This article walks firms that have purchased a professional file migration through preparing their legacy document management system so it can be imported into Canopy.
⚠️ Available only to firms that have purchased a professional file migration service with Canopy.
Preparing your documents correctly ahead of time keeps your implementation on schedule and makes sure no client files are lost in the move to Canopy.
Table of Contents
Before You Begin
If you landed on this page without having purchased a migration service and you're interested in one, reach out to [email protected].
Find your document management system in the list below for software-specific steps to prepare your files.
📌 Note: Determine a cut-off date for adding or editing documents in your legacy system before your migration begins. Once the migration starts, any new files saved only to your legacy platform can't be guaranteed to carry over into Canopy.
CCH Axcess Document
You'll need a current license for CCH Axcess Document, and you should be logged in as your firm's CCH Axcess Default Administrator user.
Following the instructions on this link, please complete these steps ahead of your migration.
Launch CCH Axcess Dashboard > Application Links > Firm > Utilities > Document > File Export > New.
Schedule a time and date for the export, or continue to the next steps to run it now.
Select Current Version under Create Export Schedule.
Selecting All downloads multiple historic versions of each file and slows the export.
Enter an export file name and set the Firm, Office, Business Unit, Client, Non-Client, and Staff fields as needed.
Click Create, then Close, then OK.
Confirm the export task's Status shows In Progress. CCH Axcess searches the database for each selected entity's files and compresses them into a series of ZIP files.
Processing time varies by firm and may take several days depending on file volume.
Once the Status shows Completed, click the plus-sign toggle icon next to the export job to expand it, then click each ZIP file to download it.
Once your files have been extracted, follow this link for steps to use our CCH Extract Tool or reach out to your Migration Specialist.
📌 Notes:
Download in batches of roughly 50 clients at a time, adjusting based on your internet speed — don't download everything in a single batch.
Download all folders to the same location.
Don't unzip your batched folders; the extract tool handles this for you.
Doc.It
Email Doc.It's Accounts Receivable department at [email protected] to request an export for a migration. For phone support, contact Doc-It Support at 905-547-1100.
Start this step early — the paperwork can take a while to complete ahead of your migration.
Once the paperwork is done, Doc.It support will coordinate with your firm admin to access the SQL database and run the export tool, which creates a human-readable file of the database.
Once your files have been extracted, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Depending on file volume, this export can take one or more weeks to complete.
Make sure the drive hosting your Doc.It database has double the space available for the export.
Dropbox
Our File Migration Agent (FMA) reads files directly from your computer, so you'll need the Dropbox Desktop app installed with all client files synced locally before your migration.
Click the Dropbox icon in your taskbar.
Click your avatar in the bottom-left corner.
Click Preferences.
Click the Sync tab.
Under Selective Sync (Windows), click Modify.
Confirm the folder containing your client documents is checked.
Click Update.
Once your files have been synced, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Confirm you have adequate hard drive space before syncing — all files download to your computer.
Syncing years of documents can take several days; plan accordingly.
FileCabinet CS
Steps differ depending on whether your FileCabinet CS is hosted locally or virtually (Thomson Reuters or Rightworks).
If hosted locally:
Log in to FileCabinet.
Go to Setup > System Configuration > Data Locations.
Copy the value in the Path field and send it to your Migration Specialist.
If FileCabinet CS is hosted virtually (Rightworks, Virtual Office CS) - Following the instructions on this link, please complete these steps ahead of your migration:
Choose File > Backup.
Select Drawers from the field in the upper-left corner of the Backup dialog.
Highlight the drawers you want to back up.
Use the Select button to move the highlighted drawers to the Drawers to back up pane.
Confirm the backup location field shows the correct location. To change it, use Modify Backup Location, navigate to the correct location, and select OK — you'll need to share this path with your migration specialist.
Select Backup.
Once your backup has been created or you have identified the path where your FileCabinet CS data is stored, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
If you're running FileCabinet CS in the Virtual Office CS or SaaS environment, save your backup to local storage.
Confirm you have adequate hard drive space before creating your backup.
If FileCabinet CS freezes while creating your backup, try batching a smaller number of clients at a time.
GoFileRoom
Before migrating your historical documents from GoFileRoom to Canopy, you'll need to purchase a backup and prepare key information about your file structure.
Go to GoFileRoom's backup request page and purchase your backup directly from GoFileRoom.
Request that your backup be delivered in GUID format — this ensures compatibility with Canopy's migration process.
Choose to receive your backup on an internal drive or via a secure link. Either way, you'll get a .rar file and a password — you'll need both to complete your migration.
Once you take possession of your backup, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Note: GoFileRoom migrations require upfront planning so your files land in the right client records, organized the way you want. Preparing ahead of time means your migration specialist can move quickly once your backup arrives.
Google Drive
Our FMA reads files directly from your computer, so you'll need Google Drive for Desktop installed with all client files synced locally before your migration.
Following the instructions on this link, complete the following steps:
Open Google Drive for Desktop.
Click Settings, then Preferences.
Click Google Drive on the left side.
Under "My Drive syncing options," select Mirror files to make sure you have the latest version of each file locally.
Once your files have been synced, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Confirm you have adequate hard drive space before syncing — all files download to your computer.
Syncing years of documents can take several days; plan accordingly.
Lacerte DMS
Before migrating your historical documents from Lacerte DMS to Canopy, you'll need to export your fields
Following the instructions on this link, complete the following steps:
In Lacerte, click File, then Export.
In the Export To window, click A folder on my computer.
On the Select a Destination Folder screen, choose a location with enough storage for all your client files.
On the Select Records to Export screen, select the Clients folder type and set Filter to All Clients.
Select the clients to export — click the first one, hold Shift, then click the last one to select the full range.
Once your files have been exported, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Confirm you have adequate hard drive space before exporting.
If you have a large number of clients, try batching exports into groups (for example, A–D, E–H).
Local or Network Files
If your client folders are stored locally or on a network drive accessible through Windows Explorer or Mac Finder, we'll use the FMA to migrate them into Canopy.
Confirm all client folders live in the same parent directory.
If your folders are split across multiple locations (for example, "Clients A–D" and "Clients E–M"), let your migration specialist know so they can adjust the setup on Canopy's side.
Keep your existing folder structure as-is, or make any reorganizing or renaming changes now — your current structure will be mirrored in Canopy exactly, and changes made after migration starts will need to be redone.
Once your files have been organized, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Files must be accessible by the machine running the FMA.
If your files are accessible from multiple computers on your network, you can run the FMA on each computer to speed up the upload.
Onvio
Before migrating your historical documents from Onvio to Canopy, you'll need to create a backup.
Following the instructions on this link, complete the following steps:
Download the DocumentServicesExportAll.zip file and save it to your computer.
Extract all files from the ZIP file.
Double-click DocumentServicesExportAll.exe.
In the Onvio Documents Export All panel, select Log in and sign in with your Onvio credentials.
Create a folder where you want to save your exported files.
Select Start, navigate to your destination folder, and select OK.
The utility lists all clients, the number of documents per client, and the number of Firm Documents. My Documents aren't included — download those separately within Onvio.
Select all clients (including Firm Documents), or choose specific clients, then select OK once the export is complete.
Select Close.
Once your files have been exported, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Confirm you have adequate hard drive space before exporting.
Exporting years of documents can take several days; plan accordingly.
Revver
Your migration specialist will need login credentials to Revver, with Admin Features enabled and Admin Item Permissions granted across your entire workspace.
Create this user account following these steps, or check with your IT admin if you need help.
Share the login credentials with your migration specialist.
ShareFile
Our File Migration Agent relies on files to exist on the computer from which you are completing your file migration. This means you must have the Sharefile Wildows app installed that allows you to map the files to your computer. Because our tool must read all files that we will be migrating, the best practice is to sync all files that you wish to migrate ahead of the migration.
Following the instructions on this link, complete the following steps:
Select Manage to open the Manage Offline Sync screen.
Select the ShareFile folders you want to manage locally, then select Save.
Once your files have been synced, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Confirm you have adequate hard drive space before syncing.
Syncing years of documents can take several days; plan accordingly.
SharePoint / OneDrive
Our FMA reads files directly from your computer, so you'll need the OneDrive for Windows app installed with all client files synced locally before your migration.
Following the instructions on this link, complete the following steps:
Go to your Office Portal or your company's SharePoint site and open the document library or folder you want to sync.
Select Sync from the top toolbar.
Allow OneDrive to open when your browser prompts you.
Sign in with your work or school Microsoft account if prompted.
Once your files have been synced, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
If you’re not using Sharepoint and are using OneDrive directly and need instructions to sync your files, follow this link.
Prior to syncing your files, please be sure you have adequate hard drive space available, as it will download all files to the computer you are syncing them to.
Confirm you have adequate hard drive space before syncing; syncing years of documents can take several days.
SmartVault
Before migrating your historical documents from Smartvault to Canopy, you'll need to create a backup.
Following the instructions on this link, complete the following steps:
In Connected Desktop, switch to the Clients view.
Click File in the main menu, then choose Export Data.
If a client is already selected in the Client List, that client is exported by default.
Choose Include all X clients to export all client records in your SmartVault account.
Click Browse, select your computer's destination folder, and click OK.
Confirm the export completed successfully when the confirmation window appears.
Click Exit, then check your destination folder to verify the files downloaded correctly.
Once your files have been exported, follow this link for steps to use our File Migration Agent (FMA) or reach out to your Migration Specialist.
📌 Notes:
Confirm you have adequate hard drive space before exporting.
Exporting years of documents can take several days; plan accordingly.
Summary
Preparing for a Canopy file migration means setting a cut-off date in your legacy system, then exporting or syncing your files using the steps for your specific document management software. Once your files are ready, your migration specialist will help you complete the transfer using Canopy's File Migration Agent or Extract Tool.
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