How do I migrate an active connection to another module?

Summary

You have established a connection to a destination system in edoc documents using a module and would like to switch to a different module, for example, because the API you have been using has been deprecated.

To switch modules, update the existing connection directly to the new module: for example, from the d.velop d.3ecm-API (deprecated) module to the d.velop documents, d.velop cloud (REST-API) module.

In this KB article, you will learn the correct procedure for migrating an active connection to a new module.

Important requirements

Before you begin migrating to the new module, make sure the following requirements are met:

• You have the access data and connection string (Connection String) for the new module. The format varies depending on the module.

• You have noted the configured field mappings for the existing connection. After the migration, you must check the field mappings and reconfigure them if necessary.

• You have scheduled a maintenance window. During the migration to the new module, no new documents may be submitted to edoc documents.

• Any ongoing processes have been completed or paused.

• There are no pending failed jobs (Failed Jobs) for the connection in question.

When migrating to the new module, any documents that have already been archived or linked will be retained as long as you update the connection and do not delete it. When switching modules, the document inventory in the destination system remains unchanged.

Solution

To switch a connection to a different module, update the existing connection in the global settings. By updating the existing connection, you avoid duplicates in the ECM destination system and retain all existing links.

Step 1: Prepare for the module migration

Please ensure that no new documents are sent to edoc documents during maintenance and the migration.

Here's how

1. Click on edoc documents in the app menu (nine-dot menu) to open edoc documents.

2. Under Journals, click Failed Jobs.

3. Check to see if there are any open entries. Process any open entries before switching modules.

Pending failed jobs always refer to the old module and its field mappings. After switching to the new module, these jobs may fail or transfer data incorrectly. Therefore, be sure to complete all pending failed jobs before switching to the new module.

Step 2: Replace the module in the existing connection

Here's how

1. Under Global Settings in edoc documents, click Connections to open the overview of configured connections.

2. Select the connection you want to migrate and click Verbindung bearbeiten (edit connection).

3. Make a note of the connection's configured field mappings before making any changes.

4. In the Modul (module) field, change the module. For example from d.velop d.3ecm-API (deprecated) to d.velop documents, d.velop cloud (REST-API).

5. In the Connection String section, enter the connection details for the new module. The required information varies depending on the module.

6. Click Verbindung testen (test connection) to ensure that edoc documents can reach the destination system via the new module.

7. Save the changes once the connection test has been successful.

8. Check the connection's field mappings against the field mappings you have noted. Adjust the field mappings if the new module provides different fields or uses different field names.

You can now re-enable the transmission of documents to edoc documents. Please verify that new documents are being processed correctly and that the attributes are being transferred correctly.