Success story | Public Sector | Content Management
DC Water:
OpenText to SharePoint
Migration and Apps Integration
DC Water: OpenText to SharePoint Migration and Apps Integration
Introduction
The DC Water OpenText to SharePoint migration project is a comprehensive initiative aimed at transitioning the document management system from OpenText to SharePoint Online. This migration is designed to enhance document accessibility, improve collaboration, and streamline document management processes.
Project Overview
Ask
The client requested the migration of all documents from OpenText to SharePoint Online while maintaining the existing folder structures. OpenText’s ability to store metadata in one-to-many relationships using table-based formats, such as Asset Data, needed to be replicated in SharePoint. Additionally, external applications like Maximo and GIS, which link to OpenText using proprietary search, required similar functionality in SharePoint1.
Solution
- Preparation of Target Document Libraries: Document libraries were prepared with the necessary metadata to ensure a smooth transition.
- Staged Migration Using Licensed 3rd Party Software: The migration was conducted in stages, department by department, using licensed third-party software.
- Manual Upload of Table-Based Metadata: Table-based metadata was manually uploaded into separate SharePoint lists.
- Integration with Power Automate: Power Automate was used to connect documents with table-based metadata lists.
- Utilization of KWIZ Tools: KWIZ Repeating Rows and KWIZ Form Builder were used to design SharePoint forms for viewing and editing single and multiple metadata entries. KWIZ Stylesheet Editor was employed to apply custom CSS for improved form design.
- Custom Script Development: A custom script was developed by reverse engineering OpenText logic to parse incoming URLs from external applications and redirect them to the search results page with appropriate parameters.
- Search Results Page Development: A search results page was developed using PnP Search Box/Search Results web parts to search documents within the entire tenant based on provided metadata parameters1.
High-Level Scope
The high-level steps of the migration project included:
- Extracting OpenText Document Files and Metadata: Extracting the document files along with their metadata from OpenText.
- Migrating to SharePoint Online: Transferring the extracted files and metadata to SharePoint Online.
- Re-Linking GIS & Maximo: Updating the links in GIS and Maximo to point to SharePoint Online.
- Configuring Microsoft Syntex: Setting up Microsoft Syntex to parse the file/metadata to fit the devised model and to replace the current Kofax scanning functionality.
- Training Superusers: Training superusers on the new SharePoint Online document structures and Microsoft Syntex usage and scanning functions2.
Challenges and Solutions
Metadata Management
One of the significant challenges was replicating OpenText’s ability to store metadata in one-to-many relationships. This was addressed by manually uploading table-based metadata into separate SharePoint lists and using Power Automate to connect documents with these lists.
External Application Integration
Another challenge was ensuring that external applications like Maximo and GIS could link to SharePoint in a manner similar to OpenText. This was achieved by developing a custom script to parse incoming URLs and redirect them to the appropriate search results page1.
Conclusion
The DC Water OpenText to SharePoint migration project is a critical step towards modernizing the document management system, enhancing collaboration, and improving document accessibility. The project is progressing well, with several milestones already achieved and the remaining tasks on track for completion.
Could we help you with a similar service?
Vigilant is among the key Microsoft Solutions Partners with over two decades of excellence in delivering business apps and IT infrastructure services. We have helped more than 200 organizations across various industries and offer both onshore and offshore consultants to fulfill all technology needs.
Please write to info@vigilant-inc.com or fill the form below: