Many teams start in standalone mode and later want shared workflows. The switch to client-server mode can be smooth — if you treat it as an operational rollout, not just a technical toggle.
This guide gives you a practical migration playbook.
Phase 1: prepare roles and scope
Before changing any mode, define three things:
- Host owner: who owns host setup and backup checks?
- Pilot users: who tests first in real workflows?
- Scope: which document flows are in pilot week 1?
Keep pilot scope narrow. A controlled first week is more valuable than broad but unstable adoption.
Phase 2: baseline checklist before switching
Use this pre-switch checklist:
- backup exists and restore was tested recently
- tenant and numbering strategy are documented
- users know where publication authority is handled
- fallback workflow for temporary disconnects is documented
- team has one written “who to contact” path
If one of these points is missing, fix it before rollout day.
Phase 3: pilot execution
In week one, run only a few critical paths end-to-end:
- create draft
- review and correct
- publish
- verify archiving and retrieval
Track each step in a short daily log. This gives you fast feedback and makes post-pilot review objective.
Phase 4: expand safely
After a stable pilot week:
- add one additional group
- keep weekly review meetings short (15–20 minutes)
- document recurring mistakes and convert them into SOP updates
Avoid large one-day migrations. Incremental rollout usually reduces friction and support load.
Common mistakes to avoid
- switching everyone at once without a pilot
- unclear ownership of host operations
- no restore drill before productive use
- process documentation only in chat messages
A migration succeeds when responsibilities are clear and repeatable, not when everything is “technically possible”.
Recommended document links for your team wiki
Save this post in your internal onboarding page and turn the checklist sections into your own team SOP.
For most teams, these four phases are enough to move from local workflows to a stable shared setup without unnecessary disruption.
This practical guide is operational guidance, not legal or tax advice.