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Description

This page describes how to copy (demo) setups or configurations from one server to another, by exporting specific items from one system and importing them somewhere else.

The methods for exporting and importing described here can be used for instance for transferring setups created on a test system to a production system.

Procedure

The following items can be exported and imported. In case there are any limitations, they are described under 'Known Limitations'.

If you are planning to import a setup, please note that the order in which you import or create different items is important. For example: The Project export remembers the name of the Project Attribute Category. At import, it tries to apply this Attribute Category to the just imported Project. If the Category does not exist at that moment, the system will set the Project to 'no Attribute Category'. So for the best working, you must import Attribute Categories before importing Projects.

Below, you can find a quick overview of what should be created and imported in what order:

OrderItemAutomatic
Import
Comment
1Lists and Cascading Dropdowns(error)Needs to be done manually
2Users, Roles, Companies(error)Needs to be done manually
3Groups

(tick)

Export/import is available in version 12 or higher
4

Custom folder (Customizations, Cascading Dropdowns, Attribute images)

(error)Move the entire folder via Windows Explorer
5Restricted Sets

(tick)

Restricted sets are exported/imported automatically with their Attribute since WebCenter 14.0.

For older versions, restricted sets need to be created manually before importing Attributes.

6Attribute Categories

(tick)

Export/import is available in version 12.1 or higher
7Project and Task Statuses and icons(error)Needs to be done manually
8Task Types

(tick)

Export/import is available in version 12.1.1 or higher
9Projects, Templates(tick)Export/import is available in version 12 or higher
10Saved Searches(error)Needs to be done manually
11Menus(error)Needs to be done manually, can be downloaded and uploaded
12My Work sections(error)Needs to be done manually

Lists and Cascading Dropdowns

For Lists or Cascading Dropdowns, first verify which Type is used, see About Cascading Dropdowns.

To recreate Lists:

  1. Transfer the files to the new List Manager Project.
  2. Recreate this Lists on the system, via Admin > Attributes > Lists.

To recreate Cascading Dropdowns (old style, before WebCenter 14.0):

  1. Transfer the files to the new Web Server.
  2. In case Push Through Folders were used to update the Excel file earlier, these need to be recreated as well.

For more information about the new style Lists, also see:

Groups

How to Export Groups

To export one or more Groups:

  1. Go to the Groups page (Admin section > Groups).
  2. Select one or more Groups and choose Export from the Actions menu.
  3. Save the resulting XML file on your local system.

Also see: Exporting Groups

How to Import Groups

To import Group(s):

  1. Go to the Groups page and click the Import from XML link at the top.
  2. Browse to a valid Group XML file on your system and click Import.
  3. Verify whether all Users are available in the newly created Group(s).

Also see: Importing Groups

Known Limitations

If users (including Project Managers) do not exist on the target system, the import function will not create them. Only the ones that exist already will be added to the Group. When a Group already exists on the target system, the function will add Group members based on the user data in the migration file but will not remove existing Group members if they do not exist in the migration file.

Customizations

How to Export a Customization

To export a customization, you will need to copy the "custom" folder in the WebCenter instance on the Web Server and transfer it to your local system. The custom folder also includes cascading dropdowns or Attribute images you might have set up.

How to Import a Customization

To import a customization and immediately apply it, replace or merge your "custom" folder in the WebCenter instance on the Web Server with the "custom" folder you obtained from the source system. In case your customization does not seem to apply immediately, edit and resave the customizationConfig.xml file, this should refresh the customization. First make sure a full replacement is what you want. In some cases, you only want to move a part of the customization, for example only the cascading dropdowns (only copy the excel sub folder). 

How to use a Customization as a Theme

Since version 12.1, WebCenter features a Customizations page in the Admin > Preferences menu. From this page, you can customize the look of WebCenter by changing colors, images, fonts, etc.. It is also possible to apply a 'Theme' to your WebCenter instance. This is a pre-made customization, which you can instantly apply and then modify. For easy access, you may also use one or more of your own customizations as Themes.

To use a customization as a Theme:

  1. Place the custom folder in the "custom_Templates" folder in the WebCenter instance on the Web Server.
  2. Rename the folder to the desired name of your Theme.
  3. Add a small image named 'thumbnail.png' to serve as a thumbnail.

You will now be able to apply the customization to your instance whenever you like from the Customizations page (Admin section: Preferences > Customizations).

Attributes and Attribute Categories

Attributes

How to Export Attribute values

To export Document Attribute values:

  1. Open the Document Attributes page for the desired Document or the Project Attributes page for the desired Project.
  2. Set the Attribute values and save them.
  3. Click Export... and save the resulting JDF file on your local system.

Also see: Exporting Attributes Values to JDF

How to Import Attribute values

To import Attribute values:

  1. Open the Document Attributes page for the desired Document or the Project Attributes page for the desired Project.
  2. Browse to a file in the Import from JDF field and click Import.

Also see: Importing Attribute Values from JDF

Attribute Categories

How to Export Attribute Categories with Attributes

To export an Attribute Category with the Attributes:

  1. Go to the Attribute Categories page (Admin section: Attributes > Attribute Categories).
  2. Open each Attribute Category individually and re-save it (even if you did not make any changes). 
  3. Return to the Attribute Categories page. Select one or more Attribute Categories and choose Export from the Actions menu.
  4. Save the resulting XML file on your local system.
How to Import Attribute Categories with Attributes

To import an Attribute Category with the Attributes:

  1. Go to the Attribute Categories page and click the Import from XML link at the top.
  2. Browse to a valid Attribute Category XML file on your system and click Import.
  3. Inspect the newly added Attribute Categories and verify that all connections to Lists/Cascading Attributes and Restricted Sets are intact. If necessary, reconnect them.

    Lists and/or Cascading Dropdowns need to be created before you import Attributes.

    If you import Categories which already exist, the existing Categories will be overwritten.

Attributes and Task Specifications

When exporting and importing Attribute Categories into another system, Attributes are created automatically. If the Attributes were also listed as Task specifications, the Task specifications will also be created.

Saved Searches (Document Reference)

In case your Attribute Category contains Document Reference Attributes using Saved Search Document Sources, you will need to recreate these Saved Searches and reconnect them to your Document Sources.

Known Limitations

In case your Attribute Category uses lists or images, you will have to first export and import these by copying the "custom" folder from the web server (see the section about Customizations). In WebCenter 12.1.1 and older, restricted sets which you may have used for your Attributes, are not exported and imported. If either the system you export from or import uses WebCenter 12.1.1 or older, you will need to manually create the restricted sets on the target system, before you import your Attribute Category.  In case you forgot this, you can still do this afterwards but you may get error messages on the Attribute Category until you have correctly created all used restricted sets. Also, make sure to have the correct Type for the restricted sets.

Task Types and Workflows

Task Types

The importing and exporting of Task Types in WebCenter is new since WebCenter 12.1.1. If you are currently using an older version of the software and have a lot of Task Types to transfer, you may consider upgrading to 12.1.1 for your own convenience.

How to Export Task Types

To export one or more Task Types:

  1. Go to the Task Types page.
  2. Open each Task Type individually and re-save the Specifications (even if you did not make any changes). 
  3. Return to the Task Types page. Select one or more Task Types and choose Export from the Actions menu.
  4. Save the resulting XML file on your local system.

Also see: Exporting Task Types

How to Import Task Types

To import Task Type(s):

  1. Go to the Task Types page and click the Import from XML link at the top.
  2. Browse to a valid Task Type XML file on your system and click Import.
  3. Check the Task Type icon. You may need to re-link the correct icon.

Also see: Importing Task Types

Task Specifications

When exporting Task Types and importing in another system, the Task specifications are created automatically.

Known Limitations

If you have a WebCenter version older than 14, restricted sets that you might have used for Task specifications are not exported and imported. In that case, you will need to manually create the restricted sets on the target system, before you import your Task Type.

Workflows

Workflow is part of a Task Type.

If you have transferred a Task Type with the method described above, you won't need to transfer its Workflow separately. Your work is already done. The following description applies if you want to transfer a Workflow without the rest of the Task Type. Remark that your Workflow might not work as previously if for example the target Task Type does not have the same specifications as the original one. 

How to Export a Workflow

To export a Workflow:

  1. Go to your Task Type's Workflow tab, wait until it fully loads (this can take a while), and choose More Actions > Export.
  2. Save the resulting XML file on your local system.

Also see: Exporting Workflows

How to Import a Workflow

To import a Workflow:

  1. Go to your Task Type's Workflow tab and choose More Actions > Import.
  2. Select a valid Workflow XML file from your system and click OK.

Also see: Importing Workflows

Known Limitations

If the Workflow uses other Task Types, you will need to import these to the system before importing the Workflow. Otherwise you will see an error message.

Projects and Templates

Projects

How to Export Projects

To export one or more Projects:

  1. Go to the Projects page (Admin section: Project Management > Projects).
  2. Select one or more Projects and choose Export from the Actions menu.
  3. Save the resulting XML file on your local system.

Also see: Exporting Projects

How to Import Projects

To import Project(s):

  1. Go to the Projects page and click the Import from XML link at the top.
  2. Browse to a valid Project XML file on your system and click Import.
  3. Verify that the Project(s) contain(s) the correct Folder structure, Project Attributes, Tasks and Group Members.

Also see: Importing Projects

Known Limitations

The Project properties: User members, Permissions, Characteristics, Approval setup, Documents, Document autoname settings and Notifications are not imported through the XML file. The Project import does take the Folders and Group permissions into account, as well as Tasks and Project Attributes.

Templates

How to Export Templates

To export one or more Templates:

  1. Go to the Templates page (Admin section: Project Management > Templates).
  2. Select one or more Templates and choose Export from the Actions menu.
  3. Save the resulting XML file on your local system.

Also see: Exporting Templates

How to Import Templates

To import Template(s):

  1. Go to the Templates page and click the Import from XML link at the top.
  2. Browse to a valid Template XML file on your system and click Import.
  3. Verify that the Template(s) contain(s) the correct Folder structure, Project Attributes, Tasks and Group Members.

Also see: Importing Templates

Known Limitations

The Template properties: User members, Permissions, Characteristics, Approval setup, Documents, Document autoname settings and Notifications are not imported through the XML file. The Template import does take the Folders and Group permissions into account, as well as Tasks and Project Attributes.

Article information
Applies to

WebCenter 12.1.1 and newer

Created21-Oct-13
Last revised19-Mar-14
AuthorDEKE
CW Number 
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