Features

File Migration to Nextcloud

Discover, select, migrate and document

Sources. Migrate files from SharePoint Online, Teams files stored in SharePoint, OneDrive, SharePoint Server and file shares to Nextcloud Files.
Destination mapping. Map libraries and folders to Nextcloud Team or User Folders, consolidate sources and create Team Folders dynamically. Automatically discover OneDrives and map them to Nextcloud User Folders, with mappings reviewed before execution.
Versions and metadata. Preserve file versions, timestamps, users and SharePoint check-in comments. Transfer SharePoint columns and metadata using Nextcloud tags or MetaVox, depending on destination configuration.
Metadata transformation. Use direct mapping, lookups, concatenation, conditional logic and data-type conversion to adapt source metadata.
Recurring migration. Transfer new and changed source files through recurring jobs to support a phased transition or maintain a parallel Nextcloud file environment.
Optional SharePoint URL links. After migration, replace original SharePoint files with small URL links to their migrated copies in Nextcloud, reducing the SharePoint storage footprint. Verify migrated content and destination access before conversion. Following a link does not grant access.
Reverse migration. Supported migration paths also include Nextcloud to SharePoint.

Nextcloud requirements and boundaries

App and server. The Nextcloud App workflow requires both the native Nextcloud App and SMART Migration Server. The App manages jobs, progress and results. The separate Windows application reads sources, executes migrations and generates reports; it must be installed and connected to the App.
Access rights. Source permissions are not migrated. Configure access rights separately in Nextcloud and verify accounts and user mappings before execution.
File scope. Office documents, PDFs, images, videos, text files and ZIP archives are covered. OneNote requires separate assessment. Email, calendars and application workflows are outside the Nextcloud file migration scope.
Pilot validation. Test representative files, versions and metadata, and validate destination access before scaling up.

BI Discovery and Migration Documentation

Power BI from initial analysis to project handover

Discovery. Analyse the file inventory by source, file type, storage volume, age, metadata and version history to define the migration scope.
Execution and review. Explore job and file results, review failures and trace what moved, where it went and whether it succeeded.
Lasting documentation. Retain the .pbix report as a record of the inventory and migration results. It operates independently of SMART Migration after completion, without keeping the migration server running.

SharePoint and IDE Operations

The following sections describe SharePoint data operations and platform integrations. References to lists, columns, content types, Managed Metadata GUIDs and Microsoft 365 retention labels apply to the Microsoft environment.

Search & Replace Item Data

Cleanse item data while retaining audit information

Search and replace item data, with options to retain Modified and ModifiedBy values and avoid creating new versions.

Select items using criteria: = <= >= <> Contains BeginsWith IN AND OR.
Set the folder query scope and optionally include subfolders.
Update item columns with fixed values or use calculations based on all item columns to generate dynamic values.
Apply retention labels and assign Lookup and Managed Metadata values by name. The SharePoint internal ID or GUID is automatically resolved.
Use options to retain Modified and ModifiedBy values and avoid creating new versions.

Tag Items with Managed Metadata

Assign terms using readable labels

Assign Managed Metadata values using labels or calculated term labels. SMART Migration automatically resolves the corresponding SharePoint internal GUID.

Assign Managed Metadata columns using labels. The SharePoint internal GUID is automatically resolved.
Use calculations based on all item columns to dynamically calculate the term label.
Use audit options to retain Modified and ModifiedBy values and avoid creating new versions.
Select items to tag using criteria: = <= >= <> Contains BeginsWith IN AND OR.
Set the folder query scope and optionally include subfolders.

Create or Update Items Using Other Lists and Libraries

Map, calculate and synchronise item data

Create or update items using source data from other SharePoint lists and libraries, with direct column mapping, calculated values and incremental selection.

Select source items using criteria: = <= >= <> Contains BeginsWith IN AND OR.
Use incremental selection based on Modified, Created or custom keys in each list.
Set the folder scope and optionally include subfolders.
Map columns one-to-one or use calculations based on all source item columns to generate dynamic values.
Assign Lookup and Managed Metadata values using labels, with automatic resolution.
Use options to retain Modified and ModifiedBy values and avoid creating new versions.

Delete or Recycle List and Library Items

Select items for deletion or recycling

Select items using criteria, folder scope or input from another list or an external data source.

Select source items using criteria: = <= >= <> Contains BeginsWith IN AND OR.
Set the folder scope and optionally include subfolders.
Use input selection from another list or an external data source to identify items to delete or recycle.

Integrate External Data with List and Library Items

Connect SharePoint data with external sources

Use two-way integration with SQL Server, CSV, Access, ODBC and Excel.

Use two-way integration with SQL Server, CSV, Access, ODBC and Excel.
Select source data using criteria: = <= >= <> Contains BeginsWith IN AND OR.
Use raw parameterised SQL where required.

Change Item Content Type

Assign content types by label or calculation

Set an item’s content type using its label, or calculate the label or GUID dynamically from column values.

Set the content type using a label, such as SpecialReport.
Use calculations based on all columns to dynamically calculate the label or GUID.
Select items using criteria: = <= >= <> Contains BeginsWith IN AND OR.
Use options to retain Modified and ModifiedBy values and avoid creating new versions.

Update Blank Item Values After Adding New Columns

Populate missing values with relevant defaults

Fill blank values using fixed defaults or calculations based on other item columns, including Lookup and Managed Metadata labels.

Set fixed values or use calculations based on other item columns to generate dynamic values.
Select items using criteria: = <= >= <> Contains BeginsWith IN AND OR.
Lookup and Managed Metadata labels are automatically resolved.
Use options to retain Modified and ModifiedBy values and avoid creating new versions.

Highlights

List Creation, Mapping and Transformation

Create new lists from existing data. Use Excel, CSV, SQL, ODBC or another SharePoint list as the source. Use source columns as a template, set the content type and add site columns and custom columns with the same internal names and titles as the source. All SharePoint data types are supported. Lookup, Managed Metadata, Content Type and Retention Label values are automatically resolved by name. Then synchronise the data.
Map a data source to an existing SharePoint list. Sources include Excel, CSV, SQL, ODBC and other SharePoint lists. All SharePoint data types are supported. Lookup, Managed Metadata and Content Type values are automatically resolved using the label or name. Then synchronise the data.
Manipulate, update and transform existing items. Use existing list and library data to transform values, including complex types such as Lookup and Managed Metadata. Change content types conditionally. All SharePoint column types are supported, with internal GUIDs resolved using labels or names. Updates can, in most cases, preserve Version, Modified and ModifiedBy.
Query SharePoint lists and libraries beyond 5,000 items. SharePoint list and library data sources are not limited to 5,000 items. Filters use optimised SharePoint CAML and support operators including BeginsWith, Contains, IN and NOT IN. Queries can span all folders from a selected level or remain within a single folder.
Migrate SharePoint list items with attachments. Remap and transform values during processing, including dynamically assigning different content types, Managed Metadata and Lookup values.
Create lookup lists from distinct values. Retrieve distinct items from a list or library to create a lookup list with one item per distinct value. Then update the original list using values from existing columns to resolve the lookup.

Bulk Actions, Retention Labels and Content Types

Delete or recycle items in bulk. Apply conditional deletion or recycling to items in lists and libraries.
Conditionally apply or remove Microsoft 365 retention labels. To assign a retention label, set the [Retention label] column to the label’s name. The update can preserve Version, Modified and ModifiedBy. This is a Microsoft 365 operation; it does not establish equivalent retention enforcement in Nextcloud.
Conditionally apply or remove content types. To assign a content type, set the [Content Type] column to the content type’s name. The update can, in most cases, preserve Version, Modified and ModifiedBy.

Excel Reporting and Database Integration

Populate predefined Excel reports. Push data into tables, ranges or individual cells across multiple worksheets. Use multiple passes to populate different areas. The report can be copied to multiple destinations or sent by email. Create the Excel file from a template and dynamically name the refreshed output.
Combine data from multiple lists and libraries. Conditionally push item data into predefined Excel reports, using multiple passes to populate tables or individual cells before distributing the report.
Synchronise SharePoint item data with database tables. Combine data from multiple lists and libraries, perform SQL joins and other SQL Server operations, then push the results into predefined Excel reports or back into SharePoint.

Inventory, File Copying and Business Application Integration

File share inventory. Scan a file share and generate a detailed dataset of folders, files and data volumes. Preview the dataset and export it to Excel, CSV, SQL Server or ODBC for further analysis.
Site collection hierarchy inventory. Scan a site collection, or multiple site collections using For-Each automation, and generate a detailed dataset of lists, libraries and item counts. Preview the dataset and export it to Excel, CSV, SQL Server or ODBC for further analysis.
Interact with business applications. Use CSV, Excel, Access, SQL, ODBC, Power Automate and SharePoint lists and libraries.
Copy or synchronise files. Copy or synchronise files from SharePoint document libraries to file shares, including version history, or between file shares.

Automation, Power Automate and PowerShell

Automate processes. Use process automation and For-Each loops.
Schedule unattended execution. Schedule tasks and processes using the built-in unattended Job Server.
Run Microsoft Power Automate flows. Invoke flows using the HTTP Request trigger. Pass an array containing multiple rows and columns, or a single row of values. The required JSON argument is generated automatically. Invoking existing flows is an integration capability; it does not migrate Power Automate flows to Nextcloud.
Use supported data sources as flow arguments. Sources include Excel, CSV, SharePoint lists, SQL Server, Access and ODBC. SharePoint sources can include on-premises environments or another Microsoft 365 tenant. Long-running flows can run without timing out.
Process flow results. A flow can return a string, date, numeric value or JSON array. A returned JSON array can be automatically serialised and used as a source for subsequent tasks, including updating SharePoint on-premises, databases, CSV or Excel, or invoking another flow in the same or a different Microsoft 365 tenant.
Integrate and host PowerShell code. Run automated, parameterised PowerShell before or after other tasks, or within single or nested For-Each loops.

High-Performance File Migration and Synchronisation to SharePoint with Automation

SMART Migration supports file migration to SharePoint, including content mapping and metadata transformation. Combine migration work with the platform’s scheduling and process automation capabilities according to the project requirements and selected licence. These SharePoint and IDE capabilities are separate from the App-based Nextcloud workflow described above.

See also