Currently we have thousands of files on our file server without issue. Once we migrate to SharePoint, we will lose the ability to open 5,300 of these files due to the application restrictions of 256 characters (Office and our PDF viewers Bluebeam and Adobe). We cannot change these applications.
By switching to a URL versus a fileshare mapped drive it is adding 29 additional characters which pushes 5,300 files over the 256 character limit.
Other than 1) Not moving to SharePoint and keeping an on-premise server or 2) losing access to 5,300 files thus making it impossible to service our clients or 3) spending hundreds of man hours renaming the files, what are our options?
Is there anything in SharePoint that would allow us to shorten the SharePoint URL with an acronym or a tenant ID # like https://12345/ versus https:/ourlooooooongggcompanyname.sharepoint.com?
I know there are third parties to rename long file names but since these file names are construction drawings, we cannot simply have software randomly rename them as we won't be able to find them anymore.
Are you migrating your folder structures? If so, you should think about removing some of your folder structure in favor of metadata. SharePoint isn't a 1 to 1 replacement for a file share, and it would benefit you greatly if you could utilize the metadata and tagging features of SharePoint. In that regard, using metadata is a better way to search/find content than using a file name.
@Beau CameronYes we're migrating our folder structure as we have to. We have hundreds, if not thousands of folders, and would not be able to redo all the files individually with content. We would also have duplicates most likely as users have been using folders to organize versus file names.
@Mercedes Green I can understand that, but unfortunately you won't be able to stay under the file length limit without doing some of these changes. There are tools out there to help map folders to metadata so it wouldn't have to be a fully manual process. Migrations to SharePoint are never easy, and they almost always require a bit of work to re-structure the Information Architecture to fit into SharePoint.