Optional Recommendations for Legacy Portal Organization
Simplify Folder Structure
Limit folder hierarchy to a maximum of four levels. This reduces complexity and ensures easier navigation within the Enterprise Portal after migration.
Enhance Searchability by Renaming Folders
Rename folders to include the parent folder name. This will improve search efficiency in the Enterprise Portal and provide a more logical content structure.
Organize Content Before Migration
Ensure that your content is well-organized before migration. This step helps minimize errors and ensures that your content is easier to manage and access in the new system.
Overview
Moving content from your Legacy Portal to your Enterprise Portal is a critical step in your migration. Our automated process transfers your Question and Assessment folders into designated Content Banks within the Enterprise Portal. Users, categories, and courses from the Legacy Portal are also migrated into their own respective sections.
Organizing your content in the Legacy Portal before migration is highly encouraged. This proactive step helps streamline the migration process and ensures that content is neatly organized within the Enterprise Portal for you.
User Organization
During the migration process, your Onboarding Consultant will identify users with multiple accounts within the system. If any such users are identified, you will be given a report showing any instances of faculty and student duplicate accounts. It's imperative that you address these duplicate accounts before proceeding with the migration.
You will provide an updated report back to your Onboarding Consultant with directions on how to handle any duplicate users. Based on your instruction, your Onboarding Consultant will take the necessary steps to remove or merge any impacted user accounts prior to the migration.
Legacy Portal Organization
Question and Assessment Folder Organization
The most effective way to organize your content is to have a singular top-level folder (one in Questions and one in Assessments) for each course that contains the current content. This guide will give step-by-step instructions on how to reorganize this content.
- Ensure that each course has a folder exclusively for that course’s content.
- Navigate to a sub-folder that contains content that needs to be moved into the top-level folder.
- Select all of the items that need to be moved in bulk.
4. With all the items selected, click the “Bulk Edit Options” menu and click “Move to Another Folder”.
5. Select the destination folder and click Move Items.
6. When all content from a folder has been removed, hover over the gear icon and delete the folder.
7. Repeat for all Question and Assessment folders.
8. The final folder structure should look similar to the below images.
What if this method of organization doesn’t work for me?
That’s ok! We understand there may be exceptions. The goal is to simply reduce the amount of sub-folders prior to migrating. The fewer sub-folders that need to be migrated, the cleaner and more organized view you will have within the Enterprise Portal.
If you do need to keep some sub-folders, rename them so that the top-level folder name is included at the beginning of the sub-folder name. This will make it easier for you to find the proper content in the Enterprise Portal.
What could happen if I don’t organize my Question and Assessment folders?
If you choose not to reorganize or consolidate your Question and Assessment folders in the Legacy Portal, you could be making it very hard for yourself to locate your content quickly in the Enterprise Portal.
Look at the example below. Notice all the sub-folders in the Legacy Portal are titled with the years, they have not been renamed to include any relevant course information. When these folders are migrated to the Enterprise Portal, only the title is displayed. Now we have a number of folders that are titled “2023-2024” where it is not possible to tell which course they represent.
| Legacy Portal | Enterprise Portal |