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Step-by-step instructions

This section provides a step-by-step guide to help you migrate your self-hosted Better Content Archiving lifecycle rules to the cloud version. Follow this guide if you are already familiar with the Data Center app and don't know how to move to the cloud app.

Step 1: Design your workflows

Decide how you want to manage the lifecycle of content in your spaces, including content statuses, notification emails, and automated archiving or deletion.

  1. Review the cloud documentation
    Get familiar with the configuration options available in the cloud version of the app.
  2. Analyze your current archiving setup
    Take a close look at how your content lifecycle rules are currently configured. Tip: Migration is a great opportunity to improve or update your workflows!
  3. Plan the transition to cloud configurations
    Think about how your existing setup can be adapted to the scheme-based structure used in the cloud version.
    • Start with the default, preconfigured schemes provided by the app.
    • 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 one notification scheme for both!

Step 2: Install and initialize the cloud app

After installing the cloud version of the app, follow these steps to get started:

  1. Wait for the "Initialize content events" job to run
    This will start automatically within 5 minutes after installation.
  2. Check that all integrity checks pass
    Go to the integrity checks screen and make sure there are no errors before continuing.
  3. Review space permissions
    Go to the app space permissions screen to confirm that users have the correct access.

Step 3: Exclude spaces

Exclude any spaces where you don't need lifecycle management. This works the same way as blacklisting spaces in the self-hosted version of the app.

Step 4: Set up content status schemes

  1. Review the content status schemes and content statuses.
    • You can either customize the preconfigured schemes or create new ones to fit your needs.
    • Don't worry – if something goes wrong, you can reset the configuration to the default at any time.
  2. Choose the default scheme.
  3. Apply any non-default schemes to specific spaces as needed.

Step 5: Set up notification schemes

  1. Review the notification schemes and notification email templates.
    • You can either customize the preconfigured schemes or create new ones to fit your needs.
    • Notification email templates in the cloud version use Handlebars syntax instead of Velocity, which was used in the self-hosted version. If you have custom templates, you will need to rewrite them. You can start with the preconfigured templates and refer to our documentation for tips and best practices.
    • To avoid sending unexpected notification emails during the migration, you can disable notifications individually within a scheme.
    • Don't worry – if something goes wrong, you can reset the configuration to the default at any time.
  2. Choose the default scheme.
  3. Apply any non-default schemes to specific spaces as needed.

Step 6: Set up automation schemes

  1. Review the automation schemes.
    • You can either customize the preconfigured schemes or create new ones to fit your needs.
    • To prevent unwanted executions during the migration, you can disable automations individually within a scheme.
    • Don't worry – if something goes wrong, you can reset the configuration to the default at any time.
  2. Choose the default scheme.
  3. Apply any non-default schemes to specific spaces as needed.

Step 7: 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.