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Fly-in: Migrating to Forma Cloud

So you finally decided to move your existing Forma LMS to Forma Cloud! We’We're glad you’you've chosen our service to host your e-learning platform. To ensure a fast, secure, and seamless migration, we’we've prepared this guide to help you provide all the necessary information.

Migrating your platform to FormaCloud is a structured process that typically takes 2–5 business days, depending on the size and complexity of your installation.

Here’Here's what will happen during the process:

  • You provide us with the required data

  • You

    configure the DNS records for SSL certificates and email (SES)

You put your platform in maintenance mode We transfer files and databases We

upgrade and test installation

We validate and attach SSL certificates to our infrastructure We give you the green light to update andDNS configurepointing the platform records

You perform final testing

Required Information

To proceed with the migration and activation of your platform, we ask you to send us the following data.

**Required DataData** Description**Description** **Platform NameName** Used as the project name and as part of the default domain (e.g., `https://[platformname].forma.cloudcloud`). **URL AliasAlias** The web address that will be used to access the platform (e.g., `learning.yourdomain.itit`).

**Note:** AtDuring the endmigration of the migration,process, you will need to configure the DNS records ofin yourtwo domainseparate tophases. point toSee the new**Migration infrastructure:Steps** readsection thebelow dedicatedfor guide!details.

**Email Sender AddressAddress** The email used for notifications, confirmations, and password resets (e.g., `info@yourdomain.itit`). It must belong to the same domain as the URL alias. **Superadmin Access to the PlatformPlatform** An account with superadmin rights to access your current platform. **SSH/FTP Access to the Current ServerServer**

Required to transfer files. Include:

  • Host/Server
  • Username
  • Password
  • Port (22 for SSH, 21 for FTP)

SSH transfer protocol is required for safer and faster data transfer, allowing direct transfer and avoiding the risk of data loss or corruption

 

Warning: if only FTP is available, we won't be able to check and guarantee file integrity after the migration foto Forma Cloud, and won't take any responsibility for possible data loss or corruption. Please ask your IT or provider for SSH access

 

**Database AccessAccess** Host, Username, Password. Alternatively, you may send us the database file directly or provide a download link (e.g., via WeTransfer or similar services).
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Next Steps

1. Sending the Data

You can send us all the required information via email. For maximum security, you may:

  • send passwords or credentials in a separate email

  • use a secure file-sharing service

2. Putting

Migration Steps

The migration follows a precise sequence. Each step must be completed before moving to the Platformnext.

Step 1 — You configure DNS records for SSL certificates and email (SES)

Once we receive your data, we will provide you with a set of DNS records to add to your domain. These records serve two purposes:

    SSL certificate validation — required so we can issue and validate an SSL certificate for your alias domain (e.g., learning.yourdomain.it) on our infrastructure. Email (SES) authentication — required so emails sent from your platform (notifications, password resets, etc.) are properly authenticated and not marked as spam. This typically includes DKIM, SPF, and domain verification records.

    **Important:** At this stage, you must only **ADD** the new records we provide. **Do NOT modify or remove any existing DNS records** — your current platform must continue to work normally while we prepare the migration.

    **What you need to do:** Add all the CNAME and TXT records we send you to your domain's DNS configuration. If you're unsure how, ask your IT team or domain provider for assistance. Check our **[DNS documentation](https://docs.forma.cloud/books/services/page/email-dns-settings)** for details.

    Step 2 — You put your platform in Maintenancemaintenance Modemode

    BeforeOnce theall migration,DNS records from Step 1 have been added and propagated, set your current platform to maintenance mode. This allowsensures usthat tono new data is generated while we transfer your content, guaranteeing an accurate and up-to-datecomplete copy of your data.copy.

    **Plan the migration:** to reduce inconvenience for your users, we can agree on specific dates for the intervention based on the availability of our team (during standard business hours, Monday to Friday).

    3.Step Transfer3 — We transfer data and Configurationdatabase

    Once we receiveWith the data,platform duringin themaintenance migrationmode, our team will:

    • Perform a preliminary check of the data you provided

    • Transfer

      Transferall files and databasesthe database from your servers to FormaCloud

      Forma Cloud
    • Configure your instance in Forma Cloud

    Step 4 — We upgrade and test the installation

    After the transfer, our team will:

      Update Forma LMS to the latest available version Run technical validation and integrity checks Run preliminary functional tests

      Step 5 — We validate and attach SSL certificates to our infrastructure

      ConfigureOnce the installation is verified, our team will:

        Validate and activate the SSL certificates for your instancealias in FormaCloud domain

        Configure your alias domain on our servers

        Run preliminary technical tests

        Prepare the platform for your final test

        We will notify you once everything is ready forand testing.your instance is live on our infrastructure.

        4.Step 6 — You update DNS pointing records

        Once we give you the green light, you need to modify your existing DNS pointing records (typically an A record or CNAME) so that your alias domain (e.g., learning.yourdomain.it) points to our infrastructure instead of your old server.

        **Important:** Only proceed with this step after receiving explicit confirmation from our team. Changing the pointing records too early will result in downtime for your users.

        **What you need to do:** **EDIT** the existing A or CNAME record for your alias domain to point to the address we provide. The certificate and SES records you added in Step 1 should remain in place. Check our **[DNS documentation](https://docs.forma.cloud/books/services/page/email-dns-settings)** for the exact values.

        Once DNS propagation is complete (usually a few minutes to a few hours), all traffic to your domain will be served by Forma Cloud.

        Step 7 — Final Testingtesting

        After updating the migration, we ask you toDNS, access your migrated platform and:

        • verifyVerify general functionality

          (login, courses, tracking data)

        • reportReport any issues

          to our team

        • applyApply new configurations if needed

        • update your DNS records: you need to ADD the certificate records and EDIT the existing pointing records. Check our DNS documentation for details.

        disableDisable maintenance mode on the migrated platform.platform

        **Important:** Leave maintenance mode active**active** on your old installation.

        This prevents

        Setusers upfrom youraccidentally accessing the old server during DNS immediately!
        Don’tpropagation.

        wait
        until

        DNS theConfiguration endSummary

        Here's a quick reference of the operations—configure your DNS nowactions torequired pointduring the migration:

        **When****Action****Records****Purpose**
        **Step 1** (before migration)**ADD** new recordsCNAME records for SSL certificate validation; TXT/CNAME records for SES (DKIM, SPF, domain verification)Certificate issuance and email authentication
        **Step 6** (after our OK)**EDIT** existing recordsA record or CNAME for the alias domain (e.g., `learning.yourdomain.it`)Point traffic to theForma new infrastructure. This way, your users won’t experience delays.Cloud

        Security and Data Protection

        The security of your data is our priority. During the migration process:

        • All data you provide is handled in compliance with the GDPR

        • Credentials may be sent through secure channels or separate emails

        • Data is used exclusively for the migration

        • After the transfer is complete, credentials can be deleted or changed at your discretion

        Plugins, Custom Modules, and Customizations

        If your platform contains custom elements:

        • Custom-developed plugins

        • External modules

        • Custom themes

        • Integrations with third-party systems (SSO, API, etc.)

        Please inform us when submitting your data. This will allow us to:

        • Check compatibility with the new infrastructure

        • Make any necessary adjustments or suggest alternatives

        • Ensure correct functionality after the migration

        **Important:** We cannot maintain unrecognized plugins or platform customizations, but we will work with you to find the best possible solution to ensure continuity with your current version.

        After the migrationMigration

        Once the migration is complete and your platform is finally running on Forma Cloud, please keep your previous service active and mantainmaintain a backup of your files and database for at least 6 months

        months.

        FAQ – Frequently Asked Questions

        Will the platform be offline during the migration?

        It will be online but closed for user access (Maintenance Mode).

        How long does the migration take?

        On average, between 2 and 5 business days.

        Can the migration be scheduled at specific days?

        Yes, let us know and we’we'll find the most suitable time slot.

        What happens if I don’don't have some of the required data?

        We’We'll help you retrieve it and, if necessary, we can work with backups provided by you.

        Will my data be deleted from the previous server?

        No, unless you remove it manually. We copy the data; we do not delete it.

        What happens with the login and tracking data of my users and courses?

        Nothing! After the migration, your users will be able to log in again with the same credentials, all tracking data will be retained, and all your courses and their configurations will be maintained, compatible with the version of Forma implemented.

        When should I change my DNS records?

        DNS changes happen in two phases. Before the migration, you add the certificate and email (SES) records we provide — these don't affect your current platform. After the migration, once we confirm everything is ready, you update the pointing records (A or CNAME) so your domain points to Forma Cloud. Never change the pointing records before receiving our explicit confirmation.

        How long does DNS propagation take?

        Usually between a few minutes and a few hours, depending on your DNS provider and TTL settings. During this time, some users may still reach the old server — that's why we recommend leaving maintenance mode active on the old installation.

        Support

        If you have questions or difficulty retrieving the required information, our team is here to help. Don’Don't hesitate to contact us!

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