How to use Analytics, Automation, and Reporting for your EFSS migration

A major bottleneck to EFSS adoption and the associated ROI is the migration process. Reducing fixed server costs and driving users to adopt your company’s EFSS platform is predicated on a successful migration strategy. In this blog we will discuss 3 important phases in the EFSS migration journey with ideas around how to make this an easier project that is completed by its deadline.

Common EFSS migration phases:

analytics-migration-process

The first question often asked at the beginning of the migration strategy planning phase is “what data and users do we want to migrate?”. We see companies migrate in a variety of ways, much depending on: the size of the company, the amount of data, is the data static or dynamic, the complexity of the migration, and the aggressiveness of the migration timeline. You’ll likely want to migrate based in phases, such as by: servers, departments, or sets of users.

To help with your migration Cloud FastPath’s migration tools provide 3 kinds of spreadsheets:

  1. Account map templates – The account map template is for the migration operator to review and modify, to resolve any content ownership or permission inheritance conflicts that apply to the particular data set selected and the EFSS destination.
    1. Use this to automate the mapping of permissions and users. For example: translate source ACL’s to Box’s waterfall permission model and efficiently identify (or skip) content that doesn’t map exactly into the EFSS.
    2. Shows all folders where permissions are being applied and where there are permission inheritance conflicts. If a subfolder has same the permissions as a parent folder, that subfolder won’t be shown in the spreadsheet.
    3. Lists all the permissions that will be created in the EFSS, and additionally “flag” those that are incompatible with a default recommendation to “skip” them.
    4. Maps source groups to groups in the EFSS platform (groups must already be created in the supported EFSS destination).
    5. Identifies content owners and provides:
      1. Owner based mapping (i.e. all files and folders that are owned by a given user on the source are transferred to a corresponding account in the EFSS).
      2. Path based mapping (i.e. selected folders are transferred to specific accounts in the EFSS).
  2. Simulation reports – The simulation report shows what files and folders will be copied if a data transfer job is run. It also provides filtering capabilities.
    1. For data selected, shows: data volume, file quantity, and file sizes and data age in a graph.
    2. You may efficiently filter in or out content by “last modified date”, file type or file size. These filters can be applied to the actual transfer of content. For example, you can select an entire network file share, and with the filter, migrate only the data that has been last modified within the past 5 years.
    3. The simulation report is also a helpful tool during the cutover period. You can see which users are continuing to use the legacy system and help them make the transition.
  3. Transfer reports – The transfer report shows the files and folders that were copied during a job run. This gives you extra peace of mind and project validation.
    1. A transfer report is produced every time a Job runs to “completion”.
    2. Allows for easy identification of files or folders that were unable to be migrated, and when possible, provides an explanation so the the user may make appropriate changes.

Every migration is unique, so get a complimentary migration strategy consultation and/or Cloud FastPath 20GB trial account. We look forward to making your job easier.