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D2 live and ready for new requests

On August 2nd, 2017, D2 went live and officially replaced CenterStage as McGill’s main web-based document management solution.

Migrations from CenterStage to D2 begin the week of August 7th. All space coordinators have received an email notifying them of the date their space is scheduled to be migrated.

D2 training registration is now open

D2 training workshops begin this week.
Two separate sessions have been designed: one for people who will contribute to spaces in D2 and the other specifically for coordinators who are responsible for space membership, permissions and managing the security policy of the space. Each session will include a demonstration and hands-on practice. Coordinators should sign up for both sessions, meanwhile Contributors (previously known as Participants in CenterStage) should only sign up for the D2 Contributor Training session.

For more information: please see the course descriptions and training dates in the Knowledge Base.

To sign up for a D2 workshop, please register via Minerva:

1. Login to Minerva.

2. Go to Employee menu > IT Customer Services (ICS) Training > Content Management System

3. Register for your preferred session:

  • CMS 501 D2 Contributor Training: Coordinators and Contributors (previously known as Participants in CenterStage) should register for this course.
  • CMS 502 D2 Coordinator Training: Coordinators should register for this course.

4. Click Submit Registration Request.

Action required for locked files

Before your CenterStage Space migrates to D2, make sure to save any files that are in the process of being edited/locked. This will ensure the most up to date changes are migrated to D2.

An easy way to verify what files are locked is to go to the Items I am Editing menu:

  1. Go to the My Community tab.
  2. Select the Items I am Editing menu item. You will see all locked files you are working on listed here.

Get ready, get set, D2 migrations begin this summer

Beginning this summer, CenterStage spaces will be migrated into D2.

In the coming weeks, all Space Coordinators will receive an email notification for each of the CenterStage spaces they manage. The email will include information on the date planned for the space migration, as well as any necessary measures that must be taken beforehand and how to register for training.

A subsequent email will be sent to all Coordinators AND Participants closer to the date of migration.

Important things to keep in mind before migrations begin:

Action required:

  • Locked files: Make sure any files that are in the process of being edited are saved to ensure the most up to date changes are migrated into D2.
  • Data tables: If you were previously using data tables in CenterStage, please ensure your data table content is saved prior to migration. For more information on how to do this, please follow the step-by-step instructions in the Knowledge Base.

For your information:

  • Tags: CenterStage tags will not be migrated into D2. Tags do not exist in D2, however keywords are available.
  • Comments: File comments will be migrated into D2. Folder comments, on the other hand, will not be migrated. Read More.
  • Subscriptions: File subscriptions will be functioning in D2 immediately once migrated. However, Folder and Space subscriptions, even though they will be migrated, will not function in D2. Read More.
  • Wikis and Blogs: Wiki and Blog content will be extracted from CenterStage and migrated into D2 in the form of Word documents. Read More.

Folder comments will not be migrated into D2

File comments will be migrated into D2. Folder comments, on the other hand, will not be migrated. However, it is possible to re-add comments to folders after migration.

There are 2 ways to do this:

  1. Select the folder > right click > click “Add comment…”
  2. Select the folder > click the “Comments” widget > click  “Add Comment”

More details on how to add comments for folders, as well as files, will be covered in the training session and user guide. More information on this will be available soon!

Subscriptions migration

Currently, CenterStage users are able to subscribe to Spaces, Folders and Files. Users receive email notifications based on the following preferences they selected when setting up their subscription:

  • As soon as updated
  • Daily
  • Weekly

In D2, a similar subscription mechanism exists, with the following preferences available:

  • Daily Digest of New Item and New Version
  • Instant Notification on New Item
  • Instant Notification on Modified Item

During migration, subscriptions to Spaces and Folders will be moved from CenterStage to D2 as follows:

In CenterStage

In D2

As soon as updated Instant Notifications on New Items
Daily Daily Digest on New Item and New Version
Weekly Daily Digest on New Item and New Version

Subscriptions to Files will be moved from CenterStage to D2 as follows:

In CenterStage

In D2

As soon as updated Instant Notifications on Modified Items
Daily Daily Digest on New Item and New Version
Weekly Daily Digest on New Item and New Version

Note:

  • File subscriptions will be functioning in D2 immediately once migrated.
  • Folder and Space subscriptions, even though they will be migrated, will not function in D2. These subscriptions will be available in a future release of D2. We will keep you updated on these developments.

Blogs and Wikis migration

Despite blogs and wikis not being available in D2, their content will be extracted and migrated into D2 in the form of Word documents. This way you can continue to access your blog and wiki content if you so desire.

Once your content has been migrated to D2, a Word document for each blog or wiki will be available as shown here:

Please note:

  • The Word documents produced for blogs and wikis will reside in the same location in D2 as in CenterStage.
  • The same owner name will be maintained.
  • The same permissions will be kept.
  • Only blogs created in 2015, 2016 and 2017 will be transformed into Word documents and migrated into D2.

Saving data table content prior to D2 migration

While existing files and documents will be automatically and securely transitioned to D2, data tables will not be available in D2.

If you wish to save your data table content and have it migrated to D2, your data table must first be exported and saved in Excel, and then re-uploaded to CenterStage. For more information on how to do this, please follow the step-by-step instructions in the Knowledge Base. Please ensure the data table content is saved prior to migration to D2.

In the meantime, we ask that you please refrain from creating any new data tables in either existing or new CenterStage spaces.

If you have any questions or require any assistance with the process of exporting your data table content, please contact us at ecmcommunication.ccs@mcgill.ca.

What’s new with D2

D2 has been developed with a strong focus on a modern, highly intuitive user interface. While we say goodbye to some of the features we have become accustomed to in CenterStage, we welcome a number of new and exciting improvements in D2.

See below for an initial list of new features available in D2, along with those we will be leaving behind with CenterStage.

  • An advanced search capability is available in D2 which allows you to search in specific workspaces.
  • A new ‘Consumer’ role, with read-only access is offered.
  • The browser plug-in is available on Safari for Mac OSX.
  • Coordinators are able to reset passwords.
  • Personalize your workspace via customizable widgets.
  • Import/export an entire folder structure.
  • Check-in/check-out is a manual process in D2.
  • CenterStage tags will not be migrated to D2. Tags do not exist in D2, however keywords are available.

More information on all new features will be provided during the training sessions and a KB article with further details is in the works.

CenterStage Clean-Up

Over the last couple months, we contacted Space Coordinators regarding their inactive CenterStage spaces.  This initiative was an effort to delete as many inactive spaces as possible prior to the migration to D2. We identified all spaces that had no activity over the last 6 months. We then asked all associated Space Coordinators to review their spaces and notify us of any they no longer needed that could be deleted.

Note that these emails were ONLY sent out for spaces with no activity over the last 6 months. If you did not receive a clean-up email then it means that you do not manage any inactive spaces and no action is required on your part.

If you are a Space Coordinator who manages a CenterSpace space that is no longer in use and would like to have it deleted, please get in touch with us at ecmcommunication.ccs@mcgill.ca with the name of your space.

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