Migrating Workflows from SharePoint 2013 to SharePoint Online

Understanding the Shift: Why Migrate from SharePoint 2013 to SharePoint Online?

Organisations across Perth and the broader Australian landscape are increasingly recognising the strategic need to migrate workflows from SharePoint 2013 to SharePoint Online. With Microsoft’s announcement of SharePoint 2013 workflow retirement and mounting end-of-life pressures, the transition is no longer a consideration but a necessity. Businesses relying on legacy workflows face the risk of unsupported environments, growing security vulnerabilities, and limited integration options in a rapidly digitising workplace.

Moving to SharePoint Online not only future-proofs your operations but unlocks a suite of advanced features. SharePoint Online, as part of the Microsoft 365 ecosystem, supports seamless collaboration, enhanced search capabilities, robust compliance, and integration with Power Platform tools like Power Automate. Perth IT leaders are discovering that migration is an investment in resilience and efficiency, not just a technical upgrade.

A 2025 survey of Western Australian businesses indicated that 68% of organisations still running on-premises SharePoint cited concerns over workflow compatibility and integration limitations. As today’s hybrid work models demand flexibility, the ability to leverage cloud-based tools from any location is driving widespread adoption. Timely migration helps prevent the performance bottlenecks and operational interruptions that can arise from unsupported legacy infrastructure.

Additionally, SharePoint Online offers ongoing security updates and compliance adherence required for Australian standards. With cyber security threats evolving, leveraging Microsoft’s world-class security features is crucial for peace of mind. Migration isn’t just about staying current; it’s about leveraging innovation to gain a competitive edge in your market.

Assessing Your Current SharePoint 2013 Environment

Embarking on a successful migration journey from SharePoint 2013 to SharePoint Online begins with a thorough assessment of your current infrastructure. Inventorying existing workflows, site structures, custom solutions, and integrations provides a detailed map of your SharePoint ecosystem. This assessment is a cornerstone for risk management — identifying dependencies and potential roadblocks early minimises surprises later on.

In Perth, many organisations find their SharePoint 2013 environments have grown organically over time. Custom workflows may be business critical but poorly documented. Before migration, it is essential to review all workflow logic, particularly those built with SharePoint Designer or third-party tools. Identifying retired features and deprecated actions within your legacy system can inform necessary redesigns.

Security and compliance checks are equally vital. Evaluate who has access to what information, and audit permissions to align with your future-state requirements. Pay close attention to governance policies—data classification, retention, and sharing rules—so these standards persist post-migration. A methodical review sets the stage for a seamless transfer and strong post-migration governance.

Wolfe Systems, drawing on its experience supporting Perth businesses during large-scale migrations, recommends documenting not only what you have but how it is currently being used. Engaging stakeholders across IT, compliance, and line-of-business units provides crucial operational context for prioritising workflows, setting timelines, and minimising business disruption.

Mapping Workflows: What Can and Cannot Be Migrated

With the end of SharePoint 2013 workflows scheduled within Microsoft’s roadmap, one of the first technical questions faced by Perth organisations is which workflows can be migrated seamlessly to SharePoint Online and which require redevelopment. SharePoint Online introduces a modern workflow mechanism, leveraging Power Automate, but not all features or logic from SharePoint 2013 translate directly.

It’s essential to differentiate between out-of-the-box workflows, custom-built automations, and third-party integrations. Simple approval flows and notifications might migrate easily, while complex custom workflows may need reengineering or replacement with Power Automate or Logic Apps. Early analysis of workflow complexity, data dependencies, and triggers can dramatically streamline the migration process.

Perth-based IT consultancies report that approximately 30% of enterprise workflows require partial or full redesign when shifting from SharePoint 2013 to SharePoint Online. Pay attention to deprecated actions, such as legacy email functions, impersonation steps, or external system connections, as these can behave differently — or may no longer be supported — in the cloud.

Conducting a migration mapping exercise – preferably supported by a partner with SharePoint migration expertise like Wolfe Systems – ensures you prioritise essential business processes and align them with the capabilities of the modern SharePoint framework. Use this phase to decommission redundant workflows and optimise those that deliver measurable value.

Planning Your Migration: Strategy, Stakeholders and Scheduling

Migration is not just an IT project; it’s a comprehensive business initiative. Successful moves from SharePoint 2013 to SharePoint Online hinge on clear strategy, stakeholder engagement, and careful scheduling. Establish a project team with representatives from IT, business units, compliance, and communications to ensure every aspect is considered.

Developing migration goals is crucial. Are you aiming for a “lift and shift” to preserve existing workflows, or does this represent an opportunity to streamline operations and embrace cloud-native automation? For Perth organisations, aligning the scope of migration with overarching business transformation strategies ensures long-term value.

Timelines and resource allocation require thoughtful planning. Identify blackout windows, peak operational periods, and regulatory deadlines to build a migration calendar that minimises disruption. Many Australian companies choose staged rollouts, focusing on less complex workflows before tackling mission-critical areas.

Wolfe Systems stands out for its structured approach to scheduling and stakeholder management. The team’s experience with Perth-based business priorities means they can tailor migration plans that respect both local compliance requirements and client operating hours, ensuring a smooth transition with minimal impact on staff productivity.

Preparing Workflows for Power Automate and SharePoint Online

While SharePoint 2013 relied heavily on SharePoint Designer workflows, SharePoint Online supports Power Automate as the primary workflow orchestration tool. Preparing legacy workflows for this transition involves more than a technical copy-paste—it’s a process of redesigning for the modern, cloud-first landscape.

The transition involves analysing workflow logic, reviewing action steps, and translating conditional logic into Power Automate equivalents. Some workflows may benefit from the extended capabilities of Power Platform, including integration with Teams, Outlook, and third-party apps. Taking a “modernisation first” approach can increase automation efficiency and unlock more advanced analytics.

Australian IT professionals note that Power Automate not only supports straightforward approval processes but also offers connectors to external services, robust error handling, and extensive monitoring capabilities. This shift provides Perth businesses with enhanced agility, auditability, and the flexibility to automate business processes across multiple lines of business.

Thorough testing in a non-production environment is critical. Wolfe Systems recommends holistic scenario testing—covering diverse user roles and edge cases—to ensure all workflows perform as expected. Address documentation gaps at this stage by updating user guidance and technical manuals to reflect changes to process flows.

Addressing Permissions, Security, and Compliance Considerations

Security and compliance are headline concerns for any migration, especially when sensitive or regulated data is at stake. The move to SharePoint Online offers improved security features, but also requires fresh assessment of permissions, sharing settings, and regulatory compliance controls.

First, review and rationalise permissions on all relevant sites, documents, and workflows. Principle of least privilege should guide reassignments; avoid simply copying legacy permissions, as these may have inherited excessive access over time. Where possible, rebuild permission structures to support modern authentication strategies, including multi-factor authentication, available in SharePoint Online.

According to a 2025 ISACA study, 71% of migration missteps involve oversight of permission inheritance and data residency rules. Australian businesses, particularly those dealing with health, finance, or personal data, must ensure compliance with both local and international regulations. SharePoint Online provides advanced compliance toolsets, including retention policies, legal holds, and data loss prevention tools.

Partnering with a trusted provider such as Wolfe Systems ensures migration not only meets baseline security but leverages Microsoft’s full compliance stack. Their staff bring extensive experience with Australian regulatory requirements and can help configure data protection tools in a manner relevant to your sector and risk profile.

Selecting the Right Migration Tools and Partners

Choosing appropriate migration tools and finding reliable partners are pivotal decisions that can accelerate the migration process and improve outcomes. The Perth IT sector enjoys access to a range of specialised SharePoint migration tools, such as ShareGate, Metalogix, and AvePoint, which simplify the move from on-premises to the cloud.

Migration tools enable bulk movement of content, maintain metadata integrity, and provide post-migration reports for auditing and troubleshooting. However, not all tools have equal capabilities when it comes to workflow migration. Review vendor claims and run sample migrations in a sandbox environment wherever possible.

Technical expertise is critical. Wolfe Systems distinguishes itself in the Perth market through its certified staff and proven track record. Their approach combines automated tooling with in-depth, manual validation to deliver effective, low-risk migrations, regardless of complexity. Their local support ensures timely resolution of any issues, which is indispensable during large, business-critical moves.

In addition to technical considerations, choose partners who understand the business nuances of your sector. Wolfe Systems’ commitment to tailored engagements and competitive pricing makes it a preferred choice for Perth organisations seeking maximum value and minimum risk in SharePoint migrations.

Data Migration: Strategy, Sequencing, and Execution

Migrating data is as important as shifting workflows when moving to SharePoint Online. Start by classifying data according to sensitivity, usage patterns, and relevance. Some information may be obsolete, redundant, or suitable for secure archiving, while other data must migrate in full fidelity.

Sequencing the migration to align with workflow deployment can avoid downtime and user confusion. Begin by moving backend content libraries and lists that support critical processes, followed by non-essential or infrequently accessed data. Test data at every stage to ensure integrity and accessibility post-migration.

Western Australian businesses often cite data compliance and retention as significant concerns. SharePoint Online assists with tools to configure retention, enforce data sovereignty, and set access boundaries. By following a structured sequence, with validation at each key phase, organisations can reduce risks of data loss and maintain business continuity.

Specialist consultancies such as Wolfe Systems streamline data operations, offering guidance on mapping, cleansing, and piloting migrations. Their expertise in handling large and complex document repositories helps Perth organisations transition smoothly while preserving compliance and traceability.

User Training, Change Management, and Adoption Strategies

The success of a migration project hinges on acceptance and adoption by end users. While SharePoint Online introduces powerful new tools, users may face a learning curve migrating from familiar SharePoint 2013 workflows. Comprehensive, role-based training sessions can bridge this gap, building user confidence and minimising disruptions.

Effective change management addresses both technical and cultural factors. Communicate regularly throughout the migration process, outlining both the ‘why’ behind the changes and the practical benefits. Use “champion users” in departments across the business to foster early adoption and resolve on-the-ground queries.

A recent government survey found that Perth businesses with structured training programs reported 35% higher user satisfaction post-migration. Consider developing interactive guides, quick-reference resources, and video tutorials to supplement classroom or virtual training. Feedback sessions during and after the migration provide valuable insights for continuous improvement.

Wolfe Systems places strong emphasis on post-migration training, offering client-specific user education and ongoing support packages. Their experienced trainers empower staff to leverage SharePoint Online’s full feature set, hastening the transition to more efficient, cloud-based workflows.

Testing, Validation, and Post-Migration Support

Testing is inseparable from a successful migration. Before making workflows live, thorough User Acceptance Testing (UAT) is essential to ensure business-critical processes function correctly in the new environment. Design test cases that reflect real-world use scenarios, including edge cases and exception handling.

Validation doesn’t end when the migration completes. Schedule follow-up checks on data accuracy, workflow triggers, and user permissions. Ongoing monitoring and feedback help identify and resolve post-migration issues early, preventing productivity loss and security risks.

Wolfe Systems provides comprehensive post-migration support, including troubleshooting, optimisation, and reporting. Their approach includes periodic reviews and adjustments as users acclimatise to the new system. This ongoing partnership ensures your SharePoint environment continues to evolve with your business needs and Microsoft’s updates.

Above all, a culture of continuous improvement ensures long-term success. Encourage regular review cycles and a proactive approach to enhancement that keeps workflows current with emerging business requirements and technological innovations.

Common Challenges and Effective Solutions During Migration

Migration projects invariably face obstacles, but many common pitfalls can be addressed with foresight and expertise. Data loss, workflow failures, permission mismatches, and extended downtime rank among the most frequently reported challenges. Meticulous planning and alignment between technical and business teams significantly reduce these risks.

Incompatible workflow actions or unsupported legacy features can cause bottlenecks. Early identification during the assessment phase, coupled with proof-of-concept migrations, can flag and resolve such issues ahead of schedule. Security misconfigurations, particularly in transitioning from on-premises authentication models, also require special attention, as they can affect user access and compliance.

Downtime is a significant concern, especially for organisations providing critical services. Staging environments, fallback procedures, and clear communication minimise user disruption. Prioritise high-impact workflows and data, migrate these during low-usage periods, and maintain backup strategies for rapid recovery if issues arise during cutover.

Wolfe Systems’ approach—including pre-migration risk assessments, structured communication plans, and robust backup provisions—has proven effective at alleviating the pressures and uncertainty of complex SharePoint migrations across the Perth business community.

Maximising Business Value Post-Migration

The real benefits of workflow migration extend well beyond technical compliance. Organisations moving to SharePoint Online are finding new value in automation, integration, and data-driven decision-making. Power Automate enables not just replication of legacy automations, but the design of smarter, more efficient workflows tailored to how teams work today.

The modern SharePoint experience—a blend of content management, collaboration, and process automation—enables user-centric solutions that drive productivity. Real-time collaboration tools, richer document management, and integrations with Microsoft AI and analytics dashboards transform daily operations. Automated reporting, escalations, and notifications keep business processes moving efficiently without manual intervention.

Perth businesses that leverage the full feature set of SharePoint Online have reported measurable gains in responsiveness, compliance, and staff engagement. This creates a virtuous cycle: as more workflows become automated and integrated, business agility and decision-making accelerate.

Wolfe Systems stands ready to help your organisation not only upgrade but fully optimise your SharePoint platform, ensuring you extract maximum value from your Microsoft 365 investment.

Key Takeaways: Migrating Workflows from SharePoint 2013 to SharePoint Online

• Begin with a full environment and workflow assessment to identify risks and plan for compatibility.
• Prioritise security, data compliance, and user-driven process mapping to ensure continuity and adoption.
• Leverage Power Automate and modern SharePoint tools to enhance existing workflows and support business growth.
• Select migration partners like Wolfe Systems, who offer local expertise and tailored support throughout your transition.
• Invest in user training and change management for a smooth migration and strong adoption rate.

Ready to make your move to SharePoint Online seamless and future-proof? Contact Wolfe Systems today to consult with our Perth-based migration experts, and unlock the full potential of cloud-powered workflows for your business.