Transition Classic Files and Projects

Note: To transition to the next generation, you need to be using Workspaces. Learn More

Best Practices

Before you get started, review the transition checklist to prepare to transition. Then, follow the steps below to transition your Projects, Classic Documents, Classic Workbooks, and Classic Presentations to the next generation file types.

Where you start your transition determines how related linked files are handled in the transition. As a best practice, you'll typically want to start your transition from the Linked Files Report. This ensures all linked files are included in the transition.

From the Linked Files Report: Run the report, then click Transition from the report. This automatically includes any files with source links and files with destinations links and is the preferred way to transition.
From Home or Files: Select a classic file or project, then right-click and select transition. This automatically includes any files with source links, but does not include destination files outside of the files you select.

Overview of Transition

By default, transitioning classic files or projects is only available for Workspace Owners. To enable transition for all users, you can contact support@workiva.com. For help in finding a Workspace Owner, see Find Members and Admins.

Transitioning a project or classic file:

Creates a new copy and converts Classic Documents, Classic Workbooks, and Classic Presentations, and Classic Data Collections to the next generation file types.
Resets tasks, track changes, and history.
Keeps the original files and project intact.

You'll transition one project at a time and you can choose when to start. Typically, only classic files and projects used in the past 12 months need to be transitioned. You normally do not need to transition historical or archived projects. When you go to transition, classic file types are included in the transition by default.

Classic Documents
Classic Workbooks
Classic Presentations
Classic Data Collections
Projects with classic files

Transition Settings

When you transition files, you can choose from several settings to adjust your transition based your situation.

Include Outline Labels: Check this option transition outline labels from classic files to next gen files. This is checked by default.
Include Comments: Check this option to transition comments from classic files to the next gen files. This is checked by default.
Include Attachments (Documents and Workbooks): Check this option to include attachments from your classic documents and classic workbooks. This is checked by default.
Transition cross-sheet Workbook links to cross-sheet Spreadsheet formulas: If you are using cross-sheet links in Workbooks, you can now use cross-sheet formulas in Spreadsheets. Check this option to transition them automatically to use formulas instead of links. Don’t check this option if you want to keep your same linking structure.

Project Settings

You’ll only see project settings when you transition a project.

Period End Date: Enter a period end date for your new project.
Target Filing Date: Enter a target filing date for you new project.

Folder Settings

When you transition, you can choose where you want to save your new files.

New Folder Name: Enter a new folder name where the transitioned items will go.
Location: Select where you want to put the new folder. If no folder is selected, it will be placed in the main Files directory.
Recreate project folders as folders in Files: Check this box to recreate the project structure as new folders in files. Make sure to update any folder names you don't want others to see in a workspace.

Transition a Classic File or Project

To transition a project or classic file, click below to see steps based on where you start your transition. As a best practice, we suggest starting your transition from the Linked Files Report.

From the Linked Files Report

1: In Home or Files, right-click on the project or classic file and select Linked Files Report .
2: Review the report to ensure you have all the files you need, then click Transition. By default, any linked source files and destination files are automatically included in the transition.
3: Review the files listed and then click Next >. You can uncheck any files to exclude them from the transition.
4: Review and update Transition, Project, and Folder Settings as needed. Then, enter a folder name and choose a folder location where you want to put the transitioned items. You can also choose to recreate project folders as folders in files.
5: Click Transition. You'll see the progress of your transition in the bottom right and can continue to work as the transition completes.
6: After the transition completes, you'll receive an email with a link to the new files and a transition report. Review the transition report to check for any formatting differences or changes that might have occurred during the transition.
7: In Home or Files, update the transition status.

From Home or All Files

1: In Home or Files, right-click on the project or classic file and select Transition .
2: Click Continue to Transiton. As a best practice, you'll typically want to start the transtion from the Linked Files Report.
3: Review the files you selected to transition and then click Next >. By default, all classic files and any linked source files are automatically included in the transition.
4: Review and update Transition, Project, and Folder Settings as needed. Then, enter a folder name and choose a folder location where you want to put the transitioned items. You can also choose to recreate project folders as folders in files.
5: Click Transition. You'll see the progress of your transition in the bottom right and can continue to work as the transition completes.
6: After the transition completes, you'll receive an email with a link to the new files and a transition report. Review the transition report to check for any formatting differences or changes that might have occurred during the transition.
7: In Home or Files, update the transition status.

Then, review additional steps based on your solution and use case.

XBRL

SOX / Internal Controls

What's Next

After you transition, you can review the following resources:

Resources

Understanding the Transition Report for details on transition report codes
After You Transition for steps to take to review files after you transition

Guides

Use the following guides to introduce your team to the next gen file types as you make the change to using them.

Help

Community

Learning Hub