Novell Doc: Novell Vibe OnPrem 3.1 Administration Guide - Exporting/Importing Workspaces, Folders, and Entries

19.1 Exporting/Importing Workspaces, Folders, and Entries

You can transfer data from one Novell Vibe site to another by exporting it from the source Vibe site and importing it into the destination Vibe site. When you export data, it remains in the source Vibe site and a copy of the exported data is imported into the destination Vibe site.

By default, only the Vibe administrator can export and import workspaces, folders, and entries. For information on how to make this functionality available to all workspace and folder owners, see Section 2.7, Enabling Users to Import and Export Workspaces, Folders, and Entries.

If you want to simply move or copy data within a single Vibe site, see Copying a Workspace and Moving a Workspace, Copying a Folder and Moving a Folder, or Copying a Folder Entry and Moving a Folder Entry in the Novell Vibe OnPrem 3.1 User Guide.

19.1.1 Understanding the Export and Import Process

The export process creates a .zip file named export.zip that you can save to any convenient location on disk. The .zip file contains all the workspaces, folders, folder entries, and attachments that you elected to export.

When you export and import a workspace, folder, or folder entry, not all types of data are preserved.

Data That Is Preserved

Hierarchical structure of the workspace
All folders in the workspace (unless they are specifically excluded)
All content in exported folders
Landing pages for workspaces or folders

For more information on landing pages, see Creating and Managing Landing Pages in the Novell Vibe OnPrem 3.1 Advanced User Guide.
Entry definitions associated with any folder content

Entry definitions are custom entry forms that have been created in your folder or workspace. For more information on entry definitions, see Designing Custom Folder Entry Forms in the Novell Vibe OnPrem 3.1 Advanced User Guide.
Workflows associated with any workspace content

NOTE:If your workflow contains an On Entry condition that starts a parallel workflow thread, as described in Adding On-Entry or On-Exit Events in the Novell Vibe OnPrem 3.1 Advanced User Guide, the parallel workflow is automatically restarted when the workflow is imported.

For more information on workflows, see Creating and Managing Workflows in the Novell Vibe OnPrem 3.1 Advanced User Guide.
Custom forms associated with any workspace content

For more information on custom forms, see Designing Custom Folder Entry Forms in the Novell Vibe OnPrem 3.1 Advanced User Guide.
Wiki links

For more information on wiki links, see Linking to a Folder or Folder Entry in the Novell Vibe OnPrem 3.1 User Guide.

Data That Is Not Preserved

The following types of data are not included in the export and import processes:

Access control information

When you import a workspace or folder, that workspace or folder assumes the access control settings of the higher-level workspace or folder where it is being imported. For more information on access control, see Section 2.0, Planning and Controlling User Access to Workspaces and Folders.
Accessories

For more information on accessories, see Managing Accessories in the Novell Vibe OnPrem 3.1 User Guide.
Custom JSP files

Custom JSP files must be exported as part of an extension. (For more information on extensions, see Section 12.0, Adding Software Extensions to Your Vibe Site.) However, if you have a workspace that leverages custom JSP files, the workspace still retains the settings that point to the custom JSP files. Therefore, if you export a workspace or folder that is referencing custom JSP files, and the Vibe site where you import the workspace has the same custom JSP files, the imported workspace or folder points to the correct custom JSP files.
Permalinks
Activity data, such as who visited the place, edit history, and workflow history

For more information about activity data, see Generating Activity Reports for a Workspace, Generating an Activity Report on a Folder, and Generating Reports about a Folder Entry in the Novell Vibe OnPrem 3.1 User Guide.
Entry ratings

For more information on entry ratings, see Rating a Folder Entry in the Novell Vibe OnPrem 3.1 User Guide.
Entry definitions that are not associated with folder content

Entry definitions are custom entry forms that have been created in your folder or workspace. For more information on entry definitions, see Designing Custom Folder Entry Forms in the Novell Vibe OnPrem 3.1 Advanced User Guide.
Workflows that are not associated with workspace content

For more information on workflows, see Creating and Managing Workflows in the Novell Vibe OnPrem 3.1 Advanced User Guide.
E-mail notification settings
Default folder columns
Global filters

19.1.2 Exporting Workspaces

Log in to the Vibe site as the Vibe administrator.
Navigate to the workspace that you want to export.
Click Workspace > Import/Export Workspace.

The Export/Import page is displayed.
Select Export This Folder or Workspace.
To export all contents of the folder or workspace, click OK.

or

To export only individual workspaces and folders, select Only export child folders or workspaces that are specifically checked, then expand the workspace tree and select the workspaces and folders that you want to export. Then click OK.

19.1.3 Importing Workspaces

Log in to the Vibe site as the Vibe administrator.
Navigate to the workspace where you want the imported workspace to reside.
Click Workspace > Import/Export Workspace.

The Export/Import page is displayed.
Select Import into This Folder or Workspace.
Browse to and select the workspace that you want to import, then click OK.

19.1.4 Exporting Folders

Log in to the Vibe site as the Vibe administrator.
Navigate to the folder that you want to export.
Click Folder > Import/Export Folder.

The Export/Import page is displayed.
Select Export This Folder or Workspace.
To export all contents of the folder or workspace, click OK.

or

To export only individual workspaces and folders, select Only export child folders or workspaces that are specifically checked, then expand the workspace tree and select the workspaces and folders that you want to export. Then click OK.

19.1.5 Importing Folders

Log in to the Vibe site as the Vibe administrator.
Navigate to the folder where you want the imported folder to reside.
Click Folder > Import/Export Folder.

The Export/Import page is displayed.
Select Import into This Folder or Workspace.
Browse to and select the folder that you want to import, then click OK.

19.1.6 Exporting Folder Entries

Log in to the Vibe site as the Vibe administrator.
Navigate to and select the folder entry that you want to export.
In the entry footer, click Export this entry.

You can now download the entry to your computer’s file system.

19.1.7 Importing Folder Entries

Log in to the Vibe site as the Vibe administrator.
Navigate to the folder where you want the imported folder entry to reside.
Click Folder > Import/Export Folder.

The Export/Import page is displayed.
Select Import into This Folder or Workspace.
Browse to and select the folder entry that you want to import, then click OK.