Priava Conversions

Overview

The Elite support app has a UI built in for converting Priava data. To see what is or isn't included in the migration (and more details on the tool), please see this Confluence page.

Once you use it to create a standard data "capsule," you should use the standard "capsule import" feature to move the data into an Elite tenant.

Using the Tool

Conversions should always be done on the Sandbox Cluster.

Adding a Client

Access the conversion tool by going to the Tools > Conversion Tools and clicking the (P) icon:

The Priava slider will pop out showing the current list of tenants/slugs (see FAQ for an explanation of a slug).

Click ADD TENANT, you will see this slider:

This is a one-time operation per Priava tenant. In order to do this, you need:

• The Priava environment where the data is
• The Priava Tenant Id (see FAQ)
• A "slug," which should a simple string that uniquely identifies the Priava tenant/client.
  • It needs to be alpha-numeric and lower-case only, but can also include dashes.
  • Important: You should always use the same slug for a client.

Click the ADD button, and this will kick off a process that gathers "metadata" for the client -- things like time zone and statuses.

Configuring Statuses

Go to the Priava slider as before, and click an existing slug; this will display a summary of the tenant. Click the CONFIGURE link, to adjust the status mapping. (See FAQ)

Click SAVE when you are done configuring the status mappings.

Running the First Conversion

With the appropriate slug selected, check the Run conversion option and click SEND REQUEST.

You can optionally include documents, which have been tested. Including documents is slower, so you may not want to include it on the first conversion.

When you click SEND REQUEST, that kicks off a process that runs in the background for a while. You can watch its progress by using the Support Tool Logs feature.

Importing the Data into a Tenant

When a conversion runs, it creates what we call a CAPSULE. You can see the list of capsules on the Capsule List page. Click the Refresh (⟳) icon to ensure you are seeing the most up-to-date list. Identify the CapsuleId that you need to import -- you can easily copy it to the clipboard.

Once you have the CapsuleId, create a blank tenant and run the conversion import.

Save the State

After the first conversion, the client will usually want to make changes to the tenant configuration -- add users, add/rename rooms, and so on. We handle this by providing a feature called "Saved State" which is essentially a holding place for these changes so they can be applied to a second/subsequent conversion.

Second/Subsequent Conversions

When you run a second (or subsequent) conversion, you should be sure to select the same slug as you did before, and then run it normally as shown above. It is usually a good idea so save the state from the previous conversion immediately before running a subsequent conversion.

Keep in mind that saved state information will "expire" if the Elite application has a major upgrade. If you get a message like "Saved state is the wrong version," then you will need to save the state again before doing an import.

Final Conversion

When the client is ready to "go live," it is a good idea to follow this procedure:

1. Run the conversion capsule and import it
2. Mangle Users for all of the previous tenants for this client.
3. DeMangle Users for the final tenant.
4. Use the Copy Tenant (aka Snapshot) tool to export a snapshot.
5. Import the snapshot on the appropriate production cluster.

Important Notes

Environments

• There are three Priava regions/clusters:
  • NA - USA/North America
  • EU - Europe/EMEA
  • AP - Asia-Pacific/APAC
• Each one has a Staging and Production environment.
  • For now (December 2024) use Staging.
  • As of January 10, 2025, you should begin using Production for all conversions.

Venues

To ensure a smooth transition from Priava to Elite, it’s important to understand how the “venue” object in Elite maps to Priava’s structure:

• • Default Venue Conversion
    • Upon data migration, all rooms in Priava will be placed under a “Default Venue” in Elite.
    • This “Default Venue” should be renamed in Elite to match the customers venue.
  • Handling Additional Venues
    • In Priava, additional “venues” are effectively top-level groups with nested subgroups and rooms.
    • In Elite, additional venues are not created automatically. Consultants will assist clients in reviewing how rooms and groups have been migrated
    • Clients, in collaboration with consultants, can assess whether additional venues are required and request their creation. In some cases, clients might prefer to use room groups instead of venues if user access controls are not a concern.
  • Client Involvement and Sales Workflow Considerations
    • The need to create additional venues will primarily be client-driven, the consultant will create them and ensure the relevant rooms are linked under the new venue/s.

Price Schedules

The migration tool will create a default Price Schedule that has all of the item prices populated, we cannot add the room rates because the structure is so different.

• Therefore, during the migration/onboarding, consultants/customers should create the desired room rates in Elite and add them to the migration-created Price Schedule.
• Note: If this is not done, then refreshing the price schedule will zero out the room rates with no way back.

GL Codes

Priava has a single field for the GL Code on an item and Elite has two: the actual code and a name for the code to make it easy to choose from a list.

This is an upgrade ⁠ but can appear odd. Since both the Code and Name fields are mandatory in Elite, we will populate both with the code from Priava.

Names can be updated vis the consultant/customer as desired and maintained in Saved State.

Frequently Asked Questions

What's a good slug?

• Good slugs:

  • isaac-theatre

  • auckland-performing-arts

  • san-francisco-fox-theatre

• Bad slugs:

  • arena

  • jane-doe (i.e., don’t use the name of a person)

  • auckland (surely there is more than one venue in Auckland)

  • test-10-1-2024 (there is no reason to use a date!)

  • some-client-test (if you change the slug later to some-client, you will lose your setup information)

How do I know the Tenant Id?

• Eventually we will provide a list of tenants of tenants directly in the UI.
• For now, use this spreadsheet to determine the Tenant Id that you need.

How should I map statuses?

• However your heart tells you. ❤️
• But seriously, here are some guidelines:
  • EventStatus should usually be Definite.
  • Option or Pencil ==> EventStatus Tentative + Option #
  • Maintenance ==> Blackout or Internal
  • Internal venue events ==> Internal
  • Cancelled ==> Cancelled
  • Released ==> Cancelled or Lost, depending on context
  • Sale Lost ==> Lost
• The ContractStatus selection is typically used when you see statuses like these, but you will have to work out the specific settings with the client.
  • Deposit Paid
  • T&C Issued
  • Proposal Issued
  • Signature Received

When should I use the "Update metadata" option?

• This should be used if the Priava tenant's event statuses have changed since it was added to Elite.