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Syncing Content from M365 to DMS

Syncing Content from M365 to DMS

Owned by Eric Schullek
Last updated: Jun 06, 2024 by Eric Schullek
22 min read

Content Mover helps you to move content such as Teams and Channels from M365 to a DMS and automatically sync any changes between M365 and DMS.

Litera Prosperoware CAM Azure Stack utilizes Microsoft Azure services and resources to provide the ability to sync content between multiple Document Management Systems (DMS). On the Azure Stack, CAM Content Mover uses Azure storage blobs as an intermediary when copying content between the supported DMSs.

Note: For information on the Azure Stack Deployment or AWS Stack Deployment configurations, see the relevant links.

CAM Azure Stack requires the deployment of an Azure template into your Azure environment. The template deploys a complete solution that contains multiple resources such as function apps, MySQL instances, BLOB Storages, and others. These resources are provided and hosted by Microsoft Azure in your Azure account to provide you with more control over the Content Mover process.

Major features include:

  • Moving channels, tabs, and teams from the Teams application to the DMS system from the Matters tab.

  • Copying channels, tabs, and teams from the Teams application to the DMS system from the Matters tab.

  • Setting up content mover jobs between systems to occur on a schedule.

  • Allowing CSV Upload of Jobs to move channels, tabs, or teams from the Teams application to the DMS.

Tip: The file size should be 450MB or less from M365 to NetDocuments in Azure and AWS to sync the contents.

 

License and Add-on Requirements

  • The license tier must be Move or higher.

  • Permissions for Content Mover and its functions can be found here.

Accessing Content Mover Manager

After granting permission, you can access Content Mover Manager to configure the content mover job.

  1. In CAM, navigate to the Administration panel.

  2. Click Content Mover, and the following screen opens

 

  • If multiple pages exist, pagination will be displayed at the bottom.

  • Also, use the filter to filter out the content mover job.

    • We now support filtering by Created By and Created

Note: If the job is deleted after copying the contents then resubmit the same job again, the new document will be created, however the old document will be lost!

M365 to iManage

Office365 Jobs

  • Allows the user to search the config job, and edit/update the config job. Users can perform the following operations -

Filter - Allows you to filter or search the config job based on the following two options -

  1. Source option - It contains the following field -

    1. System - Select the system from the list.

    2. Repository - Select the repository from the list.

    3. Entity Name - Enter the entity name. We support special characters in the search.

  2. Target Option - It contains the following field

    1. System - Select the system from the list.

    2. Repository - Select the repository from the list.

    3. Entity Name - Enter the entity name. We support special characters in the search.

  • Click Search to display the result and click Clear to clear the fields

Fields

Description

Fields

Description

MappingId

The job mapping id will display in this Jobs panel for each job.

Source

Displays all source details.

Target

Displays all target details.

Details

Detail contains the following fields -

  • Created By: The person who created

  • Edited By: The person who edited

  • Created Date - Displays the creation date

  • Edited Date - Displays the last modified date

  • Status - Displays job status (Completed, Error). If the job status indicates "Error", it sends an email notification to the user if an error occurs during the content move (Content Mover) process.

  • Type - Displays the job sync type.

  • Last Sync date - Displays the last sync date.

  • Next Sync date - Displays the upcoming sync date. This date is applicable only for Scheduled sync type.

  • Action - Allows you to perform the following operations:

    • Edit Job Setting - Modifies configured job settings. Refer to Editing Job Settings section for more details.

    • Retry the subscription - Tries running the jobs again that had failed earlier due to the subscription failure issue.

    • Deactivate - Disables a configured job.

    • Delete - Deletes a configured job.

    • Logs - Helps in troubleshooting failed content mover jobs.

 

  • Status - Displays the job status of:

    • Running

    • Complete

    • Inactive

    • Error. If an error happens during an Content Mover process, CAM sends an email notification to the user. The message will look like this:

  • Actions - Click the Hamburger menu to upload the CSV.

Edit the Content Mover Job

Allows the user to edit/update the job. Users can perform the following operations -

Column

Description

Enabled

Select value

From System

Select value from dropdown

To System

Select value from dropdown

Current Interval

Displays the current interval

New Interval: Every

  1. Enter the value (>=1)

  2. Select the value from dropdown

  3. Select the start date from calendar

  4. If 0 is entered it will not save the interval.

Profile

Enter the following values -

  • Client - Select the value from the dropdown

  • matter type - Select the value from the dropdown

  • To - Enter the value

  • Start date- Select date from calendar

  • Use As - Select the value

Settings

Enter the following values:

  • How would you like to sync documents?

    • Bring as document. The view will be disabled if the job is currently running.

    • Bring as shortcut. This option will be selected irrespective of job type, if the job has been completed.

  • Replace Shortcut

Content Mover supports the option to replace shortcuts. Select from either Yes or No.

 

  • Bring Post Files - Select the value. The Post File naming format is as follows:

    • := teamName(20char)_channelName(20char)_Post

  • How to handle Team - Select the value

    • The number of versions available will be displayed if Save All for the document version is used. The first 50 are displayed then paginated afterwards. This result can be filtered by Modification User or Date.

    • If more than version 999 is selected, a choice to save a new document is displayed, and this will reflect in iManage or other DMS, or in Teams.

  • How to handle OneNote- This allows you to transfer your content from OneNote to iManage that can include text, pictures, tables, and drawings.

OneNote

Microsoft OneNote is a free-form note-taking program that allows for multi-user collaboration and free-form information gathering. It collects user notes, drawings, screen captures, and audio commentary. Notes can be distributed to other OneNote users via the Internet or a network.

For more information, click here

You can transfer your contents to iManage by selecting one of the options:

  • Copy as folder – This allows you to create a folder and then move the contents of that folder.

  • Skip – This allows you to skip ahead in order to move contents. Skip is set by Default for all Teams to iManage jobs.

  • How to handle Planner - This allows you to transfer your planner content to iManage. Microsoft Planner generates an easy-to-use overview of tasks that must be completed in an all-in-one dashboard that team members can share.

Planner

Microsoft Planner is a task and project management tool that can be integrated directly into Microsoft Teams and MS Excel. Microsoft Planner generates an easy-to-use overview of tasks that must be completed in an all-in-one dashboard that team members can share.

For more information, click here

You can transfer your contents to iManage by selecting one of the options:

1. Copy as folder – This allows you to create a folder and then move the contents of that folder.

  • Skip

– This allows you to skip ahead in order to move contents. Skip is set by Default for all Teams to iManage jobs.

  • Apply Security - No action is required from you. By default, the security of the Destination folder is applied on documents.

  • Replace shortcuts - The Replace Shortcut job is a multi-step process:

  1. Go to Administration>Content Mover> Jobs.

  2. Click the Actions menu on an event-based job to display the option to Replace Shortcut.

3. On the dialog, select between Stop Sync or Continue Sync, and click Yes.

  • Replace shortcut with Stop Sync replaces all shortcuts with documents and stops any additional syncing. For one-time jobs, the Replace Shortcut job is getting sent without any confirmation, with the option for Latest version or All version, according to the default settings. With the Stop Sync option, the job would behave like a one-time job, and, instead of Active, its status would be in Complete for Scheduled and Subscription jobs.

  • Replace shortcut with Continue Sync will replace shortcuts, and then continue to sync documents on the configured schedule.

If Replace shortcut with Continue Sync is selected, Additional Settings can be edited for the job.

  • How would you like to sync documents: Select from Bring as Documents or Bring as Shortcut.

  • How would you like to replace shortcut: Select from Latest version or All version. This option allows the user to replace all versions of a document, or the latest version based on the default configuration of the Job

    • The number of versions available will be displayed if Save All is used. The first 50 are displayed then paginated afterwards. This result can be filtered by Modification User or Date.

    • If more than version 999 is selected, a choice to save a new document is displayed, and this will reflect in iManage or other DMS, or in Teams.

 

  • Copy as

Users can assign a custom name to a team being copied from Teams into a DMS Workspace / Folder. The parameters can be found on the Creating a Workspace page.

Copy to Site (Sharepoint)

The Copy to Site has the same steps as Copy As to Teams.

The following cases are supported when Copying to a Site:

  1. Copy to site on the workspace on the parent level folder of the site.

  2. Copy to site on the workspace on the furthest level folder of the site.

  3. Copy to site on the workspace on the subsite.

  4. Copy to site on workspace on the furthest level folder of the subsite

  5. Copy to the site based upon the advanced template mapping (below table row)

Template Mapping

  • Add New - User can add new template mapping -

  1. Source template - Select value from the dropdown

  2. Target template - Select the value from the dropdown

  • Map - Click on Map

  • Add - Click to Add

  • Click Save to save the mapping and click Cancel to close the dialog

Once done with the mapping, the results display in a grid format.

Azure Communication Settings

Enter the details of the Azure account for email alerts and notifications to be setup on Content Mover.

  • Application Id

  • Client id

  • Client Secret

  • User Principal

  • Test email address (The test email needs to have an email inbox enabled)

Options for these settings as a whole are:

  • Save Settings

  • Load Settings

  • Validate Settings

  • Click Update to update the added details and click Cancel to close dialog.

Delete the content mover setting

Allows the user to delete the content mover job. Following screen displays -

  • Enter a reason to perform the delete operation.

  • Click Delete to remove the config job and click Cancel to close the dialog.

Default Setting

  • Then go to the Default Settings tab. This tab shows all mapped content mover systems to run jobs off of.

  • Following screen displays -

Column

Description

From

Shows the system the content mover is reading from. Always will be Office 365.

To

Shows the system the content mover will move or copy to. Typically the DMS system.

Enabled

Displays if the job is enabled or not.

Bringing Post Files

Shows or hides the post files as per the option chosen by you on the Edit Job Settings screen.

Source Security Applied

Displays if the job applies the source system security (the system in the from column).

Sync Interval

The job sync internal (in minutes, hours or days).

Start Date

The job start date to start on.

Actions

Allows below actions based on permissions:

  1. Edit content mover Config job

  2. Delete content mover Setting

Adding a New Mapping

  • Click Add New from the Default Settings tab.

  • Set if the job will be enabled from the start. If it will be, select Yes.

  • The “From” system will be auto-populated to Office 365. This cannot be changed.

  • Select the To System. Currently supported systems are iManage, Office 365, Fileshare, and NetDocuments.

  • Select the repository if multiple repositories exist on the external system.

  • Set up a new job internally in the New Interval. Set the period in Every, select the time measure (minutes, hours, or days), and set the starting period date (today, in the future).

  • Add Profile of the job next:

    • First set up the Metadata to be displayed in the settings form as follows

    • Create a Layout at Administration -> Layout ->Forms -> +Add Form.

    • Select Content Mover-DMS from Where to be displayed.

    • Select the Source Template and Target Template, then click the Add to folder or Map to Folder button. Mapping

    • Add Metadata to be displayed on the Profile section and provide Access.

    • Click Save.

  • Metadata can be set as a default value or forced value.

  • Add Settings as follows:

  • Select whether or not to bring files like documents or shortcuts.

  • Select whether or not to import the Post files into the teams/channels/tabs when moving.

  • Select to apply the system security either from Source or Target to the moved channel/team/tab.

  • The option to create new users would be visible if Source security is selected in the above step. It allows creating new users (if those do not exist) with three options as below:

Option

Description

No Users

No new user is created; it applies default security Private to common user between Source and Target.

Internal Users

Internal Users of Source system is created on Target system with default security Private.

Every User

All users from Source system is created on Target system with default security Private.

  • Click Save.

The mapping now is set up and displayed in the Default Settings tab.

Configuration 

  • Go to the Configuration tab in Content Mover Manager.

  • Following screen displays -

  • The Cloud Provider and Storage are currently hardcoded to AWS and S3.

  • In the second Storage lookup, select the particular existing bucket. Or Set the Bucket Name to create a new Bucket.

  • Set the API Endpoint Base URL, the URL used for the CAM URL. E.g. https://firmname.prosperoware.io. Litera will share the URL.

  • Enter the API Secret Key configured from Azure Portal. Litera will generate and share the keys.

  • Click Validate and you should see a green bar on top of the page saying Validation Successful.

  • Click Save. A validation message appears saying the Configuration was successful.

Action Status

This section describes the status of the sync configurations. You can view the sync status with error details and a retry option in case of sync configuration fails against your configuration from Team to iManage or vice versa.

  • Navigate to the Action Status tab, the following screen appears:

Fields

Description

Fields

Description

Action

Displays the list of action performed on workspace, folder, and document level

Repository

Displays the list of repositories

Database

Displays the list of databases

From

Displays the list of Teams

To

Displays the list of iManage workspaces

Status

Displays the sync status either completed or failed

Edited On

Displays sync date and time

Error Message

Displays an error message in case of sync failure

Error Details

Click Details to view error in details in case of sync failure

Action

Click the Hamburger menu to perform a retry of the sync. Click Retry.

Also, completed Content Mover Jobs can now be ad-hoc resynced from the Source system. The Resync button is visible in the Jobs user interface when the permission View Content Mover Resync is enabled..

M365 to NetDocuments

Job

  • Allows the user to search, edit/update the config job. User can perform the following operations

    • Filter - Allows you to filter or search the config job based on the provided parameters.

    • Click the hamburger menu to upload the CSV:

Filter

Allows you to search the required config jobs. The following screen opens -

Fields

Description

Fields

Description

The filter option is divided into two parts as follow

Source option

Provide the source system details as follow -

  • System - Select the source system from the list (Office365)

  • Repository - Select the source repository from the list

  • Entity Name - Enter the entity name. We support special characters in the search.

Target Option

Provide the target system details as follow -

  • System - Select the target system from the list (NetDocuments)

  • Repository - Select the target repository from the list

  • Entity Name - Enter the entity name. We support special characters in the search.

  • Click Search to display the result. The following screen appears -

Fields

Description

Fields

Description

Source

Display the list of the source system details (Office365)

Target

Display the list of the target system details (NetDocuments)

Details

Detail contains the following fields -

  • Created Date - Displays the creation date

  • Edited Date - Displays the last modified date

  • Status - Display config job status (Completed, Error). If the config job status indicates "Error", it sends an email notification to the user if an error occurs during the Content Mover process.

  • Type - Display the config job sync type

  • Last Sync date - Display the last sync date

  • Next Sync date - Display the upcoming sync date. This date is applicable only for Scheduled sync type.

  • Action - Allows you to perform the following operations:

    • Edit Job Setting - Modifies configured job settings. Refer to Editing Job Settings section for more details.

    • Deactivate - Disables a configured job.

    • Delete - Deletes a configured job.

    • Logs - Helps in troubleshooting failed content mover jobs.

  • Click Clear to clear the fields

Editing Job Settings

  • Allows you to update the config job setting.

  • To Perform the edit job navigate to the Hamburger menu under Action

Fields

Description

Fields

Description

Enabled

Specifies the whether job is enabled. You can select the value.

From System

Display the source system name.

To System

Display the target system name.

Repository

Display the repository name. You can change the repository from the dropdown list.

Database

Display the database name. You can change the database from the dropdown list.

Sync Option

Specifies the sync option. You can change the sync option as follows

  • One time - Specifies sync the contents only one time

  • Schedule - Specifies sync the content based on the interval. You can set the interval as follows-

    • Current Interval - Display the current interval

    • New interval - You can set the new interval by selecting the interval option as Minutes, Hour, and Days. Enter the value greater than 0

  • Event Based- Specifies sync the contents based on the events

Default Class

Display the current default class. You can select the default class from the dropdown list.

Bring Post Files

Shows or hides the post files as per the option chosen by you on the Edit Job Settings screen.

Apply Security

No action is required from you. By default, security of the Destination folder is applied on documents.

 

Create new users (if doesn't exists)

Update the new user value by selecting an option.

Settings

Enter the following values -

  • How would you like to sync documents? - Select the value

  • Bring Post Files - Select the value

  • How to handle Team - Select the value

  • How to handle OneNote- This allows you to transfer your content from OneNote to NetDocuments that can include text, pictures, tables, and drawings. This is by default set to skip for all Teams to NetDocuments jobs

Microsoft OneNote is a free-form note-taking program that allows for multi-user collaboration and free-form information gathering. It collects user notes, drawings, screen captures, and audio commentary. Notes can be distributed to other OneNote users via the Internet or a network.

For more information, click here

You can transfer your contents to NetDocuments by selecting one of the options:

  • Copy as folder – This allows you to create a folder and then move the contents of that folder.

  • Skip – This allows you to skip ahead in order to move contents. Skip is set by Default to skip for all Teams to NetDocuments jobs.

  • How to handle Planner - This allows you to transfer your planner content to Net Documents. Microsoft Planner generates an easy-to-use overview of tasks that must be completed in an all-in-one dashboard that team members can share.

You can transfer your contents to NetDocuments by selecting one of the options:

  • Copy as folder – This allows you to create a folder and then move the contents of that folder.

  • Skip

– This allows you to skip ahead in order to move contents. Skip is set by Default to skip for all Teams to NetDocuments jobs.

  • Apply Security - No action is required from you. By default, the security of the Destination folder is applied on documents.

When moving documents from Teams to a DMS the author of the document is now set to whoever modified the document last.

  • Copy as

Users can assign a custom name to a team being copied from
Teams into a DMS Workspace / Folder. The parameters can be found on the Creating a Workspace page.

Update

Click Update to update the changes.

Cancel

Click Cancel to close the dialog.

Delete content mover setting

Allows the user to delete the content mover job. Following screen displays:

  • Enter reason to perform delete operation

  • Click Delete to remove the config job and click Cancel to close dialog

Default Settings

  • It displays all mapped content mover systems to run jobs off of. You can update the mapped content mover system settings.

  • Navigate to the Default Settings, appears the following screen:

Filter

  • Allows you to search the particular source and target system

  • You can add a new job mapping from source to target systems. After clicking Add New, displays the following screen:

Fields

Description

Fields

Description

Enabled

Specifies whether job mapping is enabled. Default value is Yes.

From System

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