Data Synchronization

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Data Synchronization

Context

The following section covers the sixth step in your process deployment, as described in From Studio to the cloud.

When you have already exported and imported a .bex into your target environment, you have effectively transported your processes and everything needed for your application to be runnable in that environment. This step is all about doing a similar process to the data you had in the authoring environment, given that you need it in your target environment.

 

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This section applies if you are have access to the Management console via RDP.

If you have Management Console web, refer to Management Console Web data synchronization.

 

Overview

Up until this point, the Deployment procedure has only considered metadata. This means that your target environment now hosts "the shell" of your project, that is, all of the imported processes and parameter entities. If you have data on your development environment that you wish to preserve in your target environment, then you need to perform a Data Synchronization.

 

How to perform a Data Synchronization procedure?

The Data Synchronization consists of two utilities that are launched from the Management Console: Export data and Import data. The first step is to generate a .bdex file which is the result of the Export data procedure performed on the Source environment. After that, the next step is to import such .bdex file into the target environment by launching the Import data procedure from the Target environment.

 

This procedure lets you take data from your development environment into your target environment. The data that you can select to be included in the procedure is listed below:

Parameter Values managed in production.

Users and their relations.

oAreas

oGroups

oLanguages

oLocations

oOrganizations

oPositions

oRoles

oSkills

oTime Zone

oWorking Time Schema

 

Bear in mind that you can only import data into an environment whose metadata counterpart has already been deployed. This means that if you have not deployed an entity into an environment, you cannot synchronize its data into the same environment.

 

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If a parameter entity is selected to be considered in the synchronization process, all of its registers are taken into account. This means that you cannot individually select which elements to include and even unused values are included in the .bdex file.

 

Export data

This utility lets you handpick the data from your development environment to include on the .bdex file.

 

Launch this tool from the Management Console inside the Configuration tab on the ribbon.

 

ExportData_01

 

The Export data wizard is displayed.

 

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The wizard guides you through the Export procedure. At the top part of the window you can see at what step of the procedure you are in. The first step lets you Select the data to export. From the left panel tick the data elements that you want to include in the .bdex file and click >. Those element are now visible on the right panel, which means that they will be included in the .bdex file.

 

ExportData_03

 

Click Next when you have finished selecting the data to export. Make sure you have ticked all of the elements that you wish to import since the ones that are not included will not be available in the import procedure.

After clicking Next you have the opportunity to select the user relations that to export.

 

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Once again, tick on the left panel the user relations you want to export and then click > to make sure they are included in the right panel. You can always click >> to move all of the options at once.

 

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At any time, you can go to the previous step to review what you have included by using the Previous button on the bottom right part of the window. If you identify an element that has been mistakenly included, to exclude it you only need to tick it on the right panel and then click <.

 

ExportData_06

 

ExportData_07

 

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When syncing user data from one environment to another one, the passwords are not considered. That is why if you have your authentication method set to Bizagi your users' credentials are handled as follows:

1. Random passwords are generated for all the synced users.

2. Each user is marked as expired, this way they are prompted to update their password on their first log-in attempt after the synchronization.

 

Once you are done selecting the Data and User relations to export, click Next to head to the third and last step of the wizard.

 

ExportData_08

 

In this window, all the entities included in the first step of the wizard are listed on the left panel (Selected entities to export values). When you click an entity in the left panel, the wizard shows you the available attributes for you to select the Entity key. This key is used in the import procedure to compare the existing records on the target environment against the ones exported from the development environment, which is done to prevent the Data Synchronization from creating duplicate records.

 

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Select the combination of columns that uniquely identify each record of the entity. Do so for each of the entities listed on the left panel, and once you are done, click Export.

On the displayed file explorer, provide a name to the file and select the location where it will be saved to.

 

ExportData_10

 

Click Save to generate the corresponding .bdex file. A pop-up alert will inform you if the file was successfully generated or if an error occurred.

 

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If there are duplicated values in the set of columns configured as Entity key, the export procedure fails.

 

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To apply the newly generated file into your target environment, rely on the Import data procedure. Continue reading the next section for a step by step guide on how to use it.

 

Import data

To synchronize data into your target environment, you need to import a .bdex file generated by the Export data procedure. This procedure needs to be performed in the Management Console of your target environment.

 

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You cannot import data from a project using a different database engine than the target environment (SQL or Oracle). For example, if your project from where you get the data is SQL, your target environment must be SQL as well.

 

Launch this utility from the Management Console on the Configuration tab.

 

ImportData_00

 

The Import data wizard is displayed.

 

ImportData_01

 

Mark Override localization for entity values if present on target environment if you need to override existing values.

 

The top part of the wizard informs you at what step of the procedure you are in. The first step is to select a .bdex file to import. Click Browse to display a file explorer. Navigate your file system and selected the .bdex file that contains the data you want to import.

 

ImportData_02

 

Click Open the select the file and then click Next to move on to the next step of the import procedure.

The second step of the wizard is displayed.

 

ImportData_03

 

In this step, two columns are shown. The one on the right lists all of the data from the selected .bdex file that is going to be imported into the environment. By ticking each element individually you can click > or < to add or remove data elements from this column, so you can handpick the objects that you want to include in the import procedure.

Once you have moved the elements between the columns according to your needs, click Next to continue to the last step of the procedure.

 

ImportData_04

 

This screen has two panels, the one on the left shows the selected elements. You can click on each one of them to review if there are Warnings or Errors that you may need to resolve or take into account before continuing with the import procedure. Those messages are shown in the main panel.

 

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The user performing the import decides whether to send an email to the new users with the generated passwords. If they decide not to do so, the admin user must change in the Work Portal the passwords of each of the newly synced users.

 

For example, you can appreciate in the next image that there is one error related to the Cost Center entity: this entity does not exist in the target environment. In case of errors displayed in the import procedure, you can use the Delete all entities with errors option, this option discards the entities with errors.

 

ImportData_08

 

Another alternative is to create the entity in the target environment with the same columns and types and repeat the import procedure. The solution that you may apply depends on your business needs at the given time.

 

If you try to continue with the procedure without fixing the issue, an pop-up message displays and prevents you from effectively applying the .bdex file into your environment.

 

ImportData_06

 

Warning messages are shown in yellow. This type of messages inform you about a possible problematic situation, and lets you address it by accepting (or not) the warning and the solution provided by Bizagi. This situation can be evidenced in the following image. Warning messages, unlike error messages, don't prevent you from continuing with the procedure.

 

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As soon as you finish reviewing and resolving errors and warnings, click OK to effectively import the data into your environment. If everything runs smoothly, the following message is displayed.

 

ImportData_07

 

At this point you have finished Synchronizing your data from your development environment into your test or production environment! you can now use those values and information from the Work Portal or from wherever they are used in.