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Change is something that most people would initially reject why? Maybe it has to do with something that you don’t like or could be that you’ve gotten used to another thing and the switching routine just makes it too cumbersome for you. Whatever the reasons are, there are those times when you’re presented with a task and just find it too daunting and can’t think of what next to do. Given a scenario, you’ve got 25,000 customer users which you’re to migrate into a cloud instance having 33 Jira Service Management projects and place those customer users into 150 organizations that you have within your environment. Does this sound like a challenge? And would such a task make you resist change? Okay, enough of the questions and look no further as below are 5 easy steps to get the above requirements settled once you start your migration. These steps are so easy, you could even take a nap while it’s being done 😉.
But wait, before I start the steps, I want you to know that we’ll be using a free app called BulkOps app for Jira which can be downloaded from the Atlassian Marketplace. It is a completely free app, which you can use at your leisure and with its ephemeral file system, any uploaded files are discarded as soon as they have been processed.
If you’re moving from server or datacenter or even from another cloud instance to Atlassian cloud, you can start first by exporting all your customer users. In our scenario above, the project owner has 25K customer users which need to be migrated. The project owner can export the customer users from their source instances in the below CSV format and use the BulkOps app for Jira to create all those customer users. The exported users need to be formatted into a CSV file with the below formatting.
With the above data, you can use the “bulk create users” features of the BulkOps app for Jira to create your entire 25K customer users into your cloud instance.
Go to your cloud instance after the customer users have been created by navigating to https://your-instance.atlassian.net/admin/jira-service-desk/portal-only-customers and perform an export of all your users to get their accountId. Delete all other columns, except the “username” and “fullname” columns then save the file
Simply create the 150 organizations based on the scenario in bulk by using the bulk “create JSM organizations” feature. Separate each organization name with a comma placed on the form. Once the organizations have been created and with the exported list of customer users from above, you can open the file in any spreadsheet program and construct a newer file that can be used to bulk import these customer users into specific Jira Service Management projects or organizations. Please make sure that the projects already exist with your instance prior to performing bulk related tasks relating to projects.
With the organizations created, you can create a new file with the list of customers you want to present on those organizations or projects. Use the below format for the CSV file to structure your data.
Simply upload the above file with its data content to have the users added to the specific organizations. Please note that organizations are case sensitive, so ensure that you’re using the right name at all times. Use the “bulk add customers” feature. Prior to submission ensure you set the “Customer selection” to “JSM Organization” while using the app.
Perform a similar file structure if you want the customers to be added to projects as shown below.
Once your file above is prepared, simply upload the file and set the option for customer selection to “JSM Project” prior to submission. Use this delimiter
~> for adding customers to multiple projects or organizations at the same time.
The last step is to include the said organization into the specific Jira Service Management project. You can do this by using the feature to bulk "add organization to JSM projects”. Structure your CSV file following the below format.
Once you’re done with your file formulation, simply upload the file and the organizations will be added to those projects. Similar action should be taken when you want to remove organizations from projects.
That’s everything you need to do to make that migration step easier when moving to the cloud. You will have all the list of customers you desired on the specific project as designed and the respective customers will be imported correctly into their designated organization. Back to the question of this article “is migrating customer users to Atlassian cloud easy”? Yes, the above steps, provides an easy path to alleviating those pain points encountered during migration and help you with those critical paths in your migration workflow.