Configuration Backups and Migrations Guide

Be sure to perform these actions prior to you or another individual exporting data from your firm:

1. If you will be having another individual perform exports, review the Manage Export Configuration Security page.

2. Create a backup folder where you will save your exported XML files.

   We recommend the following naming convention:

   • Folder Naming: Client Name + Date Stamp + Version Number

     • Example: Lucernex 1-1-2019 v1

       The version number is used to document multiple exports on the same day

   • File Naming: Client Name + Spacer + Tab Name + (report type, optional) + Number of files

     • Example: Lucernex - Summary Pages (5)

     • Example: Lucernex - Reports – Integrations (4)

     • Example: Lucernex - Other -Exchange Rates

• Always import from the bottom-up, or the parts before the whole.

  Here are three examples you may encounter:

  • Do not import a Budget Summary page until you have imported the Budget Template and Budget Types.

  • Do not import a Work Flow until you have imported the Schedules and Forms that are referenced in the Work Flow.

  • For page layout imports, import list layouts, then sub pages, then summary page layouts.

• Append the prefix LxDev to the name of all of your configured templates.

  This prefix is used to identify items that need to be exported before a Train refresh. Once you export and import the item into Production, you will remove LxDev from the name. This rule applies to items such as page layouts, forms, templates, and so on.

  The reason you want to append this identifier to your templates is to prevent naming conflicts when you re-import into Production.

• Be cautious when using the Export All.

  While it makes exporting files easier, using this can have unintended consequences. Since the generated XML file contains all of the configuration files of the types listed on that page in the system, importing the file might introduce new configurations or override existing configurations.

  For example, on the Export Configuration > Others tab, you can export user class security, exchange rates, CPI data, and fiscal period data, amongst other records. Imagine that you made modifications to the data on this page but you decided to exclude the changes made to your user security. If you clicked the Export All button and you imported the configuration into Production, you would overwrite your user security settings in Production.

• Make note of formulas used in your forms and budget summary pages prior to export.

  When you re-import, the record IDs assigned to the components of your forms and budget summary pages will change. This means that you will need to have to adjust any math formulas in your forms and budget summary pages.

• As soon as a custom configuration is approved, import it to your production environment.

  This will reduce your reconfiguration effort when train refreshes occur.

Exporting your configuration is a process that can take multiple steps depending upon the records you have configured.

Most of your records will be exported from the Export Configuration page, with the exception of:

• user-defined fields, which are exported from the Manage Data Fields page,

• budget summary pages, which are exported from the Manage Budget Summary Page page, and

• dashboard reports, which are exported from the Manage Dashboard Reports page.

Export Configuration Checklist

Export Configuration

You may begin importing once the Train refresh has finished or when you are ready to import your configurations from Train to Production. When importing configuration files there may be warning messages.

These warning messages are often returned when you import a "parent" item before importing its "child", such as when importing reports before importing the report folder templates. In this scenario, the reports are imported, but are saved to the Unspecified folder.

Import Configuration Checklist

Import Configuration Procedures

Certain items cannot be exported and must be recreated from screen shots, upload spreadsheets, or your configuration workbook. Once these items have been moved into production, they will be automatically copied over to your train environment with each Train Refresh.

• Binder Templates: To record your binder template configurations:

  1. Follow the Navigate to the Binder Documents Tab procedures.

  2. Select a template from the Binder Template field.

  3. Take a screen shot of the documents in your template.

  4. Upload the screen shot to the Refresh folder in the Lx firm.

  5. Repeat steps 2 - 4 for any other binder templates.

• Milestone Timeline: To record your milestone timeline:

  1. Follow the Navigate to the Manage Milestone Timeline Page procedures.

  2. Take a screen shot of each page of your milestones.

     There may be multiple pages.

  3. Paste the screen shots in the Milestones tab of your Configuration Workbook.

  4. Save your Configuration Workbook.

• Members / Contacts: Members and contacts should be stored in the Configuration Workbook and loaded via spreadsheet. The upload spreadsheet must be re-loaded after each refresh.

• Org Charts: Org Chart data must live in the Configuration Workbook and must be reconfigured after every refresh.

• Formulas: Take note of any formulas used in your summary pages and forms. Update all formulas in summary pages and forms.

  If you are unsure which summary pages and forms have formulas:

  1. Open each layout.

  2. Click Formula button in the field cells in the layout.

  3. Check for errors in the Mathematical Operations Builder.

There are some records that come out-of-the-box when you begin using Lucernex. The rule of thumb for exporting your configuration is that you should only export your custom-configured items. Please review the Export Configuration Checklist section below for a list of items you should consider exporting.

Please note that the following records are out-of-the-box, and should not be exported unless you have modified them in some way:

• Forms

  • Completed Maintenance

  • Conversation

  • Issue

  • OFC

  • Proposed Change

  • RFI

• Others

  • CPI

    If you have not entered CPI records into the system, you do not need to export this file.