Overview: A New Standard for Confluence Cloud Migrations
A Fortune 100 technology company embarked on an ambitious mission to modernize their Confluence environment. With a sprawling setup consisting of 90,000 licensed users, 4,500+ Confluence spaces, and about 2 million pages of content, their aging Data Center infrastructure no longer met the evolving needs of their global teams.
To manage this massive migration, the client enlisted Praecipio’s expertise in enterprise-scale cloud migrations. Praecipio stepped in as an extension of the client's team, leading every aspect of the migration, from decision-making to implementation and user engagement. While the project is still underway, we have completed the first phase of the Confluence Cloud migration with minimal disruption and zero data loss, all while working around the client’s financial, security, and organizational limitations.
Challenges: Limited Bandwidth, Strict Security, and Decades of Data
The global technology leader’s migration project wasn’t just another move to the cloud; it was a highly complex migration shaped by significant security challenges and resource limitations.
Monumental in Scale
With about 2 million pages, nearly 4,500 spaces, and 525 GB+ of attachments to migrate, the client’s Confluence environment was among the largest enterprise setups globally.
Multiple Cloud Sites
Adding to the complexity, the existing Confluence instance needed to be split into multiple federated cloud sites, potentially up to 50. Deciding where each space should go and creating governance rules required extensive user input and planning.
Limited Resources
The global tech company didn’t have the capacity to manage the migration internally. Unlike most projects where clients provide input and key stakeholders guide decisions, the client needed a partner to serve as both the decision-maker and implementer of the migration.
Security and Access Complexity
The client’s tightly controlled framework required adherence to strict security protocols. This meant they could not grant database access or permit the use of standard scripts and tools typically used in cloud migrations.
Solution: Becoming an Extension of the Global Tech Company’s Team
The combination of technical, organizational, and security challenges made a standard migration impossible. Leveraging our flexibility, cloud migration expertise, and unwavering commitment to doing what’s best for the client, Praecipio took charge of every facet of the migration, setting a new standard for collaboration with Atlassian Solution Partners.
Strategic Discovery & Governance
Praecipio helped narrow down the global tech company’s target cloud sites, working closely with them to determine where those spaces should live. We initiated conversations with end users to understand the needs of teams and crafted governance rules, creating a clear roadmap for who should migrate and when.
Custom Technical Solutions
Limited by access restrictions, Praecipio designed custom solutions to fill in the gaps. We developed custom ScriptRunner scripts using APIs to gather critical data for the migration. These scripts enabled automation and streamlined the process despite the client’s strict security policies.
Phased Migration Approach
Instead of migrating everything at once, our team employed a phased migration strategy broken down into different batches, with each batch representing a group of users and spaces. This approach has allowed our team to start small, gather feedback, make adjustments, and establish a solid foundation for future migration phases. So far, batches 1 and 2 have been completed, batch 3 is in user acceptance testing (UAT), and preparations for batch 4 are already underway.
End-User Engagement and Support
With our client’s internal team having limited bandwidth, Praecipio took the lead on communicating directly with end-users and managing expectations. We created a Jira Service Management (JSM) portal specifically for this migration, where users can request to move to the cloud and communicate their ongoing needs.
Alignment and Adaptability
What truly set this engagement apart was our ability to integrate into the leading tech company’s operations. Acting as an extension of the client's team, we adapted our migration approach to embody the client's culture, workflows, and resource limitations. Monthly business reviews have ensured goals stay aligned with the client’s fiscal calendar and on track with their budget and timeline.
Results: Redefining Enterprise Cloud Migrations
Although the project is ongoing, it’s already yielding solid results and setting the global tech company up for long-term cloud success. More than just a technical achievement, the initial phases of the client’s Confluence Cloud migration showcase the importance of collaboration, creative problem-solving, and dedication to prioritizing the client’s needs.
Migration Success
Phase 1 of the migration was completed on time during a 19-week window, with zero data loss and minimal disruption. Early adopter teams quickly adapted to the new Confluence environment, already reaping the benefits of Atlassian Cloud's capabilities and features.
Enhanced Security
By transitioning to the cloud, our client eliminated risks tied to their aging Data Center infrastructure. Atlassian Cloud’s built-in security and compliance features offer a higher standard of protection, reducing vulnerabilities and simplifying the process for future audits.
Streamlined Processes for Future Migration Phases
The phased approach has become a successful model for current and future iterations, creating a repeatable structure for the remaining migrations. From custom scripts to governance rules, Phase 1 laid the groundwork for streamlining upcoming phases and saving time and resources while maintaining the same high standards.
Increased Adoption & Engagement
Thanks to Praecipio’s direct engagement with end-users, teams have felt supported throughout the migration. Clear communication, detailed templates, and responsive troubleshooting ensured a positive transition experience.
Low Operational Impact
Despite the project’s scale, the client’s global operations—including engineering workflows and customer support—continued uninterrupted. We ensured they maintained business continuity every step of the way.
Enterprise Scale Migration Model
More than just your standard migration team, the global technology leader needed a partner capable of leading and executing the migration, navigating constraints, bridging gaps, and delivering customized solutions. As Praecipio and the global technology leader move into the next phases of this ambitious cloud migration, we’re not only building better infrastructure but also a partnership model for large-scale enterprise migrations.
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