In the Squirrel system, Stub Files are lightweight placeholders left in SharePoint after a file has been archived.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.

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 using Squirrel:

1. The original file is moved from SharePoint to Azure Blob storage. 2. A stub file is left behind in its place within the SharePoint document library. 3. This stub retains the original filename, extension, and metadata — but is only a few kilobytes in size. 4. 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.

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.

- 📉 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

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 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.

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.

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? 👉 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).