Introduction
Newforma is finding that more and more of our customers want and need to move project data either in an ad-hoc manner or as part of standard process as a project moves through its life-cycle.  Starting in Fifth Edition, Newforma provided tools to allow for projects to be moved through batch commands which allowed this process to be automated to some extent.  Before taking on a mass project move, it is very important to understand the components which need to be considered as well as some critical requirements.

Terms
For the purposes of this discussion, it is important to make a distinction between “Newforma Data” and “Project Data”. 

• Newforma data includes the Newforma project file (.npr file) and hidden folder of the same name as the project which contains the project’s meta-data similar to below.



• Project data consists of project specs and documents (.doc, .pdf, etc.), cad documents (.dwg, .dgn, .dxf, etc.), project email, etc.

When it comes to moving data, Newforma can manage both of these components (Newforma data and Project data) separately and independently.

Moving Newforma Data and Project Data
For a vast majority of our customers, the Newforma data and project data are managed in the same physical location on the file server, similar to below.

Notice that the “N – Newforma” folder (which includes the Newforma data) is contained alongside all of the other project data for this project. For these cases, when project data is moved, the Newforma data is moved as well.

In some cases, the Newforma data is managed separately from the project data.  Sometimes in a different folder on the same file server, sometimes on a separate file server all together.  For these cases, if project data is moved, the Newforma data is not moved.

Because there are two possible methods by which Newforma data can be located (either with or without its project data) two separate tools need to be created to manage the movement of project data:

1. Notifying and Updating the Newforma Project Center Server of a move

If Newforma data has been moved along with project data, it is necessary to inform the Project Center Server that the Newforma data is in a new location so that when users attempt to open that project via Newforma Project Center, it directs them to the correct location on the file server to open the project.  There is a command line utility which the Newforma Support team can provide which performs a mass update to the Newforma Project Center Server informing it of the recent move(s).

If Newforma data is not contained within the project data and was not moved, this step of notifying the server is not necessary


2. Repair Broken Project Folder Links (after the move)

After the project has been moved, the links within the project to the project folders, project email folders, transfer folders, etc. need to be repaired to reflect the new location of the project files.  There is a command line utility which the Newforma Support team can provide which performs a mass update to the Newforma projects informing them of the recent move.

“Move” not “Copy”

The tools mentioned above have been designed to help manage Newforma data and project data when it has been moved!  From a Newforma perspective, moving Newforma data is fundamentally different than making a copy of it.  Copies of Newforma project data are really just considered links or shortcuts to the Newforma data’s original location.  Making a copy of the Newforma data and opening that file, in fact, just opens the original project and transforms the copy to be a link back to the original.  This functionality was developed to manage the inadvertent copying of data that can sometimes occur on a file server.

When planning to move data from one location to another, it is critical to either perform a true move of the data OR otherwise back-up the original data in a new location on the file server.  If the Newforma Project Center server is able to “see” the Newforma data in its original location when performing a notification and update of a “move”, it will consider the “moved” projects “copies” and convert them to pointers back to the original data; even if that original data is going to be deleted once a move has been proven to be successful.

The most effective way to avoid this pitfall is to simply move the project data in the first place (rather than copy it). 

However, Newforma recognizes the desire to ensure a safe and successful data transition before removing the original.  In these cases, after the copy is performed to the new location (and before running the command line utilities mentioned above) simply rename the location in which the original data is located.  In the example project provided above, renaming the project folder itself, or a higher folder in which the project folder is located (presumably along with many other projects being moved) can solve the issue.

Please note that prior to the release of the 6.1 Update it was not sufficient to remove or rename the share from which the project data has been copied.  Newforma would simply assume that the share or file server is temporarily down, assume the projects are still in the original location and convert the copied projects to pointers back to the original location.  It was necessary to rename the folder on the share in order to inform the Newforma Project Center Server that the data has in fact been moved and not copied.  As of the 6.1 Update removing the server and/or share on which the original file are located is supported.

Conclusion
The tools provided to help assist in the project move process are extremely effective when they are well understood.

Please note that the tools provided with Newforma Project Center Server Fifth Edition contain a defect which can impact how the record copies of Transmittals and Submittals are managed after the move.  For this reason, it is recommended that you contact Newforma Support for an updated version of this tool (n4.exe) prior to performing a project move process if you are using Newforma Fifth Edition.