Feb 06 2023 01:05 PM
Feb 06 2023 01:05 PM
I have read complete SharePoint info of Microsoft, Introduction to SharePoint and OneDrive in Microsoft 365 ( dowloaded pdf of 1230 pages). But it was obvious that the part of OneDrive users and storage, especially highligth the use of OneDrive. Not much info about how to move from old to new structure. Detailed explained below.
Migration was also explained.
As an accountant , we keep each customer in a folder, and each folder had subfolders (years) and within again subfolders and again... .
So I'm thinking: is it a good idea to migrate data? isn't it better to start from scratch in Sharepoint online? and then each time I start to work on a customer I make a site? and then transfer the data to ?
But then more questions arose after reading , searching, reading: do I need to make a site for each customer? or one site for all customers and for each customer a document library? If we have 400-500 customers, these document libraries will start to count ... .
Mainly goal to use Sharepoint online with Onedrive: to save data from shared drive , that is now on our server.
Each teammember is allowed to have edit rights as it's the situation in this shared drive.
But how to go from folder structure:
00 FILE CUSTOMER COMPANY\taxes\Personal
00 FILE CUSTOMER COMPANY\taxes\company
00 FILE CUSTOMER COMPANY\Accounting\accounting day-month-year
... another folder ...
and one with more subfolders in it:
00 FILE CUSTOMER COMPANY\PERMANENT DOSSIER\PART 1 - POWER OF AUTHORITY - COMMISSION LETTER - AWW (stands for ANTI MONEY LAUNDERING)
00 FILE CUSTOMER COMPANY\PERMANENT DOSSIER\DEEL 3 - AGREEMENTS - CONTRACTS
00 FILE CUSTOMER COMPANY\PERMANENT DOSSIER\DEEL 4 - INSURANCE POLICIES
... and so on until last part 12
00 will be a unique number that matches the number in the accounting software.
ANOTHER METHOD OF STRUCTURE IN WINDOWS EXPLORER:
AF stands for folder to save the incoming invoices.
then VF for outgoing invoices.
and each Quarter another folder: 2020-1 2020-2 2020-3 2020-4
and each month possible : 2020-01 2020-02 etc.
and each year a new folder: 2020 2021 2022 ...
And each folder YEAR contains THE QUARTER OR MONTHLY FOLDERS AND WITHIN it, THE FOLDERS to save the invoices.
and under Customername other folders and within subfolders, all with important data. For example:
CUSTOMERNAME_BH\partners\partner-01\....txt or pdf (notes in txt file, copy ID, signed documents ... )
So, wanting to save the data in the cloud, focusing now only on this big question:
what is the best aproach to add all this data to sharepoint online?
Knowing that adding extra folders is disadvised, or to keep it to 2-3 folders (browser limitation of 256 characters, .. ).
If numbers of customers become above 500 (another limit) :
All navigation types (site, hub, global, and footer) are limited to 500 child links at each level. Additional nodes added after the limit has been reached will receive an error.
So it means i have to make for each customer a site?
I really need support in this, in how to translate the old structure (folders subfolders) to the lets call it new structure (sharepoint online flat method), before I decide to migrate all data.
And also: onedrive should be also easy to read on pc clients: as if we see the same structure as we used to : each customer a folder. I' not sure if there has to be 500 onedrive apps running for each site if each needs to be synced... ?
and what about setting up rights for each customer ? best practice? As said: all members can have acces but it can occur that a certain group of customers are only to be seen to one member.
I hope some support of any one, or to think with me... .
And hope that the implementation can be as easy as making subfolders.. .