Browse the FAQ page to know more about migrating to SharePoint Online Migration, Xillio Capabilities, and the most common questions about our migration projects

How long will it take to migrate to SharePoint Online?

The timeline for a migration project depends on several factors: data size, the extent of restructuring, the variety of content types, and whether the migration is done in a single run or by department. Generally, projects take between 3 to 9 months to complete.

Can SharePoint Online Migration happen during business hours?

Yes, thanks to Microsoft's ingestion mechanism and our specialized connector, users won't experience disruptions during the import.


Can Xillio identify duplicate and obsolete content before migrating to SharePoint Online?


Yes, our interactive analysis tool, "Xillio Insights," allows you to easily identify and clean up duplicates and other redundant, obsolete, and trivial (ROT) content, paving the way for a streamlined migration.


Can Xillio migrate into Microsoft 365 lists?

Yes, our connector is capable of migrating data directly into SharePoint Online lists.


How do we keep our new system clean and prevent it from polluting again?

Xillio can streamline and enrich your content during the migration, making it more accessible and usable. To maintain this improved state, we offer a solution called Xillio Content Care Insights. It provides insights into adoption and usage, content management and growth, as well as compliance and security—because we care about the well-being of your content.


Do Xillio products support high-throughput SharePoint Online Migration API?

Yes, our connector is fully optimized to support the latest advancements in SharePoint Online's migration API, ensuring peak performance. All our products align with Microsoft's best practices and are fully scalable to handle any volume.


Does Xillio also do SharePoint implementation and configuration?

Yes, as we specialize in SharePoint migrations, we are equipped with advise and implementation capabilities of the Microsoft 365 content services stack.

What can be migrated to SharePoint Online?

Essentially, all content and metadata can be migrated to SharePoint Online. Additionally, we can provide insights into aspects like current permissions and workflow statuses to support a seamless transition.


How does Xillio respect/migrate access controls?

We meticulously map and migrate access controls to ensure that permissions and security settings are faithfully transferred from the source to the target system. This process ensures that only authorized users have access to specific data, maintaining the integrity of your security protocols during the migration


Can Xillio do ROT clean up and can it also include destruction based on RM policies?

Yes, our Xillio Insights analysis tool performs a detailed examination of content sources to identify redundant, obsolete, or trivial (ROT) content based on your company's definitions. If a retention or file plan exists, we adhere to it when creating disposition lists or selections.


If no RM policies or file plans exist in the legacy platform, can Xillio instill these in the target platform?

Yes, classifications from the legacy system can be carried over, or new classifications can be assigned based on the (new) records management schedule. These classifications are then integrated into the target platform.


Can Xillio keep the metadata intact?

Yes, we can preserve the metadata during migration, ensuring that all essential information associated with your files and folders remains intact as it is transferred to the target system. Our tools are designed to accurately map and migrate metadata to maintain data integrity throughout the migration process.


Can Xillio use folder names in the source system as metadata tags in the target?

Yes, frequently the existing folder structure and naming conventions can be converted into metadata in the target system, helping to maintain the logic and organization of your content.


Does the target system need to be a single system, or can Xillio migrate into multiple and distribute content according to (business) rules?

Based on business rules, legacy content can be segmented into multiple target systems. For example, current information can stay in active sites, while historical content may be migrated to long-term archives.


What other sources does Xillio migrate from?

See our comprehensive list of systems and connectors we're experienced with on this page: https://www.xillio.com/migration/connectors. Additionally, our platform is engineered for ease in creating custom connectors for any system you wish to migrate from.


I need full reconciliation reporting and transparency. How does Xillio do that?

We provide comprehensive reconciliation reports to ensure full transparency throughout the migration process. These reports detail what was discovered in the source system, along with what was successfully or unsuccessfully migrated to the target system. This approach offers complete visibility, enabling you to verify that all data has been accurately transferred.


Can we migrate per department and how?

Yes, both our migration platform and project methodology are fully designed to accommodate migrations on a per-department basis. We can segment the data according to departmental needs, ensuring a targeted and efficient migration process tailored to each department's specific requirements.


Can Xillio migrate to something else than Microsoft 365?

Yes, we have extensive experience migrating to various content systems. However, at many of our client's requests, the majority of our migrations target the Microsoft 365 platform.


How does Xillio migrate workflows?

We can automate and customize the migration of your content, but this does not include workflows. While we can identify the usage and quantity of workflows, and migrate any workflow data associated with documents and folders, we do not migrate the workflow configurations themselves as they are part of the system settings.


How long does a migration project take?

The duration of each migration project varies. After assessing your specific needs and completing an initial analysis of your content repository and migration environment, we can provide an estimated timeline. Generally, projects take between 3 to 9 months to complete.


How is my content protected during a migration?

All data (content and metadata) is encrypted at rest, in the Xillio platform and is encrypted during transit.


How can Xillio make sure that everything has been migrated to the new system?

To ensure that everything has been successfully migrated to the new system, Xillio generates comprehensive reconciliation reports. These reports detail what was discovered, as well as what was successfully or unsuccessfully migrated, providing complete visibility into the migration process.


Can Xillio prevent broken links to documents in the sources that are in the scope of migration?


Yes, our Link Redirector seamlessly handles this task. It captures requests to documents in the old legacy system and redirects them to their new locations post-migration. The source of the redirect is irrelevant, eliminating the need to track which systems might contain these links.


Can Xillio help clients distinguish between active and non-active data?

Yes, Xillio can assist in classifying your data as active or non-active and offer guidance on retention policies. We analyze metadata such as creation and last-modified dates, along with any other relevant data points you specify. This information enables you to make well-informed decisions about your data management.


Will Xillio help clients when making important decisions like which metadata should be migrated to the target system?

Yes we will help. Our team offers expert guidance and best practices for your consideration, but ultimately, you'll make key decisions such as which data should be migrated to the new system.


Can Xillio combine metadata fields into one field?

Yes, merging metadata fields is a common transformation we perform in migration projects. This step is essential for preserving all content when the source system has unique fields that the target system lacks.


How does Xillio handle target system’s limitation such as metadata length limitation

To manage limitations in the target system, such as metadata length restrictions, our migration platform is capable of flexible metadata transformation. We consult with customers to outline possible transformations and collaboratively decide the best course of action, ensuring data aligns with the target system's constraints and requirements.


I have long file names and folder names, how does Xillio deal with those

Xillio identifies folder and file names that exceed length limitations. These can either be manually shortened or automatically adjusted based on predefined business rules to restructure the content.


Can Xillio enrich/cross reference/validate metadata before it migrates to the new platform?

Yes, we can integrate multiple input sources or source systems to improve metadata quality. This approach allows us to transform legacy metadata to align with your company's latest taxonomy and dictionaries.


What is a test migration?

Typically, we conduct multiple test migrations. The initial test focuses on technical aspects using a small dataset to verify the correct setup and mapping. The second test involves a larger dataset, conducted after most technical issues are resolved, to help us extrapolate runtimes for the final production migration.


During the migration process, what inputs/help does Xillio need from the clients?

The migration project is a collaborative effort. During a migration project, we engage closely with our clients. Content owners and data specialists are integral to the decision-making process, determining which data to migrate and how it should be mapped.


What is the impact on user experience of the source system during the migration?

If required, we can execute extraction loads during off-hours and weekends to prevent overloading the source system and affecting business operations. This approach is facilitated by meticulous planning and proactive communication with the relevant business units.


What permissions does Xillio need in client’s database to do the migration?

For the source system, read-only permission is sufficient. For the target system, we require both read and write permissions.


Is your question not listed above?

Please contact us! We always find an answer to our customers' questions.