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Moving from a server to cloud Confluence environment is a big decision. If your team uses our Comala Document Management app, one of your first questions is likely “how do we maintain our review and approvals processes in the Cloud?”. This blog is designed to help smooth your transition to cloud, and to give you the resources to get answers to all of your questions.

Please note that this blog is not designed to help migrate your entire instance from Confluence server to cloud, it is aimed at users of our app, to aid in specifically in their migration. Atlassian does have quite a few resources to help teams with their migration, and you can always reach out to their support team here

Document Management in Server vs Cloud

Before we cover technical details about data migration or feature parity, let’s briefly highlight the review and approval functionality Comalatech offers in Confluence Cloud. In the Comala Document Management Family of Apps, Comala Document Control is our most full-featured app in the cloud, and most importantly it offers customizable approval workflows. Just like in Document Management Server, you can build workflows with states, transitions, approvers, and triggers. Document Control also includes some of the advanced features you might be using in server, like e-signatures or expiry dates. For many teams, they will find that Comala Document Control gives them everything they need to move confidently to the cloud. However, there are some important differences between Comala Document Management and Comala Document Control.  

Document Control Vs. Document Management – The Differences

The entire Comalatech team has worked hard to ensure that our Cloud customers receive the quality experience that our server users have grown to expect. Unfortunately, the nature of Atlassian’s Cloud product means that we are unable to offer a completely parallel Document Management app in the Cloud. Wherever possible we have endeavoured to find alternative solutions for features that simply won’t work in the Cloud. But, for some server features there is simply no way to replicate the functions in the Cloud. Here are the biggest differences you will notice:

Draft vs. Published View

In our server products, it’s possible for the app to control which version of a page is seen by a given user. Normally this means hiding draft, unapproved content from non-stakeholders. Unfortunately, Confluence Cloud does not allow this level of control to app developers. As an alternative, Comalatech is developing a companion app, Comala Publishing Cloud, that allows teams to separate their draft and published content. This app will be ready for release soon, stay tuned. 

Page Restrictions

Our Comala Document Management users sometimes like to hide unapproved pages at different states in the approval process. While this kind of precise control isn’t possible in the Cloud, we are giving Document Control users the ability to remove any present page restrictions when a page hits the final published state. 

Migration Process

Now that the differences between the cloud and server apps have been outlined, let’s look at the migration process itself. Note that if you have questions about how to move from Confluence server to cloud, you can find Atlassian’s helpful resources here.

There are two major components to your migration:

  1. Moving your previous data and history to the Cloud
  2. Getting your workflows into the Cloud

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Data Migration

Our Comala Document Management Family apps generate important data for customers, tracking things like approvals, electronic signatures, and expiry dates. We know that our users would like to be able to bring their workflows’ historical data with them to the Cloud, and so we are in the process of making that a reality. We anticipate that by the end of 2020 teams will be able to migrate their data from server to cloud.  

Moving Workflows

Your approval workflows are the engine of your Document Management processes. In order to make them work in the cloud, you must rebuild them inside of Comala Document Control. Just like in server, our cloud app offers a visual workflow builder. However, there are differences, especially when it comes to working with triggers. Our product documentation does offer instructions for using the builder, but you should never hesitate to reach out to our support team for more assistance. 

Get More Help

We want the migration process to be as stress-free as possible for customers. We’re hosting a migration-themed webinar this month that should help answer your migration questions, and keep an eye on this blog as we’ll be posting more helpful resources over the coming months. Need more direct assistance? Please reach out to our support team via our support portal