This article details each step of the migration process for non-Qualio+ content, meaning the customer has their own documents and wants to migrate them into Qualio. If you are a Qualio+ customer wishing to import Qualio+ content, you'll work closely with your Quality Specialist to select and customize those documents.

For a 30,000ft view of the migration process and other migration details, check out the Migration Manager Overview article.

If you want to update this Change Control statement after the migration is created, click the “Edit” button. This can be edited at any time before the migration has been approved.

To begin uploading files, access the appropriate migration (aka folder, project, mini-migration) by clicking on the View option on the far right.

Note: Multiple migrations may be listed in the Migrations Manager. Consult with your Onboarding Manager which migration to use if multiple migrations have been created for a phased-approach migration.
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You can then drag and drop files to the gray box or click the box to open a file browser. You can upload multiple batches of documents by continuing to drag and drop files to the gray box until all of your files are uploaded.

You can view the upload progress to confirm files are uploaded successfully. If any issues occur, the system will indicate which file(s) had a problem. Contact your Onboarding Manager to resolve the issue.

Once your upload is complete, click the Next button at the bottom of the page.

What if I forgot to upload a document?

Documents can be added to a migration throughout the Upload Files and Prepare Migration statuses. To add another document, open/view the migration then scroll to the bottom of the page. Click the Previous button, and you’ll see the gray drag and drop box once more allowing you to add files for upload.

Once all of your files have been uploaded, alert your Onboarding Manager so they can begin to assess your documents and to proceed forward in the migration process.

Once your documents have been uploaded to the Migrations Manager, the Qualio team can begin evaluating the files to determine:

Your Onboarding Manager will report back to you their recommendations for the items listed above. This is a collaborative process between you and your Onboarding Manager to set up your organization/eQMS for long term success. Communication during this step is essential and can be done during calls or asynchronous using Monday.com task notifications.

Qualio allows you to decide how you’d like to migrate your content into the system. With the column labeled “Extract Content,” you can determine if you’d like your content to be converted into a document that can utilize Qualio’s in-app editor, or if you’d like to maintain the file type with Upload Format.

Select the Extract Content checkbox to fully convert to an in-app editable document, or unselect to migrate using the Upload Format.

While you are either waiting for your Onboarding Manager to review the uploaded documents, or during the strategy collaboration back-and-forth, you can proceed by adding owners and approvers to each document.

What if I don’t see the correct team member in the list?

This could either mean the user has not been added to your Qualio Production account, or they aren’t in the Normal or Quality User role. If you see a name but it is grayed out, that means the user has not accepted their invitation to Qualio yet.

Your Onboarding Manager can help add the user, or you can use the instructions found here to add the user yourself.

Once migration strategy collaboration is complete and agreed to, your Qualio Onboarding Manager will create the agreed-upon document and event templates and assign to the related documents. This is an onboarding service we provide to our new customers. This helps to streamline the migration process. Future migrations with existing customers will be scoped and determined who is responsible for creating new templates.

TIP: While your Onboarding Manager is creating and assigning templates, customers can begin training on document management and quality events in Qualio so they will understand how, why, when, and where to build document and event templates.

Documents will initially be listed under Unassigned [template], representing that the document is not yet linked to a template. Once a template is assigned it will appear under that template’s name making it easy to visually see and confirm that documents are assigned the correct template.

There are additional file options to optimize your file organization available by right-clicking on a file or selecting the three-dot menu on the far right. These options give Onboarding Managers and customers greater control over the final result and clarify for the Qualio migration team what is expected for each migration project and file.

TIP: You can also control the organization of documents by dragging and dropping documents to rearrange the order and thereby the Document IDs.

Before moving to the Review status, and before the migration can be scheduled, customers are responsible to review and check the following:

Once your initial review is complete, click the Next button. Your migration will advance to the Review status and present a Read-Only view of the migration. Check everything one more time and if everything looks accurate notify your Onboarding Manager or Customer Success Representative via email or using Monday.com notifications to authorize the Approval. In rare situations, customers are granted access to the Approve button.

When a migration advances to the In Progress status, it’s an indication to the Qualio team that you have approved the project’s current state and the migration has started. Once the migration has finished, the Qualio team can add the migration to the queue and begin formatting any documents that were marked to have content extracted.

During this formatting, a member of the Qualio team will ensure that all document structures are correct and all Smartlinks have been added to reference other documents. Only then will they transfer document ownership to the designated user on your team.

How long will this process take?

That depends entirely on the number of templates that will need to be created, and the number of files and file complexity included in the migration. However, we strive to get customers through the migration process within a couple of weeks. Your Onboarding Manager will keep you updated on the timeline. In the meantime, you can proceed to complete training tasks for Documents, Events, Training, etc.

The migration status will transition to Complete once the Migration Manager has finished moving documents into the system. However, this does not indicate that formatting is complete, and you should stay in touch with your Onboarding Manager for the formatting status.

The new documents will appear within the Document Workspace as Drafts and will follow the document lifecycle like any other document created in Qualio. The Document Owner will need to: