Shared View and Template Promotion Between Environments

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Overview

Beginning in Brazos Portal v1.14, Brazos Portal Admins can export and import Views and Templates between different environments. This allows you to automate the process of promoting changes to views between different BPM environments. If you are new to Shared Views and Templates see the KB Article Brazos Portal Views and Task Group Templates for more information.

Note for customers with existing views using this feature for the first time

If you have manually built your views in multiple environments, you will need to synchronize the view GUIDs in all your environments before promoting views; otherwise, you will end up with duplicate views.

Some items to be aware of when exporting and importing views:

  • Views are identified by a unique GUID in the database. This means that it's possible to have multiple views with the same name, but different GUIDs. If you have manually created the same views in all of your environments you run the risk of creating duplicates of your views if you migrate the views before synchronizing your view GUIDs.
  • Importing a view that already exists in the destination environment will overwrite the view and the sharing setting for the view.
  • You should consider taking an export of the views from the target environment prior to importing new views in case you need to roll back to the previous views.

How to promote views between environments

  1. Log in to Brazos Portal as an administrator on the environment where you would like to export views - i.e. the source environment. This should be the lowest BPM environment where you views will match production i.e. Development or Test.
  2. Go to the Brazos Portal Admin page by clicking your username in the top right of Brazos Portal and select "Admin".
  3. Click the Views tab.
  4. The Shared Views section of this screen shows all Shared Views that are on this instance of Brazos Portal.
  5. Select the Shared Views that you would like to export from this environment for import into another Brazos Portal install.
  6. Click the Export button. A file named BrazosPortalViews.json will be downloaded by the browser.
  7. Move to the environment where you would like to import the views and follow steps 1-4 above so you are on the Views Admin screen of the destination environment.
  8. Click the Import button. 
  9. Select the BrazosPortalViews.json that was generated from the source environment.
  10. The views you exported will now be shown in the destination environment.
  11. If your destination environment does not have the same users and groups as the source environment, you will see a warning and indicators by the users/groups that do not exist. You will need to manually resolve any user/group mapping issues by editing the sharing for the imported views.

Synchronizing view GUIDs between environments

This is only needed if you have manually created views in each of your environments and you now want to switch to use this process to promote views. When you create a view it's given a unique ID (GUID) that Brazos Portal uses to identify that view. When you use the view promotion process outlined above, the GUIDs of your views will match across environments. This is how the system knows to overwrite the view with the updated version. In order to synchronize your view GUIDs between environments we recommend the following process:

  1. Start in your Production environment and export all of the views.
  2. Move to your Development environment (or the lowest environment where you have matching views).
  3. If you use different users and groups for sharing views in your different environments, make note of the sharing in the lower environment prior to importing.
  4. Delete the views from your lower environment that are duplicates of the views exported from the Production environment.
  5. Import the views that you exported from production.
  6. If your destination environment does not have the same users and groups as the source environment, you will see a warning and indicators by the users/groups that do not exist. You will need to manually resolve any user/group mapping issues by editing the sharing for the imported views using the data you captured in step 3.
  7. Repeat steps 2-6 for your other environments.
  8. Your view GUIDs are now synchronized and future promotion of views will work as expected, overwriting the matching views as you export/import from your lower environments up to production.
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