External Files report

Migrating to Author-it Cloud

When Author-it Cloud Migration Toolkit checks the database it creates an External Files Report that lists all of the files that it finds in the pathways referenced by the library objects. The report also uses color coding to identify any files or folders that can no longer be found at the pathways referenced by the objects. These files may have been moved to another location, or may have been deleted from the folders because they are no longer required.

Author-it Cloud Migration Toolkit creates a spreadsheet version of the External Files Report that you can use to check the objects that cannot be found, and then decide if they are needed when you move to Author-it Cloud. You can also check the files that are found and decide if you want to keep or change the current folder/file structure when the files are moved to Author-it Cloud.

External Files Report in Cloud Migration Tool

Excel report

The external files listed by Author-it Cloud Migration Toolkit are copied to an Excel file which is created in the Logs folder in your Author-it Cloud Migration Toolkit folder.

Note: If you rerun Author-it Cloud Migration Toolkit on your library, make sure the Excel file is closed. If it is open when you run Author-it Cloud Migration Toolkit you will get an error message at the end of the first step.

Color coding in the External File Paths report

Black text: identifies an external file that currently exists at the location identified by the database.

  • In the Excel file these files are identified as found.
  • You'll map these paths to the folders you'll use for your Author-it Cloud account.

Red text: identifies an external file that can no longer be found at the location identified by the database. The file may have been moved, no longer exists, or may indicate that you don't have sufficient permissions to all the files and folders, so it is important that you establish this before you start.

These files or folders are identified as missing in the Excel file.

Files listed in red text

There are several courses of action for "missing files", and these depend on whether you need the files or not.

  • If you don't need the files, simply ignore them and proceed.
  • If you need the files:
    • Check the access to restricted folders to see if permissions are the problem

      -or-

    • Update the library references to any "non-existing files" with paths to existing files. If you are using SQL then back up and restore the updated SQL library and run Author-it Cloud Migration Toolkit again. If you are using Jet then run Author-it Cloud Migration Toolkit again.

      -or-

    • Upload the files to the locations currently referenced by the library, then run Author-it Cloud Migration Toolkit on the SQL copy or Jet library again as it hasn't yet been changed.