Box to SharePoint Online Migration Guide

Are you searching for a tool that helps your organization migrate from Box to SharePoint Online? If so, you are at the right place! CloudFuze is a Box to SharePoint Online migration tool that automates the entire data transfer and creates an exact replica of your Box data in SharePoint Online. This article discusses how to transfer files from Box to SharePoint Online while retaining the folder structure.

Please note that this is an in-depth article that discusses various steps involved in the migration. If you are an IT admin or a manager who is tasked to migrate your org’s data, we strongly recommend you to get in touch us with for free technical consultation, product demo, or a custom trial.

Please check Box to OneDrive migration guide if you would like to migrate to OneDrive for Business instead.

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In order to migrate users and content from Box to SharePoint online, one must first add the two clouds to CloudFuze. Since it is a business migration, you need to make sure that you are adding an Admin account of Box and SharePoint, and not personal.

Adding Box

Before adding the Box account, check whether you are already an admin of the account and have admin login credentials ready. In order to successfully authorize Box and initiate migration, you must be an admin. Co-admin or users can’t facilitate the migration.

How to Find Box Admin Account?

If you are a co-admin of Box account and unsure who is the admin of your organization’s Box account, you can follow these steps.
Step 1: Login to your Box account.

Step 2: Click on the Admin Console icon on the left side of the page.

Step 3: Click on Users and Groups and it will redirect to a page where you can find users and their roles/privileges.

You may read more about Box admin and co-admin privileges from here.

Authorizing Box Business from CloudFuze

Step 1: Locate Box Business Icon and Click on it.

 

You must click on the Box Business logo under the “Business Clouds” section.

Step 2: Enter Your Box Admin Login Credentials

 

Enter your Box Business admin login credentials in the popup and click on “Grant Access to Box”.

Step 3: Find Box Business in the ‘Manage Clouds’ Tab

You will get an on-page notification once authorization is successful. Alternatively, you can go to the “Manage Clouds” section to find the Box account added there. If you didn’t find Box, then it isn’t added successfully.

Adding SharePoint Online

SharePoint Online is a popular and powerful cloud-based service that helps a business manage its enterprise data effectively. It offers all the features of SharePoint right on a web browser.

How to Find SharePoint Online Admin Account

Step 1: Sign in to your SharePoint Admin Portal

Select Active users. Once done, you can see the list of the users where you can add a user, delete, or even reset the password of a user.

Step 2: Select the Admin from Office 365 Admin Portal

Remember, Office 365 global admin is the admin of SharePoint Online as well and those global admin privileges are required to add and authorize SharePoint Online.

By selecting a user a Pop-up will be displayed where you can see the role of the user, so the role must be a Global Admin.

Authorizing SharePoint Online from CloudFuze

Step 1: Identify the SharePoint Online Icon and click on it

Step 2: Enter Your SharePoint Online Sign-in Credentials

 

Enter your login credentials of your SharePoint Online on the pop-up window.

Step 3: Click on Manage Clouds

By clicking on Manage Clouds, you can see whether the SharePoint Online account is added successfully.

How to migrate from Box-SPO

Click On Team Migration Tab from the left-hand pane.

Select Box as source and SharePoint as your destination, click on Next Button.

After clicking on the Next button you will enter into the Mapping page which is the second step to initiate migration

To migrate, the content from the Box-SPO you need to map the source user and destination using CSV file. There are three steps involved in this process

  1. Mapping of users in CSV file
  2. Upload CSV file
  3. CSV file validation & Download CSV validation report

The following examples will explain the regular scenarios of how to migrate content from Box to SharePoint with the steps

How to migrate content to SharePoint Public site

Example:-

Lewis content from the source to be migrated to the Lewis SharePoint Public site

Step 1: In the source, Cloud Id column enter the source user e-mail id

Step 2: In the source, the Path column mention the folder name starting with the forward slash.

Step 3: In the Destination, Cloud Id column enter the destination e-mail id

Step 4: In the Destination, path enter the /Sitename/Documents (Note:-D in the documents should be upper case)

Step 5: Save the CSV file before uploading to make sure that all the entries are intact

How to Upload CSV Files to CloudFuze for Migration

Here are the steps you need to follow to upload CSV files for mapping users and migrating data.

Step 1: Click on CSV File Icon

On clicking upload CSV icon, a pop-up will be displayed. Browse the file from your saved location and select the file

Step 2: Validation process

Once the File is uploaded, the validation process will starts. Time for validation depends on the number of mappings that are present in the CSV file.

After validation is completed, the report will be automatically saved to your computer.

Step :3 Download file

In the future, if you want to check the CSV validation report, click on the download option.

How to migrate content to SharePoint Private site

Example:-

Lewis content from the source to be migrated to the Lewis SharePoint Private site.

Step 1: To migrate to any private site, the global admin of the SharePoint should be a member of that site.

 

Step 2: The global admin should be the one which is used authenticate the SharePoint cloud in the CloudFuze account

Step 3: In the source, Cloud Id column enter the source user e-mail id

Step 4: In the source, Path column mention the folder name starting with the forward slash

Step 5: In the Destination, Cloud Id column enter the destination e-mail id

Step 6: In the Destination, path enter the /Sitename/Documents (Note:-D in the documents should be upper case)

How to migrate multiple Box users’ folders to one Admin site in SharePoint

Step 1: In the source, Cloud Id column enter the source user e-mail id(ex:-lewis@cloudfuze.co)

Step 2: In the source, Path column mention the folder name starting with the forward slash

Step 3: In the Destination, Cloud Id column enter the destination e-mail id (ex-steven@cloudfuze.co)

Step 4: In the Destination, path enter the /Sitename/Documents (Note:-D in the documents should be upper case)

Step 5: Create another mapping with a different user in the source Cloud Id and the folder name of that user in Source Path

Step 6: Destination Cloud Id and Destination, the path remains the same as you are migrating from multiple users of Box folders to One SharePoint site of Admin.

How to migrate multiple Box users’ folders to multiple Admin sites in SharePoint

Step 1: In the source, Cloud Id column enter the source user e-mail id(ex:-lewis@cloudfuze.co)

Step 2: In the source, Path column mention the folder name starting with the forward slash

Step 3: In the Destination, Cloud Id column enter the destination e-mail id (ex-steven@cloudfuze.co)

Step 4: In the Destination, path enter the /Sitename/Documents (Note:-D in the documents should be upper case)

Step 5: Create another mapping with a different user in the source Cloud Id and the folder name of that user in Source Path

Step 6: In the Destination, path enter another site name of the admin user(ex:-/ Sales and Revenues/Documents)

SharePoint Online FAQ

How to identify the global admin of the account

Global admin configures office 365 settings and obtains access to other levels of the SharePoint. Global Admin can manage user groups and reset user passwords.   Here are some steps to identify the global admin of the Office 365/SharePoint Online account.

Step 1: log in to your office 365 account https://www.office.com/

Step 2: click on the Admin icon placed on the left side of the home page

Step 3: Click on the “Active Users”, under the user’s icon.

Step 4: Select the checkbox beside the user who is a global admin for Office 365.

Step 5:  A Pop-up window will be open where you can see the  Global admin of the account.

How to create a public site

This article explains how the global admin of SharePoint Online in Office 365 can create sites. Here are the steps to follow.

Step 1: Login into the Office 365 account https://www.office.com/

Step 2: Sharepoint Online Admin page is opened

Step 3: Click On Create Site.

Step 3: Select the Team site option.

Step 4: From Privacy settings drop-down, select the Public as an option.

As it names suggests, a public SharePoint site is available for everyone in an organization.

How to create a private site

Step 1: Sign-in into Office 365 account https://www.office.com/

Step 2: Sharepoint Online Admin page is opened

Step 3: Click On Create Site.

Step 4: Select the Team site option from the following pop-up

Step 5: After selecting the Teams Site, a pop-up is displayed .where you can enter the details of the “Site Name”.

 

Step 6: From Privacy settings drop-down, select the Private as an option.

How to create a communication site

Step 1: Login into your SharePoint account

Step 2: Click on create a site

step 3: Select the communication site.

Step 4: Select Communication site, a pop-up is displayed on the left side, where you can enter the details of the “Site Name”.

How to check the member of the site

Step 1: Log in to the office 365 account.

Step 2: Click on the SharePoint Online Icon.

Step 3: Click on the particular “Site”, From the top right corner of the page. You will find a member.

Step 4:Following pop-up will be displayed on clicking the  “Member”

How to add members of the site

Step 1: Sign in to your Office 365 account

Step 2: Click on the particular “Site”, From the top right corner of the page. You will find a member.

Step 3: Select  “Member icon”. A pop-up will be displayed, Under “Group Members”, you will see an icon of “Add Members”.

Step 4: Click on Add Members, where you can add members to this group.

How to delete members of the site

Step 1: Sign in to your Office 365 account

Step 2: Click on the particular “Site”, From the top right corner of the page. You will find a member.

Step 3: Select  “Member icon”. A pop-up will be displayed, Under “Group Members”, you will see the list of members in that site

Step 4: If you want to delete a particular person click on the person, you will see an option to “Remove From the group”.

Step 5: Click on the “Remove From Group ”, only a particular person is deleted from the group.

How to check the role of members in the site

Step 1: Sign in to your Office 365 account

Step 2: Click on the particular “Site”, From the top right corner of the page. You will find a member.

Step 3: Select  “Member icon”. A pop-up will be displayed, Under “Group Members”, you will see the list of members in that site

Step 4: Under the member name, you can see the role of the member

You can change the role of a member as you required.

What are the special characters that are not allowed in the Sharepoint

“/”,  “:”, “?”, “|”, “<“, “>”, “\\”, “\””, “*” , “~”,  “/”, “.”, “:”,.

These are the special characters not allowed in SharePoint Online.

BOX FAQ

How to identify the role of the user in the admin console

Step 1:  Login to the box account

Step 2:  On the left-hand pane check If you are able to see the ” Admin Console” Tab

 

 Step 3: “Admin Console” tab will be available only for Admin or Co-admin users

 Step 4:  If the Admin console tab is available to click on it

 Step 5: Click on the “Users & Groups” tab.

 

Step 6: You will see the list of users. If a user is either “admin” or “co-admin” it will be displayed next to the name

How to identify the Owned content in the Box

Step 1: Log in to the Box account

Step 2: If a folder is owned and not shared, the folder is represented in yellow color

 

How to identify Shared Content in the Box

Step 1:  Log in to the Box account

Step 2:  If a folder is shared, it is represented in Blue color

How to identify the Owner & collaborator details of the folder

Step 1: Log into the Box account

Step 2: Check if you can see any of the folders are in Blue color

 Step 3: If you see, click on the folder

Step 4: On the right-hand side, you will see two tabs “Sharing” and “Details”

 Step 5: Under the sharing tab, you can see a list of collaborators on that folder and the permission role

How to change the ownership of a folder

Step 1:  Log in to the Box account

Step 2: Click on any folder that is in blue color

 Step 3: After clicking on the folder, on the right-hand side, you can see the  who is the owner of the folder

 

Step 4:  To change ownership of a folder, you should be the owner of that folder

Step 5: Click on the ellipsis of any collaborator which you transfer ownership

Step 6: On clicking the ellipsis, you will see the current role and list of available roles in Box

Step 7: From the list click on “Owner”. After clicking “owner” you will see a pop-up about a change of ownership.

Step 8: After clicking on “Okay” ownership will be changed and you will become editor of that folder now

How to make the user active/inactive

Step 1:  To make the user active/inactive you should be the Admin or Co admin of the box account

Step 2:  Log into the Box account

Step 3: On the left-hand pane check If you are able to see the “Admin Console” Tab

Step 4:  Click on “Users & Group” tab

Step 5: On clicking the “Users & Groups” you will see list of users in your Box account

Step 6: Click on the ellipsis of the user you wish to make him inactive

Step 7: On clicking the ellipses you will see an option “Change User Settings”

Step 8: From the “Edit User Account Details” block you there will be a Dropdown status

Step 9: Click on the dropDown and select “Inactive”

How to create groups in Box

Step 1: Log in to your Box account and Navigate to the Admin console

Step 2: On the left side of the pane, click on “Users and Groups” Icon.

Step 3: You will be able to see the “Groups” icon. Click on it.

Step 4:  To create a group, click the Create icon at the top-right corner.

Step 5: Enter a unique name for the Group. Specify whom you can invite to this group to folders and access the members of the group.

Step 6: Click Add Members to add users to your new group. Enter the email address. You can add multiple users at once. In the end, click on the Add button.

Step 7: Click on the Next button. Once you click on it, your Group will be created successfully

How to create external links

Step 1: Log in to your Box account.

Step 2: Click on “All Files” on your left side of the page.

Step 3: Select the folder, click on the “share” option.

 

Step 4: A pop-up is displayed, where “Enable Share link” Option.

 

Step 5: Once the option is enabled. It automatically creates the external link of your Folder.

How to know whether a folder has external shared links or not

Step 1: Log in to your Box account and Navigate to the Admin console.

Step 2: Click on the “All Files” icon

Step 3: If the external link is created for a Folder, you will see a shared link Icon on the  Folders of Box account.

Migration FAQ

What CloudFuze Migrates?

CloudFuze migrates only owned folders of each user. If a user is not the owner of the data CloudFuze doesn’t migrate that data.

In the following example, Data Mining has owned a folder in the Lewis Box account.

The following are the Owner and collaborator details of the folder.

When migration is initiated from Lewis Box to the Lewis SharePoint account, this is how it looks at the destination.

To check the Permissions of a folder in SharePoint after migration

Step 1: Select the folder

Step 2: On the top right-hand corner, there will be a details icon.

Step 3: Upon clicking the above icon, you will get an option “Manage Access”.

Step 4: Click on the Manage access and you can see the list of collaborators.

What happens with the Shared Data

Data shared with a user by another user will appear in the “Shared with Me” in the One Drive Business.

Do CloudFuze migrates sub-folder permissions

No, CloudFuze migrates only the permissions on the root folders.

Will CloudFuze retain the Timestamp of the Source to the Destination?

No, CloudFuze will not retain the timestamp of the Box. In destination, the timestamp will be the date of the migration.

Will CloudFuze migrates versions of the file to SharePoint Online

No, CloudFuze doesn’t migrate versions to the SharePoint Online. CloudFuze migrates the latest file version to the destination.

Will CloudFuze migrates the Box Notes to the destination

Yes, CloudFuze migrates Box notes to the destination. It will be migrated in the word format.

After Migration, it will be converted to the Doc Format in the SharePoint.

Will Cloudfuze migrates the comments on a file

Yes, file comments will be migrated to the SharePoint Online.

When there are any conversations on a file, Box will represent that in the following way.

When you click on the file, you can see the comments on the file on the right-hand side.

When a file has conversations, CloudFuze creates a CSV file with the same name.

On clicking the CSV file, all the comments will be displayed as follows

 

How CloudFuze handles the long path

Total path length includes the length of the file name and the folder path. The total path is limited to 400 characters from office 365.

When CloudFuze come across this type of situation it creates a folder called “LongFileName” in the root of the SharePoint online site

How CloudFuze handles the special characters

Following are the list of the characters that are not supported by office 365 in file or folder name

” * : < > ? / \ |

User can choose this option in the options screen of the migration wizard to replace the special characters either with Underscore or Hyphen

How to Check the Migration Reports

Step 1: Click on the Team Reports tab on the left-hand pane.

Step 2: You can check the status of the migration in the “Status” column.

 

 

Step 3: To check the status of the Individual folders/files, click on the + icon before the job name.

 

Step 4: You can see the status of the individual folders/file.

Step 5: You can also see the Total file/folder and count of processed files/folders. If there are any conflicts those will be updated.

Step 6: You can download the migration report by clicking the Download icon under the “Download” column.

How to pause the Migration

Step 1: Log into your CloudFuze account.

Step 2: Click on the Migration Reports tab on the left-hand side.

Step 3: To pause the migration, it should be “In Progress” state.

Step 4: Click on the + icon before the job name.

Step 5: There will be a column “Pause/Resume”.

Step 6: Click on the Pause icon.

 

Step 7: After clicking on the pause icon, migration status will be changed from “In Progress” to “Pause”.

How to Resume the Paused Migration

Step 1: Log in to you CloudFuze account

Step 2: Click on the Migration Reports tab on the left-hand side

Step 3: To pause the migration, click on the + icon of the Job and check if the status is in the “Paused” state.

Step 4: Under the Pause/Resume column, you can see the “Play” icon

Step 5: Click on the Play icon to Resume the migration

Step 6: After clicking the resume icon, the status will be changed from “Pause” to “In Progress”.

How to Cancel the Migration

Step 1: Log in to you CloudFuze account

Step 2: Click on the Migration Reports tab on the left-hand side

Step 3: To cancel the migration, click on the + icon of the Job and check if the status is in “In Progress” State.

 

Step 4: To cancel the migration, click on the cancel icon under the “Cancel” column.

Step 5: After clicking on the cancel icon, migration status will be changed to “Canceled”.

 

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