Protime Office365 migration

You can always ask the IT servicedesk of Protime for support.

Create a ticket at: https://servicedesk.protime.eu/

Or Chat with itservicedesk@protime.eu

Or Call us at +32 (0) 3 880 11 24 or +31 (0) 182 58 72 32

For O365 related issues we will transfer your ticket to the SD Worx ticketing system.

You can also log a ticket yourself in the SD Worx ticketing system. (Open this link in an InPrivate/Incognito browser session - login with @sdworx.com address). When contacting support, please prepare to provide your personal SD Worx number. This is your individual identifier which helps our support agents to identify users. Your SD Worx number is mentioned in migration email sent to you prior the migration.

Or check the contact numbers for the emergency hotline. (Open this link in an InPrivate/Incognito browser session - login with @sdworx.com address)​​​​​​​

Check If OneNote is still logged in with your Protime account. (Still Protime.eu? First reconfigure the Notebooks!)

Use the next steps to connect your OneNote notebooks to your SD Worx account.

• Open your SD Worx OneDrive folder and create a new OneNote folder.
• All your open OneNote notebooks are on the left hand side. Click on the little triangle to find them.
• Right click one of the Notebooks and select Properties.
• The properties of the Notebook are still set to the Protime OneDrive. 
• Select "Change Location" to move your Notebook the the newly created folder on your SD Worx OneDrive.
• OneNote will now start a sync to the new location.
• Repeat these steps if you have multiple OneNote Notebooks
• When all the OneNote Notebooks have been migrated, Select "Sign out"
• Close OneNote, and reopen it.
• Sign In with your SD Worx account.
• Open the moved Notebooks: Go To: File - Open - Browse to you newly created "Notebooks" folder on your SD Worx OneDrive.
• As a final step, you can cleanup old Protime entries in your OneNote. Go to File – Open and check the recent Notebooks. Right click on all Protime Workbooks to remove them. Make sure that you do not touch the the SD Workx notebook.

Yes. If you had an MS Visio or MS Project license, you will have a license after the migration too.

But! The license is only valid for 2 months. If you still need it (after 2 months) you will need to do a new request. If validated, the license will be valid for a new period of 2 months.

A new community can be requested via this web form. (Open this link in an InPrivate/Incognito browser session - login with @sdworx.com address)

SD Worx is also using Yammer as corporate social network tool. 

The Communities and Posts on the Protime Yammer cannot be migrated to SD Worx Yammer. Communities need to be recreated.

Training session of internal communication tools in SD Worx will be organized as soon as possible. Please attend to learn more about Yammer.

No personal Power Automate Flows will not be migrated!

No that is not possible. Booking pages need to be recreated in the SD Worx tenant after migration.

Microsoft is phasing out Wiki in Teams.

Therefore, existing Wiki pages cannot be migrated to the SD Worx Teams environment. Your pages will still be readable and editable in the Wiki Data folder in Teams.

• In MS Teams: open the team, containing the Wiki, in SharePoint
• Go To "Site Contents" - "Teams Wiki Data"
• Select the Channel that contained the Wiki
• Your wiki data is in the .mht file  

After migration, it is recommended to add profile photo in SD Worx O365 account.

Please follow these instructions to add a photo in office.com portal. 

No! This will not be possible.

The option to create a new team is not available in teams, you will only have the option to join an existing team.

A new team can be requested via a web form. (Open this link in an InPrivate/Incognito browser session - login with @sdworx.com address)

If you are a guest-member of an SD Worx Team, with your Protime Account, before the migration, you will need to be reinvited with your SD Worx mail address, after the migration.

Please note that if you are a Guest member of another company's Team (Partner) with your Protime Account, before the migration, you will need to be re-invited with your SD Worx mail address to that team to become again “full member” again, after the migration.

Yes! What will NOT be migrated:

• Forms
• Whiteboards
• Shared Channels

You will see a new tab "Message History" with the "old" conversations you had in the Protime Tenant on the "Posts" tab. All other tabs seem to have disappeared.

All data is there, but you need to re-add it to the channel.

• Planner is migrated to the new tenant. 
• Lists are migrated to the new tenant.
• Link to a Sharepoint library: Sharepoint is migrated to the new tenant.

Yes! The last 50 conversations will be in the "Posts" tab. All other (older) conversations can be found in the "Message History" tab.

Remark:  All messages in the "Posts" tab are now from user "Admin_Spikes" which was utilized to do the migration to the SD Worx Tenant. On the "Message History" tab, you can see who did the original message post.

Yes! But you will not see them in teams.

The old conversations are in Outlook in the "Conversation History" folder.

No that will not be possible!

SD Worx O365 Outlook is configured with Online Archive feature. 

Content older than one year will be automatically archived to your Online Archive folder structure.

It is mandatory to configure MFA first.

To get access to the SD Worx company portal (and to company email) from your mobile device:

• you need to follow the instructions in this manual (​​​​​​​Open in an InPrivate/Incognito browser session - login with @sdworx.com address)
• or you can watch the setup movie for Android devices (​​​​​​​Open in an InPrivate/Incognito browser session - login with @sdworx.com address)

You might see Microsoft Exchange as a sender (From) in Outlook. This is temporary issue and will get automatically fixed within 48 hours.

No that is not possible!

Once using the O365 of SD Worx it is not possible to add .pst files in Outlook.

Make sure to check your personal OneDrive if you have .pst-files stored there.

Just like with Protime, also in the tenant of SD Worx Multi-Factor Authentication is required.

You will need following things:

• Your SD Worx email address
• Your password
• A smartphone with an internet connection
• Your Protime computer

This process takes around 15 minutes and should be done without interruptions. 

Instructions to setup or change 2-step verification for O365 (Open in an InPrivate/Incognito browser session - login with @sdworx.com address)

Open a Browser in InPrivate/Incognito mode (login with @sdworx.com address)

Connect to: https://account.activedirectory.windowsazure.com/ChangePassword.aspx

Log in with your current password (Same as your @protime.eu password)

Follow the instructions on the screen to change your password.

Yes!

A new user will be created in the SD Worx environment and the password you need to use is the same as the one you currently use for your Protime environment.
(Both the @sdworx.com and the @protime.be/@protime.nl/ @protime.fr/@strobbo.com email address will be linked to it)

But!

Very important, the face ID and PIN code login will only work in the Protime environment!

To log on to your computer (Protime environment):  ​​​​​​​You can use face 🙂 or PIN code 📲 login.

When logging on to your O365 applications (SD Worx environment.):  You will need to use your password 💬 *******

Yes and No ...

• There will be no email address changes for Strobbo colleagues.
• The @protime.eu domain will remain active for incoming emails. 
  So, emails sent to your @protime.eu email address will still arrive in your mailbox after the migration.
• For outgoing emails, your email address will change.
  New emails or replies to existing emails will as of then contain a domain compliant with your location:
  • for Belgium: @protime.be
  • for the Netherlands: @protime.nl
  • for France: @protime.fr

Everyone will also have an @sdworx.com alias.

All data needs to be synced to the tenant of SD Worx. We don't want to loose time with data that is already obsolete (deleted mails, old files that will never be used, temporary data, ...). So please cleanup, that will speed-up the migration.

Imagine User@protime.eu planned a (recurring) meeting before the migration.

During the migration the meeting will be recreated in the tenant of SDworx, but user@protime.eu does not exist in the environment of SD Worx.

After the migration the SD Worx environment can be accessed with a new user@sdworx.com. But this new user has no rights to modify the old meeting because the old meeting was planned by user@protime.eu. You will not be able to change (add/remove attendees, reschedule, ...) the original meeting.

All recurring meetings (personal and teams) should be removed before the migration and have to be recreated after the migration.
If you have meetings planned for one time you can keep them BUT you can't edit anything because you aren't the owner anymore

Example:

Old name (Protime tenant)       -->    New Name (SD Worx tenant)

room BE Ariana Grande T1.F2     -->   BE.MEC.MHQT1.2.MRArianaGrande

room NL bestuurskamer              -->  NL.WAD.1.MRBestuurskamer

room PAR Invalides                      -->   FR.PAR.2.MRInvalides

During O365 migration process, the names of shared mailboxes and Teams will change to avoid duplicated mailboxes and Teams in SD Worx environment. All migrated shared mailboxes and Teams will have Protime - prefix:

Example for Shared Mailboxes:

Old name (Protime tenant) --> New Name (SD Worx tenant)

Academy NL --> Protime - Academy NL

Example for Teams:

Old name (Protime tenant) --> New Name (SD Worx tenant)

Alliance Healthcare --> Protime - Alliance Healthcare

OUTLOOK/MAILBOX

• Make a list of shared mailboxes as you will need to add them again after migration
• Recurring meetings will not be migrated as you can’t change them afterwards. You will have to delete the meetings before the migration and send a new invitation after the migration. Be sure to make an overview.
• List your existing Outlook rules (make a screenshot) as you will need to add them again after migration
• Clean up your Mailbox. Empty deleted items folder in Outlook. 

TEAMS

• External guests on your Teams and Sharepoint Online sites cannot be migrated. Make a list of who still needs access after the migration. Take into account that SD Worx colleagues will not be external guests anymore.
• Also list the external Teams sites you are member of (customers, suppliers, …). You will have to be re-invited with your @sdworx.com account after migration.

ONEDRIVE

• Clean up your OneDrive and remove all obsolete items. Also make sure it’s completely synced.

Office365 is the collective name for all Office-related applications.  These are tools you probably already use a lot today 👩‍💻 : Teams (all Teams channels, chat as well as telephony), Sharepoint, OneDrive, Yammer, Mail (outlook), Word, Excel, PowerPoint, OneNote, PowerBI, Stream, Planner, Project, Visio, MS Bookings...