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Task Migration Admin Guide

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Introduction 

The following is a comprehensive user guide for Admins who will facilitate the migration of tasks 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). 

Disclaimer: Please avoid concurrent usage of the  Office Suite Plugin and Add-in. 
It is essential that users stop using and uninstall the Office Suite Plugin (for Outlook) after the datastore file has been uploaded. This should be done before the end users begin using the Add-in. Using both simultaneously can lead to data issues such as duplicate appointments, deletion of data within appointments, etc. 

Other noteworthy things include:

  1. Task migration from Plugin to Add-in is only supported for versions beyond TeamConnect 7.2 and is only applicable if users were using tasks in the Outlook Plugin. 
  2. Users must possess an active Outlook 365 license.
  3. For authentication purposes, users must have a valid TeamConnect account.
  4. The new TeamConnect O365 Add-In 4.2 seamlessly integrates with both cloud-based and desktop versions of Outlook on Windows and Mac, ensuring accessibility for many users.
  5. Supported browsers include Google Chrome, Microsoft Edge, and Mozilla Firefox.
  6. Due to browser issues beyond our control, the Add-in only works with Safari 17.2.1 version and above.
  7. Once you have uploaded your datastore file, DO NOT use the Plugin again; instead, you should use the Add-in.
  8. Note: If end users unintentionally use the Plugin again, they will need to generate and upload another datastore file to the Add-in.

Objectives   

This document is intended for Outlook Admin users who are using appointments and/or tasks in the Outlook Plugin. 

Key enhancements include:

  1. Task Management Integration: Users can now view, create, edit, complete, and delete tasks directly from the Add-in, with bi-directional synchronization between TeamConnect and Microsoft To-Do. This ensures all tasks associated with a matter are efficiently tracked.
  2. User-Friendly Upgrade Path: Support for users transitioning from the Plugin to the Add-In, ensuring a smooth upgrade experience. 

Important Note: Task migration applies only to users who use tasks within the plugin.

Configuring Microsoft Graph WebHook Notifications

  1. The Add-in architecture requires Microsoft Graph's webhook notifications to connect to your TeamConnect instance. This means you need to open the port that TeamConnect uses in your firewall.
  2. If you want to restrict access to specific IP addresses, you can whitelist the relevant IPs from Microsoft’s network. These IPs are listed in the Microsoft Graph Change Notifications section of Microsoft’s documentation.

Please refer to the flow chart below for a better understanding of the flow of requests.

Configuring Microsoft Graph WebHook Notifications

Version Selection for Task Migration

  • In TeamConnect, version TCE 7.2 and Add-In 4.2 are listed under "Available Updates" in Admin Settings → About. Select this version for task migration.
    • Note: TCE 7.1PB1 and Add-In 4.1 support only appointment migration, not tasks.
  • Once the Add-In is installed, the plug-in will no longer appear in "Available Updates" for that instance. However, if a user is on TCE 7.2 and hasn't installed the Add-In, the plug-in will still be visible under "Available Updates."

Office Suite Migration Process  Edit section

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. 

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:

Permissions

Office Suite User

Office Suite Admin

Upload Files

checked

 

checked

 

View Pending Migration Details

 

checked

 

View Pending Results 

 

checked

 

 

Assign user to Office Suite User View Edit section

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 Edit section

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 functions related to task 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 Edit section

  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 task migration.

What are Datastore Files? Edit section

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 or task-related data such as appointment ID/task ID, Outlook entry ID, and any other pertinent data needed for appointments/tasks within the TeamConnect system. These files ensure the successful transfer of appointment/task data from the Plugin to the Add-in.

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

Datastore files

  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 tasks, and the deletion of data on existing tasks.

Upload File

Once the end-user has uploaded their datastore file, the Office Suite Admin can now migrate all uploaded files, so tasks 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. 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 table 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 option 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.

When you click on “Migration Results,” a table will be displayed with the following column information:

  • User
  • Datastore File
  • Migration Status
  • Appointment Results
  • Task Results 
  • Previous Run Time
  • Migration Results 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

To view migration result details on a per-user basis, click on the hyperlink in the last column to download a CSV. The exported file will include a column indicating the type as either Task or Appointment. 

Task/Appointment Type

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. Retry Sync: If errors occur while syncing tasks from TeamConnect to Outlook, the task will be added to a retry queue for subsequent resynchronization attempts.
  2. If you are still having failed syncs seek further assistance and contact customer support.

For more information on Office Suite Migration, please visit the O365 4.1 Admin Guide.