CAB Site Migration to Sharepoint Online FAQ

This FAQ explains the migration of CAB sites from SharePoint 2010 to SharePoint Online, what changes to expect, how access works, and how you’ll be supported during rollout and hypercare.

JASANZ is moving CAB sites from the legacy SharePoint 2010 platform to SharePoint Online, Microsoft’s modern, cloud-based platform. This change improves security, reliability, and day-to-day usability, while supporting modern collaboration and document management.

Yes. CAB sites will move from the legacy SharePoint 2010 address format to a new SharePoint Online structure.

Old format: https://cab.jasanz.org/WorkArea/<CABID>/

New format: https://jasanz.sharepoint.com/sites/CAB-<CABID>

💡 Action: Each CAB will be provided with their new site link directly as part of the rollout communications.

No. Deep links to documents in the old SharePoint 2010 environment will not work once the migration is complete.

Example old deep link:
https://cab.jasanz.org/WorkArea/<ID>/_layouts/<filename>.aspx?

⚠️ Important: After migration, documents must be accessed via the new CAB SharePoint Online site.

No. CAB users will continue to use their existing @jasanz.services identity to access the new SharePoint Online site. There is no change to usernames or passwords as part of this migration.

Some users may experience access issues due to cached or “sticky” Microsoft 365 sessions, particularly if they already use SharePoint Online or Microsoft 365 with another organisation.

If this occurs, try the following steps:

1. Sign out of Microsoft 365 completely.

2. Close all browser windows.

3. Reopen the browser and sign in again using your JASANZ‑managed account.

4. Alternatively, use an InPrivate / Incognito browser session.

Two pilot rounds have already been completed, and JASANZ is now moving into the broader CAB rollout.

Migration timeline:

• Migration starts on 13 March 2026.

• From this point, the legacy CAB site will be treated as read-only status.

• Hard cutover at close of business (COB) on 17 March 2026, with the new CAB site becoming the system of record.

📣 Notification:
Each CAB will receive direct communication ahead of any change affecting them, including:

• Timing

• New site link

• Support information

No action is required until your CAB is contacted directly.

Documents uploaded before the read-only status on the 13th March will be included in the migration and will appear in the corresponding document libraries in SharePoint Online, preserving their folder structure where possible.

Documents uploaded after the legacy site is set to read-only status on the 13 March 2026 will not be carried across and will need to be re‑uploaded to the new site.

✅ Best practice: Once your new site is live, use it as the single source of truth for all new or updated documents.

Access to each CAB SharePoint Online site is managed by JASANZ and aligned with the contacts and roles recorded for your CAB.

If you need to confirm who currently has access:

• Contact your primary contact or JASANZ IT Support, who can provide an up‑to‑date list of users and their access level.

ℹ️ Note: Access changes are centrally managed to ensure consistency and security across all CAB sites.

By default, updating an Assessment Result in SharePoint Online does not automatically email all users listed in the assessment.

Any email notifications will depend on:

• Whether JASANZ has configured specific workflow rules, or

• Whether your CAB has set up additional alerts or subscriptions.

📌 If you need notifications: Raise this via your usual JASANZ support channel so appropriate workflows or alerts can be considered.

In SharePoint Online, the recommended approach is:

• Open the document directly from Working Documents in Word Online or the Word desktop app.

• Use Track Changes and Comments to provide feedback.

• Save the document – changes are automatically versioned in SharePoint Online.

You generally do not need to use “Check out / Check in” unless JASANZ has specifically required it for that library.

📄 If “Check out” is required: Those instructions will be provided with the draft report or in your CAB guidance.

Yes. SharePoint Online can store and open older Microsoft Office file formats (e.g. .doc, .xls, .ppt). However:

• For the best compatibility and collaboration features (co‑authoring, comments, versioning), JASANZ recommends using the modern Office formats (.docx, .xlsx, .pptx).

• When you open an older document, you may be prompted to convert it to a newer format.

✅ Recommendation: Where practical, save frequently used older documents into the modern formats as you update them.

Both file types are supported. As a general guideline:

• Use Word (or other editable formats) when:

  • The document is a working draft or requires collaboration, comments, or track changes.

• Use PDF when:

  • The document is finalised, published, or must remain unchanged.

📌 If in doubt: Follow any document-type specific guidance (e.g. assessment reports, certificates) provided in your CAB documentation or templates.

In most cases, CABs can create additional folders within Working Documents to organise their content, provided they follow any structure or naming conventions supplied by JASANZ.

To avoid issues during support and assessments:

• Do not rename or delete any standard JASANZ‑provided folders.

• Use clear, descriptive folder names for any CAB‑specific structure you add.

❓ Not sure if a change is OK? Please confirm with your CAB primary contact before making major structural changes.

• Wait for the direct communication with your new site link and timing.

• Plan to update bookmarks once your new site is live.

• If access issues occur on day one, follow the sign-out / Incognito steps above.

🧭 Key takeaway:

For assistance during rollout and hypercare, raise a request via your usual JASANZ support channel or coordinate through your CAB primary contact.

📧 Escalation contact: mailto:help@jasanz.org