Run your migrations

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

This article explains how to run your migrations:

 Choose the type of migration to run 
 Extract details of your source data and migration setup
 Common options for all migration types
 Run migrations from a local file server
 Run migrations from a Google Drive folder
 Run migrations from Lotus Notes
 Run migrations from SharePoint
 Run migrations “from scratch” using a Google spreadsheet
 Run migrations “from scratch” using a CSV file

 


Choose the type of migration to run

Choose the type of migration to run from the Migrate for AODocs homepage. A configuration screen opens.

Tip: When you have started a migration, you can monitor its progress in the migration panel

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Extract details of your source data and migration setup

Before running your migration of the following types: file server, Lotus notes, Sharepoint, or CSV files "from scratch", you can analyse your source data and extract details about the migration. This gives you an idea of how to proceed when you run your migration.

Note: You can’t run an extraction of a manually-created Google spreadsheet or a Google Drive migration.

To run an extraction:

1. You must define your source data in the configuration screen:

2. Optionally, you can:

3. Press:

  • for file server migrations: Simple Export for assessment
  • for Lotus migrations: Analysis
  • for SharePoint migrations: Extract

An extraction spreadsheet opens, providing details of your source data and migration, according to the options you selected in the configuration screen.

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.

Common options for all migration types

The following options are identical for all migration types.

1. In the Drive box, choose:

Important: Don’t use your AODocs storage account as an uploader account when you run a migration for the first time. AODocs storage accounts are used only for incremental migrations.

  • which (if any) Microsoft Office files to convert to Google format

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

2. In the AODocs box, choose:

  • the target AODocs library
  • the document class (for all migration types except SharePoint)

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. Under Additional migration details, you can enter a name for your migration so it is easily identifiable in the migration panel. If you don’t enter a name, the last four characters of the ID are used.

4. Select Google Cloud Storage in the Container type drop-down list 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). If you choose this option, you won't be able to edit your migration before running it. 

5. Select Skip user validation in the Fast Forward option field if you want your migration to run without you manually running it in the validation and setup stages.


Run migrations from a local file server

1. Select the file server button in the main Migrate for AODocs screen. The configuration screen opens.

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2. In the File server box, enter the absolute path of the local folder you want to migrate.

Tip: Press the folder icon to select your path.

Note: If you enter a folder that doesn’t exist, an error message appears.

3. Fill in the common options for all migration types.

4. For most file server migrations, there’s no versioning. However, if you’re migrating from a Windows server with versioning, you can select how many previous file versions to migrate in the Versions drop-down menu.

Note: The option Allow huge migrations isn’t currently available.

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

Note: After the extraction phase, the migration proceeds automatically to the upload phase, during which your source files are uploaded to the My Drive of your uploader account. Learn more: What is Migrate for AODocs?

6. Open the migration spreadsheet from the message that appears on your screen.

Tip: You can also open the migration from the card in the migration panel.

7. Make any required changes to the migration spreadsheet during the extraction and upload phases.

Important: Don’t change the attachments because they’re in the process of being uploaded.

8. Refresh the migration panel to follow the progress of your migration.

9. When your migration is in the validation phase, press Start background process. Migrate for AODocs checks that your migration is valid. Your migration then continues to the setup phase. 

10. When your migration is in the setup phase, press Start background process. Migrate for AODocs starts creating your files in AODocs. When the migration is complete, it disappears from the board showing migrations in progress. Learn more about how to view your completed migrations

Notes about steps 9 and 10:
– If you selected Skip user validation, your migration proceeds directly through the setup and creation phases without user validation. Learn more: Common options for all migration types.
– If there are any errors during the validation or creation of your files, your migration stays in the Validation or Creation column and error messages are displayed. 


Run migrations from a Google Drive folder

Important:
– You can't migrate files that are shared with you in Google Drive. You must own all the files you migrate.
– For Google Drive migrations, you can't extract details of your source data and migration setup before running your migration.

1. Select the Google Drive button in the main Migrate for AODocs screen. The folder selection screen opens.

2. Select the Google Drive folder you want to migrate.

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3. Press Select. The configuration screen opens.

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4. Fill in the common options for all migration types.

Notes: For Google Drive migrations, leave the Versions option set to the default No versioning

5. Press Start migration to create a migration spreadsheet. Follow from step 5 of the file server migration procedure.


Run migrations from Lotus Notes

Note: Before running a migration from Lotus Notes, you must export your data from Lotus Notes. A local folder is created, which you then import into AODocs using Migrate for AODocs.

1. Select the Lotus Notes button in the main Migrate for AODocs screen. The configuration screen opens.

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2. Enter the local path of the Lotus Notes folder you want to export and press Validate. A message opens indicating that Migrate for AODocs is loading Lotus Notes forms.

3. The Lotus entities drop-down list is populated with the list of forms in your selected folder. The number of documents in each form is indicated in the list. 

Note: Forms in Lotus Notes are the equivalent to document classes in AODocs.

By default, nothing is selected in the Lotus entities list and all forms are exported. If required, select the forms you want to export. 

4. Press Start migration to create a migration spreadsheet. Follow from step 5 of the file server migration procedure.


Run migrations from SharePoint

1. Select the SharePoint button in the main Migrate for AODocs screen. The configuration screen opens.

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2. In the SharePoint box:

  • enter your SharePoint username and password
  • (if you’re using online SharePoint) enter your SharePoint URL

or (if you’re using SharePoint 2013 or 2016) deactivate the switch and enter your local SharePoint URL

3. Press Validate next to the SharePoint URL.

4. If you’re a SharePoint super admin you can:

  • press Export structure to generate a spreadsheet listing the SharePoint sites and lists you have access to (depending on the SharePoint URL you entered). The SharePoint structure spreadsheet contains the following information:

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  • select the required SharePoint site from the drop-down list, which lists all sites available from the SharePoint URL you entered

5. Select one or more SharePoint lists from the drop-down menu.

Tip: You can filter the list using the drop-down menu.

6. In the Options box, you can select the number of previous versions of files to include in the migration. If you don’t use versioning in SharePoint, leave the default No versioning. Learn more: VERSION column.

7. In the Options box, choose whether to enable the cache:

  • Enable the cache (default): when documents are being created in AODocs, the responses from SharePoint are stored in cache. This avoids having to make multiple calls to Sharepoint, so the migration process is faster. However, if you run incremental SharePoint migrations you must clear the cache manually to be able to identify which source files have been changed since you ran the last migration.
  • Don’t use cache: when documents are being created in AODocs, the responses from SharePoint aren’t stored in cache, so multiple calls to SharePoint are required. This makes the migration process slower. However, if you run incremental SharePoint migrations there’s no need to clear the cache manually.

8. Press Start migration to create a migration spreadsheet. Follow from step 5 of the file server migration procedure.


Run migrations “from scratch” using a Google spreadsheet

You can run migrations from a blank Google spreadsheet that you fill in from scratch. This feature is usually used to create new documents in AODocs in contexts where you don’t have any source files.

Note: You can’t run an extraction of a manually-created Google spreadsheet.

Generate your migration spreadsheet

1. Select the Google Spreadsheet button in the main Migrate for AODocs screen. The configuration screen opens.

2. Fill in the common options for all migration types.

3. Press Start migration to create a migration spreadsheet.

4. Open the migration spreadsheet from the message that appears on your screen.

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Fill in your migration spreadsheet

1. Enter a different ID for each document you want to create.

Note: These IDs aren’t used as IDs for your target files. In the context of a “from scratch” migration, they’re used to indicate to Migrate for AODocs to create a different document for each ID.

2. Enter a title for each document.

3. Enter an initial author for each document.

4. In the data tab, create or add values to any required columns.

In this example we created:

  • the CLASS_NAME column
  • the VERSION column
  • columns for properties Contract No. and Amount

Note: If you selected a document class in the configuration screen, columns are created in your spreadsheet for all existing properties in the document class you selected. You can add values as required. Learn more: The data tab.

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You can add or edit any of the standard columns in the data tab:

  • VERSION – enter different version numbers for two or more identical IDs
  • VERSION_DESCRIPTION
  • FOLDER
  • RICH_TEXT
  • CREATION_DATE
  • MODIFICATION_DATE
  • UPDATE_AUTHOR
  • ATTACHMENT -– enter file: then the local path of a file, for example: file:/Users/carolinecharron/Documents/Migration3/AllContracts2019.xls

Note: You can’t currently add Google file attachments.

  • [Property names] – enter values in columns corresponding to properties in the document class you selected or create new columns to create new properties.

Important: You must leave the AODOCS_ID column empty.

5. In the binding tab, set up binding between any columns from the data tab you want to include in your migration and your AODocs configuration.

6. In the mapping tab, map the users you entered in the data tab to users on your AODocs domain.

Continue your migration to create documents in AODocs

1. Refresh your migration panel. While you have been filling in your migration sheet, your migration has passed through the extraction and phase and is now in the upload phase. 

Learn more: What is Migrate for AODocs?

2. Add any required attachments.

3. Press Start upload. Migrate to AODocs uploads any attachments you added and your migration proceeds to the validation phase. 

4. Follow from step 8 of the file server migration procedure.


Run migrations “from scratch” using a CSV file

You can run migrations from a blank CSV files that you fill in from scratch. This feature is usually used to create new documents in AODocs in contexts where you don’t have any source files.

Generate your migration spreadsheet

1. Select the Google Spreadsheet button in the main Migrate for AODocs screen. The configuration screen opens.

2. Fill in the common options for all migration types.

3. Press Start migration to create a migration spreadsheet.

4. Open the migration spreadsheet from the message that appears on your screen.

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5. Fill in your migration CSV file in the same way as for Google spreadsheets.

6. Continue your migration to create documents in AODocs in the same way as for Google spreadsheets.

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