Migrate Cases and Users from Eclipse SE to discovery ][ Local

Applies To: Eclipse SE and discovery ][ Local.

In this Article:

Review the Prerequisites

Migrate Users

Migrate Cases

Change User Details in the Web Portal

Other User-related Procedures in the Web Portal

Assign Access to Users

Set Administrators

Set Password Options

Related Topics:

 

To migrate user and case data from Eclipse SE to Local, follow the instructions below. Only Web Portal administrators have permission to migrate data from Eclipse SE. For more information on how to set up administrators on the Web Portal, see Set Administrators. Eclipse SE 2018 or later must be installed locally on the machine where the migration is taking place. If you have an earlier version of Eclipse SE, you must first upgrade to the latest version in order to complete the migration process.

Local will automatically connect to the SE database, and all users and cases defined in your Eclipse SE application will be available for migration.

Before you begin migrating cases and users, you may want to watch the Migration from Eclipse SE video, which provides an overview of the migration process.

Review the Prerequisites

The following table shows the prerequisites that must be in place before you begin the migration process.

Prerequisite

Notes

Eclipse SE Installation/Upgrade

Eclipse SE 2018 or later must be installed locally on the machine where the migration is taking place. If you have an earlier version of Eclipse SE, you must first upgrade to the latest version in order to complete the migration process.

Local Installation

Local must be installed on the machine where the migration is taking place. The installation must be finished before you migrate data from Eclipse SE.

64-bit Microsoft Office Upgrade, if Required

Local and TrialDirector 360 do not support certain 32-bit versions of Office. Review the System Requirements: discovery ][ Local or System Requirements for TrialDirector 360® to determine if your version of office is supported. If it is not, uninstall it and install a 64-bit version instead.

Admin Privileges

Only administrators have the ability to migrate users and cases from Eclipse SE to Local. To give a user permission to migrate data, you must first add them as an administrator in the Web Portal. For more information, see Set Administrators.

Name De-Duplication

You cannot have users and cases created in TrialDirector 360, Local, or the Web Portal that share the same name as users and cases you would like to migrate over from SE. Rename the necessary users and cases in SE in order to migrate them over.

Migration Order

To ensure data is properly migrated, make sure you migrate all of the users associated with a particular case before you migrate the case in question. For more information, see Migrate Cases.

Connect to Network

Ensure your machine has access to the network location where the Eclipse SE database is stored. As long as it has access, Local will automatically connect to the SE database, and all users and cases defined in your Eclipse SE application will be available for migration.

 

A step-by-step diagram of the migration process is shown below. For detailed instructions on each step in the following procedure, review the information provided further down in this topic.

ClosedMigrate Users

You can migrate all users from Eclipse SE at the same time, or choose specific users you would like to migrate by selecting each name from a list in the Migrate Users page in Administration. When you migrate a user that belongs to a group, the group and its associated privileges are also migrated. However, if other members of the group have not explicitly been migrated (the box was not checked next to their name), they will not show up in the group in Case Management. These users will continue to be listed on the Migrate Users page in Administration until they have been migrated.

Follow the procedure below to migrate your users:

Note: When a user is migrated from Eclipse SE to Local, they are sent an email containing the user name and temporary password for their IPRO account. Included in the email is a link to the Web Portal. To install Local, the user must log in to the Web Portal, accept the End-User License Agreement, and download the Local client to their machine. For instructions on this procedure, see Workflow: Install discovery ][ Local.

  1. From Local, launch the Administration module.

    The Administration work area displays.

  2. In the left navigation panel, select the green arrow beside Migrate from SE.

    Note: This option will not display if Eclipse SE has not been installed on the machine from which the migration will take place.

  3. Select Assign Email.

    This step is meant to ensure that every user being migrated from SE has a unique and valid email address associated with their account. Any users without a valid email address recognized by the system will appear in a list on this tab with their names in red, as shown below.

    If no users appear on this list, or you have no present need to migrate these particular users, you can skip to step 5.

  4. To migrate the users in red, you must first associate their account with a unique and valid email address. There are two methods for doing so:

    1. You can enter each email into the system manually, by first selecting a user in the list and then typing their email into the Update Individual Email field.

      By clicking the Save button to the right of the field, the email is entered into the system and the user's name changes from red to black. You are now able to migrate this user into Local.

    2. Alternatively, you can add an email address for each user in the list by creating a .CSV file with the appropriate information, which you can then import into the system.

      To create a .CSV file with the User list already included, select the Export button.

      The Select User/Email definition file window appears. Navigate to the location where you would like to save the .CSV file on your machine. Add a file name and click Save.

    3. Edit the .CSV file on your machine, adding a valid email address in a second column for each user on the list.

      Note: If the user ID for the SE user is itself a valid email address, a second column must still be added with that email address used again. For instance, if a username is JSmith@email.com, a second column must be added with the valid email, JSmith@email.com. On import, the system associates the first column strictly with the user ID, and the second column strictly with email.

      When finished, save the file.

    4. Return to the Email Verification page in the Administration module, and click the Import button.

    5. The Select User/Email definition file window appears. Navigate to the updated .CSV file, select it, and click Open. The updated User list with the associated emails is added to the system and you are now able to migrate the users into Local.

  5. Once users' emails have been added to the system, you are now able to migrate them. To do so, select Migrate Users in the left navigation panel.

    Warning: To ensure data is properly migrated, make sure you migrate all of the users associated with a particular case before you migrate the case in question.

  6. Select the users you would like to migrate over. You have the option of choosing individual users by checking the box next to each name, or choosing all users by clicking the box marked Select All. Note that user migration cannot be canceled once under way.
  7. Click Migrate Users.

  8. If you would like to review information about the import, click View Log.

  9. After a user has successfully been migrated, the user no longer appears in the list of users on the Migrate Users page in Administration. By default, when users are migrated, they are set to inactive for all modules. To change users to active, as well as update their contact information, see Change User Details in the Web Portal.

ClosedMigrate Cases

You can migrate all cases from Eclipse SE at the same time, or choose specific cases that you would like to migrate by selecting each case from a list in the Migrate Cases page in Administration. To ensure data is properly migrated, make sure you migrate all of the users associated with a particular case before you migrate the case in question. Case migration may take significantly longer than user migration, and cannot be canceled once under way. We recommend you migrate cases in small groupings, rather than all cases in a single migration. Make sure there are no users logged on to a case you are migrating, that all batches have been created, and that the case is not mid-review. Complete your case migration after hours. After migration, if you return to Eclipse SE and make changes to a case, those changes will NOT be reflected in Local.

Follow the procedure below to migrate your cases:

  1. From Local, launch the Administration module.

    The Administration work area displays.

  2. In the left navigation panel, select the green arrow beside Migrate from SE.

    Note: This option will not display if Eclipse SE has not been installed on the machine from which the migration will take place.

  3. Select Migrate Cases.

    Warning: To ensure data is properly migrated, make sure you migrate all of the users associated with a particular case before you migrate the case in question.

  4. Select the cases you would like to migrate over. You have the option of choosing individual cases by checking the box next to each name, or choosing all cases by clicking the box marked Select All.

    Tip: Case migration may take significantly longer than user migration, and cannot be canceled once under way. We recommend you migrate cases in small groupings, rather than all cases in a single migration. The primary reason that some cases take longer to migrate than others is the number of transcripts attached to the case. Cases with fewer transcripts will process more quickly than cases with numerous transcripts.

  5. Click Migrate Cases.

  6. If you would like to review information about the import, click View Log.

  7. After a case has successfully been migrated, the case no longer appears in the list of cases on the Migrate Cases page in Administration.

ClosedChange User Details in the Web Portal

To change user details, or to switch a user from inactive to active and vice-versa, you must log on to the Web Portal. The steps below provide information on how to complete these procedures.

  1. Launch the Web Portal by opening a browser and going to solutions.iprotech.com.
  2. Type in your username and password in the proper fields.
  3. Once you have logged in, click Settings in the left navigation panel.

  4. Select a user from the table. To edit user details, including user name and contact information, select the Edit button in the ribbon bar.

    A dialog box appears. Change user details as necessary. Additionally, you can set a user's status to active by selecting the check box marked Active in the dialog box. When finished, click Save.

  5. You can also change a user name from the user table. After first clicking Settings on the left navigation panel, select a user from the table. Click the Change User Name button in the ribbon bar.

    Type the new name into the dialog box that appears. Click Save.

  6. You can activate and deactivate users from the user table, after first clicking Settings on the left navigation panel. Select a user from the table. To activate the user select the Activate button in the ribbon bar.

    To deactivate the user select the Deactivate button in the ribbon bar.

    Note: When you click the Deactivate button, a message displays warning you that the user will no longer have access to the Web Portal or the Local application. If you would like to proceed, click Approve. You then have the option to permanently delete the user's data. Click Yes to delete the data, and No to keep the data in the system.

  7. Repeat these steps to change the activation status and contact information for additional users. To assign a user access to Local modules, see Assign Access to Users.

ClosedOther User-related Procedures in the Web Portal

Administrators have the ability to assign users access to applications, add or remove a user's administrator privileges, and set password requirements for users logging into Local and the Web Portal.

A step-by-step diagram of each procedure is shown below. For detailed instructions on the procedures involved, review the information provided further down in this topic.

ClosedAssign Access to Users

Administrators have the power to assign users access to Local modules. This functionality occurs in the Web Portal. The steps below describe the procedure in detail, and correspond to the items listed as 3 to 3b in the diagram above.

  1. Launch the Web Portal by opening a browser and going to solutions.iprotech.com.
  2. Type in your username and password in the proper fields.
  3. Once you have logged in, click Settings in the left navigation panel.

  4. Select a user from the table. To assign that user access to Local modules, or to remove that user's access to these applications, select the Assign Access button in the ribbon bar.

  5. A dialog box appears with the names of each Local module. To the right of each name is the number of available subscriptions, along with the total number of subscriptions purchased.

    Assign access to an application by clicking the check box next to its name. A green check mark appears beside the applications the user can access. To remove the user's access to a certain application, click the green check mark. When finished, click Save.

  6. Repeat these steps for every user whose access needs to be changed.

ClosedSet Administrators

Individuals who were previously assigned Super Administrator privileges will need to be set as administrators in the Web Portal to have equivalent privileges in the Local application. There is no limit to the number of users that can be set as administrators in the Web Portal. To add or remove a user's administrator privileges, follow the steps below:

  1. Launch the Web Portal by opening a browser and going to solutions.iprotech.com.
  2. Type in your username and password in the proper fields.
  3. Once you have logged in, click Settings in the left navigation panel.

  4. Select a user from the table. To give that user administrator privileges, click the Set as Admin button in the ribbon bar.

    To remove that user's administrative privileges, click the Remove as Admin button in the ribbon bar.

  5. Repeat these steps as necessary for every user who needs to be added or removed as an administrator.

ClosedSet Password Options

Administrators can change password requirements for users logging in to Local and the Web Portal. By default, during the migration process users will be assigned the password “Ipro123!”. You can force the user to change their password the first time they log in. For instructions on how to set password options, including a forced password change, follow the steps below:

  1. Launch the Web Portal by opening a browser and going to solutions.iprotech.com.
  2. Type in your username and password in the proper fields.
  3. Once you have logged in, click Settings in the left navigation panel.

  4. In the top-right corner of the web page, click Security Setup.

  5. On the security page, define password requirements for your users. Users will be assigned the password “Ipro123!" during the migration process. As such, we recommend you select the option to force password changes on first login. When your password requirements have been set, click Save in the bottom-right corner.

 

Related Topics:

Overview: Install, Update, or Upgrade TrialDirector 360 or discovery ][ Local

Workflow: Install discovery ][ Local