Softdocs Platform Migration

Front-End

• RDP client
• Windows Forms
• desktop application

Backend

• Microsoft SQL Server
• filesystem
• RDP server

A web application providing custom digital forms, and workflows.

Front-End

• web application
• HTML
• CSS
• JS

Backend

• web app server
• Microsoft SQL Server
• filesystem
• Microsoft IIS
• ASP.NET
• XML
• XLS

Software as a Service platform leveraging Microsoft/Azure cloud. Designed using a microservices-based architecture.

Front-End Services

• Etrieve Central - web application for managing digital documents
• Etrieve Security - web app for IAM for all other Etrieve microservices
• Etrieve Content - web application for managing digital forms
• Etrieve Forms & Forms Builder
• Etrieve Flow
• Etrieve Connect

Backend/Middleware Services

• Etrieve Content API - Create and read Documents via http (no update or delete)
• Azure Stuff

• Data Discrepancies - Multiples sources of position data could have led to discrepancies in naming conventions and unique identifiers for users, leading to additional challenges in merging the data accurately.
• Incomplete Data - Missing data mappings between sources could have hindered automating the integration.
• Ongoing Maintenance - Monitoring and accommodating new employees entering the system could be a tidious task.
• Azure AD Integration - Azure requiring additional data for Etrieve implementation could cause delays or complexities in user management.
• Future Implementations and User Automations - Designing Azure groups based on functional roles in a way that is also beneficial for other/future implementaions and automated user provisioning

Solutions...

• Create Functional Org-Chart - Designed an automation to merged position data from multiple sources to develop a comprehensive functional org-chart.
• Azure Group Provisioning - Used the new functional org-chart to create Azure groups based on users' functional roles, simplifying future user access management.
• Proactive Role-Based Access -  Strategically designed groups to automate and streamline access control within Etrieve.

• Migration Challenges - Replacing DoceScan with Etrieve Content posed challenges in archiving webform submissions from DoceFill while Etrieve Content was being implemented.
• Data Transformation Complexity -  Handling various data formats (xsl transform, tab-delimited files, HTML) and transforming them into formats acceptable by Etrieve Content API (JSON, image files) required a multifaceted approach involving puppeteer, PowerShell, database introspection, and API interactions.
• Data Integrity and Transfer - Ensuring that the data transferred from DoceFill to Etrieve Content was accurate and timely but also maintained its integrity during transfer.

Solutions...

• Migration Handling - Addressed the challenge of migrating from DoceScan to Etrieve Content in the interum by employing a multi-tool approach.
• Data Transformation Tools - Utilized Puppeteer, PowerShell, database introspection, and Etrieve Content API to transform varied data formats (xsl transform, tab-delimited files, HTML, and other common image file formats) into compatible formats for Etrieve.
• Data Integrity - Ensured that data integrity was preserved during the transformation process by implementing additional data validation logic at each data hop and before the execution of key transforms

• Balancing Roles - Juggling the roles of project manager and technical lead for a significant project involving a substantial portion of staff and students on the Softdocs platform.

Solution...

• Delegation for Efficiency - Delegated tasks to functional leaders across the organization to efficiently manage scheduling and project updates while focusing on technical aspects.