Journey to Atlassian Cloud

Engagement Overview

A video products and services company came to us via the Atlassian Partner Directory after speaking with other platinum and gold level partners. They needed to migrate to the cloud, but had become frustrated with the quotes they had been provided. After learning more about our cost-effective migration solutions, they decided to engage with us to get them to the cloud. Their primary reasons for migrating to the cloud were to:

While the client had a small Atlassian footprint, they still identified savings if they eliminated the infrastructure that was supporting their current Jira Software and Confluence environments.

The world today is more cloud based and there are many high quality products that live in the cloud that integrate with Atlassian’s cloud products and not with the on-prem versions (at least not easily).

The client was on “extremely” old versions of Jira Software and Confluence. In fact, the Jira Software version was so old that it was still called Jira. So the client not only wanted to eliminate the need for upgrades in general, they really didn’t want to bother with bringing their existing environment current.

The Client's Need

The client wanted to migrate from their on-prem Jira Software and Confluence instances to the cloud platform. Nothing serious, just seeing the future and knowing that they'd be better off in the long run if they migrated as soon as they could. When the client reached us, they stated that they had discussed their needs with other partners with most quotes coming in too high--one was even over $100k. They felt that they had a small enough footprint that it should not warrant such a price tag.

The Unforeseen

The primary challenge was that the client was old very old versions of both Jira Software and Confluence. So much so, our experts had a challenging time finding the versions for the products and the apps they had installed. Another challenge was the client had native links between Jira Software issues and the issues had links to Confluence pages as well as other external systems. The client wanted to retain these links, so a creative solution was going to be required.

NOTE: Because the client was on such an old version of Jira Software, care had to be taken because new versions of the product had changed how many things functioned natively--links was one of those changes.

The RenWare Way

After learning more about the client's current environment, our team used our model to determine the complexity and cost to migrate both Jira Software and Confluence to the cloud. Without knowing anything specific about the other partner proposals, we presented our approach and our cost and we were rewarded with their business.

To get started, the team had to locate versions that were so old, they were not readily available on the Atlassian’s site. Even worse, we had to talk with vendors of the installed apps to obtain the older versions of their tools–many of which had to zipped up and sent to us. Luckily, the vendors still had those versions (although unsupported) and those zip files were much smaller than the latest versions. Once we all versions had been obtained, the team then had to determine the proper upgrade path for each product–which of course we figured out.

We pride ourselves on working with our clients with minimal disruption to their daily activities. To accomplish this goal for this client, we requested that they provide us with backups from both Jira Software and Confluence that included attachments, logos, and avatars. Once we downloaded the backups, we setup our internal lab and uploaded the backups into the same versions the client was using.

The client had a hybrid of User Directories (UDs); (2) internal UDs and (2) external UDs. The main UD was connected to the client’s Active Directory (AD) system and was configured in a manner that it pulled all users and groups that lived in AD. After merging all of the UDs into a single, internal UD we were able to perform some cleanup work such as removing old, inactive accounts and removing duplicate email addresses. While the on-prem platform relies on usernames, the cloud relies on email addresses. Any duplicates get flagged during the migration process and prevents the migration from moving forward, so we always check for this to avoid issues. 

After documenting the upgrade path for each product and bringing our lab instance to the current server versions, the team installed the migration assistants for each Atlassian tool. However, we caught issues with the Confluence migration assistant where we got mixed results following the exact same steps. Once we documented our findings, we notified the Atlassian Migration team. We were able to determine the root cause and work with Atlassian’s team to implement a fix to address the issues before the final production migration.

Due to the challenges that presented themselves during out work, we added (4) test cycles to our work to ensure thorough testing before attempting the final run. We also produced a runbook to ensure all manual steps were captured and performed at the appropriate time.

After working with the Atlassian development team, a new version of the Confluence migration assistant was released that resolved all of the issues we discovered and was used to successfully perform the final production migration without any issues. We did interact with the database prior to creating the bundles to upload to the cloud to ensure all links in the Jira Software issues were successfully maintained.

The Results

RenWare provided the client with the desired outcome. They were migrated to the cloud and were able to continue to use their installed apps and integrations. There was no data loss and the user's permissions remained in tact along with all of the various links that the Jira Software issues contained.

During the course of the engagement, our experts identified a couple of areas for enhancements that they knew the client would welcome. The following items were added to the engagement at no additional cost to the client:

  • Integration back to their on-prem instance of Bitbucket
  • Mentoring on the proper use of Atlassian Access
  • Setup and configured Atlassian Access to the client’s SSO solution.

The client expressed the happiness that are team was able to locate all of the old versions of the Atlassian software and their installed plugins. Apparently, there was a need a few years ago to migrate the products to a newer hardware tech stack, but it was scrapped because they could not locate the software and plugins. This is one of the added benefits to working with Atlassian partners like RenWare as we tend to have additional access and capabilities that the customers don’t have available to them.

VP, Development Services & Business Systems

"I was happy that I took the time to shop around as RenWare not only successfully completed the project, but I also saved 82% over what other Atlassian partners quoted me. Should I have future Atlassian needs, I'll be sure to engage with RenWare again."