Run migrations in advanced mode

Migrate for AODocs is a tool that allows you to migrate files and folders into your AODocs libraries.

Important: Migrate for AODocs is currently available for our service teams only. For EAP access, contact dev-migration@altirnao.com

You can run the following types of migration in advanced mode. 

This article describes the options and features shared by all migrations in advanced mode.

Learn more about how to run the simplest use case of importing a Google Drive folder into AODocs

This article explains how to:

 Access advanced mode and choose the type of migration to run 
 Extract details of your source data and migration setup
 Configure common options for migrations
Run your migration

Access advanced mode and choose the type of migration to run

You're ready to run advanced migrations if:

1. In the main screen, press Advanced migrations or select Migrate into AODocs in the menu.

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2. Install Gateway if you're planning to run any of the following migration types: 

Important: These migration types are grayed out (unavailable) until you install Gateway.

3.  Press Create, then select the type of migration to run. A configuration screen opens.

Tip: When you have started a migration, you can monitor its progress in the Running tab.

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Extract details of your source data and migration setup

Before running any type of migration except “from scratch” migrations using a Google spreadsheet,  you can extract details of your source data and migration, according to the options you selected in the configuration screen. This gives you an idea of how to proceed when you run your migration.

Notes:
– You can’t run an extraction of manually-created Google spreadsheets
– Information about relations is not extracted, so isn't included in the extraction spreadsheet. Learn more: Configure relations for your migration.

To run an extraction:

1. Define your source data in the configuration screen:

Note: Optionally, you can:
select your AODocs library and document class – learn more: CLASS_NAME column
define how many versions of files to include (if your source data is versioned) – learn more: VERSION column

2. Choose the required format:

  • Preview in Sheets – an extraction spreadsheet opens in a new tab 
  • Preview in CSV – three CSV files are downloaded locally (in the folder where you ran Gateway) to a subfolder called migrations: binding.csv, data.csv, mapping.csv

Note: The extraction spreadsheet is identical to the migration spreadsheet, but you can’t use it for migration. The extraction and migration spreadsheets are generated in exactly the same way, according to the options you select in the configuration screen.


Define common options for migrations

The following options are used in several migration types. 

Under Configure the source

1. If required, filter the documents to include in the migration, by creation date and/or modification date.

Note: This option is available for file server, SharePoint and Lotus Notes migrations only. 

2. If required, in the Versions field select how many previous versions to include:

  • no versioning (default) 
  • 3
  • 5
  • 10
  • 100

Notes:
– Drive migrations don't have the versioning option: when you migrate from Dive, files retain their versioning history as attachments and not as versions of AODocs documents.
– Learn more about versioning for Google spreadsheet migrations and CSV migrations.
– The options Pattern matcher, Permissions and Relations aren't available in this version.

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Under Define target options

1. Choose the target AODocs library: when you  enter three or more digits, a drop-down menu appears with all the matching libraries in which you're a contributor.

2. If required, select the document class.

Notes:
– For SharePoint migrations, you usually don’t need to select a document class because the CLASS_NAME column in the spreadsheet is populated with SharePoint’s Content Type. However, you can select a document class: if there are any missing Content Type values in the source data or if you remove a value from a CLASS_NAME cell, the document will be imported into the class you selected in the configuration screen.
– For all other migration types: if you select a document class, the spreadsheet doesn't contain a CLASS_NAME column (all documents will be imported into the document class you selected). If you don’t select a document class, the CLASS_NAME column in your migration spreadsheet is empty and you must fill it in manually.
– Learn more: CLASS_NAME column.

3. Optionally, select a template.

Note: If templates are defined in your document class, you can select from the list of available templates or select blank to select the document class without a template.
Learn more:
Handle templates in your migration sheet
Create and configure document templates

4. Define the type of storage for your migrated files:

  • Google Drive: your files are migrated to Google Drive and become attachments of AODocs documents
  • Google Cloud Storage (GCS): your files are migrated into your GCS storage bucket and referenced as a link in the AODocs document

Note: Access to GCS attachments uses the same authorization as the AODocs document.

5. For Google Drive and Google Sheets migrations, define whether to:

  • Move all files (recommended)
  • Move files (and copy when moving is not allowed)
  • Copy all files

Notes:
– This menu is unavailable if you selected GCS in the previous step; you can't move files from GCS.
– When you move files, they keep their Google Drive URL.
– Copied files always have a new Google Drive URL.
Move all files isn't available for super administrators.

6. Select which (if any) Microsoft Office files to convert to Google format.

Note: You can convert XLS, XLSX, DOC and DOCX files.

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Under Wrap-up

1. Check the summary. 

Tip: If required, you can follow the link to access your AODocs library.

2. Enter a name for your migration so it is easily identifiable in the migration panel.

Note: If you don’t enter a name, the last five characters of the identifier are used as the name. 

3. Define the type of storage for your migration spreadsheet:

  • Google sheet: a Google spreadsheet is stored in docs.google.com, visible in Google Drive
  • Google Cloud Storage (GCS): select this option if you have more than 5 million items of data (this means your spreadsheet would contain more than 5 million cells, which is the limit of Google spreadsheets). The file format is CSV, but you  can't access it before running your migration.
  • Google Drive: a CSV file is stored in a folder called Migration in Google Drive

4. Select Edit sheet before import to confirm manually at the upload and setup AODocs stages of your migration. If you want your migration to proceed without manual validation at these stages, leave the checkbox unselected. Learn more: What is the Migrate for AODocs process? 

Note:
– If you selected Google Cloud storage in the previous step, this option isn't available.
– If you want to define relations, select this option so you can add information about relations in your spreadsheet before migrating.
– For "from scratch" migrations, manual validation is always required at the upload and setup AODocs stages regardless of whether you select the Edit sheet before checkbox.

5. You can select Enforce Gateway processing for full cloud migrations (such as SharePoint online or Google Drive) if you're running a huge migration and you faced some issues running it in full cloud.

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Run your migration

After configuring your migration:

1. Press Start migration to create a migration spreadsheet (extraction phase).

There are two scenarios: 

  • You didn't select the Edit sheet before import checkbox and you're not running a "from scratch" migration: your migration proceeds directly through all the stages without user validation. Learn more: What is Migrate for AODocs?
  • You selected the Edit sheet before import checkbox (learn more: common options for migrations under Wrap-up) or you're running a "from scratch" migration: your migration moves to the Upload files column and is paused. You must confirm manually at the upload and AODocs setup stages to proceed with your migration (as described in the reminder of this procedure).

Note: If there are any errors, your migration stays in the current column and an error message is displayed. 

2. When your migration is paused in the Upload files column, you can open the migration spreadsheet and make any required changes to it.

For example, if you want to include relations between your documents when you migrate, manually add the required information in the migration sheet. Learn more: Configure relations for your migration.

3. Press Next stage to start the upload.

Important: Once the upload has started, don’t change the attachments in the migration spreadsheet.

4. When your migration is in the Setup AODocs column, press Next stage. Migrate for AODocs checks that your migration is valid.

5. Press Next stage again. Migrate for AODocs starts creating your files in AODocs. When the migration is complete, it disappears from the Running tab.

Learn more:

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