How do you migrate from SharePoint to Nextcloud without losing versions or access?
Document libraries and team sites move to Nextcloud well, and a renewal, cost review or data residency requirement is usually the reason the move is now on the calendar. The part that needs a plan is everything around the files: lists, pages and workflows have no direct file equivalent and must be rebuilt or retired, while version history and permissions can be carried across if the export and mapping steps are done deliberately. Start by inventorying each site, library, version depth, group and workflow before any content moves, because that inventory becomes the scope document for the rest of the project.
The work is usually shared. The SharePoint site owners know which libraries are live and which are abandoned, IT runs the Nextcloud servers and identity integration, security reviews the permission model and retention rules, and an implementation partner often handles the export scripts, the migration runs and the rebuilt automations. On the Nextcloud side, decide early how directory users and groups will be provisioned, since the LDAP app lets Active Directory users log in with their directory credentials and Nextcloud also documents OpenID Connect and SAML backends. Map SharePoint groups to Nextcloud groups by business function rather than copying every historical group, and test a pilot library with a few users before the wider cut-over. Confirm with your Microsoft tenant administrator which export route your licensing allows, since eDiscovery export depends on the Microsoft 365 license tier in place.
Effort depends mainly on the number of libraries, the size and depth of version history, how many long file paths exceed the limits that break copies, and how many workflows and lists feed business processes. Ask any implementation partner for a written scope that names the libraries in scope, the version treatment, the permission mapping approach, the handling of lists and workflows, the validation steps and the cut-over plan, and ask who signs off each stage. Keep the SharePoint source read-only during the final sync and plan a rollback path, because a migration that loses versions or access is usually discovered only after users return to work.
Which SharePoint capabilities map cleanly to Nextcloud and which need rework
This table maps the main SharePoint capabilities used on team sites and document libraries to their Nextcloud equivalents. Read each row as clean (a direct equivalent that Nextcloud documents), needs rework (possible, but with configuration, data restructuring or a different tool), or gap (no equivalent in Nextcloud Hub, so the workload must move elsewhere). The main takeaway is that file storage, sharing and sync move cleanly, while lists, workflows and Power Automate style flows require separate planning.
| Capability | Nextcloud approach | Migration status |
|---|---|---|
| Document libraries | Folders in Nextcloud Files, with group folders for shared team content | Clean |
| Version history | Files versions are kept per file; confirm retention limits and whether exported SharePoint versions can be imported as history | Needs rework |
| Sharing links | Public share links with passwords and expiry dates; confirm which link options your edition enables | Needs rework |
| Site groups and permissions | Groups from LDAP or Active Directory and group folder permissions; map each SharePoint group before import | Needs rework |
| Co-authoring in Office formats | Collabora Online edits .docx, .xlsx and .pptx inside Nextcloud; test macros and complex layouts before cutover | Needs rework |
| Sync to desktop | Nextcloud desktop client syncs files and folders; large libraries need planned sync scope | Clean |
| Search | Full-text search is available through Nextcloud All-in-One; confirm the search app and indexing for your deployment | Needs rework |
| Retention and legal hold | Nextcloud offers retention through apps; confirm which controls meet your requirements | Needs rework |
| Lists and trackers | No direct file equivalent; move list data to a separate database tool before rebuilding views | Gap |
| Pages, news and intranet | Handled by a wiki or collaboration app such as Collectives; split content deliberately | Gap |
| Workflows and Power Automate flows | No direct equivalent; rebuild with a workflow automation platform and test each trigger | Gap |
What data and integrations move, and which export paths document them
These cards cover four things that move in a SharePoint migration: document content and its version history, the export route that carries it, the identity that governs access, and the Microsoft 365 integrations people use daily. Content and identity can be tested early. Integrations are the part most often missed in a plan.
Purview eDiscovery native export
Microsoft Purview eDiscovery can export SharePoint and OneDrive content as native documents, with a choice of whether to include version history. Native files keep their original formats, so Nextcloud and Collabora Online can open them without a conversion step. Test-export one library and check that the file counts, folder structure and version counts match what you expect before scaling up. Ask your Microsoft account team which Purview features your tenant includes.
Export package expiry and licensing
Each export package expires on a fixed schedule after it is created, and exporting requires a qualifying Microsoft 365 license. Plan exports in windows: create the package, download it, and verify checksums and file counts before the window closes. Confirm with your licensing owner that every person who runs exports holds a qualifying license, because a missing license blocks this route entirely.
Active Directory sign-in with LDAP
The Nextcloud LDAP app lets Active Directory users appear in Nextcloud and sign in with their directory credentials, so you avoid a second password store. Map directory groups to Nextcloud groups before cutover, because folder shares and document access follow those groups. Pilot with one group, confirm how disabled accounts are handled, and document the permissions of the bind account. Ask who owns that service account and how its password rotates.
OpenID Connect or SAML sign-in
Nextcloud also documents OpenID Connect and SAML user authentication backends. Choose one of these when sign-in runs through a federated identity provider that already serves your cloud applications. Confirm with your identity team which protocol the provider supports and which group claims it sends, since those claims decide which libraries a user can reach. Decide in advance whether a local administrator account is kept for recovery.
Outlook links and Teams tabs
Users often hold SharePoint links in email, Teams tabs, bookmarks and shared documents. These links change once content moves to Nextcloud, so each one needs a replacement or a notice. Build an inventory from site usage reports and a sample of mailboxes, then map each library to its new Nextcloud path. Tell users which links stop working and when, and confirm with Microsoft what happens to tabs and links on the tenant during the cutover.
Power Automate flows and connectors
Power Automate flows that read, approve or move files in SharePoint stop working when their library moves. List each flow with its trigger, owner and connectors before export. For each one, decide whether to rebuild it on Nextcloud integrations, move it to a workflow automation platform, or retire it. Flows that depend on SharePoint lists or pages need a separate decision, so confirm their owners now rather than at cutover.
The migration sequence from inventory to decommission
This sequence moves SharePoint libraries and team sites into Nextcloud with Collabora Online in controlled stages, so each site is proven on a pilot before cutover and SharePoint is retired only after retention obligations are checked. Each step produces a written artifact that the next step depends on.
Inventory sites, libraries and owners
Start by listing every site collection, team site, document library and folder that holds content people use. For each library, record the owner, item count, total size, version history depth, and the longest full path, since SharePoint path limits are the most common cause of failed copies. Flag libraries with sensitivity labels, retention policies or legal holds, and note which sites are really lists or pages rather than files. The output is a mapping sheet with one row per library, including its target Nextcloud folder name and a decision on whether it moves, archives or stays. Confirm current SharePoint limits and item counts with your tenant administrator, since these change over time.
Map groups and permissions to Nextcloud
Translate SharePoint permission levels and Microsoft 365 groups into Nextcloud groups, shared folders and per-folder permissions. Decide where identities come from: the LDAP app can present Active Directory users inside Nextcloud, and OpenID Connect or SAML are documented alternatives. Document inherited permissions that SharePoint applies at site level, because they must be set explicitly on each target folder. The output is an approved permission matrix signed by the data owners of the pilot library, along with a list of unmapped permissions that need a business decision.
Pilot one site with co-editing
Choose one low-risk team site with a mix of Word, Excel and PowerPoint files and migrate it into a test Nextcloud instance. Export content with version history, import it, and verify file counts, checksums, modification dates and version counts against the inventory. Connect Collabora Online and test simultaneous editing, comments, and saving back to the library by several users at once, including large spreadsheets. If Collabora runs in Kubernetes, confirm that the load balancer routes requests for one document to the same pod, as the official Helm chart requires. The output is a pilot report and a sign-off from the site owner listing defects and their fixes.
Run a parallel period with read-only sources
Migrate the remaining libraries in waves based on the mapping sheet, keeping SharePoint sources available. Set the source libraries to read-only for the team once their content has been copied, and run a sync or delta copy to capture changes made in the source during the period. Users work in Nextcloud for new files while the old location remains a reference. Track open issues by wave, and retest permissions after each wave. The output is a wave log showing each library's copy date, verification result and open defects, and a list of users who have confirmed their access in Nextcloud.
Plan cutover with a freeze and rollback point
Write a cutover runbook for each wave. It should name the freeze window, the final delta copy, the verification checks that must pass, the people who approve the switch, and the link changes needed for shared URLs, sync clients and automations. Define the rollback point explicitly: the moment after which SharePoint is no longer the write target, and the steps to reopen SharePoint for writing if verification fails. Test the rollback in the pilot environment first. Confirm backup status for both platforms before the freeze starts. The output is an approved runbook and a signed go or no-go decision per wave.
Handle lists, pages and workflows
Before final cutover, decide the fate of each SharePoint element without a file equivalent. Lists used as trackers may move to a database tool, pages and news may move to a wiki, and workflows will need to be rebuilt as scripts or automations on the Nextcloud side or another platform. Export list data to CSV, record each workflow's trigger, action and owner, and assign a rebuild or retire decision. The output is an inventory of non-file items with their target platform, owner and acceptance test, so nothing is lost by accident at cutover.
Decommission after retention checks
Once all waves are live and the rollback window has closed, check retention requirements with legal and compliance owners before removing anything. Confirm which content must be preserved, whether in SharePoint, an archive, or a backup, and that the archive is readable. Only then disable write access, remove site collections and licenses that are no longer needed, and revoke service accounts and app registrations used for the migration. Record the final state in the mapping sheet. The output is a decommission record signed by the data owner and the compliance lead, plus a retained-data register that states where each preserved set is kept and who can access it.
How SharePoint permissions, groups and version history map to Nextcloud
SharePoint site groups and unique permissions rarely map one to one onto Nextcloud, so start by exporting the permission model before moving any file. For each site, list the owners, members and visitors groups, every library or folder with broken inheritance, and any direct user grants. Then decide, for each item, which Nextcloud group, share or folder rule replaces it. Group-based access usually becomes a Nextcloud group with a folder shared to it, while one-off grants on individual documents often need a deliberate decision, because a share that is convenient in SharePoint can become an over-broad folder share in Nextcloud. Record the decisions in a mapping sheet that the data owners sign off before the first pilot migration.
Version history needs its own check, because the export path determines what survives. Confirm with the vendor or your own export tooling whether each version of a file is carried across, or only the current version, and whether version metadata such as author and timestamp is retained. On the Nextcloud side, confirm how the version retention settings and the versions app behave on your release, since retention limits decide how many older versions remain available after migration. Run the pilot on a library with long version chains and a document that has been edited by several people, then compare the results with the source. Do not assume the behavior from the documentation alone.
If your identities live in Active Directory or another LDAP directory, keep group membership there. Nextcloud's LDAP integration lets directory users and groups appear in Nextcloud and log in with their directory credentials, so the groups used for access control can stay under the directory team's management. Map each SharePoint group to a directory group where one already exists, and create new directory groups only where the access model requires them. This keeps joiner, mover and leaver changes in one place, and it means a removed employee loses access in Nextcloud when the directory account is disabled, as long as the sync settings are confirmed in the pilot.
What drives the cost and duration of the move
This table lists the factors that set the size of a SharePoint to Nextcloud migration, who is typically paid for each piece, and whether the cost is one-time or recurring. Use it to shape the questions you put to internal teams and to any implementation partner before you request a fixed-scope quote. The main takeaway is that permissions, version depth, and rebuilt lists and workflows usually matter more than raw storage volume.
| Cost driver | Who is typically paid | One-time or recurring | What to ask for in a quote |
|---|---|---|---|
| Volume and number of libraries | Internal staff for inventory, partner for transfer tooling and validation | One-time for transfer, recurring for storage | Inventory by site and library, file counts and total size, and a transfer method for each |
| Version depth | Partner for export and version mapping, internal staff for review of retained history | One-time | How many versions per file will be carried over, and how versions that Nextcloud cannot represent will be handled |
| Permission complexity | Internal staff for approving the target model, partner for group and share mapping | One-time, with ongoing access reviews | A mapping of SharePoint groups and unique permissions to Nextcloud groups, teams and shares, with a list of exceptions |
| Path length problems | Partner for detection and renaming rules, internal staff for approving renames | One-time | A report of paths that exceed limits in the source and target, and the agreed rename rules |
| Lists, pages and workflows to rebuild | Internal business owners for requirements, partner or developers for rebuilds | One-time build, recurring maintenance | Inventory of lists, pages and workflows, with the rebuild approach for each and what is out of scope |
| Integrations and connected apps | Internal application owners, partner for connector work | One-time build, recurring support | Named integrations that read or write SharePoint, with the replacement or retirement plan for each |
| Identity setup | Internal identity team, partner for directory integration | One-time setup, recurring directory operations | Confirmation of the directory source, the login method (LDAP, OpenID Connect or SAML), and how groups sync |
| Collabora Online sizing | Internal platform team for hosting, partner for load design and testing | Recurring infrastructure, one-time load testing | Expected concurrent editors, replica plan, and the resource limits used in the target design |
| Community or enterprise Nextcloud | Nextcloud GmbH for enterprise subscription, your organization for internal support if community edition | Recurring subscription or internal support time | Tier comparison against your support hours and upgrade plan, and whether the tier includes the support you need |
How the move changes for a small team, a large estate or an on-premises farm
For an organization with fewer than 100 users, the main decisions are who operates the servers and what support you buy. Nextcloud One managed hosting is offered for organizations under 100 users, which moves day-to-day operations to the vendor. Self-hosting on your own servers remains possible at this size, but you carry the patching, backup and upgrade work yourself.
- Managed or self-run: Nextcloud One is aimed at organizations under 100 users. Ask where data is stored, how backups are restored and what happens to your data at exit, and get those terms in writing.
- Office editing cost: The Collabora Online Business plan is listed at 3 euros per user per month for up to 99 users, with long-term support, an SLA, signed security updates and customer portal access. Confirm whether the rate is billed per named user or per active user.
- CODE for testing only: CODE is free and suited to testing, home use or small teams, but Collabora does not recommend it for production. Use it for a pilot library, not for the live document estate.
- Subscription threshold: Nextcloud Enterprise is sold with a 100-user minimum, so a team below that size should ask what support and maintenance options the vendor offers before committing.
- Migration effort: Fewer libraries make manual permission checks practical, but group membership and external sharing still need a documented mapping.
Before choosing, count active users and confirm whether that number sits on the 100-user line, because the support and Collabora options change at that point.
A large estate with many libraries, sites and users needs a deployment that scales the editing layer separately from the file platform. Collabora Online runs on Docker, system packages or Kubernetes, and Collabora offers the Collabora Online Controller for large deployments. The Helm chart makes scaling decisions that differ from a typical stateless web tier, so the platform team should plan them before the first migration wave.
- Manual replica counts: The Helm chart disables horizontal pod autoscaling because scaling breaks collaborative editing and copy and paste. Replicas are set manually, so capacity planning becomes a standing task.
- Sticky routing: Load balancers must route by the WOPISrc parameter so every user editing one document reaches the same pod. Test this with two browsers on one file before go-live.
- Resource sizing: The chart recommends production limits of 8 CPU cores and 8000 MiB of memory per pod, with requests of 4 cores and 6000 MiB. Treat these as a starting point and validate them against your own concurrent editing load.
- Ingress and controller: The chart supports Nginx, HAProxy and OpenShift Router ingress. Confirm the Collabora Online Controller fits your topology before you commit to it.
- Enterprise terms: The Enterprise plan for 100 or more users is quoted with volume discounts and adds integration support, customization services and roadmap input. Ask for the quote in writing with the support hours and SLA attached.
Also plan for upgrades: Nextcloud releases a new major version every four months and does not allow skipping major releases, so each upgrade cycle should include a tested rollback and a staging run.
When the source is an on-premises SharePoint Server farm, the migration starts from content databases, site collections and farm-level configuration rather than from a cloud tenant. Your export options, permission model and cutover window all depend on the farm version and patch level. Involve the farm administrators and identity team at the start, because they hold the facts that a cloud export would otherwise give you.
- Inventory first: Map site collections, libraries, version history and custom solutions before selecting an extraction method. Confirm with your SharePoint specialists which extraction approach your farm version supports.
- Directory identity: The Nextcloud LDAP app lets LDAP and Active Directory users appear in Nextcloud and log in with their directory credentials. Nextcloud also documents OpenID Connect and SAML backends, so confirm which one matches your identity provider.
- Database and web stack: Nextcloud 35 recommends MariaDB 11.8 or PostgreSQL 18 and PHP 8.5, served by Apache 2.4 or nginx with php-fpm. Check these against your current database and web standards before building.
- Coexistence during cutover: Keep the farm available read-only for migrated libraries until users confirm their content. Confirm how long your farm support status allows this.
- Change control: Back up before every upgrade and disable third-party apps until they are confirmed compatible, since farm-era custom solutions rarely have Nextcloud equivalents.
Before planning, confirm your exact SharePoint Server version, patch level and the date your current support ends with Microsoft and your own change board.
What usually goes wrong in SharePoint to Nextcloud migrations
Most failed moves from SharePoint to Nextcloud are not caused by the software itself. They come from paths that exceed limits, permissions that were never clearly mapped, and work items such as lists and workflows that nobody inventoried. Each card below names one failure and the check that prevents it before cutover.
Path length failures during copy
Deep SharePoint folder structures and long file names can exceed the path limits of the Windows or sync client used to copy content, and files fail silently or are skipped. Before any copy, export a path inventory from the source and flag every item above the limit your target and client support. Shorten or restructure those folders in the source first, then run a test copy of one library and compare file counts and checksums against the source.
ZIP download limits force another route
SharePoint ZIP downloads are too small for large libraries, so teams that rely on them end up with partial exports and no version history. Plan the export route per library based on size and file count, and use a method that preserves native files and version history for the largest ones. Verify the export by comparing item counts per folder against the source before anyone deletes or archives the original.
Broken inheritance and permissions
SharePoint sites often contain items with unique permissions that break inheritance, and these exceptions are easy to miss when a library is copied as a flat folder tree. Build a list of every unique-permission item and group before migration, then map each SharePoint group to a Nextcloud group or share. Ask the business owner to confirm access for each exception, because a copy that loses an exception can expose or hide content.
Lost metadata and column values
Custom columns such as status, owner or retention label do not carry over automatically to Nextcloud, which uses tags, comments and folder structure instead. Export the column values to a mapping file before migration and decide which columns become tags, which become folder names and which are retired. Check a sample of migrated files against the source to confirm the values arrived where your users will look for them.
Lists and workflows forgotten until cutover
Lists, approval workflows, alerts and Power Automate flows have no file equivalent, so they are often left running in SharePoint after the libraries have moved. Inventory every list, workflow and automation tied to each site before the plan is signed off, and assign each one an owner and a replacement or retirement decision. Keep the source site read-only for a period so that nothing still depends on it without anyone noticing.
Collabora pods losing edits
Collabora Online keeps all users editing one document on the same pod, and the official Helm chart states that load balancers must route by the WOPISrc parameter. A load balancer that spreads requests across pods by default can split co-authors across pods and lose changes during a session. Before go-live, test two users editing one document through the production ingress and confirm that both land on the same pod.
Upgrades that skip major versions
Nextcloud does not allow skipping major releases, so an installation several versions behind must be moved forward one major version at a time. Teams that jump straight to the newest release face failed upgrades and broken apps. Take a full backup before every step, disable third-party apps until each is confirmed compatible, and confirm the current supported release and its end-of-life date in the maintenance schedule before you choose a target version.
What do buyers ask before moving from SharePoint to Nextcloud?
How much does a SharePoint to Nextcloud move cost?
The cost is mostly labor and infrastructure, and the software licence is the smallest line for most teams. Nextcloud Hub is free to self-host under the AGPL, so the one-time costs are migration work, server and database setup, object storage, and any Collabora Online deployment. Recurring costs are infrastructure, backups, maintenance time and, if you choose it, a subscription. Nextcloud Enterprise list prices start at 71.29 euros per user per year for the Standard tier at 100 or more users, according to the Nextcloud pricing page. Ask any quote to split one-time migration work from recurring operations, and to state which Collabora option is priced.
How long does a SharePoint migration to Nextcloud take?
Duration depends on scope, not on a fixed template. The main drivers are the total size and file count of the libraries, how many path-length problems exist, how many sites carry custom permissions, and how much of the content is lists or workflows that must be rebuilt. A single library with clean names and simple groups is a very different job from a multi-site intranet with nested permission groups. Ask for a timeline tied to a written scope with named phases for inventory, pilot, full transfer, permission mapping and user cutover. Any figure you are given should state the scope it assumes.
What does the migration need from our internal staff?
Your staff own the business decisions, and the technical team owns access to the source tenant. Expect these inputs from internal people:
- A content owner per site who confirms what is current, what is archived and what can be deleted.
- Someone who can approve the group-to-role mapping, since Nextcloud groups and shares must reflect who actually needs access.
- An identity contact who can connect LDAP or Active Directory, or an OpenID Connect or SAML provider, for login.
- An administrator who can provision the Nextcloud server, database and storage.
Agree in writing who signs off each phase so that user acceptance does not stall at cutover.
Can our team migrate SharePoint to Nextcloud without outside help?
A capable team can do it, but the decision depends on skills, time and risk tolerance rather than on the software. Nextcloud documents its own administration, LDAP integration and upgrade procedures, and Nextcloud All-in-One provides an official installation path. The harder parts are exporting content with version history, mapping permissions, handling long paths and large libraries, and rebuilding workflows. Upgrades also need care: Nextcloud does not allow skipping major releases, so administrators must step through one major version at a time, backing up before each upgrade and disabling third-party apps until they are confirmed compatible. Decide which parts your team will own and which you will contract out, and write that split into the scope.
What happens to SharePoint lists, pages and workflows after the move?
Lists, pages and workflows have no direct file equivalent, so they cannot be copied across as they are. Document libraries move as files, but the rest needs a separate decision:
- Lists used as trackers or small databases can be exported to CSV and rebuilt in a self-hosted database tool.
- Team sites and news pages are usually split into a wiki, such as Nextcloud Collectives or XWiki.
- Power Automate and other workflows must be redesigned on a self-hosted automation platform, with their triggers and approvals re-tested.
Inventory these first, because they often hold the business logic that users rely on most.
Do we need Nextcloud Enterprise support for this move?
Not for the software to run, but you may want it for support terms. The Nextcloud server is free to self-host under the AGPL. Enterprise subscriptions add vendor support, clustered instance support on Premium and Ultimate, and maintenance lifecycles. According to the Nextcloud pricing page, Standard includes one year of maintenance, Premium adds a lifecycle of five or more years, and Ultimate adds support up to 24/7 with response times down to one hour. Enterprise is sold with a 100-user minimum. Below that size, or where your own team can cover support, the community edition may fit. Confirm the support hours and response times you need before you choose a tier.
Does DeployOpen handle the whole migration?
DeployOpen plans, implements, integrates, hardens, backs up and documents self-hosted open-source platforms inside your own infrastructure, and migration can be part of a fixed-scope engagement. Scope, deliverables and timelines are agreed in writing before work starts, and ongoing support and upgrades are available as retainers. The scope would typically cover the export and permission mapping plan, the Nextcloud and Collabora Online deployment, the cutover and the handover of workflows and lists. Your quote will follow from that written scope, and you should confirm exactly which parts are in it.
What to do with lists, pages and workflows that have no file equivalent
Lists, pages and workflows are not file content, so they need their own design decisions before any copy starts. A file migration moves bytes and metadata into Nextcloud, but a SharePoint list is a structured database with columns, views and item-level permissions, a site page is authored intranet content, and a workflow is a sequence of steps that reacts to events. None of these has a one-to-one target inside Nextcloud. Treat each one as a separate line in the migration inventory, and record for every item an owner, the business purpose, the users who depend on it, and a decision: migrate, rebuild, retire or keep in place for now.
For lists used as trackers or lightweight databases, the usual target is a self-hosted tool such as Baserow or Grist, which keep records, views and API access outside the file platform. Export list data to CSV first, then confirm with the owner which columns, lookups and permissions must survive, because CSV carries values but not the column rules or the item-level access that SharePoint applied. For intranet pages, news and wikis, the choice is between a dedicated wiki such as XWiki and Nextcloud Collectives, depending on whether the content needs its own editing model. Documents embedded in pages should be split out and placed in the file platform with links preserved where possible. The sibling pages on SharePoint lists and on intranet and team sites explain these trade-offs in more depth, so read them before you decide on each item.
For workflows, such as approval chains, Power Automate flows or Nextcloud-triggered alerts, plan a rebuild rather than a port, and name the owner who will test it against real approval paths before the old flow is switched off. Confirm the trigger, the approver list, the escalation rule and the audit record each workflow produces, since those are the parts auditors and business owners ask about. Keep the old SharePoint lists and flows running in read-only or parallel mode until each replacement has passed user acceptance testing, and write down the cutover date and the rollback step for every item in the inventory.
How DeployOpen scopes, runs and supports the migration
This sequence takes a SharePoint estate from written scope through a tested Nextcloud and Collabora Online platform in your own infrastructure, ending with a cutover you can verify and a support path after go-live.
Agree scope and deliverables in writing
We start with a scoping review of your document libraries, team sites, permission model, sync clients and any lists, pages or workflows that feed other systems. We record which content moves, which stays in SharePoint for a period, and which items have no file equivalent and need a decision. Engagements are fixed-scope, so scope, deliverables and timelines are agreed in writing before any build work starts. The output is a signed statement of work with an inventory of sites and libraries, and the named owners who approve each decision.
Design the target platform in your environment
We design the Nextcloud deployment inside your cloud account, data center or air-gapped network, including the database, object or file storage, backup location, identity integration and the Collabora Online topology. Collabora Online needs its WOPI routing planned in advance, because all users editing one document must reach the same pod. We confirm supported versions of the database, PHP and web server against the current Nextcloud system requirements before selecting them. The output is a reviewed architecture document that your security and infrastructure teams approve.
Build and harden the Nextcloud and Collabora stack
We implement Nextcloud, Collabora Online and their supporting services, then apply hardening to the server, the web tier, the admin settings and the integration between them. We connect directory identities through the LDAP app or the OpenID Connect or SAML backends you choose, and map groups so access follows your existing model. Configuration is kept in version control so changes can be reviewed and repeated. The output is a hardened staging environment and a configuration baseline that your team can audit.
Build the export and transform pipeline
We script the extraction of content from SharePoint with version history, using the export method that fits your tenant and licensing. We check paths against Nextcloud's constraints, flag files whose names or lengths will break a copy, and handle large libraries in batches that can be restarted. Permissions are exported as a mapping table, not reapplied by hand, so every access decision can be traced. The output is a repeatable export job and a reconciliation report listing counts, sizes and exceptions per library.
Run a pilot with real access checks
We migrate one or two representative sites into staging, then test with named users from each group. The checks cover file counts and checksums, restored version history, co-authoring in Collabora Online, sync client behavior, and that users see exactly the libraries their SharePoint roles allowed. Problems found in the pilot are fixed in the scripts, not in the destination. The output is a signed pilot report with defects, owners and the agreed criteria for the full cutover.
Decide and rebuild lists, pages and workflows
Lists, pages and workflows do not map to files, so we review each one with its owner. Options usually include moving the data to a database or wiki, rebuilding a simple process in Nextcloud features, or retiring it. We document each decision and the reason, and we keep a record of anything that depended on SharePoint APIs so integrations are not broken silently. The output is a decision register that your business owners sign off before cutover.
Cut over and verify production
We schedule the final synchronization, freeze writes on the source libraries for the agreed window, run the last delta export, and switch users and links to the new platform. We confirm redirects or communications for shared links, then repeat the reconciliation checks on production. The cutover closes when the agreed checks pass and the sign-off record is filed. The output is a cutover log, a verification report and a rollback plan that has been tested in staging.
Document evidence and move to support
We hand over runbooks, backup and restore procedures, the upgrade plan and the configuration baseline. Where you are preparing for a compliance assessment, we prepare the systems, controls and evidence the assessor will ask for, but independent auditors and certification bodies issue any audit report or certification. Ongoing support, upgrades and continuous testing are available as retainers, and we plan Nextcloud upgrades one major version at a time with backups beforehand. The output is a documented handover and an agreed support scope.
