Overview
Industry
Enterprise Software
Region
United States
Company Size
4,500+ Employees
Featured Solution
SharePoint Online
The customer is a global software provider, driving digital transformation worldwide. With a focus on innovation & cutting-edge technology, they deliver tailored software solutions to Fortune 500 companies and leading businesses. They faced operational inefficiencies and growing complexity while managing 100 fragmented Confluence sites within a single instance. To streamline collaboration and performance, they wanted to migrate to SharePoint Online, preserving data integrity, enhancing usability, and integrating key tools like DrawIO, Miro, and Jira. Experts at Grazitti helped them seamlessly migrate 20,000+ pages from Confluence to SharePoint Online, replicating key functionalities, preserving structure, and enabling a consistent user experience.
The Context
They wanted to seamlessly migrate all content from Confluence to SharePoint Online, preserving structure, metadata, and access controls, while minimizing downtime and ensuring data integrity. The migration aimed to consolidate knowledge, enhance collaboration, and improve performance within the Microsoft 365 ecosystem. Additionally, they requested the integration of DrawIO, Miro, and Jira plugins, along with an Inline Comments feature to replicate key Confluence functionalities and ensure a seamless user experience in SharePoint.
Business Challenges
Fragmented Knowledge Base
Managing 100 individual Confluence sites created information silos, making content hard to find and share.
High Administrative Overhead
Maintaining scattered sites increased customers’ effort for updates, permissions, and governance enforcement.
Performance Limitations
The existing setup couldn’t scale efficiently, leading to slower performance and collaboration delays.
Onboarding and Compliance Hurdles
User onboarding and applying consistent security policies were complex & inconsistent.
The Solution
- After analyzing the customer’s requirements, we developed a custom migration utility to automate the transfer of content from Confluence to SharePoint Online, ensuring data integrity & minimal disruption. We extracted all Confluence spaces, 20,000 pages, comments, and attachments using REST APIs and transferred them to SharePoint Online without data loss.
- Then, we adapted Confluence page formats to SharePoint Online layouts, ensuring compatibility and a consistent user experience across platforms. We also mapped Confluence access controls to SharePoint Online, preserving user permissions & security settings for compliance/ data protection.
- We mapped Confluence macros to SPFx web parts and used a helper strategy to retain functionality in SharePoint. Additionally, we developed custom web parts to replicate key Confluence functionalities, including DrawIO, Miro, and Jira Plugin integrations.
- We also developed an Inline Commenting system that empowered users to add and view contextual comments on specific sections of a page. The entire migration was carefully planned, with data analysis, authentication setup, and tool configuration.
- Our experts then conducted thorough testing in a non-production setup to validate space creation, page migration, and web part mapping. The migration was then executed using a custom utility, with real-time monitoring to ensure a seamless transfer.
- After migration, we validated the migrated content against the original Confluence data, making adjustments to maintain consistency. We also provided user training on SharePoint Online and ongoing support to ensure smooth adoption and usage of the new platform.
The Outcome
The migration to SharePoint Online enabled the customer to unify over 100 fragmented Confluence sites into a centralized, scalable platform, significantly enhancing collaboration and usability. With 20,000+ pages migrated seamlessly and integrations for DrawIO, Miro, and Jira in place, the customer saw a 27% boost in productivity, a 20% improvement in performance, and a 56% surge in user adoption. Custom web parts and inline commenting further ensured continuity in user experience, while Microsoft 365 integration strengthened compliance, document management, and real-time collaboration.
The Highlights
20%
Surge in Performance & Scalability
56%
Boost in User Adoption
27%
Increase in Productivity
20K+ & 100+
Pages and Spaces Migrated with Ease
Conclusion
The migration to SharePoint Online eliminated platform sprawl and simplified content governance. It reduced infrastructure costs and aligned the environment with enterprise IT standards. With SharePoint Online and Microsoft 365, the customer now has a secure, scalable, and easy-to-manage platform. Focused user training further ensured quick adoption with minimal disruption. Their organization is well-positioned to support future growth and collaboration. If you want to migrate your legacy system to SharePoint, drop us a line at [email protected], and our experts will take it from there.
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