edoc D365 BC archivelink Administration Guide
edoc D365 BC archivelink Administration Guide
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Migrate from an earlier edoc archivelink version to version 4

The edoc archivelink data migration tool is used to migrate data from edoc D365 archivelink from a version 3 or earlier to a version 4 in an organized manner.

From version 4.11.0 of edoc D365 archivelink, the edoc archivelink data migration tool is integrated directly into the product. From version 4.11.0, you can also set up the data migration configuration once for one client and then apply it to numerous clients (companies).

Only Microsoft Dynamics 365 Business Central versions in accordance with Microsoft's Modern Lifecycle Policy are supported.

If you are using edoc D365 BC archivelink version 3 or earlier and want to replace it with edoc D365 BC archivelink version 4, you must migrate your data to ensure proper versioning in your ECM system and avoid duplicates. To migrate the data, you can use the edoc archivelink data migration tool, with which you can also migrate several companies at the same time. You first set up the migration completely for one company and then use this company as a template for all other companies.

Preparation for the migration to version 4

You must perform the following measures before migrating:

Check versions before migrating: First check the installed edoc D365 archivelink versions:

  • You must have at least version 4.11.0 or higher of edoc D365 BC archivelink (AKA edoc archivelink for Dynamics 365 BC) installed in order to migrate your data smoothly and seamlessly. If you are using an earlier version, first update the application to version 4.11.0.

  • Parallel to edoc D365 BC archivelink version 4.11.0, you must install and configure the latest version of edoc archive service in the edoc platform environment. For more information about edoc archive service see in the software guide.

Strategically plan the migration of the necessary data records before the migration: To ensure proper versioning and avoid duplicates, plan in advance which data records are actually to be migrated from edoc D365 BC archivelink version 3.

Make sure to discuss with your team which records are required. When making your decision, consider which functions you need to use when migrating.

Various functions are available to you when setting up edoc archive service in order to perform your data migration for edoc D365 BC archivelink version 4 correctly.

The following–quite new–functions in edoc archive service must be set in relation to the functions in edoc D365 BC archivelink version 3:

  • Action Execute data synchronization for record: To ensure proper versioning of existing records (option in version 3: Data sync) in your ECM system, it is essential that you configure data synchronization.

  • Action Archive generated reports: To ensure proper versioning of existing reports (in version 3: Outgoing document and Report ID) in your ECM system, you must correctly link (map) the ECM document type from version 3 to the process type for version 4 in the data migration tool.

  • Action Process documents from drop zone: By default, documents uploaded via drop zone are not versioned. However, you can migrate the entire history of all archiving processes. In this case, you must also migrate the outgoing documents and the documents attached by default (option in version 3: Default attachment document).

  • Action Import incoming documents from ECM system: If you have incoming documents with barcodes (in version 3: type Incoming document) in version 3, you must link (map) the ECM document type from version 3 correctly to the process type for version 4 in the data migration tool.

  • Action Archive documents from attachments: This function in version 4 does not exist in version 3. You can ignore this option for data migration.

Apply company names before migration: To ensure that your companies (clients) in the ECM system are also correctly separated after migration, you must enter the original company name (client code) from edoc D365 BC archivelink version 3 in edoc archive service:

In edoc archive service, enter the same value in the Alias name of the company field as in the Client code field in edoc D365 BC archivelink version 3 on the ECM setup page.

The company names must be identical. If the company names are different, archiving and company mapping will no longer work correctly.

You must ensure that the old data is transferred to the Old archiving processes table. There are these approaches for transferring the old data:

Before you decide on an option

If you decide to migrate using the Configuration Packages function, you will need to allow more time when planning the migration if you have large amounts of data.

Overview of the table definition and data types

  • Table ID: 72290869

  • Table name: Edoc ECM Document Entry

Field ID

Field name

Data type

1

No.

Code[20]

2

Document Code

Code[20]

3

Repository Code

Code[20]

5

Primary Table

Integer

6

Primary Key

Text[250]

7

Status

Option

Possible options for the data type:

  • OptionCaption = 'Created,Released,Processed,Error';

  • OptionMembers = " ",Release,Success,Error;

19

ECM Document Id

Text[250]

20

Barcode

Text[50]

40

Page ID

Integer

Once the old data has been transferred to the Old archiving processes table, continue with the configuration of the data migration of edoc D365 BC archivelink from version 3 to version 4.

Things to know

If you want to migrate several companies, set up the migration on the edoc archivelink data migration (tool migrates data from version 3 to 4) page for one company first. This company serves as a template for setting up the migration for the other companies.

You can also continue to perform the migration configuration for each company individually and migrate the companies separately.

All data on the edoc archivelink data migration (tool migrates data from version 3 to 4) page is initially collected and displayed temporarily. Only when you close the page will the changed data be saved in the respective tables.

  1. Open the edoc archivelink data migration (tool migrates data from version 3 to 4) page.

  2. In the Repository code for data migration field, enter the ECM repository that you used in edoc archivelink version 3. In this way, you map the original repository to the system mapping in edoc archivelink version 4.

  3. In the edoc archivelink process types section, enter the document code from edoc archivelink version 3 in the Document code for data migration field to map the respective process type in edoc archivelink version 4. Only if you want to migrate several companies using a template:

    1. First completely set up the migration configuration for a single client on the edoc archivelink data migration (tool migrates data from version 3 to 4) page.

    2. Once set up, copy the configuration to all other companies using the Copy mapping template option. When copying the data to the destination company, the following fields serve as unique characteristics of a process: Action for processes, Page ID, Index table ID, Document type, Index sub table ID, Report ID, and ECM category. If the values of the original company match the destination company, the Document code for data migration field is copied to the destination company.

    3. After copying the migration setup, check in the edoc archivelink process types section whether all process types have a value in the Document code for data migration field.

  4. Click Start data migration when you have completed the migration setup to migrate the data for the respective company. You can perform the data migration as often as you like. Each time you perform the migration, only the data that has not yet been migrated is processed.

  5. After the migration, check the following information about the current migration process in the edoc archivelink data migration result dialog:

    1. Company name: Displays the respective company name in Microsoft Dynamics 365 Business Central.

    2. edoc archivelink setup exists: Indicates that edoc archivelink version 4 is available.

    3. Total number of records: Displays the number of all records in edoc archivelink version 3.

    4. Number of records to be migrated: Shows the number of records in edoc archivelink version 3 that should still be migrated before the migration.

    5. Successfully migrated records: Shows the number of records that have been successfully migrated.

  6. Export the data in the edoc archivelink data migration result overview to Microsoft Excel by clicking on Share this page with other users or apps > Open in Excel. You can save the history of your migration in the Excel file.

  7. Finally, check the migrated data:

    1. Migrated data: On the edoc archivelink processes page, filter the list by the Migrated data v and the value Yes to check all migrated data.

    2. Check whether all processes have been migrated correctly.

    3. Old data: On the Overview of old archiving processes to be migrated page, check whether the migrated data is marked in the Record is migrated field.

  8. Once the data migration was done successfully, you can delete the old data:

    1. Open the edoc archivelink data migration (tool migrates data from version 3 to 4) page.

    2. Click on Complete data migration.