This tutorial will guide you through backing-up data from a folder structure. This can be a folder from a file server, Google Drive, OneDrive, or any other location that your PC can access as a folder.

However, if the folder structure is automatically created by an application like ProLaw or Worldox, you should use the backup function for that application instead.

In this tutorial we will:

• Discuss Pre-Migration Prep Work
• Launch the Backup Utility
• Create a database to hold the backup
• Configure a Folder Mapping
• Initiate the Data Backup
  

Discuss Pre-Migration Prep Work

Before we start exacting data from a folder structure, make sure that you have credentials to the system.
This will generally be a username and password to an X Drive or to a firm’s OneDrive account.
Every file server is organized differently. Firms usually try to be consistent but are never perfect.

Before backing-up from their server, it's crucial to review the documents on the server to understand the firm's organizational structure.

When looking at this firm's data, I can see that they have roughly structured things by client (red arrows) and then by Matter (green arrows). There is however, one file that is saved outside of the corresponding matter folder.
Few firms maintain perfect organization within their file server. You should ask the firm to “clean up” their files prior to migration so that they are all stored within a consistent folder structure.
This step is important, as while many folder structures can be accommodated by Universal Migrator, consistency is key to a successful migration process.

Launch the Backup Utility

In Universal Migrator, click the Backup button.

Then choose the system we want to back up data from. In this case, I am going to choose Folder. You can use the search box to quickly find the system you're looking for.
 

Create a database to hold the backed-up data

On this screen, you can name the cached database. The default name typically includes today’s date, time, and the system being backed up.
Universal Migrator recommends leaving the default name and appending a tag that indicates which client the backup is for.
For example, I will append TestFirm.com, then I will click Next
It will take a few moments as the database is being created for you.

Configure a Folder Mapping

You will first indicate the path to the root folder.  This is the location where all the documents to be backed up are stored. In this case C:\Client Documents

Next you will use the Child Folder Configurator to indicate what each subfolder represents in your clients file structure.
In our example, Level 1 contains client names. Click on Level 1: on the left side of the window.
On the right hand side select Client to indicate that Level 1 folders represent clients.

Now click on Level 2: on the left and select Matter from the drop-down list on the right.  This indicates that Level 2 folders represent matters.

Initiate the Data Backup

Now I am ready to initiate the backup by clicking Next.

Universal Migrator will back up the data as quickly as your hardware allows. During the process, the system reads data from the legacy database and saves a copy to the specified database.
Whether it takes minutes or hours, your job is done.  Universal Migrator will handle backing up all the data you requested.