Migration Date Email

Migration Date Email

Once a migration date is selected, you should send an email similar to this to your point of contact at the firm.  You should change terms like "legacy environment" and "new app" to be the actual names of the systems.

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Dear [Customer],

Per our call, your final backup is expected to begin this Thursday at 3:00PM.  Starting at this time, we will take a final backup of your [legacy environment] and begin copying this data to your [new environment].

Please follow these instructions to ensure your team will always be able to work.

Starting this Thursday at 3:00PM:
Your team should immediately stop adding data to your [legacy environment].  Once we start the final backup, if something is added to your [legacy environment], it will not be transferred.
Your team will always be able to view data in your [legacy environment].  If they need to refence a document or something in the old system, they can simply open it as normal - just don't make any changes to it.
If your team needs to create data (ie, a document or time entry), they should save it some place safe like their desktop so they can copy it into the [new system] the following day.

Starting this Friday at 5:00AM:

Your team should start using your [new app].  They can add time, documents, and anything else they want, including any data they saved to their desktop last night.

More than likely, data will still be restoring into your [new app].  While this is happening, please do not edit or delete any data that we have restored.

While the documents are restoring, if you need to view or edit a document that has not been copied in yet, simply open the document from your [legacy application], make any changes, and then save it to your [new application]. Our restore process will never overwrite your work—in a worst-case scenario, you may have two copies (our copy and your copy) of a few documents post-restore..  Additionally, because we have prioritized documents related to open matters to first, the chances of this being necessary are quite low.

Starting on Monday @ 9:00AM (or possibly sooner):

Although our official timeline anticipates your migration finishing by 9:00AM on Monday morning, based on all the initial pre-work we have completed, it is highly probable the restore will be complete well before that time.

If you have any questions, please let me know.

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