ShareFile Data Migration Tool

Best Practices

  • Because files in use are not uploaded during the migration, ShareFile recommends using the Migration Tool during off hours in order to minimize interference with your users.
  • For optimum performance, ShareFile recommends using the Migration Tool outside of US EST business hours.
  • Avoid wireless connections when possible.
  • The tool has been successfully tested for up to 3TB of data. If you have additional data to migrate, we suggest you break it up to be at or below 3TBs.

Multiple Transfer Options:

Data Only

Data and Permissions Mapped to Personal Folders

Data and Permissions Mapped to Shared Folders


Other links within this article:

Permissions Mapping

Manage Transfer

Uninstall

Migration Logs

Limitations

Max Transfers Handled


Installation

Click here to download the SFMT installation file.

Once downloaded, run the installation file to begin setup. If you do not have .NET Framework 4.6.2 or later installed on your machine, it will be installed for you. Once installed, a shortcut will be added to your desktop. You may also launch the app from the Start menu. For best results, ShareFile recommends installing the migration tool on the server or computer where your data currently resides.

Note: By default, this app installs to C:Program FilesCitrixShareFile

If you want to change the install location , click on “Options” button and specify the location.


AutoUpdate

When you launch the migration tool, it will automatically check for updates and prompt you to install when one is available. ShareFile recommends updating to the latest version.

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Sign In to the Migration Tool

When launching the Migration Tool, you will be prompted to sign into your ShareFile account. Sign in to the account where you wish to upload files.

Auto Login Support – Once SignedIn the account details are encrypted and stored in app_settings.cfg file. This is done in order to avoid requesting of “Sign In” when app is launched next times. Admin can any time SignOut or delete this file to login using new sf account details. “app_settings.cfg” file is present in “USERNAMEAppDataRoamingCitrixShareFileMigration Tool”

Note : There are also unique files created containing migration details for each unique users signed in. These files are present in “USERNAMEAppDataRoamingCitrixShareFileMigration Tool”

Eg. Logged in using account “admin1@sharefile.com” and initiated migration and scheduled transfers. Now logged out and signed in using account “admin2@sharefile.com” and initiated migration. We would maintain two unique files containing the migration details. So if the user logs in back using the same account , the details are maintained. And these files are encrypted. No one can view the details.

Once Logged in , Admin would be provided with “Home Screen”

From the Home view, you can begin a new transfer, view your migration queue, and manage your scheduled migrations and provide feedback.

Users are also provided links to view

  1. Privacy Policy
  2. End User Agreement
  3. Term of Use
  4. Support Page


User would also be able to Send feedback or report problem using “Send Feedback” and “Report Issue” link.


Migration Menu

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New Transfer – Initiate a new transfer

Manage Transfer – View transfer details ( In progress / Waiting / Completed / Cancelled )

Manage Schedules – View the schedulers created for migration

New Transfer

Admin would be able to initiate transfer using this option.

Transfer Selection View :

Note: Login using SF Admin account to transfer data along with ownership and permission.

If login using SF non Admin account, only data can be migrated not the ownership / permission

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Transfer Type – ( Data Only )

Option used to migrate only data from source to ShareFile.

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  • Select directory to transfer : Use the browse button to select the source folder that you wish to migrate to ShareFile.
  • Choose destination : Select the upload destination folder within your ShareFile account.
  • Configure transfer options :
    • Schedule Transfer – Allows you to schedule the migration in specific time frame. Enable the option and select the scheduler.
    • Create a root folder to contain the transferred folders -This will create a folder on the root level and migrate all folders from this transfer inside of it
    • Don’t upload files with more recent modified time on ShareFile – Enabling this option would not upload files when most recent file is present in destination folder selected in ShareFile.

Once all option are selected and clicked on Continue button, you will be provided with Pre Migration view

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Pre-Migration View

1) Migration type – Specifies the type of transfer selected by the Admin

2) Source – Specifies the location from where the data is being migrated

3) Destination – Specifies the location to which the data is being migrated to

4) Total number of files – Count of files being migrated

5) Total Size – Total size being migrated

6) Expected Time – Approx. time that would be taken for the migration

7) File Types Excluded – Displays list of file type
s excluded. “Exclude” link provided to exclude any files from migration. Below view would be presented when clicked on same.

  • User can unselect the file types which needs to be excluded as part of migration.
  • Once un-checked the file types to be excluded , Click on Next Button.

If “Limit Transfer to certain file types” option is enabled – Below screen would be displayed.

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8) Items Unable to Transfer – Displayed files/folders which are inaccessible and would not be migrated. If there are any files /folders which are inaccessible then link to Review the same would be provided. Below view would be provided clicking on same.

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Files and Folders would be inaccessible if the user who is currently logged in does not have required permissions or if files are being currently used by other applications. Resolve the permission issue or close any application using the files and proceed with migration.

Note – Files/Folders which are inaccessible would not be migrated. You can still click on Transfer Files to proceed with the migration even when there are inaccessible files/folders.

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  1. Select a directory to transfer: Use the browse button to select the source folder that you wish to migrate to ShareFile
  2. Configure folder permission options:
    • Folder ownership only – Migrates only the folder ownership. Files and Folder would be migrated to the user’s Personal Folder who own the folders being migrated
    • Folder ownership and access permissions – Migrates folder ownership along with the permissions. Files and Folder would be migrated to the user’s Personal Folder who owns the folders being migrated. Users that have permission to this folder would see the folder in Shared Folders.
    • Create folders for users who haven’t logged in yet – If there are users whose account is created in ShareFile, but they have not logged in yet to create their Personal Folder, data cannot be migrated without this setting. Enabling this option will activate the account and migrate the data. Once the migration is complete, a password reset email will be sent to the user.
  3. Configure transfer options:
    • Schedule transfer – Allows you to schedule the migration in a specific time frame.
    • Create root folder for migration content named- Allows you to select the folder to which data+permission needs to be migrated. Unchecking the option would migrate the data to root of Personal Folders.
    • Don’t upload files with more recent modified time on ShareFile – Enabling this option would not upload files when most recent file is present in destination folder selected in ShareFile.

After all the configurations are done, click on Continue button.

User would be prompted with Connect to Active Directory

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User who has launched this application – If the current user logged in on the machine running the tool is domain user, then tool would automatically take those credentials to connect to that domain AD

Any other user – If user wants to connect to some other domain.

Note: It is recommended to run the tool on a machine which is connected to the domain from which the user’s details are being fetched for ownership and permissions migration.

Once all option are selected and clicked on Continue button, you will be provided with Pre Migration view

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  1. Migration type – Specifies the type of transfer selected by the Admin
  2. Source – Specifies the location from where the data is being migrated
  3. Total number of files – Count of files being migrated
  4. Total Size – Total size being migrated
  5. Expected Time – Approx. time that would be taken for the migration
  6. File Types Excluded – Displays list of file types excluded. “Exclude” link provided to exclude any files from migration.
  7. Items Unable to Transfer – Displayed files/folders which are inaccessible and would not be migrated. If there are any files /folders which are inaccessible then link to Review the same would be provided.



Review missing accounts and groups – If there are any accounts or groups not present in ShareFile , then user would be provided with “review missing accounts and groups” link. Clicking on same would provide view to provide alternate account or group details.

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If there are no accounts present in SF, file/folders would not be migrated. In order to avoid this, the Admin can edit the fields and proceed with migration.

Note: Group permissions would be done only if groups in SF are created using UMT. If groups are manually created in ShareFile, then permissions would not be migrated.

Permission migration files would be present in “USERNAMEAppDataRoamingCitrixShareFileMigration ToolPermission Data” folder.

If there are no conflicts then user would be provided with below view.

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Click on Transfer Files to start the Migration.

Transfer Type – (Data + Permissions – Mapped to Shared Folders):

  1. Select a directory to transfer: Use the browse button to select the source folder that you wish to migrate to ShareFile
  2. Configure folder permission options:
    • Folder ownership only – Migrates only the folder ownership. Files and Folder would be migrated to the admin’s Shared Folder and would be shared with the users who own a specific file/folder.
    • Folder ownership and access permissions – Migrates folder ownership along with the permissions. Files and Folder would be migrated to the admin’s Shared Folder and will be shared with the users who own specific files/folders and with users who have certain permissions on the folder.
  3. Configure transfer options:
    • Schedule transfer – Allows you to schedule the migration in a specific time frame.
    • Don’t upload files with more recent modified time on ShareFile – Enabling this option would not upload files when most recent file is present in destination folder selected in ShareFile.

After all the configurations are done, click on Continue button.

User would be prompted with Connect to Active Directory

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User who has launched this application – If the current user logged in on the machine running the tool is domain user, then tool would automatically take those credentials to connect to that domain AD

Any other user – If user wants to connect to some other domain.

Note: It is recommended to run the tool on a machine which is connected to the domain from which the user’s details are being fetched for ownership and permissions migration.

Once all option are selected and clicked on Continue button, you will be provided with Pre Migration view

  1. Migration type – Specifies the type of transfer selected by the Admin
  2. Source – Specifies the location from where the data is being migrated
  3. Total number of files – Count of files being migrated
  4. Total Size – Total size being migrated
  5. Expected Time – Approx. time that would be taken for the migration
  6. File Types Excluded – Displays list of file types excluded. “Exclude” link provided to exclude any files from migration.
  7. Items Unable to Transfer – Displayed files/folders which are inaccessible and would not be migrated. If there are any files /folders which are inaccessible then link to Review the same would be provided.

Permissions Mapping:

NTFS Permissions ShareFile Permissions
Download Upload Delete Admin
Full Control Yes Yes Yes Yes
Modify Yes Yes Yes No
Read and Execute Yes No No No
List folder contents Yes No No No
Read Yes No No No
Write Yes Yes No No
Special Permission
Traverse folder/ Execute Files Yes No No No
List folder / Read data Yes No No No
Read Attributes Yes No No No
Read extended attributes Yes No No No
Create files / Write data Yes Yes No No
Create folders / Append data Yes Yes No No
Write Attributes Yes No No No
Write extended attributes Yes No No No
Delete Subfolders and files Yes No Yes No
Delete Yes No Yes No
Read permissions Yes No No No
Change permissions Yes Yes Yes Yes
Take Ownership Yes Yes Yes Yes


Manage Transfer:

Admin would be able to view transfer details (Transfer which are “In Progress”,”Completed”, “Pending” and “Cancelled”)

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Transfer Status:

  1. Running: When clicked on “View” link across the job, below screen would be displayed.

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Admin would be provided with transfer progress view. Admin can pause or cancel the transfer from this view.

  1. Pending – when clicked on “View” link across the job, below screen would be displayed.

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Admin would be provided with transfer details. If the transfer is scheduled, then scheduler details will also be displayed.

Admin can Cancel the transfer as well.

  1. Cancelled – When clicked on “View” link across the job, below screen would be displayed

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Admin would be provided with “Post Migration” View.

Admin would be provided with transfer details which includes – Migration type, Source , Destination , Total no. of files transferred, Successful Uploads, Link to open log file which contains successfully uploaded file list, Failed uploads , Link to open log file which contains failed uploads and reason for the same, Cancelled Uploads, Link to open log file which contains cancelled file list, Total transfer size and Total time taken.

  1. Completed – When clicked on “View” link across the job, below screen would be displayed.
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Admin would be provided with “Post Migration” View.

Admin would be provided with transfer details which includes – Migration type, Source , Destination , Total no. of files transferred, Successful Uploads, Link to open log file which contains successfully uploaded file list, Failed uploads , Link to open log file which contains failed uploads and reason for the same, Cancelled Uploads, Link to open log file which contains cancelled file list, Total transfer size and Total time taken.

Manage Schedules:

Schedules allow you to choose when transfers are to be run. Admin can use this option to run migrations at times outside of peak usage hours.

Created schedules will be listed in this menu. Click Create New Schedule to make a new one.

Admin can View, Edit or Delete the schedules created using the options provided.

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NOTE: Large data migration can be handled in better ways using Scheduler. We can schedule transfers outside of peak hours for max bandwidth and speed.

After the user creates a scheduler, the schedules should reflect correctly in Task Scheduler.

Make sure correct details have been added to task scheduler. When there are multiple slots selected, multiple instances should be added in Task Scheduler. Task Scheduler on that machine triggers the event to start migration tool and any migration scheduled in that time frame gets started.

Note: It is required that task scheduler should be working seamlessly on the machine where the tool is being run. And it is required that the user who scheduled the migration should be logged in. If User is not logged in, migration would not be initiated in that specific time slot.




ShareFile-induced Transfer Pause

In the unlikely event of the transfer causing too much traffic on the ShareFile infrastructure, ShareFile may pause the transfer. The Migration Tool will continuously attempt to resume transfer during this time. A warning message will be presented at the bottom of the transferring screen. The user will be unable to manually un-pause the transfer, but can cancel the transfer if desired.

If the number of retries exceeds 48, please contact ShareFile Support.

If the user receives the warning message: “Your account is currently not available to perform transfers”, the ShareFile-induced pause may still be enabled. The user can either wait for this to be resolved or try again later by closing and relaunching the application.


Uninstall the Migration Tool

To uninstall the tool, uninstall from the Programs and Features menu in Control Panel, or re-run the installation file. Note: Warning: Migration Logs that were created during transfers will be removed during the uninstall process.


Migration Logs:


Once the transfer is complete, you can review the migration details and any errors encountered during the migration process.

Log Files generated:

  1. SFMT [TimeStamp][FolderName].log – This log contains complete details starting from launch of the tool
  2. Transfer Info [TimeStamp][FolderName].log – This log contains verbose information for the transfer
  3. Transfer [TimeStamp][FolderName].log – This log contains all the files and folders that were successfully transferred.
  4. Transfer Failure [TimeStamp][FolderName].log – This log contains a brief explanation as to why a file failed to transfer.
  5. Transfer Cancelled [TimeStamp][FolderName].log – This log contains a brief explanation as to why a transfer cancelled.

NOTE: For debugging the issue “SFMT [TimeStamp][FolderName].log” and “Transfer Info [TimeStamp][FolderName].log” are required.

Logs are stored at USERNAMEAppDataRoamingCitrixShareFileMigration ToolLogs

Important Notes:

  1. Login using SF Admin account in order to migrate folder ownership and permission. If SF personal account is used, only data can be migrated.
  2. For migrating group permission on specific folder, it is required that the Group in SF should be created using UMT (User Management Tool)
  3. For accounts which are created in SF and not activated, data would not be migrated unless “Create folders for users that haven’t logged in yet” option is selected
  4. Data would not be migrated if specific account is not present in SF. Before starting the migration review the access permission file.

If there are any instance where account is not mapped, Admin can manually provide the email details save the changes and proceed with Migration.

Make sure to enter the email details under “Primary Email Address” column in the permission file created.


Limitations:

Maximum Transfers handled:

Below are some statistics on successful migrations completed

Sno Total Size Total Files Time Taken
1 3.21 TB 314085 2d 23h 53m 11s
2 2.89 TB 14708 2d 13h 14m 51s
3 2.09 TB 13282 2d 1h 45m 44s
4 2.09 TB 254592 8d 5h 54m 13s
5 1.92 TB 9225 1d 12h 53m 33s
6 1.73 TB 6900 1d 10h 15m 53s

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