How to Migrate Documents and Folder Structures in FRONTSTEPS

Export documents from the old system, rebuild the same folder plan in FRONTSTEPS (or its document library), then upload in small batches while keeping file names consistent, permissions correct, and a simple “mapping sheet” so nothing gets lost. After upload, spot-check search, access, and links, then lock down who can add or delete files.

 

Before migrating (prevents 90% of problems)

 

• Confirm where documents live in your FRONTSTEPS product: some setups use a “Documents/Library” area, others store files inside modules (Architectural Requests, Violations, Work Orders). Decide what goes where so files don’t end up scattered.
• Make a folder map (simple spreadsheet): Old Folder Path → New Folder Path → Who should access (Board, Management, Owners) → Notes. This is your checklist.
• Clean up first: remove duplicates, rename unclear files, and archive outdated items. Keep names short and consistent (example: “2025-01 Board Packet.pdf”).
• Check limits: maximum file size, allowed file types, and any storage caps. If unsure, test-upload one large PDF and one image.

 

Build the folder structure in FRONTSTEPS

 

• Create top-level folders that match how people search: Governing Docs, Financials, Meeting Minutes, Contracts, Insurance, Architectural, Violations, Vendor.
• Set permissions early: “Who can view” vs “who can upload/edit/delete.” If owners should only see some folders, separate them clearly (example: “Owner Shared” vs “Internal”).
• Use consistent naming so search works: start with year or category, avoid special characters, keep it predictable.

 

Upload and preserve structure

 

• Export/download from the old system keeping folders intact on your computer (a single “Migration” folder).
• Upload in small batches (one folder at a time). This reduces timeouts and makes it easy to fix mistakes.
• Keep original file names unless they are truly unusable. Renaming after upload can break internal references.
• Attach documents to records when needed: if a file belongs to a specific homeowner request or violation, store it in that module instead of only in the general library.

 

Validate, then finalize

 

• Spot-check: open random files from each folder, confirm correct permissions by testing with an owner-level account and a board-level account.
• Search test: search for a common term (example: “insurance” or “minutes 2024”) to confirm naming is working.
• Freeze the old system: stop new uploads there, or you will miss documents during the cutover.

 

Troubleshooting and when to contact support

 

• Uploads failing: file too large, unsupported type, unstable connection. Compress PDFs, split big files, try a different browser/network.
• Wrong access: permissions set at folder level may override file-level settings. Re-check folder permissions first.
• Missing folders: upload tools sometimes flatten structure. If that happens, create folders first, then upload into each folder manually.
• Contact FRONTSTEPS support if you need a bulk import tool, API-assisted migration, or you have thousands of files and strict permission rules.

 

If all requirements are already met

 

• Do a controlled pilot: migrate one small folder set, validate permissions and search, then proceed.
• Document the new “rules”: where to store what, naming format, and who is allowed to delete. This prevents the library from becoming messy again.