The task required more than just migrating the data; it was essential to preserve the functionality of complex embedded features—such as macros, templates, and integrations—without which the documentation would lose its interactive value. To address these challenges, the company turned to the expertise of ICL Services.
Key Challenges
- Deployment of EvaWiki to the client's QA and production environments
- Data migration from Confluence to EvaWiki (pilot space)
- User training
- Launch of the system into production with enhanced support
First, ICL Services assembled a project implementation team and defined the unit's functional responsibilities and organizational structure. The project was then divided into eight stages.
Requirement Preparation and Analysis
An analysis was conducted to align migration requirements with the capabilities of standard EvaWiki tools; a comprehensive list of metadata for migration was compiled, and a data migration plan was created.
Infrastructure Deployment
The product was deployed within the client's infrastructure (on-premise) in accordance with all vendor recommendations. An SSL certificate provided by the client was installed and correctly configured, ensuring stable HTTPS access to the system from authorized workstations within the company's internal network. Additionally, the installed product version was updated to meet EvaTeam vendor requirements.
Integration with Corporate Infrastructure
Integration with the corporate LDAP/AD directory and the SSO authorization server was configured and tested; users can now successfully authenticate via SSO using their AD credentials. Automatic assignment of licenses and system roles based on Active Directory groups was also configured.
Access Rights and Role Model Configuration
A role-based access model was designed and implemented, comprising:
- users with read-only access,
- editors with the ability to edit specific articles,
- content managers with full space management rights.
Business Process Configuration
This stage involved configuring the article publication approval process to ensure content quality control—covering the entire workflow from saving a draft and submitting it for review to final approval by a content manager and subsequent publication.
Additionally, the team configured a process to verify article currency: the system prevents article approval if the mandatory "Owner" field is left blank and automatically sends email notifications to the owners of articles that have not been updated for more than 90 days.
Data Migration
Subsequently, using EvaWiki’s built-in migration tools, the team migrated data to the new system in accordance with the approved metadata specifications. Experts ensured the complete and secure transfer of all necessary pages, attachments, and space structures, including 250 pages with complex hierarchies and various Confluence macros like Draw.io diagrams, tables, and links (both internal and external).
Integration Consulting
Consultations were held regarding the development of integrations with the ITSM system and an internal AI chatbot. The outcomes of these consultations were documented. Training and Go-Live In the project's final phase, the team conducted two online training sessions for business users, as well as separate training for content managers and system administrators.
The sessions were recorded and shared with all participants. Guidance on product functionality was also provided during user testing.
Products and technologies
- EvaWiki
- Confluence
- Active Directory
Results
- The company achieved a smooth transition from Confluence to EvaWiki while maintaining the required level of service quality, and also received all necessary documentation, including a backlog of new user requirements based on operational experience.
- A decision has been made to fully transition to EvaWiki, involving the migration of over 100 Confluence spaces.
- Integration with Active Directory and SSO has been implemented.
- Approval workflows and processes for maintaining article currency have been configured.
- Training for users and administrators has been conducted, including consultations on complex integrations (with ITSM and an AI chatbot).
- Following the go-live, enhanced support has been provided, ensuring prompt resolution of client inquiries within established timeframes.
- Based on the successful pilot project, the client decided to scale up the solution, with plans to migrate up to 35 additional projects (spaces) to EvaWiki.