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Consolidate Workspaces

Need to move all your data from an existing Workspace to a new one? Our team can perform a one-way data migration from one Workspace to another.

The source Workspace has data to be migrated. The destination Workspace will receive the data.

Before you begin

Migrating data between Workspaces requires a few hours downtime for both Workspaces. Our team will work with you to schedule the migration during off-peak weekday or weekend hours.

Once the migration is complete, the source Workspace will be archived. You can contact support if you need access to the archived Workspace.

If you need to maintain access to the source Workspace, or want to move specific data from one Workspace to another, you can migrate Spaces between Workspaces by sharing a template instead.

Requirements

Before we can migrate data between Workspaces, you should make sure the following requirements are met:

  • You are or have written approval from the Workspace owners of both the source and destination Workspaces.

  • Users from the source Workspace have joined the destination Workspace.
  • The destination Workspace is on the same or a higher ClickUp plan.

  • If you're on the Free Forever Plan, which has a limit of 5 Spaces, make sure you have enough Spaces available in the destination Workspace.

  • Custom Task IDs must be unique within a Workspace. Check the source and destination Workspaces to make sure the same Custom Task ID prefix is not used on any Spaces.

Technical requirements

Our team will take care of the following technical requirements on your behalf:

  • The source and destination Workspaces must exist in the same AWS region. Our team will migrate the source Workspace to be in the same region as the destination Workspace.

Chat

Chat channels from the source Workspace will be added to the destination Workspace.

Matching direct messages and group messages will be merged. For example:

  • Sam and Avery have active direct message chats in both the source and destination Workspaces. Their messages from their direct message chat in the source Workspace will be merged into their chat in the destination Workspace.
  • Messages in the Welcome and Workspace channels will be merged into their respective channels in the destination Workspace.

Recommendations

Before you submit your request to migrate data between Workspaces, we recommend reviewing the following items:

  • Make sure your ClickApps and their respective settings match. For example, if you use nested subtasks, make sure both Workspaces have the same or greater amount of nested subtasks available.
  • Setup any required integrations in the destination Workspace.
  • Create any required custom task types in the destination Workspace.

Limitations

Some features and data may appear differently in the destination Workspace, including:

  • Home: Users may need to reconfigure their cards on Home.
  • Links and mentions may appear as plain URLs.
  • Any publicly shared items including Forms, Docs, tasks, and views will need to be re-shared to generate a new public link.
  • Spaces will be renamed with the source Workspace name at the end. You can rename migrated Spaces at any time. For example: Marketing team (ACME Workspace)

  • Custom task types are not migrated at this time, tasks using a custom task type are moved to the destination Workspace as tasks.

Merge task types using Custom Fields

You can create a Dropdown Custom Field to record the task type for any items in your source Workspace.

After the merge is complete, set the Task Type based on the Custom Field value.

Use an Everything view and the Bulk Action Toolbar to bulk update tasks in both Workspace.

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