What Is The Customer RFPIO Data Migration Guide?

What is the process for migration my data to RFPIO?


If you would like to move your data from RFP360 to RFPIO, you should work with your Customer Success Manager or contact migration@rfpio.com. They will create an RFPIO account for your company and perform the data migration on your behalf.

What data will be migrated to RFPIO?

Our goal is to make the transition as seamless as possible for you. For that reason, we’ve automated the ability to migrate users and knowledge library content. The following information can be moved to RFPIO:

Users

All users with an “active” status will be moved to RFPIO and the permissions will be mapped to the role that most closely aligns with the one that the user has in RFP360.
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Knowledge

The following knowledge library fields and metadata will be migrated to RFPIO:

  • Question(s)

  • Rich-text responses

    • Note: due to different text editors being used to RFP360 and RFPIO, the formatting of certain records could be slightly different.

  • Images and attachments that are less than or equal to 20MB

  • Tags

  • Created by and created date

  • Last modified by user and modified date

  • The # of times a record has been used

  • The proposals a record was used in

  • The assigned reviewer, review date and review cycle (ex. quarterly, semi-annually, etc.)

Sub-accounts

During the migration, knowledge records will be moved into RFPIO collections, which will allow you to segment content and restrict access to information within your library. Collection access will be determined by the accounts and sub-accounts that users can view in RFP360. We will try to match the current company structure as closely as possible.

For example, if a user exists at the RFP360 parent account level, they will be given to access every collection in RFPIO. If they exist in a sub-account, the user will be able to access records that exist in the parent collection and their sub-account collection. Note that administrators can update collection access at any time once the migration is complete.

We recommend that you review RFPIO’s help library for more information about collections.

What data isn’t being moved to RFPIO?

  • Files greater than 20MB: Once your Customer Success Manager runs the knowledge migration, they will be able to see if any of your records contained files larger than 20MB. If so, they will advise you to manually reattach those files to the corresponding library record in RFPIO.

  • Placeholder values: Placeholder text will not be migrated to RFPIO; however, it is easy to update them once your data has been moved. Simply perform a find and replace search for your placeholder value and update it with the proper RFPIO format.

    • For example, RFP360 stores placeholders as {{CLIENT}}; whereas RFPIO does [Client]; thus, you would search “{{CLIENT}}” and replace it with “[Client]”.

  • Knowledge record history: I.e. a log of each time a knowledge record was updated and by whom.

  • Comments: Any comments added to knowledge records.

  • Inactive or deleted users

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