Troubleshooting FileCabinet CS to Onvio migration
Remove duplicate Onvio contacts before migrating, and begin with a small batch of drawers. Review the
Client and Document Exception
reports to fix errors.Show all hidden content
Migration methods
Use one of the following migration methods based on whether you access FileCabinet CS locally, via Virtual Office CS, or Software as a Service.
Migration from a local installation of FileCabinet CS
The local installation provides a migration tool. Select to have this tool extract FileCabinet CS data locally, run the migration, and then restore documents for specified years into Onvio.
Reports
A Client Exception report and a Document Exception report provide information about the migration and list errors that may occur during the process. After the migration is complete, these reports are saved to
X:\Users\<username>\Documents\FileCabinet
(where X represents the drive letter where FileCabinet CS is installed).Migration from FileCabinet CS in Virtual Office CS or Software as a Service
Reports
A Client Exception report and a Document Exception report provide information about the migration and list errors that may occur during the migration. After the migration is complete, these reports are saved to the drive mapped in the Virtual Office CS or Software as a Service environments for FileCabinet CS. For example,
Y:\OfficeDocs\[Hash ID]\My Documents\FileCabinet
with the hash ID of the person who performed the migration.note
Migration errors may occur during file extraction from FileCabinet CS to the local machine, and/or after the file extraction, when the files are uploaded into Onvio.
We strongly recommend that you begin the migration using a small batch of drawers so that you can experience the migration on a smaller scale and easily identify potential errors.
Identify and prevent potential errors before the migration into Onvio
Before migrating documents from FileCabinet CS to Onvio, make sure there are no duplicate contacts created in Onvio.
note
In the CS Professional Suite desktop application, clients are identified by the
Client ID
. There are also Client IDs in Onvio, but it's the Contact (or person) that is the most important identifier. Most upload errors are caused because you can create multiple contacts with the same ID and Social Security number in Onvio.Do the following after you’ve completed the migration into Onvio.
- Verify that there are no duplicate contacts. If there are any present, remove those that were not generated in the migration from FileCabinet CS.
- Remove contacts that aren’t tied to the contact's records in Onvio (that is, standalone contacts, manually created outside of the migration process).
What to expect during migration
Once a migration is started using the
FileCabinet CS Migration Utility
, you can track the progress of all migrations within Onvio at . If the migration runs into any errors, you can view the Migration Conflicts
by selecting Resolve Conflicts
on the Onvio Migrations
dashboard in the Next Steps column.note
If the migration runs into a conflict, all migrations will be paused until the conflicts are resolved.
Errors during the migration
Document upload:
Most individual document upload errors are related to 1 or more of the following:
- The document is larger than 500 MB.noteDocuments that are too large can be dragged and dropped or manually printed into Onvio.
- The document is password-protected.
- There's a naming conflict.noteIf there is another document in the same folder that would generate the identical output file name, this will cause 1 document to silently not convert.
- The document is in an inactive/excluded drawer.
note
- After the initial migration, if multiple documents fail to migrate within a specific drawer, re-run the migration to process the drawer again. This determines whether the error was due to connectivity problems during the 1st attempt.
- The migration runs in the background and shouldn’t cause errors when users continue to work in FileCabinet CS or Onvio.
- Drawers are locked in FileCabinet CS during file extraction and the lock is removed when files begin uploading to Onvio.
Drawer upload:
Most individual drawer upload errors are related to conflicts and matching errors.
Onvio compares each client being migrated with the clients already in your Onvio account. Depending on how closely the details line up, Onvio matches the client to an existing record, pauses, or creates a new client.
Onvio compares 4 details from FileCabinet CS with the clients in your account:
- Client ID
- Name (first and last name for individuals, business name for businesses)
- Email address
- Tax ID (Social Security number, EIN, or other).
Capitalization doesn’t matter, and only clients in your firm’s Onvio account are compared.
How Onvio matches clients
Result | What it means | What will happen |
|---|---|---|
Match | The Client ID and name are the same, and the email address and tax ID don’t disagree. A blank email or tax ID is fine if there's only 1 similar client in Onvio. If there are several similar clients, the email and tax ID need to be present and match. | Documents are added to the existing Onvio client. |
Possible match | The tax ID is the same, or the name is the same but the Client ID, email, or tax ID differs, or several smaller details line up, such as the same last name and email address. | The migration pauses on that client and asks you to verify. |
New client | Nothing meaningful lines up with an existing client. | A new Onvio client is created and documents are added to it. If the new client’s ID is already used by a different Onvio client, Onvio adds a number, such as SMITH(1), so nothing is replaced. |
note
A matching tax ID on its own is never treated as a certain match. Because a tax ID can be entered incorrectly or shared between related entities, Onvio always asks you to double check.
Clients previously migrated
If a client has already been migrated from FileCabinet CS, Onvio remembers where it went. Running the migration again adds documents to that same Onvio client automatically, even if you’ve since changed the client’s name, email, or tax ID. You won’t be asked to resolve anything.
Reasons for conflicts
- Leading or trailing spaces in names or fields.
- Punctuation differences (periods, commas, hyphens, apostrophes).
- Extra spaces within names.
- Abbreviation variations.
- Outdated email addresses.
- Duplicate clients or contacts already in Onvio.
- Multiple drawers with the same Social Security number can't be migrated. Only the 1st one migrates successfully. The others fail because you can't have multiple primary contacts with the same Social Security number.
Resolution:
- Review contact names carefully for spacing and punctuation discrepancies, and enter names, emails, and tax IDs the same way in FileCabinet CS and Onvio.
- Double check all related fields (email, address, phone) for hidden variations.
- Compare source data in FileCabinet CS Drawer Properties with existing Onvio records for exact differences.
- Keep Client IDs consistent between FileCabinet CS and Onvio, since matching Client IDs help Onvio recognize the same client.
- Enter the email and tax ID where you can. Blank details make it harder for Onvio to be certain of a match.
- Make sure the person running the migration has Client Document permissions on any restricted Onvio client, or documents won’t be added.
- If you added a client in Onvio, wait a few minutes before migrating so it's included in the comparison.
If Onvio pauses and asks you to verify:
For a possible match, the incoming FileCabinet CS client will show alongside the similar Onvio clients. Select 1 of the following:
- Use existing: Documents are added to the Onvio client you select.
- Create new: A new Onvio client is created.
Your choice is applied and the migration continues for that client. If you still can't resolve a conflict, contact Support and include your migration ID and the client name or ID.
