Community CRM. Empowering Not for Profit, NGO, Community and Government Organisations to create resilient communities. Systems Migration Guide
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- Gabriella Stokes
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1 Community CRM Empowering Not for Profit, NGO, Community and Government Organisations to create resilient communities. Systems Migration Guide v1.0 January 2015
2 Introduction CommunityCRM has created this guide to assist our clients migrate their WordPress, Joomla, Drupal and/or CiviCRM installation to our infrastructure, so that we can host and support your System. We ve broken down the migration process into four areas. 1. Migration Checklist Complete the pre-migration checklist. 2. Migration Process Choose the preferred method to migrate your system to CommunityCRM. 3. System Migration CommunityCRM will perform the System migration. 4. FAQs CommunityCRM answer commonly asked questions about the migration process. Overview of Migration Process
3 1. Migration Checklist CommunityCRM will endeavour to make your System transfer process as simple, easy and painless as possible! We have performed many migrations and understand the technical and process complexities involved. This checklist ensures the migration process will run smoothly for all parties involved: Complete and return CommunityCRM s Service Level Agreement (SLA) In order to migrate your current System, CommunityCRM require a completed SLA which gives us authorisation to access your current System and setup your account in our Systems. If you don t have an SLA, simply contact us and we will prepare and one to you. Wait until after migration before cancelling hosting and support with your current Service Provider. Please do not cancel your current hosting and support from your existing Service Provider before the System migration has been fully completed. Doing so may result in downtime, and potentially the loss of files and your database should your current service provider delete your data before migration. Please bear in mind some Service Providers may require notice - e.g., 30 days to cancel their services refer to your current contractual agreement. Finalise any accounts with your current Service Provider. Ensure that you have finalised any outstanding accounts with your current Service Provider particularly for custom development and hosting. Under the Open Source license agreements for WordPress, Joomla, Drupal and CiviCRM, the Customer retains ownership of the System code, data and integrated modules that may have been developed for your System. The only caveat is that you have paid for work completed to assume ownership rights over custom development and ownership of the System. Assist CommunityCRM to obtain full backup of your System Part two of this document outlines the various ways in which CommunityCRM can obtain a backup of your current system. Some options include your organisation having limited contact with your current service provider, where we do everything! Choosing the right option depends on your existing Service Provider contract, technology knowledge and access to the System. Page! 3 of! 10
4 Schedule a go-live date with CommunityCRM Once CommunityCRM is able to obtain a backup of your current System, we will schedule a transfer date and time for your System. We will negotiate a date and time that provides minimal disruption to your organisation and works best for both parties. Update your domain name settings Your existing System will be available by a domain name. For example, CommunityCRM s domain name is communitycrm.com.au. Every domain name is licensed to a registrant who controls which server the domain name points to. The licensee is billed on a reoccurring basis to continue owning the domain name licence. If your organisation owns the licence for your domain name, you are free to use the domain name with our services by updating the DNS name-server settings to those we will provide you. We are happy to assist you by updating these settings for you and you will need to provide us access to do so. You may also transfer the billing of the domain name licence to CommunityCRM, from your current Service Provider. Please let us know and we will take care of this for you. Alternatively, you can leave the billing of the domain name with your current service provider and point the domain name to our servers by updating the DNS name-server settings to those we will provide you. Your new DNS name-server settings will take anywhere from several hours to several days to become effective. We will plan the migration around this. Lastly, if you do not own the domain name licence used with your System, we can update your System to use a new domain name or a free subdomain of CommunityCRM. i.e. You will need to update your existing web browser bookmarks to use to the new domain name. Cancel hosting and support with your previous Service Provider Finally, once your System has been successfully migrated to CommunityCRM, we will advise your organisation in writing (just to be safe!). Your organisation can then cancel any agreements with your previous Service Provider and you can begin using your new System with us. Please bear in mind some Service Providers may require notice - e.g., 30 days to cancel their services refer to your current contractual agreement. There are a lot of steps in preparing for the transfer of your system. CommunityCRM is available and willing to assist or give you advice throughout the process. Page! 4 of! 10
5 2. Migration Process The diagram below outlines CommunityCRM s web site and CRM hosting infrastructure that will host your System. The diagram illustrates where the data files (Content Management System, including Customer Relationship Management and User uploads), and database are stored. We will require a copy of your System files and database from your current service provider in order to migrate your System to CommunityCRM. DNS Server (Domain name points to current service provider IP address) Service Provider Application Firewall SSL Certificate (HTTPs) Web Server Storage (Data) Content Management System (CMS) Content Management System (CMS) CMS Modules CommunityCRM require your System files from your current service provider. Database Server (MySQL) CMS + CRM Database CommunityCRM require your System database from your current service provider. Page! 5 of! 10
6 2.1 Migration Method One CommunityCRM will remotely download a copy of the System. To perform this method, CommunityCRM will require an administrator WordPress, Joomla, Drupal or CiviCRM login to access your System. Note: CommunityCRM will only perform this method when authorised to do so as part of our Service Level Agreement, which includes a signed waiver. In our experience, this method is simple and easy because CommunityCRM will migrate your data and database with minimal interaction with your current Service Provider and results in minimal disruption to your business operations. Be aware in some cases, your current Service Provider may disallow remote access to the System by third-parties, as part of your contractual agreements. Whilst we can technically proceed with the migration of the System with your authorisation, your organisation may be in breach of your agreements with your existing Service Provider. If Method 1 cannot be completed for any reason, use Method Migration Method Two Contact your current Service Provider to obtain a backup copy of your System. Your organisation can contact your current Service Provider and request a complete backup copy of your System. In particular, you will need to request a full database backup (referred to as a database dump) and all files (compressed into a single archive file) associated with your System. Feel free to copy and paste the prepared response we have in our FAQs. CommunityCRM can provide an FTP (File Transfer Protocol - a standard Internet protocol for transmitting files between computers on the Internet) account, where your current Service Provider can upload a copy of your files and database. Alternatively, we can download the files directly from them. Be aware that your current Service Provider may charge for time associated with performing these support related tasks. CommunityCRM can also liaise with your current Service Provider on your behalf, provided that authorisation has been given per our Service Level Agreement. Page! 6 of! 10
7 3. System Migration The migration process is relatively straight forward for CommunityCRM once we have downloaded a backup copy of your System. CommunityCRM will create accounts in our systems (support, billing, hosting, monitoring, etc) to host and support your System inline with industry best practices. We will restore the backup of your System to your account with us. If you are using your existing domain name with your System, you will need to update your domain-name DNS settings, as discussed in the Migration Checklist. Once the migration has been completed, CommunityCRM will provide written confirmation and you may begin using your System. This will commence your Service Level Agreement term. Be aware that during the migration process, you will not be able to update any data on your existing System, as the backup copy will not contain these changes. Page! 7 of! 10
8 4. Frequently Asked Questions What is a domain name? A domain name is your unique online internet address (yourbusiness.com.au). Every domain name is licensed to a registrant, whom controls which server the domain name points to. The licensee is billed on a reoccurring basis to continue holding the exclusive usage rights to use the domain name for the registration period. If your domain name license were to expire without being renewed, the domain name will become available for public registration. You may choose to register a top level or second level domain name. A top level domain refers to a single prefix (.com,.net, etc), where a second level domain refers to a second prefix after a.com or.co prefix (.com.au,.org.au, etc). There are various prefixes available for registration worldwide, depending on your markets and businesses requirements. For example, in Australia, you must meet eligibility requirements to register a.com.au or.org.au domain name for your organisation. See for more information. CommunityCRM can assist your organisation to register and maintain the on-going license for your domain name. What is a DNS server? DNS stands for "Domain Name System", and it is a mechanism to make the Internet a more human-friendly place. Computers contact each other over the Internet with numbers called IP addresses (e.g., ), which is similar to a phone number. Remembering an IP address is difficult for humans, who prefer to give things names. DNS is a system that ties names to IP addresses in a way that is transparent to the user, and without the user having to remember the IP address. When you enter a domain name, (e.g. google.com) your computer will find your nearest DNS server and ask it what the correct IP address is for the domain name. The DNS server will return the IP address to your computer, which will then contact the server via the IP address provided. What is CiviCRM? CiviCRM is the first open source and freely downloadable Constituent Relationship Management (CMS) solution. CiviCRM is web-based, open source, internationalised, and designed specifically to meet the needs of advocacy, non-profit and non-governmental groups. CommunityCRM are experts in configuring, maintaining, developing and reporting using CiviCRM. See for more information. How long does it take to migrate my site? The migration itself should only take a few hours to complete, once the check-list items have been completed. Page! 8 of! 10
9 What is an SSL certificate? SSL (Secure Sockets Layer) is the standard security technology for establishing an encrypted link between a web server and a web browser. When you visit a secure page, your web browser will generally show the padlock icon to indicate a secure connection has been made and the website address will be prefixed with This link ensures that all data passed between the web server and browsers remain private and integral. This ensures the data cannot be read by a third party during transit on the Internet. What is a CMS? A CMS is referred to as a Content Management System. It is a web application designed to make it easy for non-technical users to add, edit and manage a web site. CommunityCRM support three popular and open source Content Management Systems: WordPress, Joomla and Drupal. CiviCRM integrates will all three CMS systems. What is Word Press? WordPress is a free and open source content management system (CMS). It is the largest self-hosted blogging tool in the world by millions of sites and seen by tens of millions of people every day. Since 2003, WordPress has grown to become more than just a blogging tool, allowing users to create fully functional websites and mobile applications. Many top brands such as Google, Facebook, LinkedIn, and CNN all use Wordpress. CiviCRM also integrates directly into WordPress as a plugin. WordPress is community software, maintained by a large group of volunteers. Anyone can contribute to WordPress by writing patches, answering support questions, writing plugins, creating themes, translating WordPress and updating documentation. For more information, please visit What is Drupal? Drupal is open source software maintained and developed by a community of over 1,000,000 users and developers. It's distributed under the terms of the GNU General Public License (or "GPL"), which means anyone is free to download it and share it with others. This open development model means that people are constantly working to make sure Drupal is a cutting-edge platform that supports the latest technologies that the Web has to offer. The Drupal project's principles encourage modularity, standards, collaboration, ease-of-use, and more. Drupal is well suited to larger organisations due to it s complexity and extensibility. It is extremely powerful and used by many Australian government agencies and departments. CiviCRM also integrates directly into Drupal as a plugin. For more information, please visit What is Joomla? Joomla is an award-winning content management system (CMS), which enables you to build Web sites and powerful online applications. Many aspects, including its ease-of-use and extensibility, have made Joomla one of the most popular Web site software solutions available. Joomla is an open source solution that is freely available to everyone. It can be extended with modules and integrates with CiviCRM. For more information, please visit Page! 9 of! 10
10 What is Open-Source and how does this apply to my System? Generically, open source refers to a program in which the source code is available to the general public for use and/or modification from its original design free of charge, i.e., open. Open source code is typically created as a collaborative effort in which programmers improve upon the code and share the changes within the community. Generally, the source code remains publicly available and cannot be sold to a third party. The user retains ownership to use their System at all times. WordPress, Drupal, Joomla and CiviCRM are all open source software solutions. What do I tell my current service provider? If you choose Migration Method 2, you will need to request a full backup copy of your System, including all files and database from your current service provider. Your service provider can upload the backup files to our FTP server, or make the files available for download. Once CommunityCRM have successfully migrated your System, you are free to cancel your hosting and support services with your previous Service Provider. To discuss migrating your system to our infrastructure, contact CommunityCRM on (02) or via enquiries@communitycrm.com.au and we can discuss your specific business requirements and how we can assist you. Find out more about what we do at Page! 10 of 10!
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