Document Activity Upgrade

Overview

From Comala Document Control 2.0, workflow events and activities are recorded as document activity for new spaces when a workflow is applied to a document in the space, and existing spaces without an applied workflow (prior to installation of the data center-only app). Existing spaces, with an applied workflow, created prior to the installation of v2.0, must have their legacy workflow page activity data upgraded to use document activity.

The Document Activity Upgrade console lets a Confluence global administrator manage the upgrade of workflow data to use Document Activity in your data center instance. The console lists spaces in their instance with their current data upgrade status.

documentactivityupgradeconsole_extract_spaceswithdifferentupgradestatus.png

Document Activity Upgrade console - Space listing and upgrade status

The global administrator can:

Run checks to validate the existing workflow activity in a space, and
Upgrade a space to use document activity
Use Revert Upgrade to roll back the data upgrade in a space

Read Only Mode must be enabled to undertake the data upgrade or the revert upgrade processes.

Document Activity Upgrade console

In Confluence Administration

Choose Comala Document Control > Upgrade Activity

Global sidebar menu - Upgrade Activity

The console identifies the spaces that have pages with activity and that need upgrading.

Document Activity Upgrade console - Two spaces with no data check started

For spaces that need upgrading, the console displays:

Number of spaces
List of the spaces
Total number of pages in each space
Total number of pages with workflow activity in each space
Current update check status

If a space was created after the installation of v2.0+ for Data Center, the Status is set as:

No upgrade required. Space created using new capabilities.

documentactivityupgradeconsole_status_noupgrade required_space_created_with_new_capabilities.png

Upgrade check

To run the upgrade checks

Select one or more spaces listed in the console
Choose Run checks

A progress bar displays the progress of the upgrade checks for each selected space. A global administrator can cancel an in-progress upgrade check by clicking on the upgrade check progress bar for each individual space.

Data upgrade progress bar

This can be done, for example, to mitigate any performance impact.

The Upgrade status column displays the successful validation of the upgrade checks for each space, including the date and time of the check and the duration of the upgrade.

Document Activity Upgrade console - Successful checks completed

Each space upgrade check runs in parallel, and starting a large number of checks at the same time might impact performance.

Upgrade check errors

Pre-upgrade validation errors for a space are displayed in the Upgrade status column.

cdcdc_docactivityupgrade_check_unsuccessful_status_entry.png

The console also displays a warning message banner when check errors are detected in one or more spaces.

This includes

Date and time of the validation check
Estimated time duration for any upgrade
Number of pages in space where errors where validation errors were found

A button to download a Support Package is also shown for spaces with one or pages with an upgrade check validation error.

If a validation check error occurs:

Download the Support Package for each space with a validation error
Review the pages with validation errors and update the pages, for example, remove page-level restrictions for the user running the check
Re-run the upgrade check

If you need help, contact Appfire Support and include the Support Package as an attachment to the request.

Data upgrade process

After installing the data center-only version of the app, one or more spaces can be upgraded in the document activity upgrade console

Set Read-only mode in the Confluence data center instance to run the data upgrade or revert upgrade process
Choose the Upgrade button to run data pre-check and upgrade in a single action

The Run Checks option can be selected to run document activity upgrade checks on selected spaces - this option does not require Read-only mode.

Enable Read-only mode

In Confluence global administration, under Administration

Choose Maintenance

Global administration - Maintenance screen

Select Edit
Check the box to enable Read-only mode

Global administration - Read-only mode

choose Submit

The site banner message is enabled by default when enabling Read-only mode.

Navigate to the Comala app global Upgrade Activity screen.

All spaces with workflow events on at least one page or blog post are listed with their current data status: Check not started, Check successful, Upgrade successful, Upgrade unsuccessful, Check unsuccessful.

Check the checkbox for each space(s) to be upgraded

cdcdc_documentactivityupgradeconsole_extract_runchecks_upgrade_selected_onespace_selected_checknotstarted_status.png

Run data upgrade - one space selected

Choose Upgrade

The Status column displays a progress bar for each space chosen to be upgraded in the current upgrade action.

cdcdc_documentactivityupgradeconsole_extract_upgrade_inprogress_onespace.png

Data upgrade - progress bar

When the process is complete, the Status column displays the upgrade status, date, and time of the upgrade, and duration of the process.

cdcdc_documentactivityupgradeconsole_extract_upgrade_successful_onespace.png

Data upgrade - Status Upgrade successful

Remember to make Read Only Mode inactive after completing the data Upgrade process.

New spaces created or later automatically use document activity (and there is no need to run any data upgrade process)

cdcdc_documentactivityupgradeconsole_extract_newspace_noupgraderequired_usingnewcapabilities.png

Data upgrade - Status for new space, No upgrade required, Space using new document activity capabilities

Existing spaces with no previous workflow activity automatically use document activity on applying a workflow to any page in the space. The space is then displayed with a Status of No upgrade required.

Roll back a document activity data upgrade

A global administrator can choose the Revert Upgrade option in the Document Activity Upgrade console to roll back a space that has been upgraded to use document activity to record workflow events and activities.

This reverts the workflow event and activity history in a selected space to use page activity and updates the Document Activity Upgrade Status to indicate that the workflow data has not been upgraded to use document activity.

The data upgrade rollback action deletes any recorded workflow activity data used in the document activity report for the space, but this is not lost, as your workflow events are recorded in the page activity report.

In Confluence global administration, to revert the document activity data upgrade in a selected space:

Set the instance to Read-Only Mode
Navigate to the Document Activity Upgrade console
Use a checkbox to select a space (only one space can be selected)
Choose Revert Upgrade

cdmc_documentactivityupgradecopnsole_extract_revertupgrade_spaceselected.png

Only one space can be selected for Revert Upgrade. Checking more than one space deselects the Revert Upgrade option.

Confirm the Revert Upgrade in the dialog box.

cdmdc_documentactivityconsole_revertupgrade_confirm_dialogbox.png

When the Revert Upgrade is complete, the space is set as Check not started.

cdmdc_docuemntactivityupgradeconsole_extract_singelspace_checknotstarted.png

On completion of the rollback of the data upgrade:

No data related to the previous data upgrade is stored in Confluence
Page activity is rendered for all the pages with workflow events and activities

After reverting the upgrade for a space, you can later run the data upgrade again.

Remember to make Read Only Mode inactive after you have run the Revert Upgrade process.