Migrate from Microsoft SharePoint to Zoho WorkDrive

Migrate from Microsoft SharePoint to Zoho WorkDrive

The Microsoft SharePoint to Zoho WorkDrive migration enables you to migrate document libraries from SharePoint Online sites to Zoho WorkDrive. The migration includes supported files, folders, and folder structure.

WorkDrive automatically creates Team Folders corresponding to the mapped SharePoint Sites. The site's Document Libraries and Subsites are mapped as subfolders, and the files and folders within them are migrated to WorkDrive.
NotesAll your data in SharePoint will remain intact, even after migration.



InfoBefore you start: SharePoint features that do not have an equivalent or supported functionality in WorkDrive. Review the supported features, limitations, and migration mappings below to understand what can be migrated and what is not migrated.

Supported SharePoint plans

  1. Microsoft 365 Business Basic
  2.  Microsoft 365 Business Standard
  3.  Microsoft 365 Business Premium
  4.  Microsoft 365 E3
  5.  Microsoft 365 E5
  6.  SharePoint Online Plan 1
  7.  SharePoint Online Plan 2

Supported WorkDrive plans

Migration is supported for all paid WorkDrive plans except the WorkDrive Essentials plan. Learn more about WorkDrive's plans and pricing.
 

What's Migrated  

The migration supports the following SharePoint content and configurations:
  • SharePoint Sites → WorkDrive Team Folders
  • Document Libraries → Team Folder's subfolders (along with files and folders)
  • SharePoint Site user roles → WorkDrive Team Folder members roles
  • Subsites → Team Folder's subfolders (along with files and folders)
  • Site visibility → corresponding WorkDrive Team Folder visibility, where supported
    1. Public Team Sites → Public Team Folders
    2. Private Team Sites → Private Team Folders
    3. Communication and Standalone Sites →  Private Team Folders
    4. Public Microsoft Teams → Public Team Folders
    5. Private Microsoft Teams → Private Team Folders
    6. Private Channels in Microsoft Teams → Private Team Folders

What's not Migrated

We migrate SharePoint Document Libraries only. Due to feature differences between SharePoint and WorkDrive, associated file and folder information, including but not limited to, Favorites, shortcuts, workflows, expiration dates, and similar SharePoint-specific features, will not be migrated.
  • Delta migration is not supported.
  • Files or folders that have different or restricted permissions from their parent folder will not be migrated with their individual permissions. For example, if a user has access to a parent folder but does not have access to a specific file or subfolder within it, the restricted permissions of that child item are not supported.
  • File versions will not be migrated. Only the latest version of files will be migrated.
  • SharePoint Online groups are not supported in WorkDrive. 
  • SharePoint Server (on-premises) is not supported.
  • OneNote files will not be migrated.
  • Items in Recycle bin will not be migrated.
  • Files and folders with download restrictions in SharePoint Online will not be migrated.
  • Files and folders created by external users or apps will not be migrated.

Migration Limitations

  • Individual files exceeding 25 GB cannot be migrated.
  • Only active site's data will be migrated as WorkDrive Team Folders.
  • Migrating your data to WorkDrive is not possible if there are more than 10,00,000 (1 million) folders, including subfolders, per sites in your SharePoint account.
  • Last modified user details on files and folders cannot be migrated. We will instead show the migrator as the last modified user in WorkDrive.
  • Currently, our migration tool does not support the automatic conversion of Microsoft file formats (Word, Excel, PowerPoint) to Zoho native formats (Writer, Sheet, Show).
    To convert these files, you will need to manually switch them to the Zoho format after migration.
  • SharePoint Hub Sites and their associations are not migrated. 
  • Private channels in a Microsoft Teams will not be migrated automatically.
    To migrate private channels, e    xport the private channel separately from SharePoint Admin Center (by clicking the channels list), and start a new migration in Zoho WorkDrive.
Notes
Private channels added this way will be migrated as individual private Team Folders in WorkDrive.
Info
WorkDrive calculates 1 TB as 1024 GB, while SharePoint uses 1000 GB. This can cause storage size differences after migration and does not indicate missing files or a failed migration.

SharePoint to WorkDrive Compatibility  

SharePoint
WorkDrive
Migration behavior
SharePoint Site
Team Folder
Supported
Document Library

Team Folder's subfolder

Supported

Subsite

Team Folder's subfolder

Supported

Files and folders

Files and folders

Supported

Supported user roles

Team Folder roles

Supported

Public/Private site visibility

Public/Private Team Folder

Supported where applicable

Communication Site

Private Team Folder

Supported

Private channel in MS Teams

Team Folders

Supported

Guest user mapping

—

Not supported

SharePoint-specific features

—

Not supported

Unsupported/restricted permissions

—

Not supported


Migration Prerequisites

 Before you begin the migration, complete the prerequisite steps below to grant read-only access to your SharePoint APIs.
 
In Microsoft 365 
To migrate data from SharePoint to WorkDrive, you need to create a Microsoft Azure application (cloud app). This application securely authenticates your Microsoft365 account and grants the permissions required to access your data during migration.
 

Set Up Your Azure Subscription (Free Edition)  

To use Azure Cloud Shell, you must complete a one-time Azure free subscription setup. To do this,
  2. In the top navigation bar, click the Cloud Shell icon.


  3. When prompted, select PowerShell.


  4. If you see the No active subscription message, you’ll be prompted to create one.


  5. Click Create an Azure subscription.
  6. Select Try Azure for Free.
  7. Complete the sign-up process by:
    1. Accepting the terms and conditions.
    2. Verifying your profile and payment details.
      Note: You will not incur any charges from Microsoft during this process.
  8. Once the Cloud Shell terminal opens, your Azure subscription is ready to use.
 

Create your Microsoft Cloud app

You can create the required Microsoft cloud app in just a few steps using our script.
  2. Click the Cloud Shell icon.
  3. If prompted, select PowerShell.
  4. If prompted again:
    1. Select No storage required (Recommended) to enable quick access without creating additional resources.
      Note: Select Mount storage account only if you need persistent file storage across Cloud Shell sessions.
    2. Choose your subscription from the Subscription drop-down list.
    3. Leave Use an existing private network unchecked. This option is required only for advanced configurations.
    4. Click Apply to launch the PowerShell terminal.
  5. Copy and paste the following command into the PowerShell terminal, then press Enter.
    "wget -cO - https://zoho.to/msdrive_to_workdrive > "ms_app_creator.sh";sh ms_app_creator.sh"


  6. The script automatically performs the following actions:
    1. Registers the application in your Azure Portal.
    2. Generates the security certificates required for app authentication.
  7. After the script completes successfully, the following screen is displayed.



    Follow the steps below to grant admin consent and download the generated certificate file.
 
After the script validates the certificate, it prompts you to grant tenant-wide admin consent for the migration application.
  1. Click the Tenant-Wide Admin Consent link displayed in the terminal.
  2. Sign in using your Global Administrator account.
  3. Review the requested permissions and grant admin consent for the application. If prompted that the app is unverified, accept the prompt to continue.
  4. After the permissions are granted, a Download File prompt appears listing the generated .p12 certificate file. Click the certificate file (.p12 file) to download it to your computer.
  5. If the Download File prompt does not appear:
    1. Ensure that pop-ups are allowed for the Azure Cloud Shell (*.azure.com) site.
    2. Alternatively, run the download command displayed in the terminal to download the .p12 certificate manually.
Save the downloaded .p12 certificate securely. You’ll need it when configuring the Microsoft authentication details in the Zoho WorkDrive migration wizard.
 

Export sites from SharePoint in a CSV file  

Only Microsoft Global Administrators can export site data from the Microsoft 365 admin center. The exported sites will be used to map SharePoint sites with WorkDrive Team Folders.
TO be added in the doc from demo video
  2. In the search bar, type SharePoint. Then select SharePoint to open the SharePoint Admin Center.
  3. In SharePoint Admin Center's left pane, go to Sites > Active Sites.
  4. From the top menu, click Export. A CSV file containing all active sites will be downloaded.
    Note: Only Global Admins can export site data from the Microsoft365 Admin Center.
  5. Make any required changes in the .csv file to map SharePoint sites with different Team Folders in Zoho WorkDrive.
Notes
After downloading the CSV file, you can remove sites that you don't want in WorkDrive.
However, you can still delete them during the Migration Process window.

Invite SharePoint site users as WorkDrive Team Folder members

SharePoint sites will be migrated as WorkDrive Team Folders. You can invite all the SharePoint site members who need access to the corresponding WorkDrive Team Folders.
  1. Go to your WorkDrive account.
  2. Click Admin Console in the bottom-left corner of your WorkDrive account. The Admin Console page will open in a new tab. Dashboard will be selected by default.
  3. Click Members in the left panel.
  4. Select the + Invite Members button in the top-right corner. The Invite new members screen will open.
  5. Enter the email address of the user you want to invite.
  6. Assign a team role to the user.
  7. Click Invite Members.We need to provide a one-to-one user role mapping in WorkDrive
 

Migration Steps  

Authorize migration  

  1. Log in to your WorkDrive account as an Admin or the Super Admin.
  2. Click Admin Console in the bottom-left corner of your WorkDrive account.
  3. Click the Migration tab in the left panel to open the migration screen.
  4. If you're migrating for the first time in this WorkDrive account, click Migrate from Microsoft365 - SharePoint (Online).
    If you have already migrated before, Click Create New Migration. The Migration Details page will appear.
  5. In the Source Provider, choose Microsoft 365 - SharePoint (Online).
  6. Enter a name for this migration.
    Note: Naming a migration can be useful when you have multiple migrations.
  7. Import the downloaded .p12 file. 
  8. Once done, click Continue.



Import SharePoint sites 

InfoAdmin consent for the WorkDrive app must be granted in the Azure Active Directory admin center before you can import the CSV file to map sites.
  1. In the Import Sites to Zoho WorkDrive, Click Browse to import the required .csv file containing the exported SharePoint sites.
  2. Click Continue. The SharePoint site details page will open.



    The Mapped Sites tab will be displayed by default.
    You can view the list of SharePoint sites and their corresponding WorkDrive Team Folders.
    You can click the Unmapped Sites tab to see a list of any unmapped sites, along with their reasons.
  3. Click Proceed. The user mapping page will appear.



Map SharePoint Site Users Roles

SharePoint users are imported to map their roles to the respective SharePoint Sites, which are migrated as Team Folders in WorkDrive.
  • SharePoint Site Owners are migrated as WorkDrive Team Folder Admins.
  • SharePoint Site Members are migrated as WorkDrive Team Folder Editors.
If you skip this step, the migrator will automatically be assigned as the Team Folder Admin for all migrated Team Folders.
If an imported user does not have permission to a SharePoint site or if a imported users is a Guest user, the migrator is automatically assigned as the Team Folder Admin.
Notes
This step is only required to map WorkDrive Team Folder members to SharePoint site users. It does not migrate user-specific data.

To import users:
  1. In the Import users to Zoho WorkDrive, Click Browse to import the required .csv file containing the exported SharePoint sites.
  2. Click Continue. The SharePoint user details page will open.
    Alternatively, to skip user mapping, click Skip at the bottom-right corner of the screen.



  3. The Mapped Users tab will be displayed by default.
    You can view the list of SharePoint users and their corresponding WorkDrive user roles.
    You can click the Unmapped users tab to see a list of any unmapped users, along with their reasons.
    Click     Proceed.


Receive Email Notification

In the next page, you will be asked to choose who should receive email notifications about the migration starting and ending.
  1. You can choose either Team Admins only or All users who are part of the migration.
  2. Once done, click Continue. The migration page will open.



  3. On the migration page, click Start Migration. The migration will be initiated.
    Notes
    You cannot individually select and migrate sites from here.



Download migration report

Once migration is completed for all sites, you can download the overall migration report.
Click DOWNLOAD OVERALL REPORT at the top of the list. The migration report will give you a complete log of migration activities.


 
The migration report will be uploaded to the My Folders of the user (Admin or Super Admin) who initiated the migration. The report will be saved with the name " Migration report for <Migration name>" and shared with all team admins.

Check migration status  

Once the migration has been initiated, you can view its status on the migration screen as it progresses or at any time by going to Admin Console > Migration.

You can view which sites are being migrated, number of files migrated, total files, size of the migrated files.

Migration report and retrying failed files

To see more details about a particular site's migration, click View report next to its migration status.
NotesYou can view the report only after the site's migration is complete.


In the Site Migration report page, you can view Total files, Migrated files, Failed files, Total folders, Migrated folders, Failed folders, and Total size.

You can also view a list of failed files on this screen, if any. 

For each failed file, you can view the file name and the reason for failure.
You can select the required files or select all files and click Retry failed files at the top-right corner of the list.


 
Alternatively, you can manually download these files from SharePoint and upload them to WorkDrive.
 

Create New Migration

If you forgot to add any SharePoint sites to WorkDrive before the migration, and wish to add them later, you'll need to perform a new migration for those sites.
 
Click Create New Migration at the top-right corner and follow the same steps from above. You can switch between migrations you have performed so far by clicking the respective migration names at the top of the page.

For single migration, you must upload the CSV file containing all your active Sharepoint sites.
For multiple migrations, you must upload a new CSV file for each migration containing only the required Sharepoint sites.
 
You can create a new migration only after the successful completion of a previous migration.
 

WorkDrive support

If you have any questions or experience any trouble in your migration process, please contact WorkDrive support for more details.
 
Also read: Frequently asked questions on Migration