When Microsoft announced the end of the legacy SharePoint 2010 workflows, many organizations had to rapidly replace their critical SharePoint workflows with modern solutions. This sudden shift created an opportunity for companies to transition away from outdated SharePoint 2010/2013 environments. However, the short notice led many IT professionals to make reactive decisions during the migration process.

As a trusted advisor and proud Microsoft Partner, we want to share our insights and viable migration options to help organizations transition to a more robust platform successfully.

What Was Retired: SharePoint Online 2010 Workflows

As of August 1, 2020, SharePoint 2010 workflows were disabled for newly created tenants. Starting November 1, 2020, Microsoft began removing the ability to run or create SharePoint 2010 workflows from existing tenants. This impacted organizations relying on workflow automation in SharePoint Online.

It’s important to note that SharePoint 2010 and SharePoint 2013-based workflows will continue to be supported for on-premises SharePoint 2016 and SharePoint 2019 Server platforms until 2026.

What Will Be Retired: SharePoint Online 2013 Workflows

SharePoint 2013 workflows are also being phased out. As of April 2, 2024, SharePoint 2013 workflows were turned off for new tenants. By April 2, 2026, they will be removed from existing tenants and fully retired. According to Microsoft.com, this applies to all environments, including Government Clouds and the Department of Defense. Therefore, planning for migration from SharePoint 2013 workflows continues to be essential.

The Most Obvious Alternative: Microsoft Power Platform

Microsoft Power Platform has evolved into a mature and comprehensive solution, offering organizations using SharePoint Online workflows a modern alternative in Power Automate. While Power Automate can replace many SharePoint 2010 workflows, some workflows may be too complex or have feature requirements that Power Automate cannot fulfill.

Additionally, the Power Platform licensing can be complex, requiring organizations to purchase “premium features” depending on their workflow needs, which can increase costs.

While Power Automate is the recommended path by Microsoft and fits many use cases, it may not be suitable for all workflows. In such scenarios, alternative platforms like Nintex can be considered. Nintex is a low-code platform that handles complex workflows and connectors, offering features such as e-signature, automatic document generation, native mobile apps, cloud connectors, and RPA.

Plan, Do, Check, Act

Depending on the number and complexity of your SharePoint workflows, there may not be a simple solution for migration. Here are some actionable strategies and steps to guide your migration process:

Discovery and Scope Definition

Identify, evaluate, and document the workflows that must be migrated immediately, as well as the 2013 workflows that can be upgraded later. Consult key business and IT stakeholders to minimize operational impact and properly plan resources, time, and budget.

Change Control and Communication

Work with business and IT users to prevent new SharePoint workflows from being created or updated during migration. Communicate clearly with users about the migration process and what to expect.

Migration Planning and Solution Evaluation

Review and evaluate workflow requirements and design based on sites, actions, connectors, data sources, and triggers. Seek expert advice on technology platforms and ensure compatibility with your needs. Conduct a small proof-of-concept to test complex workflows on the new platform, reducing the risk of technical challenges.

Develop a detailed Migration Plan and Strategy outlining your approach, resources, technologies, and budget.

Execute and Decommission

Execute your migration plan, testing and evaluating results. Ensure proper usage and adoption of the new platform by working with business stakeholders and users. Inform site owners and contributors about decommissioned legacy processes and workflows.

Optimize and Govern

Define and enforce a robust governance plan for your new workflow environment. Continuous optimization and improvement will maximize user adoption and ROI on your migration and upgrade effort.

About Optimum: Your Trusted Microsoft Partner

Optimum is a nationally recognized IT consulting firm and a trusted Microsoft Partner, dedicated to crafting tailored solutions that harness the power of Office 365 and Azure, by utilizing Power Platform, Copilot, SharePoint and Digital Workplace Portals, Teams, and Azure-based solutions.

We specialize in driving efficiency, reducing operational costs, and facilitating digital transformation for organizations. Our services are designed to maximize the impact and ROI of Microsoft solutions investments, with a focus on enhancing user adoption and engagement.

Reach out today for a complimentary discovery session, and let’s explore the best Microsoft solution for your needs!

Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com