In this article:
Migration overview
We have created a streamlined process and set of tools to make the transfer of your data from Workplace to Blink smooth and straightforward. Our experts and automated processes will guide you through migration and beyond with a focus on driving improved adoption, engagement and value. In this document, you’ll get a closer look at our migration approach and practical tips to help you prepare for a successful transition.
Migration process
Our typical migration process starts with scoping and data mapping. Expect this phase to take most of your efforts, as it’s where you will get familiar with Blink’s capabilities mapped to your Workplace usage. You may discover new ways to implement certain features, opening up opportunities to approach previous challenges in more effective ways.
Once this phase is complete, setting up the migration tool, transferring and verifying data, and activating users on the new platform is quite straightforward. The diagram below illustrates how our migration tool transfers data from Meta Workplace to Blink, supporting self-serve migration of user profiles, groups, and group membership rules via Meta Workplace’s data download. Blink’s team can also assist with migrating your knowledge library, posts and comments, integrations, and chats.
Preparing for migration
Working backwards from launch day
To set a solid foundation for your migration, start by envisioning day 1 employee experience on the new platform. What exactly does the switchover look like? What communications will they receive and what questions might they ask? How will your champions, managers, and platform administrators embrace the change to inspire and support their teams? By working backward from this vision, you can identify the essential steps and resources needed to make the switch smooth and successful.
Tip: The “work backwards” approach is widely used at Amazon — find out more about it here. |
Here are a few things to keep in mind:
Switchover window: Assess the amount of data to be migrated, as this will impact how long the migration will take. Keep in mind that a snapshot of data at the start of the migration will be transferred, meaning any new data on Workplace created afterward may not be transferred.
Our recommendation is making Workplace read-only once the migration has begun. However, depending on the scale of your organization, that may not be feasible. We’ll work with you to assess and plan for an interactive migration where needed.
Authentication options: Determine how employees will connect to the new platform on day 1, and ensure this experience is intuitive and clearly documented. Our recommended approach is to utilize the Workplace chat-bot invitation we’ve developed. However, all of your users may not be on Workplace so we will want to look to cast a wider net as you roll out Blink.
Communication plan: Outline the communications you’ll send to employees before launch day to build excitement and awareness about the new platform, creating a positive buzz ahead of the transition.
Enablement plan: Define enablement and support needed for champions and managers so they can quickly adapt to and promote the new platform and its features.
Building new habits: Consider any subtle differences between platform features and identify areas where intentional friction might help break old habits and encourage building new ones. Leverage this opportunity to support positive behavioral shifts among employees.
Metrics: Establish baseline and guardrail metrics to track adoption and engagement, helping to ensure the new platform delivers on its goals and gains traction.
Deciding what to migrate
As you prepare for your migration to Blink, take this opportunity to thoroughly review your existing data and content in Meta Workplace. It’s the perfect chance to assess what’s still relevant and valuable for your employee experience.
Consider what content is essential to your team’s daily operations and long-term organizational goals, and which may no longer serve a purpose. For content that doesn’t need to make the move, downloading and archiving it ensures you have a record for future reference, keeping your new platform clean, fresh, and focused from the start.
It is often useful to consider the following points:
Data privacy: When your employees first signed up for Workplace, they likely agreed to certain terms on how their personal data would be used. While not all content falls into the same category, things like individual chats or profile pictures may be considered personal data. It’s a good idea to check these terms before migration.
Data retention policies: Most companies will have specific data retention policies in place, so it’s worth assessing how far back the data needs to go in order to maintain compliance.
Data ownership: Clarify who “owns” certain types of content, especially in regional or project specific contexts. Some content may belong to specific teams or departments, so it’s worth checking with them if they wish to migrate their content.
Former employee data: Think about what to do with data and content created by former employees. Do you want to keep it, archive it, or maybe leave it behind?
Assessing data value: Be clear on what data and content adds real value for your teams. What is essential to carry over for continuity, and what could simply be downloaded and archived? Migrating only what’s needed helps keep the new platform organized and clear.
Data timeframes: Consider which content is still up to date and relevant. Some older content might not be worth moving, so it could make sense to only focus on the most recent content and highest-engagement groups. Blink team can help you prioritize and migrate a selection of the most current data.
Frequently asked questions
Is Blink migration tool available to all customers?
Is Blink migration tool available to all customers?
Our Blink self-serve migration tool is available to any Blink customer and will help to quickly migrate users, groups, and group memberships.
Will I be able to validate the migrated data before launching Blink?
Will I be able to validate the migrated data before launching Blink?
Yes — this can certainly be part of the assisted migration plan. Blink team will perform a trial migration to ensure all components transfer accurately and are fully functional in the production environment. Our team can also help identify any broken links or other potential issues with your content, so you can revise and correct it accordingly before launching Blink.
How long does the migration take?
How long does the migration take?
The overall migration timeline will largely depend on how much data there is and to what extent it needs to be cleaned and prepared ahead of the migration. Normally we would recommend planning the migration process to take between 4–8 weeks. The timeframe for the actual data migration process itself will be dependent on the amount of data being migrated. Once we’ve identified the data to be migrated, we’ll be able to give you an accurate estimate for data migration.
Do I have to migrate everything all at once or can I do a phased rollout?
Do I have to migrate everything all at once or can I do a phased rollout?
Migrating in phases is absolutely an option and our team will help plan a tailored approach if that’s what you need.
For the best experience, we recommend a clear, all-at-once switchover to keep everyone aligned, reduce duplicate communication, and build on the excitement for the new platform. A single-phase switch also helps create the critical mass necessary to drive strong engagement on the new platform, allowing teams to make the most of the platform’s features from day one.
However, we recognize that may not be feasible for all companies. Whatever path you choose, we’re here to ensure a successful transition.
What is required from my team to support the migration?
What is required from my team to support the migration?
The simplest migration requires little-to-no time or effort investment from your side once we’ve identified a plan. A Workplace administrator with appropriate permissions can use our migration guide to configure the migration in a matter of minutes.
However, this is a perfect opportunity to evaluate your Workplace setup, get familiar with new capabilities offered by Blink, and select and refresh the content you wish to migrate. Also, consider if additional stakeholders need to be involved when managing change or when setting up new integrations.
Appendix: API permissions
The following API permissions are necessary to migrate data from Meta Workplace via Graph API:
Message any member (optional) | This is required if Blink activation chat bot is used to help users transition and login into Blink. |
Read group membership | This is required to migrate groups and group memberships over to Blink |
Read group content | This is required to migrate feed posts posted to specific groups over to Blink |
Read user email addresses | This is required to migrate user profiles over to Blink |
Read work profile | This is required to migrate user profiles over to Blink |
Read org chart | This is required to migrate management hierarchy over to Blink |
Read people sets | This is required to migrate user profiles over to Blink |
Read Knowledge Library content | This is required to migrate Knowledge Library categories over to Blink |
Read user timeline | This is required to migrate feed posts posted to specific users over to Blink |