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Admin Guide for TeamConnect O365 Add-In 4.1

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Introduction

The following is a comprehensive user guide for Admins who will facilitate the migration of appointments from the Outlook Plugin to the Outlook Add-in. This migration process is a coordinated effort between the TeamConnect Admin, the Office Suite Admin (permissions described below), and the end user.  Before diving in, if you have not done so, we suggest acquainting yourself with the O365 Add-In 4.0 released with TeamConnect 7.1 (November 2023). 

Please avoid concurrent usage of the  Office Suite Plugin and Add-in.  It is vital users stop using and uninstall the Office Suite Plugin (for Outlook) after the datastore file has been uploaded and before the end users start using the Add-in. Concurrent usage will cause data issues such as duplicate appointments, deletion of data within appointments, etc. Other noteworthy things include:

  1. Appointment migration from Plugin to Add-in is only supported for versions beyond TeamConnect 7.1 PB1, and is only applicable if users were using appointments in the Outlook Plugin 
  2. Due to browser issues beyond our control, the Add-in does not work with Safari, please use an alternative web browser. Please note the Add-in is compatible with desktop environments on both Windows and Mac operating systems.
  3. Once you have uploaded your datastore file, DO NOT use the Plugin again; instead, you should use the Add-in. 
    Note: If end users accidentally use the Plugin again, they will need to generate/upload another datastore file in the Add-in.

Objectives  

This document is intended for Outlook admin users of TeamConnect O365 Add-In 4.1 who are already using appointments in the Outlook Plugin for appointments.   The following steps must be completed to prevent duplicate appointments from appearing on users’ calendar. 

Office Suite Migration Process 

To migrate from the Plugin to the Add-in, the following steps must be followed. 

Migration Workflow

TeamConnect Administrators are responsible for the user access setup. Users designated to the  "Office Suite Admin" group play a crucial role in overseeing the Office Suite Migration within TeamConnect.

Set Up User Access for Office Suite Migration Screen

This migration process is a coordinated effort:

  1. Office Suite Admin(s) are designated by TeamConnect (TC) Admins 
  2. End users upload their data store file 
  3. Office Suite Admin(s) complete the migration and troubleshoot any issues issues 

When TeamConnect Admins install the module, two groups are created: "Office Suite Admin" and "Office Suite User." These groups come with predefined views. TeamConnect Admins are responsible for assigning Office Suite Admins and all end users who need to migrate a file.  The following are permissions for each group:

Office Suite User

Office Suite Admin

Upload Files

Upload Files
 

View Pending Migration Details
 

View Pending Results

 

Assign user to Office Suite User View

Once the TeamConnect Admin accesses the Office Suite Migration screen, users can be set to ‘Office Suite User View’. 

The default user view is set in the following way:

  1. Log in to TeamConnect.
  2. Navigate to Setup → Default Object Views.
  3. Scroll down to locate "Office Suite Migration" and select "Office Suite Migration User View" from the dropdown menu. 
  4. Click "Save and Close" to confirm the changes.
  5. This action will establish the selected user view as the default setting.
 Migration View

This default view grants end users access only to the "Upload File" section of the Office Suite Migration screen.

Assign user to Office Suite Admin View

For a TeamConnect Admin to assign a user to the Office Suite Admin view, select “Office Suite Admin View” in the “Office Suite Migration” drop-down menu (step 3 in the above section).

The user will now have the Office Suite Admin view and can perform all tasks related to appointment migration.

Custom Group Setup for Office Suite Admin Rights

If the TeamConnect Admin prefers to use their own groups instead of the predefined module groups, add the required permissions to the groups and assign the user to the group. Users assigned to the "Office Suite Admin" group will have the default Office Suite Admin View, and users assigned to the "Office Suite User" group will have the default Office Suite User View. Follow these steps to assign a user to the “Office Suite Admin” group:

Steps to Assign User to Admin Group

  1. Navigate to the "Admin" tab within the TeamConnect user interface.
  2. Next, choose the "Groups" option.
  3. Within the Groups menu, select "All groups".
  4. Identify and select the specific group to which you intend to grant user permissions.
  5. Now, move to the "Office Suite Migration" section and select "Office Suite Migration Admin View" from the dropdown menu. 
  6. Confirm the changes by clicking on "Save and Close." 
  7. The user is now successfully assigned to the user group and can execute all admin functions on the Office Suite Migration screen.
 Steps to Assign User to Admin Group

By following these steps, TeamConnect admins can effectively manage user access and permissions on the Office Suite Migration screen, ensuring smooth execution of migration tasks. Once assigned to the admin group, Office Suite Admin users will gain access to all three sections of the Office Suite Migration screen: "Upload File," "Pending Migration," and "Migration Results." Outlook Admins can now perform all operations related to appointment migration.

What are Datastore Files?

Datastore files refer to structured data files that contain essential information stored in a database or data storage system. In this context of the migration process, datastore files contain appointment-related data such as appointment ID, Outlook entry ID, and any other pertinent data needed for appointments within the TeamConnect system. These files ensure the successful transfer of appointment data from the Plugin to the Add-in.

Important Note: Tasks also found in datastore files will not be available in the new Outlook Add-in until November 2024.

The image below illustrates a standard format for a datastore file and contains the following information:

Datastore File

  1. The first column distinguishes between tasks and appointments, where number 2 denotes appointments and number 3 denotes tasks.
  2. The second column represents the ID associated with appointments or tasks.
  3. The third column contains the Outlook entry ID.

The migration process begins by uploading the datastore files, the end user is responsible for this step.  Detailed end-user instructions on how to upload the datastore files can be found here. Once again, after uploading the datastore files, please do not use the Plugin, this action will result in the generation of duplicate appointments, and the deletion of data on existing appointments.

Upload File

Once the end-user has uploaded their datastore file, the Office Suite Admin can now migrate all uploaded files, so appointments created in the Plugin are visible in the  Add-in. To successfully complete the migration, complete the following steps: 

  1. Log into TeamConnect
  2. From the home page, navigate to All → Office Suite Migration.
  3. In the left navigator, locate and click on "Pending Migration" to load the interactive grid, which displays three columns: User, Datastore file, and Upload Time.
 Pending Migration Select

  1. Select the checkbox corresponding to the users for whom you wish to complete the migration for. Please note:

    1. If no user is selected and the "Migrate" button is clicked, an error notification will display "No User selected, you must choose at least one user to proceed." 
    2. If no datastore files have been uploaded the page will load an empty interactive grid with a corresponding message.
 Retry Migration

  1. Click the "Migrate" button.  If the migration is queued successfully:

    1. Notifications will pop up confirming "Migration is in progress" and "Migration triggered successfully" (remain until the page loads). 
 Pending Migration
  1. While a migration is in progress, a static message will display "Migration in progress,” and the button to initiate another migration will not be available.
 Migration in Progress
  1. Upon completion, results can be viewed by clicking the “Migration Results” page on the left navigator.
  

    Migration Results

The "Migration Results" page contains detailed information about completed migrations including the following: User, Datastore File, Migration Status, Appointment Results, Task Results, Previous Runtime, and Migration Result Details. Migration Results
The "Migration Status" column indicates the status of an appointment, showing whether the migration was 'successful', 'failed', or 'partially failed'. Migration Status
  1. To view migration result details on a per-user basis, click on the hyperlink in the last column to download a CSV and troubleshoot further.
 CSV File

In the event a migration fails or partially fails follow these steps:

  1. Download the CSV File from the Migration Result Details page 
  2. Review the errors or discrepancies in column H that may have led to the migration failure. 
  3. If needed, you can retry the migration by selecting the checkbox next to the appointment and clicking the "Retry Migration" button.

Retry Migration

  1. If you are still having failed syncs seek further assistance and contact customer support.