Case Study 4

Professional IT Office Relocation & Server Infrastructure Migration in Hong Kong

Background:

When businesses relocate to a new office, moving IT infrastructure is often one of the most critical and high-risk tasks. Servers, firewalls, switches, storage devices, and network equipment must be disconnected, transported, and recommissioned correctly to avoid unnecessary business disruption.

Topone specializes in professional IT office relocation services, helping clients migrate their server room and network infrastructure safely while minimizing system downtime and ensuring business continuity.

Challenges:

The client was relocating to a new office and required a carefully planned IT migration that could:

• Minimize disruption to daily business operations.
• Safely relocate mission-critical servers and network equipment.
• Ensure all network services were restored quickly at the new office.
• Reduce the risks of equipment damage during transportation.
• Complete the migration within a limited project schedule.

While workstation relocation was optional, the client’s primary concern was the safe migration of the server room and network infrastructure.

Solution:

Before the relocation, our engineers conducted a detailed assessment of the existing IT environment and prepared a structured migration plan.

The project included:

• Comprehensive documentation and labelling of all power cables, network cables, fibre connections, and equipment ports before dismantling.
• Careful shutdown and removal of servers, firewalls, switches, NAS storage, UPS units, and other rack-mounted equipment.
• Individual packing and labelling of network and power cables to simplify reinstallation.
• Professional packaging of fragile IT equipment to reduce transportation risks.
• Coordination with either the client’s appointed relocation company or Topone’s professional IT relocation partner.
• Transportation of server equipment using dedicated equipment trolleys and protective packing designed specifically for sensitive IT infrastructure.
• Reinstallation of servers and network equipment into the new server rack according to the original network design.
• Reconnection of Internet services, firewall, switches, wireless network, storage devices, and business servers.
• Comprehensive testing to verify network connectivity, server availability, Internet access, shared resources, and critical business applications before users returned to work.

For desktop computers, many clients preferred to pack and transport their own workstations. Once employees arrived at the new office, they simply connected their PCs to the preconfigured network infrastructure and resumed normal operations.

Results:

The client’s IT infrastructure was successfully relocated and restored within the planned migration window. By prioritizing the server room and core network infrastructure, Internet connectivity, file servers, and business systems were available immediately after the office relocation, allowing employees to return to work with minimal interruption.

Business Benefits:

• Well-planned server and network infrastructure migration with minimal business downtime.
• Safe transportation of critical IT equipment using professional handling procedures.
• Faster restoration of Internet, servers, and business applications after relocation.
• Reduced risk of equipment damage through proper packaging and transportation.
• Simplified workstation setup for employees at the new office.
• Professional project management and coordination with relocation contractors.
• A structured and scalable IT environment ready to support future business growth.

Case Study 6

Enterprise Video Conferencing Solution in Hong Kong

Background:

As hybrid working and remote collaboration became increasingly important, many businesses required reliable and easy-to-use meeting room solutions that could support Microsoft Teams and Zoom across multiple office locations. Existing meeting rooms often suffered from inconsistent equipment, unstable network performance, poor audio quality, and frequent video call interruptions, leading to reduced productivity and inefficient collaboration.

Topone designed and deployed standardized enterprise video conferencing solutions that provide a consistent meeting experience while simplifying future expansion and ongoing management.

Challenges:

The client required a video conferencing solution that could:

• Deliver high-quality Microsoft Teams and Zoom meetings across multiple offices.
• Eliminate video freezing, poor audio quality, and dropped calls caused by network limitations.
• Standardize meeting room equipment for easier user adoption and IT support.
• Support both dedicated meeting room systems and Bring Your Own Device (BYOD) scenarios.
• Provide a scalable design suitable for future office expansion.

Solution:

Topone designed and implemented a complete enterprise video conferencing solution covering meeting room hardware, network optimisation, and standardized room design.

End-to-End Video Conferencing Deployment

Our engineers supplied and configured enterprise-grade meeting room equipment, including:

• Logitech video conferencing systems.
• MAXHUB interactive displays.
• Microsoft Teams Rooms and Zoom Rooms native meeting environments.

Each meeting room was professionally configured, tested, and optimised to provide a simple one-touch meeting experience.

Network & Firewall Optimisation

To ensure stable real-time communication, our engineers optimised the client’s network infrastructure by:

• Configuring firewall policies to allow Microsoft Teams and Zoom media traffic.
• Prioritising voice and video traffic using Quality of Service (QoS).
• Reducing latency, packet loss, and network jitter that commonly affect online meetings.

Standardised Meeting Room Design

To simplify deployment and future expansion, Topone developed three standard meeting room configurations based on room size and business requirements.

Tier 1 – Small Meeting Rooms (Huddle Spaces)

Designed for small collaboration spaces using Logitech Rally Bar Huddle, Logitech Tap Controller, Microsoft Teams Rooms, and Biamp USB switching to support both dedicated room meetings and BYOD connectivity.

Tier 2 – Medium Meeting Rooms

Designed around Logitech Rally Bar Mini with Logitech Tap Controller, Microsoft Teams Rooms, Rally Mic Pod, and Biamp USB switching to provide improved audio coverage and seamless user experience.

Tier 3 – Large Meeting Rooms

Designed using Logitech Rally Bar, Logitech Tap Controller, Microsoft Teams Rooms, dual Rally Mic Pods, and Biamp USB switching to deliver enterprise-grade audio and video coverage for larger conference rooms.

Results:

The client successfully deployed a standardized enterprise video conferencing environment across multiple office locations. Employees can now start Microsoft Teams and Zoom meetings with a single touch while enjoying consistent high-definition audio and video quality. The standardized design also simplifies future room deployments and ongoing technical support.

Business Benefits:

• High-quality Microsoft Teams and Zoom meeting experience across all offices.
• Standardized meeting room design for simplified deployment and support.
• One-touch meeting experience with minimal user training.
• Improved audio and video quality through network and firewall optimisation.
• Flexible support for both dedicated meeting rooms and BYOD scenarios.
• Reduced meeting interruptions caused by network latency and firewall restrictions.
• Scalable meeting room standards for future office expansion.
• Enhanced collaboration between local and overseas teams through reliable video conferencing technology.

Case Study 8

Digital Transformation – OCR Document Scanning & EDMS Solution in Hong Kong

Context & Challenges:

A large traditional enterprise in Hong Kong had accumulated a significant volume of engineering drawings, floor plans, technical designs, and historical documents over many years. Most of these documents were stored in physical files and cabinets, occupying valuable office space and making document retrieval time-consuming.

The client wanted to relocate the physical archives to an offsite storage facility while ensuring employees could quickly access and search historical documents whenever needed.

Challenge:

• Manage and digitize a large volume of historical engineering documents and drawings.
• Reduce the need for physical document storage within the office.
• Enable employees to quickly search and retrieve archived documents.
• Preserve historical records in high quality for long-term retention.
• Improve accessibility for staff working in different locations and on mobile devices.

Solution:

Topone implemented a comprehensive OCR Document Scanning and Electronic Document Management System (EDMS) solution to support the client’s digital transformation initiative.

Project Implementation:

1. Conducted a document assessment and developed a structured digitization plan.
2. Scanned a large volume of historical engineering drawings, floor plans, and design documents in high resolution to ensure image clarity and long-term preservation.
3. Applied Optical Character Recognition (OCR) technology to convert scanned documents into searchable digital files.
4. Indexed documents with metadata and OCR text to facilitate rapid search and retrieval.
5. Imported all digitized documents into the Electronic Document Management System (EDMS).
6. Configured role-based access permissions to ensure document security and controlled access.
7. Enabled users to securely access and search documents from desktop computers and mobile devices, including iPads.

Result:

The digital transformation project was completed successfully, enabling the client to modernize its document management process.

• Successfully digitized and indexed a large archive of historical documents.
• Preserved engineering drawings and floor plans in high-resolution digital format.
• Eliminated the need to frequently access physical archives.
• Enabled users to search and retrieve documents instantly by entering keywords.
• Improved document accessibility from both office and remote locations.

Impact & Benefits:

• Reduced physical storage requirements and office space usage.
• Enhanced operational efficiency by significantly reducing document retrieval time.
• Improved document security and access control.
• Preserved valuable historical engineering records for long-term retention.
• Enabled staff to access documents anytime and anywhere through the EDMS platform.
• Accelerated digital transformation and improved overall business productivity.

By implementing Topone’s OCR Document Scanning and EDMS solution, the client successfully transformed decades of paper-based records into a secure, searchable, and easily accessible digital archive.

Case Study 10

Microsoft 365 Migration & Modern Workplace Solution in Hong Kong

Background:

Many businesses are moving away from traditional on-premises servers to embrace a modern cloud-based workplace. The client wanted to eliminate the need to maintain Exchange servers and file servers in the office while enabling employees to work securely from anywhere.

To support remote and hybrid working, the client decided to migrate its existing IT environment to Microsoft 365, providing secure email, file sharing, collaboration, and device management through a single cloud platform.

Challenges:

The client required a migration solution that could:

• Migrate on-premises Microsoft Exchange Server 2013/2016 mailboxes to Microsoft 365 with minimal disruption.
• Move company shared folders to SharePoint Online and OneDrive.
• Preserve all emails and business files throughout the migration process.
• Enable secure remote working without relying on office servers.
• Improve Microsoft 365 security with Multi-Factor Authentication (MFA) and advanced email protection.
• Standardize company computers and mobile devices using Microsoft Intune and Windows Autopilot.
• Provide ongoing Microsoft 365 administration and technical support after migration.

Solution:

Topone planned and executed a complete Microsoft 365 Modern Workplace migration, helping the client transition from an on-premises infrastructure to a secure cloud environment with virtually no business interruption.

Exchange Online Migration

Our engineers migrated Microsoft Exchange Server 2013, 2016, 2019 mailboxes to Exchange Online using MigrationWiz.

To minimise downtime, the migration was performed in two phases:

• Initial Migration – Approximately 95% of mailbox data was migrated while users continued using their existing email system.
• Final Cutover Migration – After updating the company’s DNS MX records to Microsoft 365, a final synchronization migrated newly received emails, ensuring no messages were lost during the transition.

This phased migration approach enabled users to continue working normally throughout the project while ensuring a smooth and reliable email migration.

SharePoint Online & OneDrive Migration

Company shared folders were migrated from the office file server to Microsoft SharePoint Online.

Using tools such as FreeFileSync and FastCopy, TopOne performed staged file migrations by:

• Copying approximately 95–98% of data during the initial migration.
• Performing a final differential synchronization immediately before cutover to capture newly created or modified files.

After migration, users accessed company files securely through OneDrive and SharePoint Online simply by signing in with their Microsoft 365 accounts, eliminating the need for traditional file servers and VPN access for everyday file sharing.

Microsoft Teams Collaboration

Microsoft Teams was deployed as the company’s central collaboration platform for:

• Team chat
• Online meetings
• Video conferencing
• Secure document sharing

This improved communication between office-based and remote employees while reducing dependence on third-party collaboration tools.

Microsoft 365 Security Enhancement

To strengthen cybersecurity, Topone implemented:

• Multi-Factor Authentication (MFA) for all Microsoft 365 users.
• Microsoft Defender for Office 365 (where licensed), including Safe Links and Safe Attachments to protect against phishing attacks and malicious email attachments.
• Security best practices for Microsoft 365 administration and user access.

Modern Device Management

For clients adopting Microsoft Intune and Microsoft Entra ID, Topone implemented a modern endpoint management solution that included:

• Windows Autopilot deployment for standardized PC provisioning.
• Automatic device enrollment into Microsoft Intune.
• Microsoft Entra ID device management.
• Standardized security policies and application deployment.
• Remote device wipe capability to protect company data if a laptop or mobile device was lost or stolen.
• Microsoft Intune enrollment and management for both Windows computers and company mobile devices.

Ongoing Managed Microsoft 365 Support

Following the migration, Topone continued to provide fully managed Microsoft 365 support, including tenant administration, user management, licensing, security monitoring, troubleshooting, and ongoing technical assistance to ensure the client’s cloud environment remained secure, reliable, and up to date.

Result:

The client successfully transformed its traditional server-based environment into a secure Microsoft 365 Modern Workplace without disrupting daily operations. Employees can now securely access email, files, and collaboration tools from anywhere while benefiting from enhanced security, simplified IT management, and improved business flexibility.

Business Benefits:

• Successful migration from Exchange Server 2013/2016 to Microsoft 365 with virtually zero business downtime.
• Secure cloud-based email with no loss of mailbox data during migration.
• Centralized file storage using SharePoint Online and OneDrive.
• Improved collaboration through Microsoft Teams.
• Enhanced Microsoft 365 security with Multi-Factor Authentication and Microsoft Defender for Office 365.
• Modern endpoint management using Microsoft Intune, Windows Autopilot, and Microsoft Entra ID.
• Secure remote access to business resources without maintaining on-premises email or file servers.
• Ongoing managed Microsoft 365 administration and technical support provided by Topone.

Case Study 12

Fully Managed IT Support Services for a Growing SME in Hong Kong

Background:

A growing professional services company with approximately 50 employees required a reliable IT partner to manage its entire IT environment. The company had no dedicated in-house IT department and wanted a single provider to deliver responsive technical support, proactive maintenance, cybersecurity management, cloud administration, backup monitoring, and strategic IT advice.

Rather than engaging multiple vendors, the client selected Topone to provide a fully managed IT support service that ensured stable daily operations while allowing employees to focus on their core business.

Challenges:

The client required an IT support partner that could:

• Provide unlimited day-to-day technical support for users.
• Resolve issues quickly with minimal disruption to business operations.
• Maintain servers, network infrastructure, Microsoft 365, and storage systems.
• Improve cybersecurity and reduce operational risks.
• Deliver proactive monitoring instead of only reacting to problems.
• Support new employee onboarding and account management.
• Coordinate with third-party software and Internet service providers when technical issues arose.
• Provide long-term IT planning while maintaining predictable monthly support costs.

Solution:

Topone implemented a comprehensive managed IT support service covering the client’s complete IT infrastructure.

Managed IT Onboarding

During the onboarding phase, our engineers established a complete understanding of the client’s IT environment by:

• Installing secure remote support software on servers and workstations to enable fast remote assistance.
• Verifying administrative access to firewalls, Windows servers, NAS storage, Microsoft 365, domain registrars, DNS services, and other critical platforms.
• Discovering and documenting network infrastructure, including firewalls, switches, wireless access points, servers, printers, and Internet services.
• Creating detailed technical documentation to support faster troubleshooting and ongoing maintenance.

This documentation enables our engineers to respond more efficiently whenever support is required.

Unlimited Remote & Onsite IT Support

Topone provides unlimited technical support through telephone, email, ticketing system, and secure remote assistance.

Our remote-first support approach allows engineers to resolve the majority of user issues immediately without waiting for an onsite visit.

Typical issues resolved remotely include:

• Microsoft Office and software issues.
• Shared folder and network drive access.
• Printing and scanning problems.
• Microsoft 365 support.
• User account administration.
• General Windows troubleshooting.

For hardware-related issues that require physical intervention, onsite engineers are arranged promptly.

Critical incidents such as server failures, Internet outages, or firewall failures receive immediate remote investigation, followed by onsite support in accordance with our Service Level Agreement (SLA).

Network Infrastructure Management

Our engineers manage the client’s network environment, including:

• FortiGate / Cisco / Sonicwall firewalls.
• Managed switches.
• Wireless access points.
• Network security policies.
• Firmware maintenance.
• Performance optimisation.

Where required, Cloudflare security services can also be implemented to provide web filtering and additional threat protection.

Server & Cloud Administration

Topone manages both on-premises and cloud infrastructure, including:

• Windows Server administration.
• NAS storage management.
• Microsoft 365 administration.
• Google Workspace administration.
• User permissions and access control.
• Identity and collaboration management.

Backup & Business Continuity

To protect business-critical information, Topone implemented enterprise backup solutions using Veeam Backup & Replication.

Our managed backup service includes:

• Daily backup monitoring.
• Verification of backup job status.
• Monthly restore testing to confirm backup integrity.
• Optional offline backup services for additional protection.
• Optional disaster recovery replication to a secure datacenter with defined recovery objectives and failover planning.

Proactive Monitoring & Security

Rather than waiting for failures to occur, Topone offers proactive monitoring services using enterprise monitoring platforms.

Optional services include:

• Real-time monitoring of servers and network infrastructure.
• Early warning alerts for hardware or service failures.
• Vulnerability scanning to identify security weaknesses before they become business risks.
• Microsoft Defender for Office 365, providing Safe Attachments and Safe Links protection against phishing attacks, malicious links, and zero-day malware.

User Lifecycle Management

Topone also supports the client’s daily business operations by managing employee onboarding and offboarding, including:

• User account creation and removal.
• Standardised workstation deployment.
• Microsoft 365 licensing.
• Device provisioning.
• Security policy enforcement.

Result:

The client successfully transitioned from reactive IT support to a fully managed IT environment. Employees now receive fast technical assistance through unlimited remote and onsite support, while proactive monitoring, regular maintenance, and continuous security improvements significantly reduce operational risks.

By outsourcing IT management to Topone, the client can focus on growing the business while relying on an experienced engineering team to maintain a secure, stable, and efficient IT environment.

Business Benefits:

• Unlimited remote and onsite IT support delivered by experienced engineers.
• Faster issue resolution through remote-first support and comprehensive IT documentation.
• Stable and secure management of servers, firewalls, Microsoft 365, and network infrastructure.
• Proactive monitoring that identifies issues before they affect business operations.
• Managed backup services with ongoing monitoring and restore verification.
• Improved cybersecurity through vulnerability management and Microsoft 365 protection.
• Simplified onboarding and offboarding with standardised user and device provisioning.
• A predictable monthly managed IT service that provides long-term operational stability and supports future business growth.

Case Study 14

Proactive IT Monitoring & Backup Assurance Services in Hong Kong

Background:

Many businesses only become aware of IT problems after users report system failures or discover that backups have failed when data needs to be restored. Without continuous monitoring and regular health checks, small issues can develop into major outages, resulting in downtime, data loss, and reduced productivity.

To reduce these risks, a client engaged Topone to provide proactive IT monitoring and backup assurance services, ensuring critical systems remained healthy, backups completed successfully, and potential issues were identified before they affected daily operations.

Challenges:

The client required a managed monitoring solution that could:

• Detect server and network issues before they disrupted business operations.
• Ensure daily backups completed successfully and could be restored when required.
• Monitor storage capacity and system health proactively.
• Keep servers and infrastructure updated through regular maintenance.
• Provide ongoing health checks to maintain a stable and secure IT environment.

Solution:

Topone implemented a proactive monitoring and maintenance service that continuously oversees the client’s IT infrastructure rather than waiting for users to report problems.

Infrastructure Monitoring

Our engineers monitor the health and availability of servers, network devices, storage systems, and business-critical services through centralized monitoring platforms.

When abnormal conditions or potential failures are detected, alerts are generated for investigation, allowing our engineers to identify and resolve many issues before they impact users.

Backup Assurance

A successful backup job does not automatically guarantee that business data can be restored when needed. Topone therefore provides continuous backup assurance rather than simply monitoring backup software.

Every scheduled backup generates status notifications that are automatically recorded and reviewed. Daily backup results are tracked, including successful, failed, and warning jobs, enabling our engineers to quickly identify missing backups or recurring issues.

Any failed or warning backup jobs are investigated as part of our daily operational routine to restore backup protection as quickly as possible.

To further verify backup reliability, Topone performs scheduled restore testing to confirm that backup restore points remain usable and that business files can be successfully recovered when required.

Patch Management & Preventive Maintenance

Regular maintenance helps reduce operational risks and improves long-term system stability.

Topone performs ongoing maintenance activities, including operating system updates, infrastructure reviews, and preventive maintenance to keep servers and business systems operating securely and efficiently.

Monthly Health Checks

Each month, our engineers perform a comprehensive review of the client’s IT environment.

The health check includes reviewing monitoring dashboards, examining firewall health and security events, identifying abnormal system behaviour, checking storage capacity, and confirming that backup protection continues to operate as expected.

Recommendations are provided whenever improvements can further strengthen security, performance, or system reliability.

Result:

By implementing proactive monitoring and backup assurance, the client moved from a reactive support model to a preventive maintenance approach. Potential issues are now identified much earlier, backup failures are detected before they become critical, and regular health reviews help maintain a stable, secure, and reliable IT environment.

Instead of discovering problems after business operations are affected, the client benefits from continuous oversight that reduces downtime and improves overall system reliability.

Business Benefits:

• Early detection of infrastructure issues before users experience service disruption.
• Continuous monitoring of servers, network devices, and storage systems.
• Daily verification of backup status with prompt investigation of failed or warning backup jobs.
• Regular restore testing to ensure backup data can be successfully recovered.
• Improved business continuity through reliable backup assurance and preventive maintenance.
• Monthly IT health checks with recommendations to improve security, performance, and system stability.
• Reduced business downtime through proactive monitoring and early issue resolution.
• Greater confidence that critical business systems and data remain protected under Topone’s managed IT support services.

Case Study 16

Cloudflare SASE Deployment for Secure Hybrid Workplace in Hong Kong

Background:

A professional services company with approximately 80 employees had adopted Microsoft 365 as its primary productivity platform. Employees used Exchange Online for email, SharePoint Online and OneDrive for Business for document collaboration, while a local NAS remained in the office to store operational files that had not yet migrated to the cloud.

The company was also developing a new AI-powered ERP system hosted by a third-party provider. Due to the provider’s security policy, access to the ERP system was restricted to approved public IP addresses located in the United States.

The client required a secure networking solution that could provide employees with seamless access to Microsoft 365, the office NAS, and the new ERP platform, regardless of whether they were working from the office, home, or travelling.

Challenges:

The client required a solution that could:

• Provide secure remote access to both cloud and on-premises resources.
• Deliver a fixed and trusted public IP address for accessing the AI-powered ERP platform.
• Connect Microsoft 365, SharePoint Online, OneDrive, and the office NAS into a unified user experience.
• Eliminate the complexity of traditional VPN connections.
• Improve network security for users working from any location.
• Support future cloud adoption and business expansion.

Solution:

Topone designed and implemented a Cloudflare Secure Access Service Edge (SASE) solution that unified the client’s cloud services, on-premises resources, and external business applications into a single secure access platform.

Cloudflare SASE Deployment

Cloudflare Zero Trust was deployed to provide secure identity-based access for all employees.

Instead of relying on traditional VPN technology, user devices connected securely through the Cloudflare WARP client, allowing encrypted access to authorised business resources from any location.

Static Egress IP Addresses

To satisfy the ERP provider’s geographic access requirements, Topone configured two dedicated Cloudflare egress IP addresses.

These fixed public IP addresses provided:

• Consistent outbound connectivity.
• High availability through redundant egress paths.
• Compliance with the ERP provider’s approved source IP requirements.
• Secure access to the AI-powered ERP platform without exposing the company’s office Internet connection.

Unified Access to Business Resources

Topone integrated multiple business platforms into a single secure environment, allowing employees to access:

• Microsoft Exchange Online.
• Microsoft SharePoint Online.
• OneDrive for Business.
• Office NAS file storage.
• AI-powered ERP system.

Users experienced a consistent authentication process without needing separate VPN connections for different systems.

Secure Remote Workforce

Cloudflare WARP was installed on employee laptops, providing secure connectivity whether users worked:

• In the office.
• From home.
• At customer sites.
• While travelling overseas.

All traffic was encrypted and protected by Cloudflare’s global security network before reaching business applications.

Centralised Security Policies

Access policies were centrally managed, enabling administrators to control user permissions, application access, and security settings from a single management platform.

This simplified administration while improving visibility into user access and network activity.

Result:

The client successfully transformed its hybrid working environment by replacing fragmented remote access methods with a modern Cloudflare SASE architecture.

Employees could securely access Microsoft 365, the office NAS, and the new AI-powered ERP platform through a single secure connection, regardless of their location.

The deployment also satisfied the ERP provider’s requirement for approved United States source IP addresses while improving overall network security and simplifying remote access management.

Business Benefits:

• Secure hybrid workplace supporting office, home, and mobile users.
• Unified access to Microsoft 365, SharePoint Online, OneDrive, office NAS, and the AI-powered ERP platform.
• Stable dedicated Cloudflare egress IP addresses for third-party application access.
• Secure encrypted connectivity using Cloudflare WARP without traditional VPN complexity.
• Improved cybersecurity through Zero Trust access policies and identity-based authentication.
• Simplified IT administration with centralised access management.
• Flexible and scalable SASE architecture that supports future cloud services and business growth.
• Ongoing monitoring, administration, and technical support provided by Topone to ensure long-term security and operational stability.

Case Study 18

Microsoft Intune & Windows Autopilot Deployment in Hong Kong

Background:

A growing enterprise with approximately 100 employees planned to replace its existing computers with new Windows 11 laptops as part of its digital transformation initiative. The company wanted every device to be configured with the same security policies, business applications, and Microsoft 365 settings while eliminating the traditional manual setup process.

As the organization adopted a cloud-first IT strategy, it required a modern device management solution that would simplify deployment, strengthen endpoint security, and enable employees to work securely from the office, home, or remote locations.

Challenges:

The client required a solution that could:

• Deploy 100 new Windows 11 laptops quickly and consistently.
• Eliminate manual PC imaging and configuration.
• Ensure every device complied with the company’s security policies.
• Automatically deploy Microsoft 365 and business applications.
• Encrypt company data to reduce the risk of data loss.
• Support employees working remotely without requiring IT engineers to configure every computer onsite.
• Simplify future employee onboarding and device replacement.

Solution:

Topone implemented a modern cloud-based endpoint management solution using Microsoft Intune, Windows Autopilot, and Microsoft Entra ID.

Windows Autopilot Deployment

Instead of manually installing and configuring every laptop, Topone registered all new devices with Windows Autopilot before deployment.

Each employee simply connected the new laptop to the Internet and signed in using their Microsoft 365 account. Windows Autopilot automatically configured the device according to the company’s deployment profile without requiring hands-on assistance from an engineer.

This significantly reduced deployment time while ensuring every computer was configured consistently.

Microsoft Intune Device Management

Microsoft Intune was deployed to centrally manage all company laptops from a single cloud management platform.

TopOne configured device policies covering:

• Security configuration.
• Device compliance.
• Windows Update management.
• Application deployment.
• Device inventory.
• Endpoint management.

This allows IT administrators to manage company devices remotely throughout their entire lifecycle.

Microsoft Entra ID Join

All laptops were joined directly to Microsoft Entra ID, allowing users to authenticate securely using their Microsoft 365 identities without relying on traditional on-premises Active Directory infrastructure.

This cloud-native approach supports flexible working while simplifying identity management and reducing infrastructure requirements.

BitLocker Drive Encryption

To protect sensitive company information, BitLocker drive encryption was enabled across all Windows 11 laptops.

If a laptop is lost or stolen, business data remains encrypted and protected against unauthorized access, helping reduce the risk of data breaches.

Microsoft OneDrive Integration

OneDrive for Business was automatically configured during device deployment.

Users’ Desktop, Documents, and Pictures folders were synchronized to Microsoft 365, providing:

• Automatic file backup.
• Secure cloud storage.
• Seamless file access across multiple devices.
• Simplified device replacement with minimal data migration.

Automated Application Deployment

TopOne configured Microsoft Intune to automatically install approved business applications during device provisioning.

Examples included:

• Microsoft 365 Apps.
• Microsoft Teams.
• Remote support software – Teamviewer.
• PDF software.
• Approved line-of-business applications.

This ensured every employee received a consistent working environment without requiring manual software installation.

Security Baseline & Compliance

Topone implemented Microsoft’s recommended security baselines to strengthen endpoint protection.

The deployment included:

• BitLocker enforcement.
• Windows security policies.
• Microsoft Defender configuration.
• Password and authentication policies.
• Device compliance policies.
• Operating system update management.

These security controls helped ensure every device complied with the organization’s cybersecurity requirements from the first day of use.

Remote Device Deployment

Because the entire deployment process was cloud-based, laptops could be delivered directly to employees regardless of their location.

Whether users worked in the office, from home, or at remote branch offices, they could complete device setup independently by signing in with their Microsoft 365 account, while Topone remotely monitored deployment progress and provided assistance when required.

Result:

The client successfully deployed 100 Windows 11 laptops with a standardized configuration and consistent security policies. Employees were able to begin working immediately after signing in, while the IT team significantly reduced the time and effort required for device deployment.

The cloud-based management platform also simplified future device administration, software deployment, security policy enforcement, and employee onboarding.

Business Benefits:

• Rapid deployment of 100 Windows 11 laptops using Windows Autopilot.
• Standardized device configuration across the organization.
• Centralized endpoint management through Microsoft Intune.
• Secure cloud authentication using Microsoft Entra ID.
• Full disk encryption with BitLocker to protect business data.
• Automatic OneDrive synchronization for user data protection and simplified device replacement.
• Consistent deployment of Microsoft 365 and approved business applications.
• Remote device provisioning without requiring engineers to configure every laptop onsite.
• Faster employee onboarding and simplified future hardware refresh projects.
• Ongoing endpoint management, security policy administration, and Microsoft 365 support provided by TopOne’s Managed IT Support services.

Key Takeaway:

Modern endpoint deployment is no longer about manually imaging computers one by one. By combining Windows Autopilot, Microsoft Intune, Microsoft Entra ID, and Microsoft 365, Topone enables businesses to deploy secure, standardized devices at scale while supporting today’s hybrid workforce. The result is faster onboarding, stronger security, simplified IT management, and a modern workplace ready for future growth.

Case Study 20

Multi-Site IT Infrastructure Standardization & Centralized Management in Hong Kong

Background:

As businesses grow and open additional offices, their IT infrastructure can become increasingly difficult to manage. Different offices may use different firewalls, switches, wireless access points, network configurations, PCs, and security policies.

A growing company with multiple offices engaged Topone to standardize its IT infrastructure and establish a consistent approach to network security, endpoint management, monitoring, documentation, and ongoing support.

The objective was not simply to replace IT equipment, but to create a standardized IT environment that could be managed efficiently across all locations.

Challenges:

The client needed to:

• Standardize network infrastructure across multiple offices.
• Improve consistency of firewall and Wi-Fi security policies.
• Reduce differences between branch office configurations.
• Improve visibility of servers and network devices.
• Establish consistent backup and security practices.
• Improve IT documentation.
• Make troubleshooting faster for remote support engineers.
• Simplify the deployment of future offices and users.
• Establish a reliable IT management process as the company continued to grow.

Solution:

Topone performed an IT infrastructure assessment and developed a standardization approach covering network infrastructure, endpoint devices, security, monitoring, backup, documentation, and ongoing support.

1. IT Infrastructure Assessment

Topone first reviewed the existing IT environment at each office.

Our engineers documented:

• Firewalls.
• Network switches.
• Wireless access points.
• Internet connections.
• Servers and NAS devices.
• Printers.
• User computers.
• IP addressing.
• VPN connections.
• Microsoft 365 services.
• Backup systems.
• Administrative access.

This assessment provided a clear picture of the client’s existing infrastructure and identified differences, outdated equipment, configuration risks, and areas requiring improvement.

2. Network Standardization

Topone established consistent network standards across the offices.

Depending on the client’s requirements, this included:

• Standardized firewall platforms and security policies.
• Consistent switch configuration.
• Standardized wireless access point deployment.
• Consistent IP addressing and network segmentation.
• Site-to-site VPN connectivity between offices.
• Secure remote administration.
• Standardized Internet and firewall security policies.

Rather than configuring each office independently, Topone developed repeatable configuration standards that could be applied to additional locations.

This reduced configuration differences and made troubleshooting significantly easier.

3. Endpoint Standardization

User computers were also standardized to improve security and simplify support.

The standard environment included:

• Consistent Windows configuration.
• Microsoft 365 configuration.
• Standard business applications.
• Endpoint security policies.
• Remote support capability.
• Standardized user onboarding procedures.

Where appropriate, Microsoft Intune and Windows Autopilot could also be introduced to automate future PC deployment and provide centralized endpoint management.

4. Centralized Monitoring

Topone implemented proactive monitoring to provide better visibility across the client’s IT infrastructure.

Monitoring could include:

• Server availability.
• Server resource usage.
• Network device availability.
• Firewall status.
• Storage capacity.
• Critical system alerts.
• Internet connectivity.

Using centralized monitoring, engineers can identify potential problems earlier instead of waiting for users to report an outage.

For clients requiring more advanced monitoring, TopOne can deploy Zabbix and Uptime Kuma to provide real-time dashboards and alerting.

5. Backup & Business Continuity Standardization

Backup procedures were reviewed across all locations to ensure critical systems followed a consistent protection strategy.

Topone’s managed backup approach includes:

• Daily backup monitoring.
• Investigation of failed or warning backup jobs.
• Regular restore testing.
• Backup storage health checking.
• Optional offline backup.
• Optional offsite replication to a secure datacenter.

This ensures that backup protection is not dependent on individual branch office practices.

6. IT Documentation

A major part of the standardization project was establishing consistent technical documentation.

Topone documented:

• Network diagrams.
• IP address information.
• Firewall information.
• Switch and Wi-Fi configurations.
• Server and NAS information.
• VPN connections.
• Internet services.
• Microsoft 365 administration information.
• Device inventory.
• Important vendor and service information.

This documentation allows any authorized Topone engineer to understand the client’s environment quickly when providing support.

It also reduces the risk of important IT knowledge being held by only one individual.

7. Ongoing Managed IT Support

After standardization, Topone continued managing the client’s IT environment through its Managed IT Support service.

Support included:

• Remote troubleshooting.
• Onsite support when required.
• Network management.
• Server administration.
• Microsoft 365 administration.
• Backup monitoring.
• User onboarding and offboarding.
• Security management.
• Vendor coordination.
• IT infrastructure maintenance.

Because the infrastructure followed standardized configurations and was fully documented, engineers could provide faster and more consistent support across all locations.

Result:

The client successfully transformed several independently managed office environments into a more consistent and centrally managed IT infrastructure.

Standardized network configurations, security policies, monitoring, backup procedures, and documentation reduced the complexity of supporting multiple locations.

The standardized approach also created a repeatable foundation for future office expansion.

When a new office is opened, Topone can apply the established infrastructure standards instead of designing an entirely different environment from scratch.

Business Benefits:

• Standardized IT infrastructure across multiple offices.
• Consistent firewall, switching, and Wi-Fi security policies.
• Faster troubleshooting through centralized monitoring and detailed documentation.
• Improved visibility of servers, network devices, and critical services.
• More consistent backup and disaster recovery practices.
• Reduced configuration errors and operational risks.
• Faster onboarding of new users and deployment of new offices.
• Easier expansion as the business grows.
• Improved cybersecurity through consistent security standards.
• Reduced dependence on individual IT knowledge.
• More efficient remote and onsite support through Topone’s Managed IT Support service.

Key Takeaway:

As a business grows, having multiple offices does not need to mean having multiple completely different IT environments.

Topone helps businesses establish standardized, documented, monitored, and centrally managed IT infrastructure across their locations. This creates a more secure and reliable environment while making IT support faster, easier, and more scalable as the organization continues to grow.

Case Study 22

Email Security & Anti-Spoofing with SPF, DKIM & DMARC in Hong Kong

Background:

Business email is one of the most common entry points for phishing, business email compromise (BEC), invoice fraud, and impersonation attacks.

A company may already run a secure Microsoft 365 or other business email platform, but attackers can still impersonate the company’s domain by sending messages that appear to come from a trusted company address. A client engaged Topone to strengthen its email domain security by implementing and properly configuring SPF, DKIM, and DMARC, reducing the risk of email spoofing and domain impersonation while ensuring legitimate business email continued to be delivered normally.

Challenges:

The client required an email authentication solution that could:

• Prevent unauthorized systems from sending email using the company’s domain.
• Reduce the risk of management and employee impersonation.
• Protect against fake invoice and payment-redirection scams.
• Improve protection against phishing emails appearing to originate from the company’s own domain.
• Identify legitimate third-party systems sending email on behalf of the company.
• Strengthen email security without accidentally blocking legitimate business messages.
• Establish a manageable long-term email authentication policy.

A key challenge was that the company did not send email only through its primary mail platform. Other services such as its website, CRM, accounting platform, and marketing systems also sent messages using the company’s domain. Enabling a strict DMARC policy without first identifying these legitimate sources could have resulted in genuine business emails being rejected.

Solution:

Topone implemented a staged email authentication approach using SPF, DKIM, and DMARC.

SPF – Authorizing Legitimate Email Senders

Topone reviewed every system authorized to send email using the client’s domain, including the primary business email platform and third-party services such as the CRM, accounting system, marketing platform, and website contact forms. The domain’s SPF record was then reviewed and reconfigured to reflect these legitimate senders under a single, correctly structured policy, avoiding the common configuration mistakes that cause legitimate email delivery failures.

DKIM – Protecting Email Integrity

DKIM was configured for the client’s business email platform and applicable third-party email services, adding a cryptographic signature to outgoing messages so receiving mail systems can verify they were sent through an authorized system and were not altered in transit. Topone verified the required DNS records and confirmed DKIM authentication was operating correctly.

DMARC – Monitoring and Controlling Domain Spoofing

After SPF and DKIM were in place, Topone rolled out DMARC in three stages:

• Monitor – DMARC reporting was first used to collect information about which systems were sending email using the client’s domain, providing visibility into legitimate sources and potential unauthorized activity without rejecting any messages.
• Review – Topone reviewed the DMARC reports and identified legitimate sending systems that required SPF or DKIM authorization, allowing unknown or unauthorized sources to be investigated before stronger enforcement was introduced.
• Enforce – Once legitimate sending sources were confirmed and authentication was working correctly, the DMARC policy was strengthened to instruct receiving mail systems to reject or quarantine messages that failed authentication.

This staged approach reduced the risk of legitimate business email being blocked while progressively strengthening protection against domain spoofing.

Result:

The client’s email domain was successfully configured with SPF, DKIM, and DMARC authentication. The company gained greater control and visibility over which systems were authorized to send email using its domain, while unauthorized or spoofed messages could be identified and increasingly restricted through DMARC enforcement, establishing a foundation for ongoing email security monitoring and future improvements.

Business Benefits:

• Reduced risk of attackers impersonating the company’s email domain.
• Improved protection against business email compromise and management impersonation.
• Reduced exposure to fake invoice and payment-redirection scams.
• Improved protection against phishing messages appearing to originate from the company’s own domain.
• Greater visibility into legitimate and unauthorized email-sending sources.
• Improved email domain reputation and authentication.
• Reduced risk of accidentally blocking legitimate business email through staged implementation.
• Established a stronger foundation for the company’s overall email security strategy.

Key Takeaway:

Email security is not only about protecting the user’s mailbox. Attackers can also exploit trust in a company’s domain by sending fraudulent messages that appear to come from legitimate employees or management. By combining SPF, DKIM, and DMARC, Topone helps businesses establish stronger control over their email identity and reduce the risk of domain spoofing — one layer of a broader email security strategy that also includes email filtering, endpoint protection, multi-factor authentication, and security awareness.