The solution leverages the major components of the Microsoft 365 suite:
In addition, the solution also leverages Cloud FastPath for high-speed data transfer during migration.
Netwoven assisted Conga with the assessment, planning, and implementation of a comprehensive content & collaboration solution in Microsoft 365 by consolidating their existing tools and practices that included the use of Slack, HipChat, and Dropbox. The combination of Slack and HipChat enabled social interactions and collaboration while Dropbox was being used as an enterprise file sharing solution. Building a replacement solution combining these varied tools required extensive knowledge across the entire Microsoft 365 suite as well as specialized knowledge to plan and execute a successful migration. Netwoven partnered with the Conga team to design an intuitive information architecture to replace their existing solutions, evolve a comprehensive migration approach, and execute a high-speed data migration to successfully help Conga make the transition.
Netwoven and Conga collaborated to define the projected solution by evaluating the workloads offered by Microsoft, building extensive prototypes to tease out nuances, and finally agreeing on the specifics related to the Microsoft 365 solution and the migration strategy to get there.
Conga and Netwoven also partnered to create awareness, engage stakeholders, train affected employees, build intuitive experiences to facilitate the process and bridge gaps, execute a high-quality migration, facilitate UAT, address issues, and ultimately smoothly transition from a set of diverse tools to a unified Microsoft 365 environment.
Conga decided on the existing tools as high-value targets for retirement, consolidation, and enhancement into Microsoft 365 for several reasons including:
After Conga decided to consolidate, it challenged its IT team to bring this to fruition. The previous systems came with several burdens including specialized knowledge needed for the maintenance of many different solutions, confusion about which tool to use and when, cluttered environments with duplicate data, and more. These factors forced the prioritization of the consolidation from existing systems to Microsoft 365.
Unfortunately, the given systems were disparate, and each had its nuances for migration. Special knowledge is required to ensure that all data is migrated into the most appropriate workloads in Microsoft 365. The migration path for Conga was not without challenges, including the following:
Thus, Conga required a partner and a solution with expertise in Microsoft 365 and migrations that would guarantee the build of high quality, modern solutions in M365 as well as the ability to map anything and everything within HipChat, Slack and Dropbox to M365. Netwoven was chosen as the global delivery partner of choice to ensure that all challenges were met and that the solution was delivered with cost-efficiency.
The major driver behind the solution strategy was to design an intelligent and effective Knowledge Management ecosystem with all content migrated and stored under different Microsoft 365 workloads. The ecosystem would develop the foundation of a framework that would make use of content stored under different repositories, extract key information to create topics (subjects of interests) and associate those topics with other entities like people, roles, org structure, business units, projects, products or any items in organization taxonomies. Conga employees needed to be able to enjoy the benefit of such a Knowledge Ecosystem in most of the actions they perform while collaborating with others in the organization and beyond. Whether sending a message through Teams, writing an email, or searching for a piece of information, they should be able to leverage the knowledgebase effectively so that productivity increases and information accuracy improves.
Netwoven and Conga IT worked together with key business stakeholders to complete the migration through phases of assessment, planning, and execution. It considered each input workload and created a detailed mapping.
HipChat’s SaaS solution was going offline on 2/15/2019. Instead of moving HipChat to Slack, Conga decided to replace this technology with Microsoft Teams (“Teams”). The amount of time available to execute this change was minimal and to avoid the expensive option of a Slack licensing, Conga requested Netwoven’s assistance to quickly move from HipChat to Microsoft Teams without losing any of the existing data in HipChat.
This was done in the following phases:
The cutover phase was completed by exporting all of Conga HipChat content, in full fidelity, in the very aggressive window supplied to do so. Microsoft Teams were provisioned to replace each HipChat Room so that all users could be cutover to using Microsoft Teams. This was essential to ensure business continuity beyond the HipChat shutdown.
Before beginning an actual migration, there were several activities that were to be completed. This included tool installation & configuration, final presentation, and deliberation on the migration approach & timeline, and more.
Netwoven performed an interim migration for the exported HipChat conversations (as JSON files) and the associated files into the SharePoint Document Libraries associated with each provisioning Microsoft Team. This is so that the HipChat content will be searchable before the completion of the actual migration to Teams. This included the following:
Netwoven migrated all of the necessary HipChat exported content into the appropriate location in the new Microsoft Teams.
This included the following:
This was done in the following phases:
Guest User Configuration, Microsoft Teams Cutover & Adoption: Prior to engaging in the migration of content, the initial phase of this project involved cutting over the existing internal and guest Slack users over to Microsoft Teams. This was essential to ensure business continuity.
Before beginning an actual migration, there were a number of activities that needed to be completed. This included tool installation & configuration, final presentation, and deliberation on the migration approach & timeline, and more.
Netwoven performed an interim migration for the exported Slack conversations (as JSON files) and the associated files into the SharePoint Document Libraries associated with each provisioned Microsoft Team. This is so that the Slack content will be searchable prior to the completion of the actual migration to Teams. This included the following:
Netwoven migrated all of the necessary Slack exported conversations into the appropriate location in the new Microsoft Teams. This included the following:
Dropbox and Microsoft 365 have fundamental differences in file storage structure and approaches for servicing personal business content sharing vs. team business collaboration. These differences typically make a lift and shift migration unpalatable because it results in duplication of files or a disassembling of the content hierarchy.
Netwoven assisted Conga with an assessment of the existing Dropbox content to determine the categorization of the personal vs. team content and design a migration strategy that will result in an optimal target information architecture in Microsoft 365 after the migration.
Prior to the actual migration, it was essential that the input, tool configuration, and planning be completed. A detailed assessment was done for content, types, permissions, content freshness, folder level depth, and content usage.
Netwoven provided the following steps as the output of the migration planning process:
The actual migration consisted of the following steps:
Through thoughtful and close collaboration, Conga and Netwoven have brought to fruition a modern and innovative content and collaboration solution in Microsoft 365 to support Conga’s employee base. The results of the approach taken have allowed Conga to use this as an opportunity to promote fresh content in the best of breed solutions and to enable future iteration. It also enabled the decluttering the older content into a retrievable structured location that is targeted for retention and eDiscovery but outside of the scope of the current collection of information.
The extensive planning and meticulous attention to detail have resulted in a high-fidelity and well-received migration/transition experience. The new solution supports a unified and high-quality user experience with a continued path to innovation by leveraging Teams, SharePoint and OneDrive to support communicating, managing, collaborating, sharing, interacting, and finding messages and documents. This has also paved the way for utilizing the other workloads of Microsoft 365 e.g., videos, news, blogs, events, web pages, comments, and more in Microsoft 365. These tools collectively provide Conga employees with an intuitive and modern knowledge management system, with consistent user experience, all powered by the Microsoft cloud.
Additionally, this new system has resulted in near-immediate cost-saving and seamless integration with other cloud applications and increased end-user satisfaction.
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