Microsoft Planner Tenant to Tenant Migration Guide

Introduction

The Apps4.Pro Migration Manager guide provides a step-by-step process for migrating Microsoft Planner plans along with tasks between tenants or within the same tenant using Apps4.Pro Migration Manager.

It covers the entire components of Planner, including tasks, buckets, assignments, attachments, comments, due dates and much more.

It could also help to move Microsoft Planner Plans to a new or existing Microsoft 365 Group, or to a new or existing Team.

Scope of Microsoft Planner Migration

The migrated and non-migrated items are listed below for Microsoft Planner plans Migration.

Limitations

1. There is no hard limit on the number of tasks, attachments or comments migrated by Apps4.Pro beyond Microsoft’s API limits.
2. All conversations are posted by the Service Account in the Target due to API limitation.

Roles & Licenses for Planner Migration

1. Microsoft 365/Office 365(E3 or E5) License is required for Source & Target Connector Accounts.
2. Microsoft Planner License is required for both Source & Target Connector Accounts.
3. Exchange Online License is required for Target Connector Account.
4. User Administrator is required for both Source & Target Connector Accounts.
5. Source Connector Account should be a Member of the Plans that you choose to migrate (Please refer section: – Add ‘Source Connector Account’ as a member of the Plans).

Architecture Diagram

Pre-Migration Setup for Planner Migration

Before migrating Planner using Apps4.Pro Migration Manager, it is essential to understand the migration requirements for both the source and destination endpoints. Ensure that all the following requirements are met for a smooth migration process.

App Installation

Connect your Source & Target Environments

Application Tenant Data Refresh

Application User Mapping

Add ‘Source Connector Account’ as a member of the Plans

1. Go to Plan Tab.
2. Under “Groups & plans”, Generate the “All Source Groups” report.
3. Select the Groups associated with the migration-scoped Plans where you need to add Source Connector as member.
4. Click on Manage Members and Owners option.
5. Choose ‘Add Member’ from the Actions.
6. Add the Source Connector Account under Member and Update.

Planner Inventory Report

Configure “Comments Prefix” [OPTIONAL]

Note: We recommend running a small Pilot Migration (perhaps one or two Plans) before moving all Plans, to validate your setup and measure throughput.

Start Microsoft Planner Migration

Step 1 : Create Job

Step 1: Navigate to Migrate tab

Step 2: Enter a Job Name

Step 3: Select Source as Plans.

Step 4: Select the plans to Migrate

• Option 1 : Select required Source Plans to migrate manually from Tool.
• Option 2 : Upload bulk plans via CSV using ‘Select Plans from CSV‘

1. Click  button to Download a sample CSV.
   Sample CSV :
   
2. Enter the Plan Names and IDs in the downloaded CSV file
3. Click ‘Select Plans from CSV’ button to upload the plans from CSV

Step 5: Choose the format of Planner Task Attachments. Formatting options include

• None – attachments are not migrated
• Copy URLs and SharePoint
• Copy URLs alone

Step 6: Choose the format of Planner Task Comments. Formatting options include

• None – comments are not migrated
• Post As HTML Format
• Post As Individual Conversation

Step 7: Resolve Teams Associated Plans – This option is completely OPTIONAL and the user has to select / deselect based on the scenario.

• Select this option only when some of the plans you are migrating are part of Teams.
• Deselect this option when you are sure that none of the “plans to be migrated” are part of Teams. In this case, Team related details are not retrieved, which in turn improves the performance of the Migration.

Step 8: Click Next.

Step 2 : Target Settings

Group Settings

In this step, provide the target group(s) to migrate plans. The following options are available to select target groups.

• Migrate into the new group/team.
• Migrate data to the existing group/team. Here, you can choose to ‘Replace with Source Group Settings’.

 Upon choosing ‘New Group’ or ‘Existing Group’ option, you can enable team for that group.

Migrate User : When migrating to an existing team / group, one can choose to migrate the additional members by enabling this option.

Plan Settings

Under Plan Settings tab,

1. Select the required plans by clicking the checkbox.
2. Choose to migrate into New or Existing Plan
3. Select the format of the planner task attachments and comments
4. Select the option ‘Add as tab in Teams’ as appropriate

Tab settings

Here you can choose the Target Channel to add the migrating plan as a tab.

Step 3 : Job Summary

In this step, you can view the summary of job. After checking the summary, you can select one of the following two options.

• Save Job -> It saves the current job, then you can run later by clicking Start button from Migration Jobs grid.
• Save & Migrate Job -> It saves the current job and starts the migration process immediately.

Step 4 : Execute Saved Jobs

Under Migration Jobs section – the Jobs and their summary are listed. You can opt to run the previously saved jobs by clicking the Start button under Action column.

Step 5 : How to resolve errors using ‘Retry’ Option ?

The Retry function helps resolve errors when a Job is completed with an error or warning.

Steps to Perform Retry:

1. Navigate to Migrate tab → Migration Jobs.
2. Identify the Jobs with a status of “Completed with Errors” or “Completed with Warnings.”
3. Click ‘Retry’ under Action, to reattempt the migration.

Step 6 : How to perform ‘Incremental Migration’?

The Re-run function enables incremental migration for newly added Tasks in the Source Plans after the Initial Migration.

Steps to Perform Incremental Migration:

1. Navigate to Migrate tab → Migration Jobs .
2. Identify the Job that require Incremental Migration.
3. Click ‘Re-run’ under Action, to initiate Incremental Migration.

Note: If the task status is “Completed with Errors” or “Completed with Warnings,” review the errors/warnings with the support team before proceeding with the Incremental Migration.

Email Notification

End user will get a notification when migrating the below stated items to an Existing Group / Plan.

• Comments
• Task Assignments

To avoid these notifications, each end user needs to enable the below settings.

1.     Outlook : Group Mailbox Settings

In Outlook, Open the Mailbox of Respective Plan’s Office 365 group which we are going to migrate. Click on Settings icon . Select Don’t receive any group messages.

2.     Planner Settings

Go to Planner -> Click Settings Icon    on top right corner -> Click Notifications -> Turn Off the below settings under Planner notifications and click Save.

• Email me when someone assigns me a task
• Email me when a task assigned to me is late, due today, or due within the next seven days

Please refer the Microsoft Support Link for further details on Notifications: https://support.microsoft.com/en-us/office/stay-updated-with-notifications-in-planner

Note: We can’t avoid these notifications, when migrating the plans to new Group / Plan.

Post Migration

End User Experience

Plan in Planner App

Plan in Teams Tab

Comments

Repeat property

Metadata

Troubleshoot

If you require support or guidance on the errors, warnings or non-migrated items, get the logs and mail them to support@jijitechnologies.com for further analysis.

To get the logs, go to the Settings tab -> Tracer Logs and download

1. Export Logs
2. Plans Logs
   • On clicking “Plans Logs”, a popup appears.
   • Select the problematic job(s)
   • Click OK to export the Plans Logs.

Reports

The “Planner Migration Summary” report provides a comprehensive overview of the Apps4.Pro Planner migration, tabulating the details of the Source and Target Plans and Groups along with the Migration Status.

Steps to Generate the “Planner Migration Summary“ Report: 

1. Navigate to the Plan tab. 
2. Under the “Migration Summary V2” section, click on “Planner Migration Summary” report.
3. Click the “Generate” to populate the values.
4. After the plans are generated, click (Edit icon) to add custom columns.
5. Click on (Export icon) to download the Inventory Report.

Conclusion

In summary, Apps4.Pro Migration Manager enables a reliable and seamless transfer of Microsoft Planner data between Office 365 tenants. By following this guide, administrators can ensure data integrity, reduce downtime, and improve collaboration continuity. For questions, check our FAQ or reach out to support at support@jijitechnologies.com.

FAQs