Before Upgrading to New Collaborate from Legacy Collaborate using OneDrive

Note: This article is only relevant to users upgrading from Legacy Collaborate using OneDrive. 

For practices new to using Collaborate, click here to view New Collaborate Setup Instructions.

New Collaborate offers much greater security and an enhanced client experience.

The transition from Legacy Collaborate to New Collaborate requires several steps, both before and after, which we have covered below and in the article After Migrating to New Collaborate. Due to the upgraded security features, an automatic migration process is not available.

Note: Once you have upgraded to New Collaborate, you cannot revert or downgrade back to Legacy Collaborate.

Plan for your Document Migration

Once you have configured New Collaborate, you will need to re-share your documents with your clients. This will re-upload the files to your new Collaborate Site and send new links to your clients to use.

There is no automatic process to transfer your documents from OneDrive to New Collaborate on SharePoint.

• The Upload folder will no longer work on OneDrive, and files added by your clients will not be filed in FYI. By re-adding your clients to the Sharing Settings, your clients will be sent links to the new Upload folder.
   
• You will need to re-share documents to upload files to the New Collaborate site. This will ensure the client can access everything they need in one location - your New Collaborate site.

Unshare Documents

Documents currently shared using Legacy Collaborate will not be migrated automatically to New Collaborate.

You should unshare all documents from the current client folder on OneDrive to ensure that clients do not continue to access these documents after their new client folder has been created using the New Collaborate SharePoint site.

How to Unshare Client Documents

After a document has been unshared, it will be removed from the client's folder on OneDrive, preventing clients from accessing the document. 

To unshare documents:

• Individually - Access to individual documents can be removed by a user with administrator access to the practice's OneDrive, using the Manage Access function. All users should be removed from the access list.
   
• Multiple Documents - Documents can be unshared using the Unshare Document Automation Process. Shared documents will be removed from the client's folder, automatically removing access from all users. Please note that Document Lists cannot be filtered by Share Status, so you will need to select a Document View in the Automation Filter that contains all documents.

Once you have completed the upgrade to New Collaborate, documents can be reshared with your clients.

Locating Shared Documents

Documents that have been shared are displayed on the Client - Collaborate tab. Refer to Client - Collaborate Tab.

Please note that the Documents List does not contain a filter to display documents currently shared with clients.

To view a list of shared documents, practices may wish to utilise the Tags feature. This allows practices to easily identify which documents should be re-shared once the upgrade to New Collaborate is complete.

This can be done by:

1. Adding a new Tag to FYI, e.g. Shared.
2. Enabling Tags for the relevant cabinets, to ensure you can add the tag to the relevant documents.
3. From the Client - Collaborate tab, select all documents.
4. Click Bulk Update.
5. Select the Cabinet.
6. If Tags have been enabled for the Cabinet, the Tag field will be displayed. Select the tag created in step 1.
7. Run the Bulk Update.
8. Repeat for all other clients as required to add the tag to all shared documents.

A Document List View can be created, filtered by that tag, to display only documents tagged as being shared with clients.

1. From the Documents list, click the Filters tab on the left.
2. Locate the Tags filter.
3. Select the Tag created in the previous section. The Documents List will be updated to show only documents with that tag selected.
4. Save the view.

After upgrading to New Collaborate, documents can be automatically uploaded to the New Collaborate client folder using the Share No Email Automation Step. Select the new Document View in the Automation filter to ensure you upload only documents that were previously shared with clients.

Finish Documents in Client Co-Edit

Documents in Client Co-Edit mode will not be migrated automatically to the New Collaborate.

Before upgrading to New Collaborate, you should Finish Client Co-Editing on any documents in Co-Edit mode to upload the latest version to FYI and file the document accordingly.

How to Finish Client Co-Editing

To finish Client Co-Editing:

• Individually - An FYI Admin, or a user who initiated the Co-Edit, can finish Client Co-Editing from the Documents List for individual documents. 
   
• Multiple documents - using the Finish Co-Editing Automation Process step. You may need to set up a Documents List View displaying only documents in Client Co-Edit mode.

Once you have migrated, documents can be reshared with your clients.

Locating Documents in Client Co-Edit Mode

Documents that are still actively in Client Co-Edit mode are displayed in the Documents list with the Co-Edit icon.

The Edit Status column on the Documents list can also be added and filtered to show only documents with a status of Co-edit. Refer to Adding, Removing, and Moving Columns in Lists.

Documents are also displayed in the Collaborate tab. Refer to Client - Collaborate Tab.