Exporting and Importing WorkPoint Solutions

1. Introduction

Using the "Export/Import" feature, it is possible to export a WorkPoint solution, including business modules, site columns, and other elements, as a template. The solution template can then be imported into a different site on the same Microsoft 365 tenant, or even an entirely different one.

This feature can be useful e.g., if big solutions or features are first implemented on a test tenant, and then imported into a customer's production tenant when the solution or feature is completely configured. It is also a way in which partners can implement their own standard WorkPoint solutions, and export them as templates which can be imported into customer's tenants.

WorkPoint generally recommends to use the Export/Import feature by first installing an empty WorkPoint solution (i.e., a new blank solution with no business modules), and then importing an exported solution template. WorkPoint also recommends exported WorkPoint solutions and the target WorkPoint solution be on the same version of WorkPoint 365. It is also recommended that the two solutions use the same language settings.

IMPORTANT: Note that when doing export/import across tenants, the following resources must be created in the target tenant before starting import:

Global Term Sets used within WorkPoint
Azure Active Directory security groups (e.g. used on static security rules)
Custom Permission levels and SharePoint groups used on security rules

Please note that the following aspects of WorkPoint solutions are not included in exports:

Custom branding, such as logos
Files, items, and folders on master sites
Scheduled jobs
Numerator service sequences

2. Prerequisites

In this section, we will discuss prerequisites which must be taken into account before exporting and importing a WorkPoint solution template.

2.1. Before exporting

Before importing a WorkPoint solution template, especially if you are importing a solution to a site on a different tenant from the source, you should ensure the following items exist on the target tenant and site:

2.1.1. Global term sets used within WorkPoint

Ensure that the global term sets used in the exported WorkPoint solution are implemented on the tenant on which you want to import it. It is sufficient to mirror the term sets and terms by name, and not unique ids.

2.1.2. Azure Active Directory security groups (e.g., used in static security rules)

If you are using security rules which references groups from the Azure Active Directory on the exported WorkPoint solution, ensure that the same groups are implemented in the target Active Directory.

2.1.3. Custom Permission Levels and SharePoint groups used in security rules

If the exported WorkPoint solution makes use of custom permission levels and SharePoint groups in security rules, ensure that these exist on the target site as well.

2.1.4. WorkPoint Automate processes

WorkPoint Automate processes which you want to include in the exported WorkPoint solution template must be set to be exported in the WorkPoint Process list. You can access the WorkPoint Process list by going to https://[TENANT].sharepoint.com/[SOLUTION]/lists/workpointprocess, e.g., https://contoso.sharepoint.com/wp365/lists/workpointprocess.

On the WorkPoint Process list, you can enable the field "Include in export". For each process you want to include in the WorkPoint solution template export, the value in the "Include in export" field must be set to true:

3. Exporting a WorkPoint solution

Exporting a WorkPoint solution can be done from the WorkPoint 365 Administration:

WorkPoint365 Administration - Google Chrome

In the WorkPoint 365 Administration, click "Export/Import Solution Template (Beta)" button in the left-side menu.

This opens the Export/Import Solution Template page:

Export/Import Solution Template - Google Chrome

To export the current solution, click "Export".

This opens the "Export" page:

In the Export page, you can provide a name and a description for the exported solution. This will appear in the "Export/Import Solution Template" page, and in the WorkPoint installer where this solution will now become available as a solution template.
To begin the export job for the current solution, click the "Export" button.
To cancel the export at this point and go back to the previous page, click "Back".

Upon clicking "Export", the export job for the solution will be started, and progress can be tracked in the "Export/Import Solution Template" page:

After a successful export, the solution should now be listed:

Note that the exported WorkPoint solution will appear in the Export/Import Solution Template page of any WorkPoint solution associated with the same customer Id as the originally exported solution.

In the "Actions" section of existing solution templates, you have the following options:
- Import: This button is used to import the specific WorkPoint solution template into the current solution. It opens the "Import" page.
- Delete: This button is used to delete the WorkPoint solution template.
- Download: This button is used to download a WorkPoint solution template as a ZIP file. The downloaded solution template can be uploaded to other WorkPoint solutions, even ones using a different license key.

If the WorkPoint solution export failed, it will be displayed in the jobs list on the Export/Import Solution Template page:

To view information about why the export job failed, click "Open" in the "Log" column of the job.

4. Uploading a WorkPoint solution

Exported WorkPoint solution templates are linked to a specific license key and they cannot be directly imported into a different WorkPoint solution using an entirely different license key.

Consider the following image:

In the image above, a customer with the ID 9287 has 4 exported solution templates associated with it. Meanwhile, another customer with the ID 2857 has none.

Downloading a solution template from the 9287 customer and uploading it to a solution associated with the customer with ID 2857 will make the solution template available on the solution and all solutions on the same Customer ID.

This enables partners to configure their own WorkPoint template solutions, and offer them to customers.

The process is illustrated in the following image:

5. Importing a WorkPoint solution

WorkPoint solution templates should be imported into an empty WorkPoint solution i.e., a WorkPoint solution with no business modules and ideally no global settings configured.

Importing a WorkPoint solution template is done from the "Export/Import Solution Template" page:

Click "Import" for the solution template you wish to import into the current solution.

This opens the "Import" page:

Note that all settings are always imported from the solution template during the import job. If a setting is checked in the Import page, the current settings for that area will be overwritten by the settings coming from the solution template. If a setting is not checked, the settings from the solution template will be added to the currently existing settings for that area.

In the Import settings, check which settings should be overwritten by the import job. All settings will always be imported, but if a setting is checked in the Import page, the current settings for that area will be overwritten by the settings coming from the solution template. If a setting is not checked, the settings from the solution template will be added to the currently existing settings for that area.
When ready to start the import job, click the "Import" button.

The Import job is now queued and progress is visible in the Export/Import Solution Template page:

Please be patient - importing a WorkPoint solution template may take a while depending on the size of the solution being imported.

6. Troubleshooting

Below are some recommendations for troubleshooting in the event that the import of a WorkPoint solution template fails.

Ensure references in Calculated fields exist

If lists, fields, terms or term sets, SharePoint groups, or similar items are referenced somewhere in the WorkPoint solution template but they do not exist, the WorkPoint solution template import job will fail.

An example of this could be a calculated field, referencing the value of another field on a list. If the referenced field does not exist because it has been deleted at some point, the import job will fail.

It is therefore recommended to check all places referencing lists, fields, term groups and terms, SharePoint groups or similar exist, and make sure that the references item exists. One way to do this is to download the WorkPoint solution template ZIP file, extract the files, and open the template.xml file in a code editor. Here, you can search for the calculated field, find out which other fields it references, and then ensure that these fields exists in the target location.

This also includes settings for e.g., default values for fields. If a default value for a field does not exist, the import job will also fail.

Ensure term set references on Managed Metadata fields exist

If a term set references on a Managed Metadata field does not exist, the WorkPoint solution template import job will fail.

An example could be a managed metadata field which uses a global term set called "Service type". If that term does not exist on the target site, the import job will fail.

It is therefore recommended to ensure that all term sets which are used in the exported WorkPoint solution exists on the target site before importing the WorkPoint solution template.

Ensure correct structure of exported solution after edit

In some cases, you may want to download the exported WorkPoint solution template in order to extract and edit the xml files contained within.

If you decide to do this, you need to ensure that the structure of the WorkPoint solution template ZIP file remains intact after your edits when you decide to import it.

For reference, the xml files of the export should always be located in the root of the ZIP file, as shown in the following image:

To ensure a successful import process, it is generally not recommended to alter the structure of the exported WorkPoint solution template ZIP file.

Save and republish processes

If you are experiencing trouble with your WorkPoint processes after importing a WorkPoint solution template, you can try saving and republishing them. There may be disconnect between the exported lists referenced lists and libraries which may cause issues when trying to run the processes on a new solution.

Search Settings do not appear in Express panel

If you experience trouble accessing the imported Search Settings in the Express panel after importing a WorkPoint solution template, please try clearing the WorkPoint 365 browser cache.

Buffer sites are in "Pending" or "Failed" state

If buffer sites on your imported business modules are stuck in "Pending" or "Failed" state, please try recreating the buffer sites.

Contents

1. Introduction