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The procedures below apply whether you are moving between products, projects, or cloud environments. Product behavior differs by edition and configuration, so verify each limitation in the vendor documentation—for example, Autodesk documents transfer limits between some BIM 360 projects at its project-transfer support page.
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Why construction-data migrations are unusually difficult
A construction project is more than a directory of drawings. A typical environment combines files, folder trees, revisions, RFIs, submittals, issues, markups, transmittals, photos, attributes, user identities, company records, retention rules, and integrations. These objects have relationships and permissions that may not exist in the destination system.
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A file can arrive intact yet still be unusable if its revision history, linked RFI, approval state, or folder access is missing. Conversely, a record count can look correct while attachments fail to open or an API connector stops creating follow-up tasks. Treat migration as a controlled change to project operations, not as a bulk copy.
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The four questions to answer before moving anything
- What can the destination represent? Identify objects that transfer natively, require a template or specialized utility, or must be rebuilt manually.
- Who should see and change each item? Map users, companies, roles, groups, folder permissions, and administrative rights.
- Which copy is authoritative? Decide how to handle local edits, cloud revisions, duplicates, and files that are locked during transfer.
- How will you recover? Preserve a read-only source or local backup, document export filters and dates, and name the person who can authorize rollback.
Problem 1: Unsupported metadata and records disappear
The most damaging assumption is that every object in the source platform has a matching destination object. Autodesk states that, for some BIM 360 project transfers, “It is not possible to transfer metadata (for example, issues, markups, transmittals, revisions, RFIs, attributes) between projects.” Read the exact scope and exceptions in Autodesk’s transfer-limits documentation.
Unsupported does not necessarily mean lost. It means the normal transfer path will not recreate the object with its original behavior. You may need a project template, a vendor utility, an export/import workflow, or a manual reconstruction. Some metadata can be preserved as a CSV, PDF report, or attachment even when it cannot become a live record in the new system.
Build an object-compatibility register
Before exporting, list every object type used by each project. Record whether it is supported, what fields are retained, whether relationships survive, and who owns the fallback process.
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|---|---|---|
| Files and folders | Do names, paths, versions, timestamps, and file IDs remain available? | Native transfer, staged download/upload, or controlled copy with a manifest. |
| RFIs, issues, and submittals | Can status, assignee, due date, comments, and linked files be recreated? | Template, specialized migration tool, or export plus manual rebuild. |
| Markups and transmittals | Are annotations, recipients, and send history supported? | Flattened PDF or report archive, then recreate only active workflows. |
| Revisions and attributes | Does the destination retain revision sequence, custom fields, and audit history? | Field mapping, a structured import, or an archive retained outside the live workflow. |
| Links between records | Do URLs, file references, and parent-child relationships remain valid? | Export a relationship report and re-link after import. |
Preserve evidence when rebuilding
For every manually reconstructed record, retain the source identifier, export date, original status, responsible company, and a link or filename for its attachments. Add a migration note to the new record when the platform allows it. This lets a reviewer distinguish a newly created workflow from an object that existed before cutover.
Problem 2: Permissions are missing, too broad, or attached to the wrong company
Access control is data. A folder copied without its permission model can expose bid documents, contracts, safety information, or personally identifiable information; a folder copied with overly restrictive rules can stop field teams from working. Autodesk’s onboarding guidance emphasizes role- or company-based folder permissions and the access needed to perform post-migration folder operations; review the current recommendations at Autodesk Build onboarding.
Create a permissions crosswalk
Map source users and groups to destination identities before the pilot. Include company names, role names, project membership, folder-level rules, and administrative privileges. Do not rely on display names alone: email addresses, employee IDs, or vendor account IDs provide a safer matching key.
| Source element | Destination mapping to define | Verification test |
|---|---|---|
| User identity | Destination account, company, role, and project membership. | Sign in as the representative user and confirm the expected projects appear. |
| Folder permission | View, download, upload, edit, share, or administer. | Attempt each permitted and prohibited action on a test file. |
| Company or trade group | Equivalent company record and default access scope. | Check that the user sees only assigned folders and records. |
| Administrator rights | Named migration operators and post-cutover owners. | Create, move, rename, and restore a test folder, then remove temporary rights. |
Test negative permissions, not just successful access
A migration test is incomplete if every user can open everything. For each representative role, test a permitted view, a permitted download, a permitted upload or edit, and a deliberately denied action. Check inherited permissions on nested folders, because a broad parent rule can override the intent of a narrower child rule. Repeat the tests after the final user and company assignments are loaded; changing an assignment late in the process can alter access.
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Problem 3: Files are stuck, duplicated, or in conflict
Synchronization failures have more than one cause. Autodesk’s troubleshooting documentation lists locking, weak connectivity, permission changes, version conflicts, and direct migration from another cloud provider among possible causes; it notes that “There are many reasons syncs may fail.” Use the diagnostic sequence in Autodesk’s syncing troubleshooting guide.
What a conflict means
A conflict occurs when the local copy and cloud copy both changed, or when the service cannot establish which version is current. Trimble’s cloud-synchronization workflow shows the difference and requires the user to choose whether to upload or download; it also warns that project access can be lost when assignments change. See the details at Trimble cloud synchronization documentation.
Use a controlled conflict process
- Stop parallel editing of the affected file or folder. Announce a short freeze to the project team.
- Record the local path, cloud path, user, timestamps, file size, and visible revision or version identifiers.
- Open both copies in an approved viewer. For models and drawings, check that the file opens and that sheets, references, layers, and annotations are present.
- Ask the discipline owner which copy is authoritative. Do not choose solely because one timestamp is newer; a later copy may contain an incomplete upload.
- Upload or download through the platform’s conflict dialog, then confirm that the resulting version is visible to a second user.
- Log the decision and retain the superseded file according to the project’s retention policy.
Reduce preventable sync failures
- Check that the sync client is signed in with the intended account and has not lost folder permission.
- Use a stable connection and avoid moving large folders while a bulk transfer is still processing.
- Do not rename or relocate files from outside the supported client during an active synchronization.
- Schedule the cutover when teams can stop editing, and publish the freeze time in a project notice.
- Retry one small, known-good folder before restarting an entire migration.
Problem 4: Cloud-to-cloud transfers fail or produce an untraceable result
Moving directly from one cloud provider to another can bypass the local staging and verification steps that make failures visible. A transfer may preserve file bytes while changing names, paths, timestamps, IDs, or version order. If the source provider throttles downloads or the destination rejects a file type, a silent partial transfer is possible unless you compare manifests.
Use a controlled staging area when required
When the supported workflow calls for it, download data to a controlled local staging area before uploading it to the destination. Keep the source copy unchanged, restrict staging access, encrypt the storage, and record the export date, project filter, folder filter, and operator. Autodesk’s synchronization guidance recommends copying folders to a local disk as a backup before retrying synchronization; follow the relevant steps in the troubleshooting documentation.
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Maintain a transfer manifest
A manifest should contain the source path, destination path, filename, size, checksum when available, source version or revision, export time, transfer status, and exception reason. Include empty folders if they carry meaning, and distinguish a deliberately excluded file from one that failed. The manifest becomes the basis for reconciliation and prevents a second operator from unknowingly repeating or skipping work.
Problem 5: Attachments, links, and integrations break after import
Record counts do not prove that a migration worked. Construction workflows often depend on attachments and connected services: a photo attached to a daily report, a drawing linked to an RFI, a submittal routed to a company, or an API connector that creates records in another system. Procore describes files, attachments, role-based access controls, and APIs as parts of its trust and security model; use that scope as a reminder to test content and connected workflows, not only totals. Its documentation is at Procore Trust and Security.
Select representative test records
Choose samples by type and risk rather than selecting only the newest files. Include a large drawing, a multi-page PDF, a photo set, a model or other discipline-specific file, an RFI with comments and attachments, a submittal with approval history, and a record containing custom attributes. For each sample, verify that the attachment opens, the filename and revision are correct, the parent record is visible to the intended roles, and any internal link resolves.
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Reconnect integrations deliberately
List every connector, webhook, export job, single sign-on rule, and API client that reads or writes project data. Disable automated writes during the freeze if they could create records in the old system while the migration is running. After import, authenticate each integration with a least-privilege account, run a test transaction, and check for duplicate records. Record the new project IDs and endpoint settings; links that embed old IDs may need to be regenerated.
Problem 6: The team cuts over without a rollback copy
A migration is not reversible merely because the source platform remains online. Users may continue editing the destination, integrations may create new records, and a second transfer can overwrite evidence. Preserve a local or read-only source copy before cutover, document who can authorize rollback, and state the point after which rollback becomes a new recovery project rather than a simple switchback.
Define rollback conditions
- Critical files cannot be opened or required references are missing.
- Role or company permissions expose restricted information or block essential work.
- High-value records or attachments fail reconciliation beyond an agreed threshold.
- Core integrations cannot complete a test transaction.
- Sync conflicts cannot be resolved without losing an authoritative revision.
Assign an owner for the decision, a technical operator for restoration, and a business representative who confirms whether work can continue in the destination. Keep the source copy immutable while the decision is made.
A staged migration runbook
1. Inventory the complete project scope
List projects, folders, files, versions, metadata, attachments, users, companies, roles, integrations, retention requirements, and legal holds. Note data volumes and the largest or most unusual files. Capture source identifiers and export dates so later comparisons are reproducible.
2. Classify what can and cannot move
Use the object-compatibility register to mark native transfers, template-based transfers, specialized-tool transfers, manual rebuilds, and archive-only records. Obtain business-owner approval for anything that will not remain a live object.
3. Freeze or snapshot the source
Announce an editing freeze, or take a point-in-time snapshot if the platform supports one. Copy critical folders to controlled local storage, preserve the original source permissions, and verify that the backup can be read before proceeding.
4. Map identities, permissions, and naming rules
Complete the role and company crosswalk, folder access matrix, naming conventions, identifier rules, and version-handling policy. Resolve duplicate users and inactive accounts before they reach the destination.
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5. Run a representative pilot
Select at least one project or work package containing ordinary and high-risk data. Include nested folders, multiple versions, attachments, custom fields, and users from different companies. Measure transfer time and record every exception; do not extrapolate success from a folder containing only simple PDFs.
6. Reconcile the pilot
Compare object counts and manifests, then open representative files. Check paths, revisions, links, attachments, permissions, integration transactions, and sync states. Have project owners sign off on content and access separately.
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Choose an authoritative version for every conflict, record the rationale, and retain superseded copies as required. Maintain an exception log with an owner and due date rather than hiding unresolved items in a general completion percentage.
8. Train users on changed behavior
Show where folders moved, how permissions differ, how to identify a conflict, and which system is authoritative during the transition. Give supervisors a short script for reporting missing files or unexpected access.
9. Execute the controlled cutover
Reconfirm the freeze, run the approved transfer, monitor errors, and keep migration operators available. Disable old-system writes or clearly label the old environment as read-only. Validate a small set of critical workflows immediately after import.
10. Retain evidence and close the migration
Store manifests, logs, approvals, backup locations, exception decisions, training records, and final reconciliation results. Keep the source copy for the period required by contract, policy, or regulation, and schedule a post-cutover review.
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How to validate a migration before users return
Validation should combine automated comparisons with human workflow tests. A checksum or file count can show that bytes arrived; only a user can confirm that the right person can find, open, edit, approve, and share the result.
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| Validation area | Pass criteria | Evidence to retain |
|---|---|---|
| Completeness | Expected projects, folders, files, records, and attachments are present or listed as approved exceptions. | Source and destination manifests with reconciliation totals. |
| File integrity | Representative files open, render correctly, and retain required revisions or references. | Test list, screenshots or viewer results, and failed-file log. |
| Metadata | Supported fields, statuses, dates, assignees, and relationships match the mapping specification. | Field-level comparison and approved manual-rebuild list. |
| Permissions | Representative users can perform required actions and are denied prohibited actions. | Role-based test results and owner sign-off. |
| Integrations | Each connector authenticates and completes a test read or write without duplication. | Endpoint list, test transaction IDs, and error logs. |
| Operations | Sync queues clear, conflicts are logged, and support contacts know the escalation path. | Monitoring snapshot, conflict register, and support plan. |
How to compare migration tools or services
Price alone does not indicate whether a migration is safe. Compare providers and methods against the characteristics that determine rework and risk.
| Comparison axis | Questions to ask |
|---|---|
| Supported object types | Which files, records, metadata, versions, markups, and relationships transfer natively? |
| Metadata limits | Which fields or histories are dropped, flattened, or rebuilt, and can the tool produce an exception report? |
| Folder, file, and attachment fidelity | Are paths, names, revisions, timestamps, links, and attachments preserved? |
| Permission mapping | Can roles, companies, groups, inherited rules, and administrative rights be mapped and tested? |
| Connector and API requirements | What credentials, scopes, rate limits, project IDs, and webhook changes are required? |
| Conflict handling | Does the method detect differences, show both versions, and record the upload or download decision? |
| Backup and rollback | Can you retain an immutable source copy, restore a failed batch, and export complete logs? |
| Auditability | Are operator actions, timestamps, filters, transformations, and exceptions traceable? |
| Implementation coverage | Who inventories data, maps permissions, performs the pilot, trains users, and signs off? |
| Downtime and effort | How long is the freeze, what work is manual, and what happens if the window is exceeded? |
Troubleshooting by symptom
“The record count is lower than expected.”
Check the object-compatibility register first. Unsupported RFIs, markups, transmittals, revisions, attributes, or filtered exports may explain the difference. Compare source and destination manifests by project and folder, then inspect the exception log for deliberate exclusions versus transfer failures.
“Users can see the folder but cannot upload or edit.”
Recheck the role and company crosswalk, inherited folder rules, project membership, and the account used for testing. Test with a representative user rather than the migration administrator, whose elevated rights can hide a mapping error.
“The sync client stays pending.”
Look for a locked file, connectivity interruption, changed permission, version conflict, or a cloud-to-cloud path that the client does not support. Retry a small folder, preserve the source copy, and consult the platform’s sync diagnostics before restarting a large batch.
“There are two versions and nobody knows which is correct.”
Freeze edits, capture timestamps and revision identifiers, and ask the discipline owner to select the authoritative copy. Apply the choice through the platform’s conflict workflow and log the superseded version; never overwrite both copies simply to clear a warning.
“Attachments open in the source but not the destination.”
Check whether the attachment itself transferred, whether its parent record retained the relationship, and whether the tester has permission to both objects. Re-run the sample with a new test record and inspect integration logs for rewritten or expired links.
Cutover checklist for the final approval
- Inventory and compatibility register approved by project owners.
- Source snapshot or local backup verified and access restricted.
- Role, company, folder, and administrative mappings tested with representative accounts.
- Pilot reconciliation completed for files, versions, metadata, attachments, links, and integrations.
- Conflict decisions recorded and unresolved exceptions assigned.
- Editing freeze communicated with a start and end time.
- Rollback owner, technical operator, and approval threshold named.
- Post-cutover monitoring and user-support channels staffed.
- Manifests, logs, approvals, and known exceptions stored for the required retention period.
The safest migration is deliberately uneventful: unsupported records are identified before export, access is proven with real roles, conflicts have an owner, and a recoverable source remains available. That preparation costs less than discovering after turnover that a critical revision, attachment, or permission boundary never made the move.
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