Microsoft Office 365 Exchange Online Migration Modernizes Email & Strengthens Security

A national museum devoted to human rights awareness and education approached Imaginet to migrate their high availability, on-premises email environment. Our team had previously supported their migration to SharePoint Online and Microsoft Teams, and the client was interested in taking the next step to modernize their email services from a Microsoft Exchange 2013 hybrid, on-premises environment to Microsoft Office 365 Exchange Online.

Based on Microsoft’s best practices, we enabled hybrid mode on the client’s Exchange Server and connected to Exchange Online for the least amount of disruption for users. Following the success of a pilot to transfer 25 mailboxes, we created a semi-automated system to pre-sync the remaining mailboxes and re-located the email data through the cloud. We completed the migration of over 700 mailboxes, moved resource and shared mailboxes, and proposed security recommendations – designing a multi-factor authentication deployment plan for Office 365 that uses conditional access to automate some of the MFA enrollment. We assisted with the setup of Microsoft Defender for Office 365 for enhanced protection (e.g., anti-phishing and URL and attachment scanning for email and Microsoft Teams), constructed a decommissioning plan to dismantle their existing email environment, and executed an update for Office 365 and Exchange 2019 hybrid.

Even though the project scope increased, the Imaginet team was able to adapt to stay as close to the original budget as possible. By completing the mailbox transfer alongside the client’s system administrator, we delivered additional value by minimizing costs, providing hands-on Exchange Online administration and Azure Active Directory (AD) MFA training, and creating support documents for the client’s end users. Our thorough review of the business and in-depth planning helped minimize unexpected issues and ensure the migration was successful on the first attempt, with everyone aligned on project expectations and outcomes

Technologies:

• Azure Active Directory (AD) Connect
  • Multi-Factor Authentication (MFA)
  • Conditional Access
• Database Availability Group (DAG)
• Microsoft Defender for Office 365
• Microsoft Exchange 2013 (Hybrid)
• Microsoft Exchange 2019 (Hybrid)
• Microsoft Office 365 Exchange Online

HR Portal Increases Efficiency & Convenience

A leading national retail logistics solutions provider contacted Imaginet to construct a human resources portal. The client had wanted the HR portal for some time and was interested in using SharePoint Online to build it. The portal consisted of three main components – a news site, an onboarding site for new employees, and a training site.

Using the SharePoint Online news feature, we applied a theme and completed the setup with the standard software offerings for the news site. For the onboarding site, we built a Power Automate flow that begins when a new employee is added to the system, producing a destination library with standard documents to download, complete and re-upload, and sending notifications to new users and team administration as users complete documents. For the training site, we used an SPFx web part on the front end that filters according to topic or course code. Users can sign up for a session (receiving details via a flow) or join a waitlist (setup through SharePoint Lists) if the session is at capacity. A flow generates certificates of completion for the sessions, sending a copy to the user and keeping a copy in a separate document library for records.

We also created a custom site team and application extensions in SPFx, to handle CSS changes to the site.

Even though we experienced budget and timeline constraints, our team delivered a portal solution that increases business efficiency and convenience and offered suggestions for a longer-term plan for our clients as they continue to grow.

Technologies:

• CSS
• Power Automate
• SharePoint Lists
• SharePoint Online
• SPFx

Custom SharePoint Portal Provides Enhanced Functionality & Automation 

A leading national retail logistics solutions provider engaged Imaginet to replace their existing client portal. They had initially outsourced the project to another firm and had issues with the portal functionality. They were curious about the capabilities of using SharePoint Online and how we could automate some of their workflows.

Using SharePoint Online, with JSON and PowerShell script for the site design, we created a new custom portal site for our client to use as a shipping and tracking tool for their customers. We set up an automated flow-through Power Automate to create a unique site (which included tasks like adding members, page generation, and custom track and trace web parts) for each customer added to a SharePoint List in the hub site. Based on the level of service selected by the customer, they would receive access to a document library of daily reports and the track and trace tool, or those items plus access to Power BI. Minimal manual intervention is required for the client apart from the setup of audience tracking. Finally, we built a custom site team and application extensions in SPFx.

Imaginet adhered to a quick turnaround time and increased efficiency through automation to fix an essential service offering for our client and their customers.

Technologies:

• JSON
• Power Automate
• PowerShell
• SharePoint Online
• SharePoint Lists
• SPFx

Effective Data Storage Accomplished with Migration to SharePoint Online 

A leading North American investment firm approached Imaginet to migrate content and data storage, for an essential department in the organization, from an existing legacy server on their internal network to SharePoint Online. Other departments were already utilizing SharePoint Online, making it a natural progression to upgrade the environment for this critical business group too.

Content management had become complicated in the existing system, so Imaginet completed a full content audit and comprehensive plan to provide effective organization. Using ShareGate, we scanned all the folders in their servers and, based on those findings, completed mapping according to the business requirements.

PowerShell scripting allowed us to decrease some of the manual components of the project for repeated work tasks, increase efficiency, and reduce cost. While most migration projects come with the risk of losing metadata or documentation, the Imaginet process is structured to ensure clarity, confidence, and completion – without data loss or inaccuracy. With Imaginet’s assistance, the client now has an organized and enhanced data storage solution.

Technologies:

• SharePoint Online
• PowerShell
• ShareGate

Employee Engagement Soars With Custom SharePoint Online Hub Site

A well-revered, full-service civil engineering firm contacted Imaginet to design and launch an intranet portal for their team. When their existing employee intranet contract ended, they decided they wanted a more comprehensive and collaborative solution – something with a consistent and familiar feel to other tools they already used. Since the organization already utilized Microsoft Teams, it made sense to create their new hub site with SharePoint Online. We developed the hub site to meet their needs for clear communication, dynamic document storage, and organization.

Imaginet created a custom hub site featuring precise branding, simple navigation across departments, and changeable web parts/widgets. With the help of Power Automate, we developed two workflows for their classifieds section, including notifications for new advertisements (based on role or verticals within the organization), status changes, and an archival process.

Our User Acceptance Testing allowed the client to review and provide feedback which we then adjusted. We provided comprehensive training to system administrators and contributors to ensure maximum comfort and competence when using the new site.

With the help of the new hub site, team members are informed about news and updates, have visibility into events, and access convenient offerings like the classifieds section, all while having a more engaging employee experience.

Technologies:

• SharePoint Online
• Power Automate/Flow
• SharePoint Lists
• PowerShell

First-Rate Techniques and Training Expedite Modern SharePoint Intranet 

A well-established financial institution came to Imaginet looking for assistance with the migration and design of their new intranet. They felt their existing intranet was outdated, and they were looking to move to something with a more modern look and feel. Imaginet successfully guided them through their data transfer and provided expert advice on the necessary pieces of technology and the implementation of best practices.

With the expertise of the Imaginet team, the organization was able to build a hub site and create and deploy a custom department site in their new tenant.
Our specialized, on-call recorded training included details on the creation of site collections in SharePoint Online, document storage (specific to folders and metadata), and how to leverage the events calendar to display recurring events (built using a SharePoint Framework client-side web part solution sourced from GitHub). We also described how to create, edit, and add sections and web parts to pages for their department site. We had knowledge-sharing sessions around their custom solution and for the web parts that come standard with SharePoint Online.

Using first-rate techniques, combined with industry knowledge and creativity in project scope, we helped the client complete their new site. They were able to launch a modern, innovative intranet that best fits their needs and budget.

Technologies:

• SharePoint Online

SharePoint Build and Expert Guidance Drive Essential Organizational Standards for Digital Documentation

A cutting-edge biopharmaceutical organization engaged Imaginet to assist with their migration from Google Suite to Microsoft Office 365 and develop an intranet for their team. While the organization wanted to complete the work internally due to the sensitive nature of its data, it recognized the importance of using current best practices and techniques. Imaginet provided best-in-class industry expertise and knowledge to the client, supporting them with the project setup and any technical issues encountered.

With Imaginet’s guidance, the client was able to transfer and create a process for standardized document storage and organization in SharePoint and OneDrive. We also helped them properly structure their Microsoft Teams instance to guarantee a smooth rollout to their organization.

We re-created a couple of their existing sites in SharePoint, matching the current structure and completed User Acceptance Testing to check for inaccuracies and necessary updates.

We were able to successfully adapt as the project scope changed to best fit the unique needs of the client and the highly-sensitive, secure nature of their organization. With the help of Imaginet, the client achieved its goal of having a consistent organizational standard for employee communication and digital documentation.

Technologies:

• SharePoint Online
• Microsoft Teams
• ShareGate

Enhanced Team Collaboration & Content Organization Achieved with Microsoft Teams, SharePoint, & Business Process Automation

A leading training and consulting organization specializing in the automotive industry enlisted the help of Imaginet to modernize its content storage solution and strengthen project processes. During discovery, Imaginet uncovered content and collaboration challenges, resulting in a project framework and scope that would best help them address their concerns. By utilizing Microsoft Teams and SharePoint Online, we created a unified work environment for their internal teams and external partners to work in that improved their content organization and allowed for enhanced teamwork.

With the help of Power Automate Flow, we constructed custom templates and a pre-defined folder structure to build a consistent, automated workflow for repeatable business activities and projects. Improved search functionality and upgraded project delivery processes helped increase team efficiency and partner satisfaction.

Through a specialized Imaginet training session and follow-up guides, we were able to get their team up to speed on the new solution quickly, so they could spend more time providing high-quality customer experiences to their partners.

Technologies:

• Microsoft Teams
• SharePoint Online
• Power Automate Flow
• Microsoft Lists

A Rise in Employee Engagement From Custom SharePoint Online Hub Site

Imaginet was contacted by a well-revered, full-service civil engineering firm to design and launch an intranet portal. When their existing employee intranet contract was coming to an end, the organization decided they preferred a more detailed, collaborative solution – something with a consistent and familiar feel to other tools they already used. As the company already utilized Microsoft Teams internally, it made sense for their new hub site to be created in SharePoint Online. We developed the site to meet their needs for clear company communication, document storage, and organization.

Imaginet created a custom hub site featuring accurate company branding, simple navigation across departments, and changeable web parts/widgets. With the help of Power Automate, we developed two workflows for their classifieds section, such as notifications for new advertisements (based on role or company verticals), status changes, and an archival process.

Our User Acceptance Testing allowed the client to review and provide feedback which we then adjusted. Our comprehensive training sessions were delivered to system administrators and contributors, to ensure maximum comfort and competence when using the new site.

Team members can now stay informed about company news and updates, have visibility into events, and access convenient offerings like the classifieds section, all while having a more engaging employee experience.

Technologies:

• SharePoint Online
• Power Automate/Flow
• SharePoint Lists
• JSON
• PowerShell

Consistent User Experience Achieved in Tenant-to-Tenant Migration

After a substantial acquisition took place, North America’s premier frozen foodservice bakery supplier needed to move their data off their SharePoint Online solution. They approached Imaginet to help with the migration of their Microsoft Office 365 tenant to a new tenant. Using ShareGate, we migrated the existing SharePoint content and page structure to a new SharePoint Online environment. We provided a custom site setup, with over 200 configuration changes, to establish a framework that looked and acted the same way as the current solution for an accessible team experience. Through user acceptance testing, we were able to identify and correct any site issues by making necessary updates to master pages and CSS files to provide optimal functionality in the new tenant.

Following the migration, Imaginet assisted with troubleshooting client questions, providing custom reporting, and information verification.  Imaginet supported this migration effort using an efficient and effective approach, ensuring a straightforward, pleasant experience with minimal learning time for their team. We continue to be available for guidance through a help desk integration, allowing us to resolve any issues that arise in a timely manner.

Technologies:

• ShareGate
• HTML/CSS
• SharePoint Online

Microsoft SharePoint Consulting & Complex Power App Development Modernizes Processes & Technology

A leading provider of global supply chain solutions wanted to build an improved modern work environment for their team and contracted Imaginet to deliver expertise for their data migration project. After an initial discovery workshop to discuss project requirements, needs of the site, and permissions, we determined that the best file share system to meet the demands of their business was SharePoint Online. We provided architectural guidance to assist in setting up the intranet and additional support to re-organize the overarching permissions model. Imaginet also provided ShareGate migration support to ensure that content was migrated properly to the new SharePoint Online environment.

Monthly team training sessions hosted by Imaginet allowed learning and best practice sharing to continue, so their organization could get the most out of SharePoint Online.
Specific teams in the organization required additional development, which included the use of SharePoint Lists, Information Architecture, and custom reporting. Power Apps was used to set up complex form structures with custom functions and increased search capability.

With Imaginet’s direction and proficiency, the client modernized their outdated processes and technologies. Their updated SharePoint Online solution now allows for increased team visibility, collaboration, and ease of use.

Technologies:

• Power Apps
• Power Automate/Flow
• SharePoint Online
• SharePoint Lists
• SPFX
• ShareGate

Microsoft SharePoint Online Intranet

A leading provider of HR consulting services worked with Imaginet to create a brand new company intranet in SharePoint Online to replace their 10-year old corporate, on-premises employee intranet. Imaginet worked very closely with their communications team to design, build, and configure an Intranet Communications Hub. Using all of the latest features provided by a modern SharePoint solution, the Hub linked all of their company divisions and locations together with common navigation and news feeds that fed to the top of the Hub from each of the separate sites. Custom themes and page templates were created to achieve the desired look and feel and were propagated to all sites in the solution. Lastly, to ensure proper handoff at the end of the project, Imaginet provided train-the-trainer sessions to help ensure the proper look and feel were maintained.

Technologies:

• SharePoint Online
• PnP PowerShell
• Client-side Web Parts

SharePoint 2013 to SharePoint Online Migration

A not-for-profit research organization engaged Imaginet to plan and lead a migration effort from their existing SharePoint 2013 environment to SharePoint Online. Part of this migration effort was to develop and roll out a new intranet using the latest SharePoint modern technology and branding customizations. This new Intranet was utilized as a hub site to connect all the site collections that were created and migrated to as part of the new SharePoint Online Site Taxonomy standards. Power Apps was used to replace existing InfoPath forms with new modern forms and Power Automate running in the background to process the approvals and notifications.

Technologies:

• SharePoint Online
• Power Apps
• Power Automate
• ShareGate

SharePoint Intranet Modernization

North America’s favourite craft store engaged Imaginet to design, configure, and deploy a new intranet. Their goal was to connect employees with the corporate brand and learn more about news, events, and initiatives using the latest SharePoint Online modernization technology. Imaginet conducted workshops to review the types of content that needed to be published. From these workshops, Imaginet designed wireframes and mock-ups using modern UI and existing brand colours and styles with a consistent Information Architecture wrapped in corporate security for easy administration. The new design resulted in a new modern intranet experience that is easier to use and easier to share.

Technologies:

• SharePoint Online

SharePoint Online Restructure and Redesign

A charity organization engaged Imaginet to restructure and redesign their current SharePoint Online environment using the latest best practices and guidance from Microsoft. Team members were originally working in a nested sub site structure that did not facilitate Teams usage that was ramping up within the organization. We used this opportunity to promote their current active sub sites into site collections with the ability to add Teams to them. We also created a new Communication hub site to link all of the sites together. We archived the inactive sites in read-only to allow the historical records to persist but out of the way of current work. Custom themes for SharePoint were also designed and applied.

Technologies:

• SharePoint Online
• Microsoft Teams
• ShareGate
• PnP PowerShell

Microsoft 365 Implementation

A faith-based organization engaged Imaginet to implement Microsoft 365. Many team members used traditional methods, like storing files directly onto their hard drive or OneDrive, and email to share files. Or communicating and scheduling meetings using various instant messaging apps. With so many team members comfortable with their current setup, adoption to Microsoft 365 proved difficult at the beginning. Imaginet setup multiple review and training sessions with different teams to understand and resolve any issues and concerns. With User Adoption Coaching, Imaginet helped get everyone on board to use the new Microsoft 365 platform and improve collaboration.

Technologies:

• Outlook
• OneDrive for Business
• SharePoint Online
• Microsoft Teams

SharePoint 2013 to SharePoint Online Migration

An insurance provider engaged Imaginet to migrate their SharePoint 2013 content to SharePoint Online. To ensure a seamless process from start to finish, Imaginet conducted Business Content Audit sessions with the insurance provider to properly identify content and site taxonomy. Once determined and approved, Imaginet used Sharegate to migrate their content safely. With the switch to online, Imaginet can now design and develop modernized business processes using new tools only found in Microsoft 365 unique to the clients needs.

Technologies:

• Sharegate
• SharePoint Online
• Microsoft Teams
• Power Apps
• Power Automate Flow

Custom Teams Configuration with Business Process Automation

A municipal power agency engaged Imaginet to address their content and collaboration challenges. With so many committee members creating single adhoc agendas, their content system was left severely disconnected. Imaginet configured a custom Microsoft Teams solution to streamline processes across different committees and allow members to collaborate effectively. Power Automate Flow was integrated to create a series of automations. Folders are automatically created for each new agenda in its channel based on meeting dates, agenda drafts are created from existing templates, and leadership gets notified when documents are ready for review and approval. Flow can also create and assign tasks to members based on actions outlined in the agenda. With the power of Microsoft Teams and the ease of automated Flows, their committees can now effectively collaborate and post messages for all agenda members to see.

Technologies:

• Microsoft Teams
• Microsoft Planner
• Power Automate Flow

Project Site Automation

An engineering company engaged Imaginet to replace their manual project site creation process with an automated solution. Admins were required to follow a long and tedious step-by-step manual to create all the different areas required to store content. To automate their process, Imaginet created templated sites and stored site templates as XML using PnP. Azure Runbook and Power Automate were utilized to automatically create the templated site when new items are entered into a project list, saving the organization much needed time and resources to focus on other important tasks.

Technologies:

• Power Automate Flow
• Microsoft Planner
• Microsoft Teams
• SharePoint Online
• Azure Runbooks

SharePoint Workflows

A leading manufacturer and wholesale distributor engaged Imaginet to correct a previous SharePoint engagement with another consultancy. There were many unfinished SharePoint 2010/2013 workflows in a SharePoint Online environment and a tight deadline that their workflows would no longer work in SharePoint Online. The client site was extremely slow because of External Content Types being using throughout the environment. Imaginet removed the External Content Types and replaced with an Azure syncing function to store data in real SharePoint lists synced from a database in Azure. Imaginet worked quickly to redevelop a selection of workflows as Power Automate Flows to ensure use of the latest tools to prevent issues going forward.

Technologies:

• Sharegate
• Power Automate Flow
• Azure

Google Workspace to Microsoft Teams Migration

A financial services firm engaged Imaginet to recommend a single tool to improve their business processes. They had used Google Workspace for storage, Trello for project planning, and a custom solution for internal communication which each required authentication and juggling to get their jobs done. Imaginet proposed a solution by configuring an Information Architecture in Microsoft Teams to include all features for effective communication, simple content storage, and secure planning and sharing with their customers. Imaginet performed multiple working sessions with their technical teams to understand their business needs, configured the one stop shop that meets all their unique goals, and successfully migrated their content from Google Workspace to Microsoft Teams.

Technologies:

• Google collab API
• G Suite (Shared Drive)
• Microsoft Excel
• PowerShell
• Microsoft Teams (O365)
• SharePoint Migration Tool (SPMT)