M-files to SharePoint Migration: Complete Guide
Businesses using M-files as their primary platform for document storage often face several challenges. While some might complain against the lack of modern collaboration features, others might struggle with switching between multiple applications while working and sharing documents. In such cases, we recommend M-files to SharePoint Migration. Microsoft SharePoint is a much more robust, comprehensive and modern platform to manage your business documents and collaborate more effectively.
The Advantages of the Migration
Improved Collaboration and Accessibility
- Real-time coauthoring
- No more switching between apps!
- Better external sharing with permission control
Cost Efficiency
- No extra expense for users already on Microsoft E3, E5 and similar licenses.
- Reduced maintenance costs.
- Lower risks of cyberattacks.
Advanced Automation & Analytics
- Automate approvals, retention policies with Microsoft Power Automate
- Analyze document usage with Power BI.
- Create customized reports based on SharePoint data.
Better Compliance and Scalability
- Built-in features like version control, audit trails, data loss prevention, and eDiscovery make compliance easier.
- Can easily adapt to your growing organizational needs.
Discover the Benefits of SharePoint Intranet
Unlike M-Files, SharePoint is not just a platform for document management. Download our FREE eBook on SharePoint intranet and discover how it can supercharge your collaborative efforts.
The Process of M-Files to SharePoint Migration
Here is an overview of the process that we follow M-files to SharePoint migration. Please note that the exact process will depend on a number of factors. Feel free to contact our team of SharePoint migration consultants to get an idea of what the process might look like in your specific case.
STEP 1. Analyze M-Files Structure and Export Content
The first stage of the process is to analyze the existing structure, classification, and nomenclature of the files stored in M-files. As you might know, M-files don’t use folders but use a metadata-driven structure.
Once the data is analyzed, we will work towards extracting data from M-Files using third-party tools, or custom APIs. If required, we might use the Vault Application Framework (VAF) to convert the VBScript to .NET code, further simplifying the process.
Schedule an Assessment for Your M-Files Environment
The first step of the process is assessing your readiness for the migration. Schedule a FREE consultation with our SharePoint migration team to get started on readiness assessment.
STEP 2. Designing the SharePoint Information Architecture
Now, the focus shifts towards the SharePoint environment. If you don’t have a SharePoint environment already, then we will help you set it up.
Once the environment is set up, we will work towards mapping the data. SharePoint uses a folder-based document storage structure. So, mapping is one of the most crucial, if not ‘the’ most critical parts of the process.
Here are the tasks that we will do:
- Map M-files metadata to SharePoint columns, content types and document libraries.
- Define site structure, library schema, content types, and metadata tags.
STEP 3: Transforming and Cleaning the Data
At this stage of the process, we will need to transform the data so that it ‘fits’ into the SharePoint environment. Incorrect fields or missing values will lead to migration errors and data loss.
The team at Evolvous will take the following steps at this stage:
- Convert M-Files metadata into a format that matches SharePoint field types like choice, lookup, text and date.
- Normalize and clean data for consistency.
We often employ custom PowerShell Scripts, OOTB tools and even automate the process of transformation using Microsoft Power Automate.
STEP 4: Migrate Data from M-files to SharePoint
After all the previous steps are successfully completed, we will initiate the actual process of migration. Here are some of the steps that we take at this stage:
- Use the Proventeq Migration Tool and/or custom PowerShell scripts to import the documents and the related metadata from M-files to SharePoint.
- We will take every necessary step to ensure that the data and settings are migrated securely, while retaining their integrity.
If required, we will recreate all M-File workflows with the help of Power Automate and SharePoint Designer.
STEP 5: Testing and Deployment
Once the migration phase is completed, we will rigorously test the system to ensure that the data is migrated properly. Apart from that, extensive User Acceptance Testing (UAT) will be conducted to ensure that your team is able to use the system properly.
After successfully completing the testing phase, we will go live with your brand-new SharePoint environment. The M-Files environment will be decommissioned after archiving a few critical files, as required by you.
Get Comprehensive SharePoint Training from Evolvous
Once you have the new SharePoint environment in place, it is important that your team members have the right skills to use the system to the fullest potential and deliver the desired ROI. We offer comprehensive, role-based training to your team so that you can adapt to the system more quickly.
How Can You Enhance the Performance of Your DMS after M-files to SharePoint Migration?
Make Documents Accessible within Microsoft Teams: You can integrate SharePoint with Microsoft Teams to make all your documents accessible within Teams. You can share, collaborate, and edit documents without switching between applications.
Multi-system Workflows with Power Automate: You can automate complex, interconnected processes with SharePoint and Power Automate integration. For example, when a contract is uploaded on SharePoint, you can notify the legal team on teams, simultaneously create a task in Planner and send an email on Outlook to stakeholders.
Build a Digital Workspace Hub with Viva Connections: You can integrate SharePoint with Viva Connections into a personalized intranet hub that acts as a repository for accessing relevant documents, announcements, assigned tasks, and more.
Discover More Opportunities with SharePoint Integration
You can explore more benefits of SharePoint integration. Visit our integration page to find out how our team of specialists can help you manage integration with different Microsoft and third-party applications.
Explore SharePoint Integration
Get Complete Support for M-Files to SharePoint Migration
Contact Evolvous today and find out how we can help you migrate from M-Files to SharePoint with our 360-degree consulting services.
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Also Check:
SharePoint On-Premises to SharePoint Online Migration
SharePoint Automation Services
