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 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 was not available.
Plan your New Collaborate Site Layout
As part of New Collaborate, you will be able to create an interactive Collaborate Site, a portal for your clients to access documents.
Before going live, we recommend that at a minimum you customise the site to match your branding, with colours, logos, and more. Depending on your requirements, you may choose to launch the New Collaborate site first and add features later, or spend more time upfront customising the site.
SharePoint Communication Sites, used for your New Collaborate site, offers support for a range of features, including:
- Calendars
- Videos
- Images
- News section
- and more...
Refer to Customising your New Collaborate site on SharePoint
Plan for your Document Migration
Your existing links to OneDrive will still function temporarily, but 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. You will need to remove and re-add your clients from the Sharing Settings, and manually re-share documents.
Once you have connected to New Collaborate
Once you have connected New Collaborate:
- The Upload folder will no longer work on OneDrive. 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.
Before you connect New Collaborate
Before you begin setting up New Collaborate:
- Create a list of clients that currently use the upload folder.
- Remove and re-add these clients to your Sharing Settings as a priority. You should then email an invite to the clients to access the New Collaborate site and Upload folder. Refer to Sharing the Share Folder and Upload Folder with Clients.
- Delete the former Upload folders from the OneDrive location. This will ensure clients don't inadvertently use them, as once deleted the links shared with clients previously will no longer be accessible.
Review Staff Permissions
Review your Staff Permissions to ensure that staff will be able to access the features of New Collaborate.
For example, if you have a staff member responsible for making changes to Email Templates after the migration you should confirm they have the appropriate permissions to do so.
Refer to New Collaborate Permissions.
Train your Team
Ensure your team is ready to get hands-on with New Collaborate.
We recommend sending the following content to your staff, including a comparison of features as well as helpful step-by-step guides on how to use New Collaborate.
- Comparison between Collaborate and New Collaborate
- Sharing Documents and Folders (section)
- Login Experience for Clients using New Collaborate
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 click Finish Client Co-Editing on any documents in Co-Edit mode to upload the latest version to FYI and file the document accordingly. Once you have migrated, follow the instructions to re-share your documents with your clients.
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 the Documents Lists.
Documents are also displayed in the Collaborate tab. Refer to Client - Collaborate Tab.
