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Step-by-step guide

This section provides a step-by-step guide to help you migrate your Better Content Archiving for Confluence configuration from Server/Data Center to the Cloud version.

It assumes that you already understand the differences between the source and target versions. It also assumes that you have administrator access to both.

Step 1: Define your target

Before you begin the migration, define the target configuration you want to achieve in the cloud. This clarity will guide your decisions and ensure each migration step moves you toward the intended end state.

As part of this definition, plan how you want to manage the lifecycle of content in your spaces. Then define your content statuses, notification emails, and rules for automatic archiving, deletion and retention.

Steps:

  1. Review the cloud documentation. In particular, get familiar with the configuration options available in the Cloud version.
  2. Analyze your current Server/Data Center archiving configurations. (You can also use this migration as an opportunity to review and improve your content workflows.)
  3. Plan your cloud migration in theory, without making changes yet:
    • Review the automatically created default schemes, and use them as a starting point for your custom schemes.
    • Define how to convert your current Server/Data Center configurations to the scheme-based configuration used in the Cloud version.
    • Check out the tutorials and best practices for extra guidance.
    • Keep in mind: In the Cloud version, content status schemes, notification schemes, and automation schemes are separate. For example, if two workflows use the same notifications but different content statuses, you only need a single notification scheme for both.

Step 2: Get started with the Cloud version

Install the Cloud version of the app and verify it works correctly with the defaults before migrating custom configurations.

Steps:

  1. Install the Cloud version.
  2. Follow the getting started guide.
  3. Don't proceed until the app works with the defaults.

Step 3: Configure your content status schemes

Migrate the content status settings from your Server/Data Center archiving configurations to the Cloud's content status schemes.

Steps:

  1. Set up your own content status schemes and content statuses.
    • Important difference: In the Server/Data Center versions, statuses like "Expired" are fixed. In the Cloud version, you can fully customize their names, appearance, order, and conditions!
    • You can either customize the automatically created content status schemes or create new ones to fit your needs.
    • You can easily reset the default content status schemes if something goes wrong.
  2. Choose the default content status scheme.
  3. Apply the non-default content status schemes to those spaces that need those.

Step 4: Configure your notification schemes

Migrate the notification settings from your Server/Data Center archiving configurations to the Cloud's notification schemes, and your notification email templates to the new syntax.

Steps:

  1. Set up your own notification schemes and notification email templates.
    • Important difference: Notification email templates in the Cloud version use Handlebars syntax instead of Velocity, which was used in the Server/Data Center versions. If you have custom templates, you will need to rewrite them. You can start with the preconfigured templates and refer to the documentation for tips and best practices.
    • You can either customize the automatically created notification schemes or create new ones to fit your needs.
    • You can disable notifications individually to avoid unexpected notification emails during the migration.
    • You can easily reset the default notification schemes if something goes wrong.
  2. Choose the default notification scheme.
  3. Apply the non-default notification schemes to those spaces that need those.

Step 5: Configure your automation schemes

Migrate the auto-archiving settings from your Server/Data Center archiving configurations to the Cloud's notification schemes.

Steps:

  1. Set up your own automation schemes.
    • You can either customize the automatically created automation schemes or create new ones to fit your needs.
    • You can disable automations individually to prevent unwanted executions during the migration.
    • You can easily reset the default automation schemes if something goes wrong.
  2. Choose the default automation scheme.
  3. Apply the non-default automation schemes to those spaces that need those.

Step 6: Explore new features

Explore the new cloud-only app features, like macros or dashboards. Embrace the full potential of the cloud version!

Limitations

There are some limitations to consider when migrating existing data to the cloud:

  • Content view events cannot be migrated. The cloud app will initialize these values with sensible defaults, which will update naturally as your team interacts with the content.
  • Archived spaces from the self-hosted version will no longer be treated as archived versions of live spaces. Instead, the app will use Confluence Cloud's built-in content archiving feature, keeping the content in its original space.

Questions?

Ask us any time.