Box Sync and Box Drive for details.
   
   
6. On the Select file locations page, choose the source files to analyze.
   • Hover over the row to reveal a folder explorer icon  . Use it to browse through your account and add or exclude specific files or folders.
   • The icon allows you to search for the accounts to add.
   • The icon allows you to hide unchecked items or show all.
7. Click Done to continue.
   
8. View the configuration summary. 
   
   
   • Schedule sets a specific date and time in the future for the Migrate Data job to run. This option also allows for adding the job to the queue.
   • Rename lets you change the name of the job.
     
9. Click Analyze to start the job. It may take some time to complete.
   • The upper-right corner shows current actions and updates.
   • View Results displays details of the job.
   • Stop ends the job before it is complete.
10. When the analysis is complete, the page displays statistics in a table. Clicking Done redirects you to the home page.

Reviewing analysis results

The analysis results provide details of your source system. You can filter, sort, and export your data.

1. To check the results go to the home page and click the job you want to examine.
2. Click View Results to see the details of your analysis.
   
   

• • The top overview section provides details about the job and analyzed files.
  • Analysis Statistics displays a chart with results.
    • Use the filter to narrow down the results. 
    • Use the buttons below the table to modify the presentation.
  • Analysis Results provides you with the following options:
    • See Results in Table displays a detailed table with the results. Use the Filter to narrow down the data and the  “A...” column to change the way longer names are displayed. You can also export the table.
    • Export in XLSX creates a downloadable file.
  • Job History shows the job runs log.

Data-only migration

The following instructions allow you to migrate your data to a single location on the target without applying permissions. If you want to migrate data and permissions, see Data migration including permissions.

Running a data-only migration

1. On the home page, click + to create a new job.
2. Click Migrate Data. The icon expands to display two options.
   
   
   • Migrate Data is checked by default. This job moves data from one location to another. 
   • Migrate Permissions allows you to migrate data along with permission settings.
     
3. Select Migrate Data.
4. Under Choose source system, click the configured SharePoint Online system. Confirm the account information, authenticate, and click Continue.
5. Under Choose target system, select the Box account as the destination. Confirm the account information, authenticate, and click Continue.
6. The next section prompts you to configure migrating file versions. Select Migrate current version only or Migrate all versions to continue.
   
   Note: If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later.
7. Under Filters, create a filter to include or exclude files. Use + to add a filter or the trash bin icon to remove an existing one. Click Continue to proceed.
8. Under Select and map file locations, choose the source file locations and accounts to migrate. When you select a source file location, the choose target location box appears. Use the folder explorer to select the target file location.
   
   
   • The  icon allows you look for specific accounts to add.
   • The  icon allows you to switch between Hide unchecked and Show all items.
   • Use the Default folder button to specify default parent folder.
     • The + Create a new folder button allows you to add a new folder.
     • The Root folder button sends your data to the root (/) of the designated Box target directory.
       
       
9. Click Done to continue.
10. The configuration summary contains the following sections: 
    • actions you can perform
    • ownership and permission
    • bandwidth switch that can be used to throttle upload speeds from the source. If pushed all the way to the right, Shuttle will transfer data at the maximum speed attainable with no throttling.
    • mirror deletions that, if selected, deletes the files that are on the target but not on the source.
      Note: Do not enable mirror deletions option without understanding how it deletes data in the target location.
    • source system
    • items to migrate
    • target system details
      
      
11. You can now run a Simulation that serves as a quality check for your data migration projects. For details, see Simulation and transfer.

Data migration including permissions

This type of data migration transfers not only files and folders, but also ownership rights and permissions from one location to another.  This type migration job is suitable for comprehensive management of files, accounts, and privileges throughout the entire data migration process.

Account mapping

Account mapping is used for associating a source user account with a target user account. Matching accounts simplifies transferring multiple user files and folders without users losing access to the content. This is an essential component to migrating permissions.

Box Shuttle attempts to map users automatically. For example, a source account of username@mycompany.com on SharePoint automatically maps to a Box target account with the same name. Additionally, permissions assigned to groups such as Engineering, regional offices, or restricted-access entities such as Legal, map to their corresponding target groups.

To accomplish this, Box Shuttle follows these steps:

1. Audits all the users, groups, and permissions when initially scanning the source content.
2. Scans target users and groups.
3. Confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. 

Permission conflicts

When transferring data from SharePoint Online to Box, the Migrate Permissions job determines whether ownership or permissions are compatible between the two. If any permission conflicts occur between source and target, Box Shuttle provides you with the following options to choose from:

Expand permissions	Adds permissions to child folders or files if they have fewer permissions than a parent.
Restrict permissions	Removes permissions from parent folder if a child has fewer permissions than the parent.
Skip files that have conflicts	These folders or files are not transferred in the data migration because they have reduced permissions relative to a parent. They display as filtered in results.

Running a migration with permissions

These instructions will guide you through setting up and running a job that migrates data along with permissions.

1. On the home page, click the + icon to create a new job.
2. Click Migrate Data. The icon expands and displays two migration options. Select Migrate Permissions and click Continue.
   
3. Under Choose source system, click the already configured SharePoint Online system. Confirm the account information, authenticate, and click Continue.
4. Under Choose target system, select the Box account as the destination. Confirm the account information, authenticate, and click Continue.
5. Select your file version migration: Migrate current version only or Migrate all versions.
   
   Note: If you want to migrate all versions, you must migrate them in order, starting with version 1. If you choose the current version, you cannot migrate the previous ones later.
6. Under Filters, create a filter to include or exclude files. Use + to add a filter or the trash bin icon to remove an existing one. Click Continue to proceed.
   
7. At this point, you can choose how to resolve permission conflicts during the data transfer process. Select the option appropriate for your data migration job. See Permission Conflicts for details.
   
    
8. Under Select and map file locations, choose the source file locations and accounts to migrate. When selecting items, the choose target location button displays the available accounts in the target system for the respective selection. 
   
   
   Sites, document libraries, and directories selected are all written to Box as directories. 
   • Use the Default folder button to specify the default parent folder.
     • The + Create a new folder button allows you to add a new folder.
     • The Root folder button sends your data to the root (/) of the designated Box target directory.
9. The Migrate Permissions job examines the source to ensure source items map correctly from the source to the target. 
   
   
   • Click Examine to continue with the job.
   • Click Cancel to return to the Select and map file locations page.
10. When the examination job finished, click Done to continue.
    
    • • If Box Shuttle finds errors examining the source, see the conflicts by clicking View Errors. You can also download the full list of paths to get a .CSV file for your reference.  Review the list of errors for guidance on how to resolve them. 
      • Click Re-examine paths to run the examination once again if you have made any changes. Click Skip paths and continue to omit the file paths and leave.
11. When the examination is complete, you return to the Select and Map Users and Groups page. View the list of source users and groups to map to target users and groups. Box Shuttle automatically matches identical users and groups. Click Continue to proceed.
    Note: All displayed accounts must be mapped or deselected (marked as skipped) before you can continue.
    
    
    • The mapped source users are the data owners whose accounts you selected for transfer. In addition, Box automatically matches identical users with shared access from the source to the target.
    • The unmapped source users and groups are users with shared access for one or more items in the selected source accounts for transfer.
      • To map the source user/group to a target account, clicking the respective choose target user on the right. The job displays a list of the valid users or groups to which you can map the source collaborator.
      • To skip the transfer, deselect the checkbox next to a given user or group’s name to skip transfer.
        Note: Do not deselect source users whose accounts were already selected for transfer (data owners). Deselecting a data owner removes their data from transfer.
12. The next step is processing to scan target users and groups. Processing confirms the owner’s and collaborators’ permissions, paths on the target, and automatically matches according to best possible fit. Click Process to continue and Done when complete.
    
13. The last step is the job summary page. It includes information about: 
    • Bandwidth switch that can be used to throttle upload speeds from the source. If pushed all the way to the right, Shuttle will transfer data at the maximum speed attainable with no throttling.
    • Mirror deletions checkbox that, if enabled, allows Shuttle to delete the files that are on the target but not on the source.
      
    • Note: Do not enable Mirror Deletions without understanding how it affects the target data. Always run and review simulation results when using Mirror Deletions.
    • Source and target system
    • Option to choose the file version to migrate
    • Option you chose for solving migration issues
    • Path and subject mappings 
      
    • Run Simulation performs an estimation on how this job will perform on a transfer run with its current configuration. When the simulation finishes, view the results for details on job performance. These reports include target path configurations as well as possible errors. 
    • Transfer immediately starts the data migration.
      Note: Running a Simulation before starting a transfer is highly recommended.
    • Schedule sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running.
14. Run Simulation continues with a preview test run. When the simulation is complete, click View Results to bring up the simulation summary page. For details, see Running a simulation.
15. When ready to begin, click Transfer to start the data migration process. Once the job has completed, view the results on the Transfer summary page. For details, see Running a data transfer.

Simulation and transfer

Box Shuttle provides a simulation option at the end of your migration configuration. Simulations allow you to get an estimate on runtime and check for potential issues or errors prior to migrating your data. Run a simulation before performing a transfer for an effective and efficient migration plan.

Some simulation incompatibilities for Box include files larger than the maximum size supported and unsupported system files, such as thumbs.db or other similar extensions. 

Once a simulation is complete, view the summary of the estimated job details similar to an analysis job. Preview the simulation results to make the live transfer a more seamless experience.

When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. Use the information from the summary page to guide your migration configurations.

Simulation results help you solve potential problems in the migration planning before data moves to the new target. After running a transfer, delta syncs allow you to maintain updated migration status with active users over time.

Running a simulation

1. Running simulations is available on the job summary page for any Migrate Data job configurations. 
2. Click Run Simulation to perform a trial run of the migration job. As a result, you will get an estimate on how fast the job will run with its current configuration. When the simulation finishes, view the results for more information about potential performance of the Migrate Data job. View reports on target path configuration as well as possible errors. We recommend running a simulation prior to migrating live data.
   • Transfer directly starts the data migration process without a Simulation.
   • Schedule sets a specific date and time in the future for the Migrate Data job to run. This option also allows for scheduling the job behind the queue of another job running.
   • Rename lets you change the name of the simulation.
3. After completing the simulation, click View Results. This page contains an estimation of how much time the data transfer will take with the current configuration. Live data transfer results may differ.
   
   
   • Simulation Statistics displays a chart with the results. Use the filter icon    to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice.

   • Simulation Results includes the following options:

     • See Results in Table displays a table with the results. Use the Filter to narrow down the data and the  “A...” column to change the way longer names are displayed. You can also export the table.

     • Export in XLSX creates a downloadable file.

   • Job History shows the job runs log.

4. Click Done to return to the home page or Transfer to start the data migration job.

Running a data transfer

After completing a simulation, you can transfer data from the source to the target location.

1. Click Transfer to start the migration.
2. When the job begins, the status updates are available at the summary page. Click Stop transfer to end the migration before it is complete.
3. After the job is complete, click View results. This page contains statistics and information on how the data transfer performed with the current configuration.
   
   

• Transfer Statistics displays a chart with the results. Use the filter icon    to narrow down the results. The buttons under the table allow you to modify the presentation according to your choice.

• Transfer Results includes the following options:

  • See Results in Table displays a table with the results. Use the Filter to narrow down the data and the  “A...” column to change the way longer names are displayed. You can also export the table.

  • Export in XLSX creates a file you can download.

• Job History shows the job runs log.

• Click Done to return to the home page.

Reviewing job results

When you’ve completed either a simulation or a transfer, Box Shuttle provides comprehensive results for your reference. View the results as a table in the interface or download them directly. Use the information from the summary page to guide your migration configurations.

Reviewing audits and storage

When you’ve completed your project, you can collect data from each job. The results are available as downloadable files for record keeping. At the job’s summary page, you can download and save the files for your reference. See sections Reviewing Simulation and Transfer Results and Reviewing Migrating Permission Results for more information.