SharePoint Data Migration Checklist: Content, Documents, Metadata, Permissions, and Workflows
Sweta Choudhary
Introduction
SharePoint data migration is not just about moving files from one system to another.
For many enterprises, SharePoint contains years of documents, pages, lists, metadata, permissions, workflows, forms, and business-critical content. Some of it is still valuable. Some of it is outdated. Some of it is duplicated across sites, libraries, and departments.
That is why a successful SharePoint data migration needs more than a technical export and import process.
It needs planning, cleanup, mapping, validation, and a clear understanding of the target platform.
This checklist covers the key areas enterprises should review before migrating SharePoint content and data, especially when moving from SharePoint to a modern digital experience platform like Liferay.
What Is SharePoint Data Migration?
SharePoint data migration is the process of moving SharePoint content and related information from one environment to another.
This can include:
- SharePoint pages
- Documents and media files
- Document libraries
- Lists
- Folders
- Metadata
- Tags and categories
- Permissions
- User groups
- Workflows
- Forms
- Links
- Search configuration
- Site structure
- Multilingual content
- Version history, where required
SharePoint data migration may happen during a move to SharePoint Online, a tenant consolidation, an intranet rebuild, or a SharePoint to Liferay migration.
The main goal is not just to move data. The goal is to move the right data in the right structure, with the right access controls, into a platform that supports future business needs.
SharePoint Data Migration Checklist
1. Define the Migration Goal
Before reviewing content, define why the migration is happening.
Common goals include:
- Moving from SharePoint Server to a modern platform
- Replacing a legacy SharePoint intranet
- Migrating SharePoint content to Liferay
- Consolidating multiple SharePoint sites
- Improving content governance
- Reducing content duplication
- Supporting customer, partner, or employee portals
- Moving from document storage to a broader digital experience platform
This goal will shape every migration decision.
For example, if the goal is only to move documents, the migration plan may be document-focused. But if the goal is to build a new portal experience, the migration must also consider user journeys, roles, workflows, navigation, and integrations.
2. Audit the Current SharePoint Environment
Start by understanding what exists today.
Review:
- Sites and subsites
- Pages
- Lists
- Libraries
- Documents
- Images and media
- Custom web parts
- Workflows
- Forms
- Permissions
- External users
- Integrations
- Search configuration
- Content owners
- Last modified dates
- Usage
This audit helps identify which areas are active, which are outdated, and which may need to be redesigned before migration.
A common mistake is migrating everything without review. That often moves old SharePoint problems into the new platform.
3. Identify What to Migrate, Archive, or Retire
Not all SharePoint data should be migrated.
Divide content into four groups:
|
Content Type
|
Action
|
|---|---|
|
Active and business-critical
|
Migrate
|
|
Useful but outdated
|
Review and update before migration
|
|
Required for compliance only
|
Archive
|
|
Duplicated, unused, or irrelevant
|
Confluence, Notion
|
This step helps reduce clutter and improves the quality of the target platform.
It also helps business users avoid the same content sprawl that often builds up in SharePoint environments over time.
4. Review SharePoint Content Structure
SharePoint environments often grow organically. Over time, organizations may end up with many sites, libraries, folders, pages, and lists that are difficult to navigate.
Before migration, review the current information architecture.
Look at:
- Site hierarchy
- Page structure
- Page structure
- Library organization
- Naming conventions
- Department ownership
- Navigation paths
- Content relationships
- Duplicate content areas
When moving to Liferay, this is an opportunity to redesign the structure around user needs, not just copy the existing SharePoint hierarchy.
5. Plan Document and File Migration
Documents are usually a major part of SharePoint data migration.
The migration plan should define how to handle:
- Word documents
- Excel files
- PDFs
- Images
- Videos
- Presentations
- Attachments
- Folder structures
- Document
- File names
- File sizes
- Duplicate files
- Unsupported file types
- Version history, where needed
For a SharePoint to Liferay migration, documents may need to be mapped into Liferay Documents and Media, with appropriate folders, categories, tags, and permissions.
The goal is to make documents easier to manage and easier for users to find after migration.
6. Map Metadata and Taxonomy
Metadata is one of the most important parts of SharePoint content migration.
It gives context to documents, pages, lists, and content records. If metadata is ignored, search, filtering, governance, and content reuse can suffer after migration.
Review:
- SharePoint columns
- Content types
- Managed metadata
- Tags
- Categories
- Department labels
- Document types
- Status fields
- Owner fields
- Date fields
- Approval status
- Custom properties
For Liferay migration, metadata should be mapped into the appropriate Liferay content structures, categories, tags, and custom fields where needed.
This is also a good time to simplify inconsistent metadata and remove fields that are no longer useful.
7. Review Permissions and Access Control
Permissions can become one of the most complex parts of a SharePoint data migration.
Many SharePoint environments include inherited permissions, broken permissions, department-level access, document-level restrictions, external users, and old user groups.
Before migration, review:
- Site permissions
- Library permissions
- Folder permissions
- Document permissions
- User groups
- External access
- Admin roles
- Content owner roles
- Broken inheritance
- Redundant groups
- Inactive users
Do not assume that every permission rule should be copied exactly.
For a SharePoint to Liferay migration, it is often better to redesign access using a cleaner role-based model. This makes the new platform easier to govern and maintain.
8. Review Lists, Forms, and Structured Data
SharePoint lists often contain structured business data.
This may include:
- Contact lists
- Issue trackers
- Task lists
- Request forms
- Asset registers
- Department records
- Approval logs
- Event lists
- Custom business data
Before migration, decide whether each list should become content, a form, a workflow, a custom object, or an integration with another business system.
For example, some SharePoint lists may be better rebuilt as Liferay forms, structured content, custom applications, or integrations with CRM or ERP systems.
9. Review Workflows and Automation
Many SharePoint environments include workflows built for approvals, notifications, document routing, task assignment, or business processes.
Before migration, identify:
- Which workflows are still active
- Which workflows are outdated
- Which workflows are outdated
- Which workflows can be simplified
- Which workflows should be rebuilt
- Which workflows depend on SharePoint lists, forms, or permissions
- Which workflows need integration with other systems
A SharePoint to Liferay migration is a good opportunity to modernize workflows instead of carrying forward legacy process complexity.
10. Plan Link and URL Handling
SharePoint pages and documents often contain many internal links.
During migration, broken links can create a poor user experience.
Review:
- Links between pages
- Links to documents
- Links in navigation menus
- Links inside documents
- Links in lists
- Links from external systems
- Redirect requirements
- SEO-sensitive URLs, if public pages are involved
The migration plan should include link mapping, redirect planning, and post-migration link testing.
11. Plan Search and Findability
Users often judge a migration by how easily they can find content after launch.
Before migration, define how search should work in the target platform.
Consider:
- Search by keyword
- Search by metadata
- Search by document type
- Search by department
- Search by user role
- Search across portals or sites
- Search permissions
- Filters and facets
- Archived content visibility
For Liferay, this may involve structuring content, categories, tags, and permissions in a way that supports better search and discovery.
12. Prepare a Migration Testing Plan
SharePoint migration testing should be planned before migration starts.
Testing should include:
- Sample migration testing
- Content validation
- Document validation
- Metadata validation
- Permission testing
- Workflow testing
- Form testing
- Link testing
- Search testing
- Integration testing
- Performance testing
- User acceptance testing
Testing should include both technical validation and business user review.
It is not enough for files to move successfully. Users need to confirm that content is accurate, accessible, searchable, and usable in the new platform.
13. Run a Pilot Migration
Before migrating everything, run a pilot migration with a representative sample.
The pilot should include:
- Pages
- Documents
- Libraries
- Metadata
- Permissions
- Workflows
- Links
- Search scenarios
- Business user testing
A pilot migration helps identify problems early and improves the full migration plan.
14. Plan Final Migration and Cutover
Once testing is complete, define the final migration approach.
This should include:
- Migration schedule
- Freeze period, if needed
- Delta migration strategy
- Content owner responsibilities
- Content owner responsibilities
- Rollback
- Launch checklist
- Support process
- Post-launch validation
For larger SharePoint environments, migration may need to happen in phases by department, site, region, or business function.
SharePoint to Liferay Data Migration: What Changes?
Migrating from SharePoint to Liferay is different from moving data between SharePoint environments.
It requires mapping SharePoint content and structures into a new platform model.
This may include:
|
SharePoint Area
|
Liferay Migration Consideration
|
|---|---|
|
Sites and subsites
|
Map to Liferay sites, pages, or portal structures
|
|
Pages
|
Recreate using Liferay pages, templates, and content
|
|
Document libraries
|
Map to Liferay Documents and Media
|
|
Metadata
|
Map to categories, tags, structures, or custom fields
|
|
Permissions
|
Redesign using Liferay roles and permissions
|
|
Lists
|
Rebuild as forms, content, custom objects, or integrations
|
|
Workflows
|
Recreate or modernize in the new platform
|
|
Search
|
Configure around content, documents, metadata, and roles
|
|
External users
|
Plan role-based portal access
|
The migration should not simply recreate SharePoint in another platform. It should improve the structure, user experience, governance, and long-term maintainability.
How AIMDek Helps
AIMDek helps enterprises plan and execute SharePoint to Liferay data migration with a structured approach.
Our team supports:
- SharePoint data migration assessment
- Content and document audit
- Migration strategy and roadmap
- Metadata and taxonomy mapping
- Permission and access planning
- Workflow and forms review
- Liferay content model design
- Document migration planning
- Migration testing and validation
- Pilot migration
- Final migration and launch support
- Post-migration stabilization
We help organizations avoid blind lift-and-shift migration and use the move to Liferay as an opportunity to clean up content, improve user experience, and build a scalable digital experience foundation.
Planning a SharePoint data migration to Liferay?
Final Thoughts
SharePoint data migration is not only a technical task. It is a content, governance, user experience, and platform modernization exercise.
A strong migration plan should cover content, documents, metadata, permissions, workflows, search, testing, and launch readiness.
For organizations moving from SharePoint to Liferay, the migration is also a chance to move beyond fragmented sites and document libraries toward a more flexible portal and digital experience platform.
