MIGRATION DETAILS + INFO

Martin Hayes -


Here are some overview details and specificities around what is changing and what areas may need a deep dive regarding migration from our globaledit legacy platform to our new iteration.  

This is applicable for admin users as well as anyone involved in the coordination of migration between tools.  

Our goal is to make sure you are informed and prepared for this transition.  Please do reach out to your account manager or the Digital Experience team if you have any questions.

 

 

DEMO(S)

  • We'll put some time up on the calendar for an overview.  In that meeting we’ll walk thru the tool and give a general walkthrough of how the platform is structured. This can be just with tool admins or a broader user base, whatever your team needs.
  • We are happy to provide any additional training sessions to dive into more involved aspects of the tool as well, or breakouts by team.  Some of the below areas may need a more focused detail.  

 

UPLINKS

  • There are a few ways to approach this in the new platform, but one way this function can immediately exist is within a new feature of the platform, Project Assignments.  
  • We will also have a more formal version of this release in the coming months that allows for external user interaction.  
  • IMPORTANT:  In the new platform we do not have the ability to bring in external users (non-login) at this time.  We will have a release in the coming months that allows for external user interaction, but currently that is not an aspect of the platform.

 

COLLECTIONS (LIGHTBOXES)

  • Aside from the name change, these function in a very similar fashion, with a few more bells and whistles.
  • IMPORTANT: There is a 5000 asset limit for Collections (Lightboxes) in the new platform.  Lightboxes constructed with more than 5000 assets will be broken up during the migration process to accommodate this limitation.
  • IMPORTANT:  In the new platform we do not have the ability to bring in external users (non-login) at this time.  We will have a release in the coming months that allows for external user interaction, but currently that is not an aspect of the platform. 
  • IMPORTANT:  In the new platform we do not have the ability to create Collections (Lightboxes) that contain assets across multiple Accounts.  Please note that Lightboxes constructed in this manner will not be carried over after migration intact, and will require a revisit and likely a restructure and subsequent reassignment.

 

APPROVAL GALLERIES

  • Please make sure all open galleries are closed or completed prior to migration.
    • CLOSED will migrate over details, not the gallery itself
    • COMPLETED will migrate over details and the gallery
    • EXPIRED will migrate over details and the gallery
  • Approval Galleries have a few nuances and security aspects that may need a targeted look - if your team uses these heavily, please plan for time to understand the changes here. 
    • It is recommended that users approach Approval Galleries as a fresh slate in the new platform.
  • IMPORTANT: Approval Galleries that do not have a Talent user associated with them will not be actionable post-migration
  • IMPORTANT:  In the new platform Two-Factor Authentication is mandatory, and for this reason we recommend to revisit how this workflow is enacted for your team and whether you will have to make changes based on this new feature.
  • IMPORTANT: Talent (and Rep) users need to be communicated to the GE team prior to migration in order to come over properly.

 

USERS

  • When we migrate your team over, we will bring over the historical data of all previous users (deleted, guest users, etc), although we will not formally invite them.  They will be listed as "inactive" in the user section of the tool, and we can reinvite them to the platform at any time.  
  • You and your current user base will receive an automated email to the new login page when your migration is complete.
  • Talent users will not be immediately invited to the tool, we will list them in the inactive section as well, and they can be invited as needed, provided that they are spoken to prior to migration.  
    • If there are some Talent users who you would like initially invited along with your current user base, please let us know prior to migration and we can accommodate.
  • We will migrate over Casual users to the new platform as standard/regular users, unless otherwise directed.  Reason being is that 1.We do not have Casual users in the new platform, and 2.We do not accommodate external/non-login users in the new platform currently.
  • IMPORTANT:  In the new platform we do not have the ability to bring in external users (non-login) at this time.  We will have a release in the coming months that allows for external user interaction, but currently that is not an aspect of the platform. 
  • IMPORTANT:  We are not able to create users with duplicative emails in the new platform.  This means that you cannot have more than one user with the same email address.  Users that share email addresses who are migrating over from the legacy platform will have these logins automatically consolidated.
  • IMPORTANT: Duplicate emails and Talent users need to be addressed + detailed to the GE team prior to migration to pass over properly

 

ROLES

  • It is highly recommended that you as admins take time to comb thru these and understand how they land and function in the new platform.  Roles/permissions have been passed over from the previous tool, but since we have consolidated these a bit, the names and functions are a bit different.  
    • In the old platform, a users’ permissions are dictated by individual allowances for the user plus allowances via a role.  After these determinations, you then allow the user access to the areas you choose.
    • In the new platform, a users’ permissions are set all in one block, as a role.  After these determinations are made, you then allow the users access to specific areas via these roles.
  • IMPORTANT: Please take a look at these as well as users’ assignments to areas of the tool to ensure they are set up to your liking post-migration.  As some of these aspects have carried over differently, likely it is prudent to ensure that this has not allowed/disallowed an essential permission.

 

FOLDERS / FOLDER ASSIGNMENTS / PROJECTS

  • Folder Assignments
    • Folder Assignments are realized in the new platform in a new feature, called Projects.  Projects enhance the management capability of Folder Assignments, while still allowing for the specific assignment capabilities previously provided.  
      • Projects live in a different section of the platform than the main library 
    • Folder Assignments that encompass every folder in a Job (Job = "Workspace" in the new platform) will be realized as Workspace assignments in the main library as opposed to separate Projects.
    • IMPORTANT:  In the new platform we do not have the ability to create Folder Assignments across multiple assigned Accounts.  Please note that Folder Assignments constructed in this manner will not be carried over after migration intact, and will require a recreation and subsequent reassignment post-migration.
  •  
  • Projects
    • Projects are a vast new aspect of the tool that is built as an extension of Collections (Lightboxes).  It is essentially creating a satellite or gated version of your organization that you can invite users to for a more focused and/or secure experience.  
    • Projects can cover many areas of the tool, from uplinks to folder assignments, to rating-specific gating of assets, to some project management aspects. 
  •  
  • Folders
    • IMPORTANT: If a folder structure has 10+ indentations in the tiering, these will be adjusted when migrating over; the folder tier indentations that surpass this mark will be shifted to live at the level of the 10th indentation.  We can pass over a list of which folder structures incur this - we recommend that this is addressed prior to migration.  
    • IMPORTANT: There is a 5000 asset limit for folders in the new platform.  Folders constructed with more than 5000 assets will be broken up during the migration process to accommodate this limitation.

 

METADATA

  • Metadata enrichment (either required or selective) is not an option currently in the platform from either a traditional, uplink, or globaledit SYNC perspective. 
    • We are looking to scope including this going forward.
  • Metadata panels (collation of metadata schemas) are not currently in the tool at this time as well. 
    • We are looking to scope including this going forward.
  • Metadata custom schemas are limited to 10 in the new platform.  If you utilize more than 10 custom schemas, please reach out to your Account Manager to discuss
  • In the previous platform we can up and download metadata via XMP.  In the new platform we can download via both XMP and CSV, but with upload we only upload CSV to enrich metadata.
  • IMPORTANT: Metadata panels (collation of metadata schemas) are not currently in the tool at this time as well.  If you currently have a panel in your metadata, this panel will not migrate over, however, the schemas that it represents will not be affected.
    • We are looking to scope including this going forward.
  • IMPORTANT: Metadata custom schemas are limited to 10 in the new platform.  If you utilize more than 10 custom schemas, please reach out to your Account Manager to discuss, as these will not pass over in migration.

 

FINALIZE TAG, FLAGS

  • Both finalize tags and flags in the old/legacy platform will not pass over to the new platform.  If you utilize this, please address this usecase either by utilizing another tag to denote, or reach out to your account manager to discuss.

 

FEATURES

  • As previously mentioned, some aspects of the legacy tool are not going to be available for use on this release, as they are launching after we’d like to migrate you.  We will work together to ensure that your experience in the new platform suits your team’s needs as the previous platform did.
  • IMPORTANT: Please make sure to detail with the globaledit team which aspects of the tool are essential to your workflow.  

 

MARKUPS

  • Aspect ratios - custom and preset - in the shape tool (rectangle) do not exist in Markup Editor currently
  • IMPORTANT:  Markups that only have text in the layer box and do not have an actual markup on the image will not be carried over during migration.  

 

RECURSIVE VIEW

  • Although not available currently, recursive viewing (the ability to see all content nested within the entirety of a folder structure) is an aspect that we plan to incorporate into globaledit in the coming months.  As this is of differing levels of necessity to teams based on current workflow, we want to ensure that this is addressed and we can provide walkthrus if needed.

 

UPLOAD, FILE SIZE, GLOBALEDIT SYNC

  • Currently there is a 512mb limit on upload per asset.  
    • We are looking to scope including this going forward.
    • This limitation is not repealed by use of globaledit SYNC
      • globaledit SYNC is an application that acts as a FTP tool, and is the new iteration of our globaledit Desktop application in the legacy platform. 
  • Folder upload, one aspect of globaledit that Aspera allowed, is still not available in the tool, however this is attainable when using out globaledit SYNC tool.  
    • In addition to folder upload, globaledit SYNC can allow for more efficient bulk uploads to the platform.
  • There a few browser limitations regarding upload that are also repealed by the use of globaledit SYNC
    • Limit of 1000 assets per upload
    • Limit of 25gb per upload
    • Limit of 3 concurrent uploads

 

ASPERA

  • Aspera is not needed in the new globaledit platform.  The speeds Aspera provided have been incorporated into this new iteration.  
  • Folder upload, one aspect of globaledit that Aspera allowed, is still not available in the webapp/browser version of globaledit however this is attainable when using out globaledit SYNC tool.  
    • globaledit SYNC is an application that acts as a FTP tool, and is the new iteration of our globaledit Desktop application in the legacy platform. 
    • In addition to folder upload, globaledit SYNC can allow for more efficient bulk uploads to the platform.

 

 

REPORTING

  • General reporting is not currently available in the platform.  We do have some specific reporting on Approval Galleries and Projects, but in terms of parity to the legacy platform, reporting is a forthcoming element.

 

ARCHIVING

  • There is no archiving in the new platform.  This will obviously be beneficial for access reasons, but understanding that some teams use this feature to slim pricing, this will not incur a price increase as a result.  Please speak directly with your account manager for more detail. 

 

ROLLOUT

  • Seeing as some of these aspects vary a bit from the previous version of the platform, we do want to recommend a period of expected acclimation.  Whether that means time for the admin to review the new landscape after migration  before rolling out internally or scheduling training sessions for specific teams/workflows/features, please keep in mind that although the fundamentals of globaledit have remained, the execution of some details may impact your workflow.  
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