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BUSINESS ADMINISTRATION MIGRATE TO V8

OVERVIEW

This page outlines the changes and setup tasks that will need to be done after migration from a business administration point of view. For a technical guide to migration process see the Operations migrate guide

What is migrated and where

All objects

All migrated business objects can be tagged to easily identify them. By default it will tag all migrated objects with "v8-migrate" or you can clear this field and leave it blank if you do not wish to have all the migrated items tagged. This tag is provided so there is a record of which items were migrated and which were created after migration however there is no technical requirement for this tag; it's for informational and troubleshooting purposes only.

Most objects

Most object will retain their name and will be migrated directly with the following exceptions:

Global Wiki

v8 does not have a Global Wiki page (the Wiki page formerly accessible from the opening screen in AyaNova 7), the migration will move the Wiki and any embedded files to a User account created just to contain it's Wiki and attached files named "zV8Migrate GLOBAL_WIKI_REPOSITORY".

Region Wiki

v8 does not have Regions, all functionality previously in Regions will be split out into several new and changed objects. The Region Wiki if found will be migrated to a User account created just to hold the Wiki and files named "zV8Migrate REGION_WIKI_REPOSITORY_region name"

Security groups

Security groups have been replaced by Roles.
No v7 security group information or settings are migrated into v8.
v7 migrated Users will automatically be set to No Role in order to protect information security; the business administrator will need to set each user to the most appropriate new roles after migrated is completed.

For details see the Authorization roles guide for more information.

Clients

v7 Clients have been renamed to "Customers"

Unit Models

In v8 Unit Models no longer have the "Model Number" field. The "Name" field is now the primary identifier. Migrated v7 Unit Models will have their Model Number and Name fields combined into the single v8 Name field.

Schedule markers

Schedule markers are now split into two separate types of objects in v8 corresponding to v7 Schedule markers with a "follow up" object link and those that do not. V8 migrate will migrate the Schedule marker to the appropriate new object type as follows:

Reviews

Schedule markers that are a Follow up type (tied to a particular object) are migrated to the new "Review" type object in AyaNova 8.

Reviews do not have colors or Start or Stop dates so those properties are not directly migrated however the dates do influence some other properties: The dates are migrated specially depending on if the v7 schedule marker Stop date has passed or not: If the v7 stop date has passed then the v8 Review record has it's "Review" date set to the v7 Start date and it's "Completed" date set to the v7 Stop date. If the v7 stop date has NOT passed then the v8 "Completed" date is left empty and the v8 "Review" date is set to the v7 Start date.

Reviews do not have a Completed checkbox to migrate as it has been superseded by a Completed date, however Reviews are tagged with a Completed Tag if they were completed in v7 in order to preserve that historical information.

Reminders

Schedule markers that do not have a follow up link are migrated to v8 as "Reminder" type objects.

All properties are migrated with the exception of the Completed checkbox: Reminders do not have a Completed checkbox so that property is not migrated however they are tagged with a Completed Tag to preserve that information.

Localized Text / Translation

In V8 Localized text has been renamed to "Translation".
V7 Localized text will only be migrated if it has been customized. Any customized Locales will be migrated to the best guess of source language into AyaNova 8. It tries to make a best guess as to which language each user was using but if it can't tell it defaults to the English based translation. You can adjust this after migrate for the users or they can set it themselves and you can delete any un-needed translations.

IMPORTANT NOTE ABOUT MIGRATED TRANSLATIONS V8Migrate will migrate customized translations from v7 and set the migrated Users to that same translation, however, we strongly recommend that you do not actually use the migrated translation once familiar with where everything you need appears in v8 but rather replicate any custom translation changes required in one of the stock V8 translations to avoid confusion as several objects have been renamed for clarity. For example if your default translation is English and you have renamed an object or a phrase in v7, make a duplicate copy of the 'EN' default stock translation in V8 and edit the object or phrase in that translation and set it for your Users rather than continuing to use the migrated translation.

This will avoid issues with documentation and some areas of the UI being in conflict with other areas and ensure the new, clearer translations are displayed.

Wiki embedded files

In V8 Wiki embedded files are now Attachments and are separate from the Wiki page.
In v7 only a limited set of objects could have Wiki pages and embedded files, now, all business objects support Attachments

Wiki pages

Wiki pages have change substantially in v8 based on user feedback.

In v7 only a limited set of objects could have Wiki pages and embedded files, now, all business objects support Wiki pages
The migrate process will by necessity need to discard some unsupported formatting elements from the v7 format wiki pages.
Things that will be lost in the migration process are:
- Colors
- Font sizes
- Font faces (i.e. "Arial", "Courier" etc)
- Text alignment (left, center, right)
- internal AyaNova links to objects (for example linking directly to a Client record inside a wiki page)
Things that will be kept:
- All entered text
- Lists
- Bolded text
- Underlined text
- Italicized text
- Images
- External URL links
- Wiki embedded files (will be migrated to new attachments feature)

Users

Users are migrated directly with the following exceptions:

Security group, now Role, see above
Login credentials and password are not migrated and will need to be set
Active status is set to false on all migrated users except the Adminstrator account
Administrator account password is not migrated, instead the new v8 SuperUser account replaces it and defaults to login "superuser" and password "l3tm3in"
User UI Color is not migrated as it is not used in AyaNova 8

Service bank

The service bank feature has not been ported to AyaNova 8 as it does not appear to be widely used and would need extensive re-working. We could be wrong about this and if the Service Bank feature is important to you please let us know and how you would like to see it implemented as a feature. If there is demand for it we can work it back into AyaNova 8 as a feature based on your feedback. No data is migrated from the v7 Service Bank to v8.

Inventory

To ensure the inventory balances match, all parts are initially migrated to v8 with one billion in stock quantity. Then all inventory related objects are migrated such as Purchase Orders, Inventory adjustments and Service Work orders. Finally at the end of migration inventory transactions are made to the v8 inventory levels to bring the quantities on hand into balance with the v7 quantity on hand for each part. In AyaNova 8 inventory is consumed the moment a Part is saved on a work order which differs from v7 where inventory is consumed when a Part is set to Used in service on a work order. For this reason inventory totals will be lower in v8 than in v7 due to any work orders migrated that have not had their parts set to Used in service in v7.

Inventory adjustments

Inventory and Serial numbers work differently in v8; Inventory adjustments can not be migrated with their original entry dates as the new v8 inventory "blockchain" system does not allow entries out of order so they are migrated as Inventory Transactions in v8 and the description of the transaction is named in this pattern: v7Adjustment {v7 inventory adjustment ID number} {v7 adjustment "reason" field} {v7 adjustment "Date Adjusted"} For example "v7Adjustment 45 Store stock opening inventory adjustment on 2005-11-27 10:50:53 AM".

Serial numbers

Serial numbers also differ in v8 as they are now separated from inventory completely. All serials are migrated into the new v8 serial number system and can be viewed and verified on the Part list "Available serial numbers" column or from within a Part form by selecting the "Available serial numbers" menu item to open the edit form for editing Serial numbers for that part.

What you need to do after migration

View the migration log

A copy of the migration log is automatically sent in AyaNova 8 in a Memo to the SuperUser account and is a mirror copy of the migration log displayed during migration. This log may contain important instructions and indications of any objects that could not be migrated or will need attention.

Be sure to check this log carefully before proceeding and take any actions recommended.

Check your data

Ensure that your data has migrated by comparing and confirming v7 to v8 objects in both AyaNova 7 and AyaNova 8.
You should keep a copy of AyaNova 7 available for some time after migration for reference purposes in case any questions arise.

Setup users

Users are migrated to inactive accounts with no authorization Roles, password or login name set.

All active users will need to have some settings made:

Role - you will need to select one or more Authorization Roles to grant the User access to AyaNova.
Login and Password - These are not migratable and need to be set for the user to log in, they can change their login and password themselves once they log in.
Translation - The migration process will make a guess as to the most appropriate translation but you may need to adjust this setting
Active - users are migrated as Inactive and must be set to Active

Once Users are able to login they will need to subscribe to any Notifications they require. The V8 Notification system is simplified from v7 and easier to set up but it can't be migrated as they are very different systems.

Customize Translations

If you had previously been using a customized Locale in v7 read the important note regarding this in the section above. We recommend not using the migrated translation but rather replicating any changes needed in a copy of a v8 stock language translation and setting User's to that translation rather than the one the v8Migrate has created.

Re-create report templates

If you have any customized report templates they will need to be re-created or re-customized in AyaNova 8. If your only customization was related to logos you may find they will just work in AyaNova 8 without any customization so be sure to set your logo if it hasn't been set already.

RI / WBI Client access settings

The V8Migrate utility is not able to access settings in the optional add-on's RI and WBI and so is not able to automatically migrate their settings to AyaNova 8. Instead it will automatically choose safe defaults for those settings and lock out Customer access.

In v7 you would make those settings within the interface provided by those optional add-on's, in AyaNova 8 all those settings can be found under Administration -> Global Settings in the "Customer Access" section and need to be set manually.

Enable Backup

AyaNova 8 has a built in backup system that will back up to the local drive automatically. It is disabled by default and must be enabled to work.

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