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100 changes: 52 additions & 48 deletions Viva/engage/configure-your-viva-engage-network/files-in-native-mode.md
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---
title: "Files in Native Mode"
description: "How to prepare your Viva Engage network for Native Mode for Microsoft 365."
description: "How to prepare your Viva Engage network for Native Mode in Microsoft 365."
f1.keywords:
- NOCSH
ms.reviewer: auhosford
ms.author: donnabouldin
author: Starshine89
author: v-rgrace
manager: elizapo
ms.date: 10/28/2023
ms.date: 01/10/2025
audience: Admin
ms.topic: article
ms.service: viva-engage
Expand All @@ -19,63 +20,60 @@ search.appverid:

# Viva Engage files in Native Mode for Microsoft 365

In Native Mode for Microsoft 365, all Viva Engage files must be stored in SharePoint. It's easier for users and admins to access files when you have a single location for file storage.
All Viva Engage networks must be converted to operate in Native Mode for Microsoft 365. In Native Mode, Sharepoint automatically stores all Viva Engage files for your network. It's easier for users and admins to access and manage files when you have a single location for file storage. While Viva Engage automatically converts legacy group networks to Native Mode, some networks might need to be manually converted. The Native Mode Alignment Tool makes it easy to convert a huge Viva Engage network's complement of files.

## What happens to files in private messages when you run the Native Mode Alignment tool?
The Native Mode Alignment Tool uses the following file handling rules for Viva Engage groups:

- Users won't be able to upload files to Private messages. Link sharing is still available.

- All files in Private messages are deleted.

## What happens to Group files when you run the Native Mode Alignment tool?

- Group files in Microsoft Azure are copied to SharePoint Document Library (SDL) for the group.
- After group files are successfully copied to SharePoint, we delete the non SharePoint version of the files.
- Previously deleted files for groups are deleted.
- New files are uploaded to SharePoint.
- Non-SharePoint group files are deleted *within 30 days* after the migration is completed.
- For groups that have multiple files with the same name, duplicates are appended with _X, where X is an increasing number for each duplicate file (for example, file_1, file_2, file_3, and so on).
- The Alignment tool renames all existing Viva Engage files that don't align with SharePoint naming standards to meet requirements.
- Group files that reside in Microsoft Azure get copied to a new SharePoint Document Library (SDL) for the group. After the file copy and migration complete, we delete the non-SharePoint version of all files.
- Previously deleted group files are permanently deleted.
- New files always upload to the SDL.
- After migration completes, non-SharePoint group files are deleted *within 30 days*.
- Viva Engage files that don't align with SharePoint naming standards are renamed to meet requirements.

## File renaming rules

- Characters not supported in SharePoint are replaced with an underscore ( _ ).
- Duplicate files or files with names that already exist in SharePoint are renamed using the following format: filename_yammerFileID_extension.
- Filenames with a blank space as the first or last character, or that end with a period, are edited to remove those characters.
- Unnamed files are named according to the following format: "Viva Engage File", "Viva Engage File (2)", "Viva Engage File (3)", and so on.
- Files with names starting with \~$ are renamed to remove the leading tilde, for example: "~$Viva Engage File" is renamed to "$Viva Engage File".
- Filenames containing _vti_ anywhere in the name are replaced with - vti-, for example: "Viva_Engage_vti_File" is renamed to "Viva-Engage-vti-File".
- Files named. lock, CON, PRN, AUX, NUL, COM0 - COM9, LPTO - LPT9, or desktop.ini are renamed to append "__file" to the name, for example: "COM0" are renamed to "COM0_file".

## Before running the tools
The Native Mode Alignment Tool also follows a set of file naming conventions when it begins the migration:

Because migration deletes files and the process is irreversible, we suggest you:
- Filenames with unsupported characters in SharePoint replace those characters with an underscore (`_`).
- Duplicate files, or files with names that already exist in SharePoint, are renamed using the format `filename_yammerFileID_extension`.
- Filenames with a blank space as the first or last character, or that end with a period, are edited to remove those characters.
- Unnamed files are named according to the following format: `Viva Engage File`, `Viva Engage File (1)`, `Viva Engage File (2)` and so on.
- Filenames starting with `\~$` are renamed to remove the leading tilde, for example: `~$Viva Engage File` is renamed to `$Viva Engage File`.
- Filenames containing `_vti_` anywhere in the name are replaced with `-vti-`. For example: `Viva_Engage_vti_File` is renamed to `Viva-Engage-vti-File`.
- Filenames that contain `.lock`, CON, PRN, AUX, NUL, COM0 - COM9, LPTO - LPT9, or desktop.ini are renamed to append `_file` to the name. For example, `COM0` gets renamed to `COM0_file`.
- For groups that have multiple files with the same name, the tool appends duplicate filenames with `_X`, where X is an increasing number for each duplicate file (for example, `file_1`, `file_2`, `file_3`, and so on).

- Export the files before running the Tool and save them in case anyone asks for them.
## Before you run the Alignment Tool

- Update to the latest versions of Viva Engage Android, Viva Engage iOS, and Viva Engage Desktop apps, as older versions have issues uploading files to SharePoint.
Because migration deletes files from your network and the process is irreversible, admins need to take the following actions before using the Native Mode Alignment Tool:

- If third-party APIs are used to upload files, use the [latest version of Upload files into Viva Engage groups](/rest/api/yammer/upload-files-into-yammer-groups). The previous versions are blocked and file uploads don’t work.
- In case anyone asks for them, export any necessary files before running the Alignment Tool. Learn more about how to [Export Viva Engage data](../manage-security-and-compliance/export-viva-engage-enterprise-data.md#find-and-delete-specific-messages-or-files).
- Ensure that your mobile and desktop users update to the latest version of Viva Engage Android, Viva Engage iOS, and Viva Engage Desktop apps. Older app versions have issues uploading files to SharePoint.
- If you use non-Microsoft or partner APIs to upload files, use the current REST API call for [Upload files into Viva Engage groups](/rest/api/yammer/upload-files-into-yammer-groups). Previous API versions are blocked. Individual upload file sizes are limited to 4 MB.
- Notify users that the migration deletes files from Viva Engage private messages. The latest version of the file migrates to SharePoint, and no previous versions get copied.

- Notify users in advance of the migration. Specifically, inform them that files in Viva Engage private messages will be deleted and no longer accessible. Only the latest version of the file is migrated to SharePoint, and the previous versions aren't copied. The follower count isn't copied. Users can no longer mark files as official.
The Alignment Tool doesn't copy the follower count. Users also can't mark files as official.

## Admin step-by-step experience

1. Export all files. Learn more about how to [Export Viva Engage data](../manage-security-and-compliance/export-viva-engage-enterprise-data.md#find-and-delete-specific-messages-or-files).
Take the following steps to use the Native Mode Alignment Tool:

2. Start the **Microsoft 365 Alignment tool**.
1. Export all files.

3. Download the **Alignment Report**, which provides details on the files that each user and group has.
2. Start the **Native Mode Alignment Tool**.

- Each user has a count for the total number of private message files. These files will be deleted after running the Tool.
- Each group has a count of Viva Engage and SharePoint files. We plan to migrate all the Viva Engage files to SharePoint. Existing SharePoint files won't be affected.
3. Download the **Alignment Report**, which provides details on the files for each user and group.

4. Authorize and run the Tool.
- Each user has a count for the total number of private message files. The Alignment tool deletes all private message files when the job completes.
- Each group has a count of Viva Engage and SharePoint files. The Alignment tool migrates all Viva Engage files to SharePoint, with the exceptions noted in this article. Existing SharePoint files aren't affected.

- SLA - up to 30 days for networks with < 100-K files
- SLA - up to 45 days for networks with > 100-K files
4. Authorize and run the tool. You can expect the following time frames for networks with significant file counts:

5. After the Microsoft 365 Alignment tool has completed, review the Error Report and determine if other steps are necessary before your network can be in Native Mode for Microsoft 365.
- SLA - up to 30 days for networks with < 100,000 files
- SLA - up to 45 days for networks with > 100,000 files

5. After the Native Mode Alignment Tool job completes, review the automatically produced Error Report and determine if other steps are necessary before your network operates in Native Mode.

### End user experience

Expand All @@ -84,20 +82,26 @@ This table explains the expected end user experience for files while the Tool is
|Tasks|Microsoft 365 Viva Engage Groups|Unconnected Viva Engage Groups|Private Messages|
|-----|------------------------|-------------------------|----------------|
|Delete files|User can delete files|File isn't migrated to SharePoint.|Files are deleted and users have no access.|
|Edit file|Edited files are stored in SharePoint|Only the latest file is migrated to SharePoint. If a user edits a file during migration, they risk losing data. Old versions are no longer accessible in SharePoint.|N/A|
|New file|New files are stored in SharePoint|File is in Microsoft Azure, but migrated to SharePoint by the time the Tool has completed its work.|N/A|
||||
|Edit file|Edited files are stored in SharePoint|Only the latest file migrates to SharePoint. **If a user edits a file during migration, they risk losing data**. Old versions are no longer accessible in SharePoint.|N/A|
|New file|New files are stored in SharePoint|File is in Microsoft Azure, but migrates to SharePoint by the time the Tool completes its work.|N/A|


If a group is deleted during the tool job, all the files from that group are deleted and don't migrate over.

If a group is deleted, all the files from that group are deleted (not migrated over).
## After successful entry to Native Mode

## After successfully entering Native Mode
You can expect to see the following results after a network migration to Native Mode:

- All group files are [stored in SharePoint](https://go.microsoft.com/fwlink/?linkid=2111253), providing a consistent file management experience.
- All group files are [stored in SharePoint](https://go.microsoft.com/fwlink/?linkid=2111253), which provides a consistent file management experience.

- File search can happen from SharePoint and Viva Engage. Viva Engage searches the first 5000 characters of files in Microsoft Azure cloud storage and the title and author, but only searches the title and author of files stored in SharePoint.
- You can run file searches from SharePoint and from Viva Engage. Viva Engage searches the first 5,000 characters of files in Microsoft Azure cloud storage and the title and author, and searches only the title and author of files stored in SharePoint.

> [!NOTE]
> If you receive an error code during the alignment process for Native Mode, refer to the [Error Codes section in the Troubleshooting Native Mode topic](../troubleshoot-problems/troubleshoot-native-mode.md#error-codes) for more information.
> If you receive an error code during the alignment process for Native Mode, refer to the [Error Codes section in the Troubleshooting Native Mode article](../troubleshoot-problems/troubleshoot-native-mode.md#error-codes).
## What happens to files in private messages when you run the Native Mode Alignment Tool?

Users can't upload files to Private messages. Link sharing is still available. All files in Private messages are deleted.

## Related articles

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36 changes: 19 additions & 17 deletions Viva/engage/configure-your-viva-engage-network/nonnative-hybrid.md
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Expand Up @@ -3,10 +3,11 @@ title: "Non-Native Mode and hybrid Viva Engage networks upgrades"
description: Details on non-native and hybrid Viva Engage networks.
f1.keywords:
- NOCSH
ms.reviewer: auhosford
ms.author: donnabouldin
author: Starshine89
author: v-rgrace
manager: elizapo
ms.date: 10/28/2023
ms.date: 01/10/2025
audience: Admin
ms.topic: article
ms.service: viva-engage
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- YAE150
---

# Non-Native Mode and hybrid Viva Engage Network upgrades
# Non-Native Mode and hybrid Viva Engage Network upgrades

Non-Native Mode and hybrid Viva Engage Networks will be upgraded to [Native Mode](../overview-native-mode.md) to allow users, groups, and content to be compatible with and mapped to their counterparts in Microsoft Entra ID and Microsoft 365. Native Mode also provides other benefits, such as the ability to host live events in every Viva Engage community and simplify file administration through SharePoint. Most critically, Native Mode supports eDiscovery through the Microsoft Purview compliance portal, allowing your organization to collaborate safely and securely within your Viva Engage network. **90% of Viva Engage networks are in Native Mode today, including our top 10 largest networks.**
Non-Native Mode and hybrid Viva Engage Networks must upgrade to [Native Mode](../overview-native-mode.md) to allow users, groups, and content to map to their counterparts in Microsoft Entra ID and Microsoft 365. Native Mode also provides other benefits, such as the ability to host live events in every Viva Engage community and simplify file administration through SharePoint. Native Mode also supports eDiscovery through the Microsoft Purview compliance portal, so your organization can collaborate safely and securely within your Viva Engage network.

## When does this change happen?
## When does this change happen?

We began migrating networks December 1, 2022 and continue the upgrades through the third quarter of 2023. The process began with smaller networks. You can initiate the upgrade process on your own by visiting the Microsoft 365 Native Mode page within the Network Admin pages of Viva Engage.
Conversion to Native Mode is complete for all Viva Engage networks, with rare exceptions. You can initiate the upgrade process on your own by visiting the Microsoft 365 Native Mode page within the Network Admin pages of Viva Engage.

## How does this change affect your organization?
## How does this change affect your organization?

You can no longer access these features:
- Network-level guests
- Email blocked lists
- Secret groups
After conversion to Native Mode, you can no longer access these features:
- Network-level guests
- Email blocked lists
- Secret groups

If your organization has active guests, Microsoft Entra B2B guest functionality can be used for guests who reside in the same geographic area as the Viva Engage network. This includes US guests for US networks and EU guests for EU networks. Guests must be reinvited to your network.
If your organization has active guests, you can use Microsoft Entra B2B guest functionality for guests who reside in the same geographic area as the Viva Engage network, such as US guests for US networks, and EU guests for EU networks. After Native Mode conversion of your network, guests must be reinvited.

If your organization currently uses an email blocked list to manage access to your Viva Engage network, you can continue to manage access from Microsoft Entra ID. Learn more by visiting [Manage Viva Engage licenses in Microsoft 365](../manage-engage-licenses-microsoft-365.md).
If your organization currently uses an email blocked list to control access to your Viva Engage network, you can continue to do so from Microsoft Entra ID. For more information, see [Manage Viva Engage licenses in Microsoft 365](../manage-engage-licenses-microsoft-365.md).

These feature equivalents are only available to networks in Native Mode. There's no feature equivalent to secret groups in Microsoft 365. All groups must be public or private.
These features are only available to networks in Native Mode. Microsoft 365 doesn't support a secret groups feature. All groups must be public or private.

As part of the migration process, the Viva Engage administrator account is added to all groups in the network. Files are sometimes renamed.
As part of the migration process, the Viva Engage administrator account is added to all groups in the network. Files also are sometimes renamed.

## What do you need to do to prepare?

**If you would like to self-initiate your migration:**

There's a [step-by-step guide](../native-mode-guide.md) to Native Mode migration. You can run an alignment report that identifies gaps in your current network alignment with Native Mode. It's critical that you back up your network’s data and communicate the migration to your users before running the Alignment tool mentioned in the guide. This is because some data may be deleted during the process.
See the [step-by-step guide](../native-mode-guide.md) to Native Mode migration. You can run an alignment report that identifies gaps in your current network alignment with Native Mode. Because the migration process deletes some data, ensure that you back up your network’s data and communicate the migration to your users before running the Native Mode Alignment Tool.

**If you would like Microsoft to initiate your migration:**

No action is required from you. You can run an alignment report to identify gaps in your current network alignment with Native Mode. **It's strongly recommended that you back up your data and communicate the migration to your users prior to your scheduled migration start date.** If your alignment report reveals any blockers to migration, you can log an exception with support.
No action is required from you. You can run an alignment report to identify gaps in your current network alignment with Native Mode. **We recommend that you back up your data and communicate the migration to your users before your scheduled migration start date.** If your alignment report reveals any blockers to migration, you can log an exception with support.

**When you need to postpone or schedule your migration around blackout dates:**

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