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Legacy Documents in Simploud

In this document, we will walk you through the process of uploading legacy documents to Simploud.

Prerequisites

Before starting the migration process, the following must be confirmed:

  • The document layout (fields and picklist values) has been finalized.
  • The approximate number of legacy documents to be migrated is confirmed.

The Simploud Success Team will generate a CSV template based on your finalized layout. 

The CSV file will include all relevant fields displayed on the record page layout. 

You will complete the CSV file. Once finalized, please return the completed file to the Simploud Success Team. 

Our migration strategy includes the following validation steps: 
  • Finalize the Controlled Document layout and fields.
  • Migrate a sample set of legacy documents into QA.
  • Verify:
  • Picklist values match exactly (case-sensitive)
  • Non deactivated users mapped
  • Customer reviews and approves the QA migration before moving to production. Only after QA approval will we proceed to Production.

Before migrating to Production, the migration-specific functionalities will be controlled through the “Legacy Data Migration” checkbox. 

When this checkbox is marked as TRUE on a record, the following features become available on the layout to support the migration process: 

  • A Draft → Effective (without signatures) button
  • PDF rendition prevention when transitioning directly from Draft to Effective
  • An Admin Edit button allowing modification of:
  • Effective Date
  • Version
  • Next Review Date (while in Effective status)

These features are only visible and usable when the “Legacy Data Migration” checkbox is checked. 

During the migration, we will set this checkbox to TRUE on the relevant records to ensure the process runs smoothly. Once the migration is completed, the checkbox will no longer be used for new records.

The records will be inserted using an internal tool called Data Loader. 

After we migrated all the records in Draft status with all the metadata, the following needs to be done by the customer:

  • You need to upload the WORD file – important to have it in the system before uploading the PDF version
  • Click on the document preview – Upload New Version – “PDF Rendition” needs to be added to the comment, this comment will help define the word version as the latest version (which will allow you to download it using the latest version button, and the next revision will start with the word file (please mention to the team if you want the signed pdf to be the latest version instead).
  • “Legacy Data Migration” field value needs to be true (if false, the data migration feature won’t be visible)
  • The “DATA MIGRATION – MAKE EFFECTIVE” button will appear – in this pop-up, the Manual Effective Date, and the Manual Next Review Date can be entered (if these date values have been already entered in the provided .csv, they will appear in the pop-up).
  • Once we click on “Save”, the document will be effective, but we need to update the fields with the values we provided in the pop-up. To to this, click on the “Update Data Migration Fields” button in the same top right location.

Important Notes

  • All migration activities will first be validated in QA.
  • Production migration will only occur after customer approval.
  • Migration tools are temporary and will be disabled after completion.