From XU Magazine, 
Issue 37

Navigating the new: Tips on transitioning from WorkflowMax by Xero to WorkflowMax by BlueRock

This article originated from the Xero blog. The XU Hub is an independent news and media platform - for Xero users, by Xero users. Any content, imagery and associated links below are directly from Xero and not produced by the XU Hub.
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For accountants, bookkeepers, and businesses everywhere, change is a constant companion. With the rapid advancements in technology, our tools, methods, and processes have been undergoing a transformative journey. One such significant shift is the migration from WorkflowMax by Xero to WorkflowMax by BlueRock which customers will be contemplating early next year. If you’re reading this, chances are you have clients who have evaluated their options and are on the cusp of this transition.

At first glance, migration might seem like a daunting task. But fear not, because the WorkflowMax by BlueRock team is dedicating immense time and resources to ensure that the upcoming change period is nothing short of a breeze for you and your clients.

The rationale behind the move

On 23 March 2023, Xero announced that WorkflowMax would be retired on 26 June 2024 and that BlueRock acquired the WorkflowMax brand to build WorkflowMax 2.0. or WorkflowMax by BlueRock. Since then, we’ve been working round the clock gathering user feedback, and planning our development pathways, and we’re now almost 90% through the build and focused on launching a beta version in December 2023.

In fact, we’ve gone from a team of one to almost 40 in a matter of months. Adding key roles across marketing, partnerships, design, product development, product experience, customer success, customer service, and sales. All to ensure that our new customers transitioning from WorkflowMax by Xero get the very best experience and support throughout the migration period and beyond.

Between February and June 2024, the migration window will open for all (who choose) to transition to the enhanced WorkflowMax by BlueRock platform. If you’re wondering, ‘Why make the shift?’, the answer lies in progress. The new platform retains the best of the old and improves it with a modernised interface and a roadmap including many updates and new features that will be ready for go-live. This isn’t just a change; it’s an upgrade.

So how can you best navigate this upgrade?

Laying the groundwork: The key to a smooth migration

The initial migration stages are all about preparation and planning. Investing time to understand how the migration works can prove invaluable. Dive deep into our resources, watch the migration tutorial, and acquaint yourself with the migration wizard. If you’re uncertain about anything, don’t hesitate to reach out to our team or partner community. We’re here for you.

Where to start

Start by setting clear goals and scope. When do you plan to migrate? Do you foresee any process improvements that could streamline operations in the new application? What outcomes do you anticipate post migration?  

Map out a detailed migration timeline and allocate the necessary resources – team members, time, and funds, and decide if you want to work with an expert implementation partner or advisor. Project tools like WorkflowMax, Asana, or Trello can help you keep tabs on your migration milestones. Establishing these parameters will serve as a compass, ensuring everyone is aligned and on the same page.

Let the migration wizard do the heavy lifting

There have been many questions about ‘What data comes across?’. The short answer is almost everything! We’ve developed a tool called the migration wizard that connects with your old WorkflowMax by Xero account to pull your data into your new account.

We’ve built the wizard to transfer everything that’s possible. WorkflowMax by BlueRock comes equipped with bulk actions to help manage your data post migration, so it will be easier and quicker to do the spring clean in the new system.

Please note: There are a few elements that won’t make the automatic jump. These include custom reports (you’ll need to rebuild them due to the huge reporting improvements), custom print templates, and third-party integrations that will need to be reconnected and reconfigured. These are straightforward processes, and our team will guide you along the way.

Test runs: An essential step

From February 2024, you’ll be able to set up a trial account on WorkflowMax by BlueRock. We recommend that all businesses planning to move across spend time exploring the new product and features. Test it out with some real-life job data – the in-product prompts will show you what has changed and what’s new.  

Check out the performance, ease of use, and integration capabilities.

Migration best practice

Here are some best practice tips to help with migration.

Anticipate downtime: The downtime period is when you temporarily halt operations in your old system while the migration is happening. Essential activities like time entries, invoicing, and purchase order receipting should be completed prior to initiating the migration. The migration could take anywhere from 2 hours to 24 hours, depending on the amount of data to come across, so think about the timing of your migration in relation to the peak and slower times in your business.

Reconnections: Post migration, you’ll need to reconnect WorkflowMax by BlueRock to your third-party apps like Xero or Google Drive. Don’t forget to make sure all your login details are in a password manager for easy access to make the process quicker.

Security first: The user initiating the migration will need to have the necessary privileges (administrator and API access) enabled in your old account to successfully launch the migration.  For an added layer of security, get your team to enable multi-factor authentication (MFA) in Xero before the migration.

Checks and balances: Review the migration audit and run a handful of tests to ensure the integrity of your data.

Going forward: Once migration is complete and you’re happy, all activity should be in the new WorkflowMax by BlueRock account. Changes made in the old system post migration won’t be transferred to the new system.

Download the migration guide

Keep your team in the loop

Migrations are as much about people as they are about data. Keep your team and stakeholders in the loop throughout the process. Advanced notifications, regular updates, and interactive sessions can preempt apprehensions and foster a sense of collective ownership.

Consider nominating a migration champion within your organisation. This person should be familiar with both platforms and can act as the point of contact for all migration-related queries, ensuring a unified communication channel.

The road ahead with WorkflowMax by BlueRock

Think of migration not just as a change, but as a fresh start. With WorkflowMax by BlueRock, moving from one system to another opens doors to better use of your tools, adapting them to your needs, and finding new ways to grow. It's not just about making sure everything works; it's about continuing to make things better.

It’s a great idea to do regular check-ins and training with your team. Make learning about the ins and outs of the platform a regular thing, so everyone can use it to their full potential. And don’t forget about feedback from those using the software. It’s golden. It helps make sure the system gets better and stays relevant to your needs. If your team comes up with any feature ideas or additional improvements, you can send a request to us or join our feature requests forum.

We often hear ‘I’m not sure I’m getting the most out of this system’. If that's how you're feeling, our support and customer success teams are all ears. They're here to help you dig deeper into what WorkflowMax can do, especially once we roll out even more features after launching. Our partner community provides unbelievable value too, so if you’re wanting to get an expert to take care of it all for you, then visit our website to find a partner.

We can’t wait to welcome you and your clients to your new home for job management!

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