neostella | legacy system backup upload

  • Updated

Overview

As part of the implementation and migration process to Neostella, law firms transitioning from a legacy system are required to upload  both their data and document backup files to a designated AWS S3 bucket.

This process allows Neostella’s Implementation Team to securely transfer information into the platform.

Two types of backup processes are typically required for the migration: the Database Backup Upload and the Document Backup Upload.

 

Prerequisites & Dependencies

Before starting the upload process, ensure the following requirements are met.

  • The authorized firm representative is responsible for procuring the backup files from their legacy system.
     
  • Supported file formats for the data backup upload:
    • .bak (SQL Server database backup file).
    • .csv (Comma-separated values).
    • .bacpac (SQL Server database export file used for the Lead Docket database).
       
  • The document backup upload process supports all file formats and can handle a large volume of files.
     
  • Do NOT compress the data backup files.
     
  • One-Time Secret Link: Notify the Neostella Implementation Team that backup has beed received, and include the email address of the person(s) responsible for uploading the data to Neostella. This person will receive a one-time secret link to access the share bucket the first time..
  • Once your backup files are ready, proceed with the upload process described below.

 

Configuration Steps

  1. Open the credentials email

    Open the email received from Neostella with the Onetime Secret Link (this contains the AWS credentials) and the folder path where the backup files must be uploaded.
     
  2. Reveal the shared credentials

    Open the Onetime Secret Link and press the Click to reveal → button to display the shared credentials.

    Credentials must include:
  • AWS Console access link and credentials: 
    • AWS S3 Bucket URL
    • AWS Account ID
    • IAM Username
    • One-time use password
       
  • Credentials to set up the AWS CLI: 
    • AWS Access Key ID
    • AWS Secret Access Key.
  1. Open the AWS S3 Bucket credentials

    Copy the AWS S3 Bucket URL and paste it into an incognito or private browser window.

    WARNING NOTE: The AWS S3 Bucket credentials is a one-time access link that will remain valid for 24 hours. For security purposes, the secret message will be removed after it has been viewed, and the link can only be accessed once. 

    If the link has expired or you experience any issues accessing it, please reach out to the Neostella Team to request a new link.
     
  2. Sign in to AWS

    Enter using the previously shared credentials:
  • Account ID or alias
  • IAM Username
  • One-time use password

    Complete the step clicking on Sign In.
  1. Reset the temporary password

    Follow theses steps:
    1. Go to the In the Password reset page.
    2. Enter the Old Password. 
    3. Create a New Password.
    4. Confirm it. 
    5. Click Confirm Password Change. 
    6. Select: Continue to sign in.

      WARNING NOTE: Store your new password securely.
       
  2. Navigate to the upload folder

    In the Amazon S3 dashboard, navigate to the folder path specified in the email from the Neostella Implementation Team to upload the data backup files.

WARNING: 

  • The folder path for uploading the data backup and the folder path for uploading the documents backup are different. 

  • Ensure you navigate to the correct data backup folder.

    *Reference image of the Amazon S3 Dashboard

  1. Upload the data backup files

    Follow theses steps:
  1. Click Upload, and then click Add files.
  2. Choose the legacy system data backup file(s) (in .bak or .csv format) from your device, and click Open.
  3. Selected files are displayed.
  4. After adding the files, click Upload to start the transfer.

*Reference image of the Legacy backup folder and the Upload button.

  1. Confirm completion

    Once the upload is complete and the files appear in the destination folder, notify the Neostella Implementation Team that the backup upload is complete, indicating the uploaded size of the uploaded file(s).

*Reference Image of a back up test successfully uploaded.

Limitations

  • Both Database Backup Upload and the Document Backup Upload processes are similar, but the upload method may vary depending on the type and volume of files.
     
  • Database backup files are typically uploaded through the AWS S3 interface, while document backups may require a different method when transferring a large number of files.
     
  • The upload process may vary based on file size and the location where the backups are stored.
  • Always upload document backup files to the designated document folder in the AWS bucket.

Troubleshooting

  • The folder path for data backups is different from the folder path for document backups. Make sure you point to the correct folder for document backup upload before uploading files.
  • Upload files only to the document folder specified by the Neostella Team.

For more information about the process for uploading document backups, please contact Neostella Team.