Differences

This shows you the differences between two versions of the page.

--- software:squirrel:stub_files [2025/02/02 14:09] – support@smikar.com
+++ software:squirrel:stub_files [2026/01/11 10:29] (current) – support@smikar.com
@@ Line 1: / Line 1: @@
-**Stub Files Overview**
+===== 🧾 Stub Files Overview =====
-In the Squirrel system, Stub Files are lightweight references to archived data that remain in SharePoint after a file is archived. These files act as placeholders, allowing users to interact with the file through SharePoint, OneDrive or Microsoft Teams as if it were still located locally, while the actual file data is moved to a more cost-effective storage solution.
+In the [[https://www.smikar.com/squirrel/|Squirrel]] system, **Stub Files** are lightweight placeholders left in SharePoint after a file has been archived. These files look and feel like the original file to end users, but the actual file data is stored securely in Azure Blob Storage.
-**How Stub Files Work:**
+Stub files allow users to continue working within SharePoint, OneDrive, or Microsoft Teams as though the file is still present, maintaining a seamless experience while significantly reducing storage usage.
-When a file is archived in SharePoint using Squirrel, the actual content is moved to the archive storage. However, instead of leaving an empty space in SharePoint or deleting the file, Squirrel creates a stub file. This file appears to the user just like the original file but is much smaller in size, containing only enough information to act as a pointer to the archived data.
+----
-The stub file allows SharePoint users to continue accessing and interacting with the file through normal SharePoint interfaces. When a user clicks on a stub file, Squirrel retrieves the original file from the archive storage and restores it to its previous location in SharePoint.
+==== ⚙️ How Stub Files Work ====
-**Benefits of Stub Files:**
+When a file is archived using Squirrel:
-  * **Reduced Storage Usage:** Since the actual file data is moved to archival storage, stub files are significantly smaller, helping reduce the storage footprint in SharePoint.
+. The original file is moved from SharePoint to Azure Blob storage.
-  * **User Transparency:** Users can continue to interact with stub files as if they are still full files, without needing to know that the file has been archived. When needed, the full file can be restored quickly.
+. A **stub file** is left behind in its place within the SharePoint document library.
-  * **Cost Efficiency:** Stub files allow organizations to free up SharePoint storage by moving less frequently accessed data to more cost-effective storage options, while still maintaining the user experience.
+. This stub retains the original filename, extension, and metadata — but is only a few kilobytes in size.
+. When the stub is clicked, the original file is retrieved (“rehydrated”) and restored to its original location.
+This approach allows organizations to save on storage while preserving usability for end users.
-| **Stub File Information** | {{:software:squirrel:stub_file.png?400}} |
+----
-| **Filename to Restore:** The file that needs to be restored is displayed at the top of the page. It shows the filename and extension, such as pptx_5MB_v2_11877.pptx. |
-| **SharePoint Site Information:** Below the filename, the SharePoint Site URL is provided, indicating where the file was originally located. This helps ensure the file is restored to the correct site. |
-| **Full File URL:** This section shows the complete path to the file in SharePoint. By clicking the full file URL, administrators can verify the file’s original location before proceeding with the restore action. |
-| **Site GUID:** The Site GUID is a unique identifier for the SharePoint site. This helps track the specific site to which the file belongs. |
-| **File GUID:** The File GUID is a unique identifier for the specific file. It ensures that the correct file is restored from the archive. |
-| **Restore Link:** A clickable link is provided at the bottom of the page. By right-clicking and selecting "Open link in new tab," administrators can initiate the restoration of the archived file to its original location. |
-| **Customisation:** The Stub File can be customised with customers colours and logos. |
+==== 📝 Administrative Guidance ====
+For predictable restore behaviour, SmiKar recommends:
+  * Avoid moving stubs immediately before restoring files.
+  * Allow sufficient time for SharePoint changes to be processed before initiating restores.
+  * Treat stub relocation as an organisational aid, not a guaranteed method of changing restore targets.
+  * Removing redundant stubs manually if restores are performed before movement processing completes.
+If your organisation requires defined operational controls around stub movement, contact SmiKar support for guidance on recommended handling practices.
+----
+==== 🌟 Benefits of Stub Files ====
+- **📉 Reduced Storage Usage**
+  Significantly lowers SharePoint storage consumption by offloading actual file content to low-cost Azure storage.
+- **👤 Transparent to End Users**
+  Users continue working as normal — stub files retain the name and format of the original, and rehydration is just a click away.
+- **💰 Cost Efficiency**
+  Optimize Microsoft 365 storage without compromising accessibility or user experience.
+----
+| **Example Stub File UI** | {{:software:squirrel:squirrel_stubv2.png?400}} |
+The stub file interface provides administrators with all the metadata needed to restore files manually if required:
+- **📄 Filename to Restore**
+  Displays the full filename and extension (e.g., `pptx_5MB_v2_11877.pptx`)
+- **🌐 SharePoint Site Info**
+  Shows the URL of the original SharePoint site where the file was archived from.
+- **🔗 Full File URL**
+  A complete path to the file in SharePoint. Admins can use this to verify the original location before restoring.
+- **🔄 Restore Link**
+  A clickable link at the bottom of the stub. Right-click and choose **“Open link in new tab”** to trigger a manual restore.
+- **🎨 Customisation**
+  Stub files can be branded with your organization's **colors and logo**, providing a consistent user experience.
+----
+==== 📁 Stub File Movement and Location Behaviour ====
+Stub files are standard SharePoint files and can be moved, renamed, and organised by users like any other document. However, because Squirrel processes SharePoint changes asynchronously, stub movement tracking operates on a best-effort basis.
+Squirrel monitors SharePoint activity and processes changes such as file moves, renames, and modifications on a scheduled cycle. As a result, updates related to stub movement may take up to 24 hours to be detected and reflected within the Squirrel system.
+Key behaviours administrators should be aware of:
+  * Stub movements are tracked on a best-effort basis and are not guaranteed to be captured in all scenarios.
+  * Movement updates typically appear within 24 hours, depending on processing windows.
+  * If a stub is moved and immediately restored before processing completes, the file will restore to its original archived location.
+  * In this scenario, the moved stub will remain in the new location and may require manual deletion.
+----
+==== 🌐 Moving Stubs Between Sites ====
+If a stub file is moved to a different SharePoint site, Squirrel will attempt to detect this and retarget the stub so that future restores occur in the new location.
+Because this relies on SharePoint change processing and site-level behaviours:
+  * Cross-site stub movement is tracked on a best-effort basis.
+  * Successful retargeting is not guaranteed.
+  * In some cases, restored files may return to their original site and path rather than the new stub location.
+For environments where strict restore-location control is required, it is recommended that stub files are not moved between sites.
+----
+==== 👩‍💻 End User Restore Experience ====
+Squirrel makes it easy for end users to restore archived files:
+- Stub files behave like normal files within SharePoint, OneDrive, and Teams.
+- When clicked, the file is automatically restored to its original location.
+- A real-time **progress bar** shows the status of the rehydration process.
+- All file versions and metadata are retained during the restore.
+> ✅ Files restored through stub files are seamless — no admin involvement is required.
+Want to see it in action?
+👉 [[https://www.smikar.com/squirrel-data-rehydration/|View the End User Restore Process]]
+----
+Need help customizing your stub file layout or troubleshooting rehydration issues? Contact [support@smikar.com](mailto:support@smikar.com).