Contents:

Overview

When migrating to Comala Document Management for Cloud using the Atlassian CCMA, the following are included in the migration:

• Global workflow and space workflows

• Current workflow state and workflow-related data within this state

For audit purposes, the migration data for each page includes a record of the history of document workflow events and activity as a custom content property in CSV file format (from Comala Document Management Data Center v7.10.1).

You can also include page metadata and page workflows in the migration data if you undertake the following tasks before migration:

• Export page metadata to add metadata as page content properties

• Consolidate your page workflows as a label space workflow

Pages with restrictions can prevent the successful migration of the workflow state, and restrictions must be removed before migration.

In the hosted Confluence app, a global administrator can run pre-migration reports on workflow usage and page restrictions to help prepare for a migration to Confluence Cloud.

Workflow migration

In a migration, global workflows and space workflows are translated into their cloud-valid equivalents. The migrated workflow includes

• all the users and user groups (in any macro that uses them), replaced with the right cloud IDs, are created in the cloud spaces (taking into account if they were enabled or disabled on the server side)

• Label conditions, including Invert labels

• workflow parameter values defined at the space level

All the linked global scope workflows in a space are migrated and automatically set as enabled space workflows in the migrated space. When the migrated space includes both global scope and space workflows, space scope workflow names are appended with a “~” prefix in the cloud. This means that the workflow order in the app space settings is maintained from the hosted instance (v7.12.1+).

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Page workflows in each space are not included in the migration. However, a space administrator can consolidate page workflows in each space as a space workflow before migration using the Page Workflows dashboard in the data center app.

The Atlassian CCMA includes an app vendor precheck for the workflows in the spaces to be migrated. This assessment checks

• Which global and space workflows are fully cloud-compatible

• Whether the space workflows include global-scope workflows

• Whether page workflows are present in the selected spaces

See: Moving your workflows to the cloud

Migration of the current workflow state

The migration includes the data for the current workflow state on a page.

The migrated workflow state data includes the following elements (if present):

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• state due date

• assignees of any approvals in the state

• status of each assignee in each approval

  • approved

  • rejected

  • pending

• byline link to the last approved version (the View approved byline)

The workflow document activity report on the migrated page in Confluence Cloud includes all the workflow activity that occurred in the current workflow state.

Once you use Comala Document Management in the Cloud, the page's workflow state is set using the migrated data. Subsequently, workflow events and activities are recorded as part of the page-level document activity.

Migrating metadata

You can use the Export Metadata option in the Export Metadata utility to store the metadata for each page and blog post and include it in the migration to the cloud.

The following metadata is included in the export and available on the page or blog post in the cloud:

• metadata set with the metadata macro of the Comala Metadata app

• metadata set with Comala Document Management Data Center set-metadata macro

• workflow parameter data that has been edited at the page level

The metadata is added as a JSON content property on each page and blog post, and it can be retrieved in the Confluence Cloud site using the Comala Document Management Cloud Document metadata macro.

In the hosted Confluence app, a global administrator can run an audit and validation report to generate a CSV report with all the key-value pairs of page parameters and metadata.

See: Migrating document metadata

Workflow historical activity migration

In the cloud app, the Document Activity report on a migrated page includes the last workflow state and the related workflow state information. The document activity also includes a View Historical Activity option (from Comala Document Management Data Center 7.10.1) that lets you view the migrated full workflow history data. This means any historical activity information that was moved from the server during migration, such as who edited or approved a page, is now easily accessible directly from the report with a single click.

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