Nexus Filespace Migration to OneDrive

Overview

At the end of April 2023, IST will be discomissioning the local campus file servers (fileu) that have been used for Nexus account file space. We need to update Nexus machines and Nexus userids to use OneDrive space instead.

Steps

At some point before the migration meeting, for the sake of being extra safe consider making an extra copy of everything currently in your Nexus files space. Copy the entire contents of \\fileu\users$\YOURUSERID to a USB stick (requires at most 10Gb free).

Also, make a note of items under "Quick Access" in File Explorer as some shortcuts will be deleted and will need to be re-created using the new OneDrive locations.

Once you've joined the Teams meeting, we'll run through these steps. The notes in the boxes to the right are notes for Psych IT staff to complete at the various steps.

  1. We're going to be rebooting your machine a couple times so save and close anything you are working on.

  2. Psych IT: Confirm "Profile Path" is empty in AD/People/Arts/Psychology/Users - Properties / Profile tab
    Look for the OneDrive icon in your taskbar down in the bottom-right corner by the clock - hopefully you see a blue cloud there (you might have to click the ^ to see it). If you hover your mouse over the icon, hopefully it says "OneDrive - University of Waterloo Up to date". If it's a grey cloud and indicates you aren't logged in, click on it and login. If the OneDrive cloud icon in the taskbar says "Updating", wait a bit before continuing until it indicates "Up to date".

  3. Psych IT: Move machines from Workstations... / "Windows / Lab/Office" to "Windows / Lab/Office /OneDrive migration" OU.

    Add users to "Psychology / psych-OneDrive-users" security group.

    In AD/Arts/psychology/People ensure that in the Profile tab the "Profile path" is blank and also that under "Home folder" the "Local path" is selected and is blank (the latter will also happen automatically at the top of each hour).

    Double-click: Psych Shortcuts (on the desktop) / Programs / OneDriveMigration / makeplaceholders.cmd
    This will create the following placeholder folders to make it easy to tell at a glance which folder you are working in:
    1. "\\fileu\users$\YOURUSERID\AA-fileu"
    2. "\\fileu\users$\YOURUSERID\Documents\AA-fileu-Documents"
    3. "\\fileu\users$\YOURUSERID\My Documents\AA-fileu-My-Documents"
    4. "\\fileu\users$\YOURUSERID\Desktop\AA-fileu-Desktop"
    5. "\\fileu\users$\YOURUSERID\Pictures\AA-fileu-Pictures"
    6. "OneDrive - University of Waterloo\Documents\AA-OneDrive-Documents"
    7. "OneDrive - University of Waterloo\Desktop\AA-OneDrive-Desktop"
    8. "OneDrive - University of Waterloo\Pictures\AA-OneDrive-Pictures"

    Contact PsychIT@uwaterloo.ca if you aren't seeing these or just create them manually.

  4. Logout, wait 3-5 minutes, then login and re-join the Teams meeting. Psych IT has to update your account information and machine information at this point before you login again and we continue.

  5. Psych IT: drive mappings are not in place yet which is fine. A dialog might pop up for users and they can click "Run". This will clear all their "recent" files/folders including under Quick Access, Word, Excel, etc.
    Double-click: Psych Shortcuts (on the desktop) / Programs / OneDriveMigration / UserShellFoldersReset.exe

  6. Double-click: Psych Shortcuts (on the desktop) / Programs / OneDriveMigration / KnownFolderMoveOneDriveU.exe

  7. Psych IT: If a person is working remotely, we'll need to reboot the machine remotely once they logout.
    Logout and the machine will need to be rebooted. At he login screen, press Ctrl-Alt-Del, click the power icon in the bottom-right, and select Restart. After the machine reboots, wait an extra 2 minutes before logging in.

  8. Login and rejoin the Teams meeting.

  9. If you check your Desktop, Documents and Pictures folders in File Explorer, they should now be mapped to your OneDrive space (look for the AA-OneDrive-* folders).

  10. Psych IT: After demonstrating some of the copy process, folks can leave the Teams meeting and continue on their own.

    Before people leave, walk through the points in the "Notes" section below which is important/critical.

    Invite people to hang around if they are nevous about missing something.

    You'll now copy files from your original Nexus Documents/Desktop/Pictures fileu locations to the corresponding folders under "OneDrive - University of Waterloo". When copying contents, copy only files and folders you recognize (ensure you skip things that might be system or settings stuff). Also, do not copy the "AA-fileu-*" folders to OneDrive. Copying might take a while depending on how many files/folders you have in each location, so start this process as early as possible in the day. Don't proceed to the next step until you hover over the blue cloud OneDrive icon in the taskbar and it shows "Up to date". If you have a lot of folders, consider copying only 3-5 at a time and check the OneDrive icon in the taskbar waiting until it shows "Up to date" before carrying on with the next bunch. Don't logout of your machine until the OneDrive icon in the taskbar shows as "Up to date". If you run into any issues, send an email to PsychIT@uwaterloo.ca and we'll catch up with you asap.
    1. Copy the files and folders you recognize from your original Documents folder under "\\fileu\users$\YOURUSERID\Documents" to your "OneDrive - University of Waterloo\Documents" folder. Again, see the points in step #2 in bold above and be patient while waiting for the OneDrive taskbar icon to show "Up to date" when necessary.
    2. Copy the files and folders you recognize from your original Desktop folder "\\fileu\users$\YOURUSERID\Desktop "to your "OneDrive - University of Waterloo\Desktop" folder. Again, see step #2 in bold above and be patient while waiting for the OneDrive taskbar icon to show "Up to date" when necessary.
    3. Copy the files and folders you recognize from your original Pictures folder "\\fileu\users$\YOURUSERID\Pictures" to your "OneDrive - University of Waterloo\Pictures" folder. Again, see step #2 in bold above and be patient while waiting for the OneDrive taskbar icon to show "Up to date" when necessary.
    4. In File Explorer under "\\fileu\users$\YOURUSERID", check for any other files/folders that you created and also copy those to your "OneDrive - University of Waterloo" Documents folder (assuming none of the file/folder names conflict with existing content there).

  11. Once you've done the above, you'll want to avoid editing any files in your original "\\fileu\users$\YOURUSERID" (N:) locations and instead use exclusively files/folders only under "OneDrive - University of Waterloo".

Notes