Common Pitfalls When Migrating from OpenText to Microsoft 365

Migrating from OpenText to Microsoft 365 isn’t just moving files. These platforms work differently, and treating them the same leads to problems. Success requires understanding key differences and planning ahead.

Here are five common pitfalls and how to avoid them:

Version History

OpenText allows different file types in a document’s version history (e.g., version 1 as Word, version 2 as PDF). SharePoint does not. Solution:

• Keep only versions with the same file type

• Or convert older versions to match the current type

Nested Content

Deep folder structures in OpenText can exceed SharePoint’s 400-character path limit, causing migration failures. Solution:

• Flatten folder hierarchies

• Use metadata instead of folders for organization

Large Folders

OpenText often stores tens of thousands of documents in one folder. In SharePoint, this can hit the 5,000-item List View Threshold, disabling features like filtering. Solution:

• Break large folders into smaller libraries

• Use metadata for filtered views

Metadata Mapping

OpenText metadata (TKLs, Sets) is highly flexible, while SharePoint’s is simpler. Trying to replicate everything creates complexity or loses functionality. Solution:

• Review how metadata is used

• Design a simplified SharePoint structure

• Complete a metadata mapping sheet before migration

Legacy Workflows

OpenText workflows often rely on features not available in SharePoint. They cannot migrate directly. Solution:

• List active workflows

• Rebuild needed ones in Power Automate

Conclusion

Migrating from OpenText to Microsoft 365 is an opportunity to improve processes, not just a technical task. By planning for versioning, folder structures, metadata, and workflows, you can ensure a smooth transition and unlock the full potential of Microsoft 365.

Ready to Migrate? Choose Peregrine Migrate

Large-scale migrations don’t have to be overwhelming. Peregrine Migrate is purpose-built to move your content into SharePoint Online quickly, securely, and with full fidelity.

Unlike generic tools, Peregrine Migrate is designed for file shares and legacy ECM systems, ensuring smooth transitions from even the most complex environments.

Supported ECM systems include:

• OpenText Content Server

• Documentum

• IBM Content Manager OnDemand

• Hyland OnBase

• Livelink

• eDocs / Hummingbird

• SharePoint Server (on-prem)

With automated error handling, detailed logs, and robust mapping capabilities, Peregrine Migrate helps you reduce risk, accelerate timelines, and keep your migration on track.