Run your migrations: 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

This article explains the full, advanced options available to run your migrations.

Learn more about the simplest use case of importing a Google Drive folder into AODocs.

 Access advanced mode and 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

 


Access advanced mode and choose the type of migration to run

1. In the Migrate for AODocs main screen, select the yellow button to access advanced mode.

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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.  Choose the type of migration to run from the New migration menu. 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 any type of migration except “from scratch” 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.

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

To run an extraction:

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

2. Optionally, you can:

3. Choose the required format:

  •  Preview with Sheet – an extraction spreadsheet opens in a new tab 
  •  Preview with 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.

The Sheet preview/CSV preview button is located:

  • under Source for file server, Google Drive, and CSV files "from scratch" migration types
  • under Entities for Lotus Notes migrations
  • under Define scope for Sharepoint migrations

Tip: Press the Sheet preview button to export as a spreadsheet. To select CSV format, press the down arrow on the button and select Preview with CSV. The name of the button changes: press the CSV preview button.

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. 

Under Options

1. Define the type of storage for your migration data:

  • 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

2. If required, select the Include previous versions checkbox and select how many previous versions to include: 3, 5, 10 or 100.

Note: The options Include document permissions and Include relations information aren't available in this version.

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Under Destination

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. Select 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. 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. If you don’t enter a name, you can't run your migration. 

3. Select Bypass validation before import if you want your migration to run without manually confirming to continue at the upload, validation and setup stages. Learn more: What is the Migrate for AODocs process? 

4. 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 migrations from a local file server

1. Access advanced mode and select New migration > File server.  The configuration screen opens.

2. 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. Press Next.

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4. Under Options:

Note: 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 drop-down menu.

  • if required, filter the documents to include in the migration, by creation date and/or modification date

5. Press Next

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6. Under Destinationfill in the options common to all migration types, then press Next.

7. Under Wrap-up, fill in the options common to all migration types, then press Next.

8. 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?

9. Open the migration spreadsheet from the card that appears on the Migrate for AODocs screen.

10 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.

11. When the migration is in the Upload column, press Retry and then Click to start upload in Gateway to continue the migration.

12. When your migration is in the Setup AODocs column, press Start validation. Migrate for AODocs checks that your migration is valid and starts creating your files in AODocs. When the migration is complete, it disappears from the Running board. Learn more about how to view your completed migrations

Notes:
– If you selected Bypass validation before import, your migration proceeds directly through the upload, 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 Setup AODocs 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. Access advanced mode and select New migration > Google Drive.

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

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The configuration screen opens at the Options step. 

Tip: Click the Source step and press Choose another if you want to choose a different folder. You can also recover the Drive ID of your selected folder if required.

3. Under Options, fill in the common options for all migration types, then press Next.

Note: For Google Drive migrations, leave the Include previous versions checkbox unselected. 

4. Under Destination, fill in the common options for all migration types, then press Next.

5. Under Wrap-up, fill in the common options for all migration types, then press Start Migration. Follow from step 9 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. Access advanced mode and select New migration > Lotus.  The configuration screen opens.

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

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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. 

Tip: If you have a long list, you can enter text in the Filter field to filter your list.

4. Press Next.

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5. Under Options, fill in the common options for all migration types, then press Next.

6. Under Destination, fill in the common options for all migration types, then press Next.

7. Under Wrap-up, fill in the common options for all migration types, then press Start Migration. Follow from step 9 of the file server migration procedure.


Run migrations from SharePoint

1. Access advanced mode and select New migration > Sharepoint.  The configuration screen opens.

2. Under Connect to source:

  • select:
    • Online if you’re using online SharePoint
    • Local if you’re using SharePoint 2013 or 2016
  • enter your SharePoint URL
  • enter your SharePoint username and password

3. Press Validate.

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4. Under Define scope, in the section Define content to migrate:

  • press Preview server data 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
  • select one or more SharePoint lists from the drop-down menu

Tip: You can filter the list:
– by name: enter a string in the search field
– by number of items in the lists, using the drop-down menu: select none (no filter, default), not empty, 10+ or  50+

5. Press Next.

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7. Under Options, fill in the common options for all migration types, then press Next.

Note: If you don’t use versioning in SharePoint, leave the Include previous versions checkbox unselected. Learn more: VERSION column.

7. Under Destination, fill in the common options for all migration types.

8. 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. Under Wrap-up, fill in the common options for all migration types, then press Start Migration. Follow from step 9 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. Access advanced mode and select New migration > Empty sheet.  The configuration screen opens.

2. Under Options, fill in the common options for all migration types

3. Under Destination, fill in the common options for all migration types.

4. Under Wrap-up, fill in the common options for all migration types, then press Start Migration. Follow from step 9 of the file server migration procedure.

5. Open the migration spreadsheet from the card that appears on the Migrate for AODocs screen.

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. Access advanced mode and select New migration > CSV.  The configuration screen opens.

2. Enter the absolute path of the local folder you want to migrate. It must contain a CSV file.

Tip: Press the folder icon to select your path.

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

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2. Under Options, fill in the common options for all migration types

3. Under Destination, fill in the common options for all migration types.

4. Under Wrap-up, fill in the common options for all migration types, then press Start Migration. Follow from step 9 of the file server migration procedure.

5. Open the migration spreadsheet from the card that appears on the Migrate for AODocs screen.

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

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

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