Vireo 4 Upgrade and Migration FAQs

TDL is upgrading and migrating content to Vireo 4 for its TDL Service members before the end 2022.

Will there be any down time between our current production version and Vireo 4 production?

TDL will install a fresh, new Vireo 4 instance on which you can adjust the settings and configuration to your liking. Your current production Vireo 3 instance won’t be touched until we’ve scheduled a time when we can migrate its content into the new production instance of Vireo 4. From that point forward after the migration, we’ll leave up your original instance until January of 2023 at the latest, but the Vireo 4 instance will be your production system.

TDL will migrate data from your Vireo 3 server to the Vireo 4 server. The Vireo 4 server URL is of the form [yoursitename]-migrate-etd.tdl.org. The Vireo 3 server [yoursitename]-etd.tdl.org is still the active server until we switch over.

How long will migration take?

TDL’s developer estimates a week at the most to move into the new Vireo 4. During that time, your Vireo 3 instance must be closed for submission for at least 2 days, varying based on the size of the contents of your Vireo 3 instance.

You will need to test your migration to verify that your data is sound and that vireo4 functions as you expect. This includes shibboleth sign in.

Will our institution need to engage with IT during the migration to Vireo 4?

Yes, to the extent that they will need to work with TDL to set up Shibboleth and assign any other necessary permissions.

You will need to test your migration to verify that your data is sound and that Vireo 4 functions as you expect. This includes shibboleth sign in.

You will also need to configure the few things we cannot determine from vireo3.

Vireo4 optionally allows the representation of a hierarchical organizational structure. This can be a simple hierarchy with a Graduate program and an Undergraduate program, or something more complicated. This is needed before the final migration to production. Most sites already have specified this.
A CSV or other list of committee members and, if known, their email addresses. This is needed as vireo3 used a free text entry field for this by students and there are many near duplicates and misspellings. This can be submitted at any time.
A default list of the people you wish to be given admin access to vireo4. This is typically the main contact person for vireo4 at your institution. It can include others as well. If a name is not on this list that person can still be given admin privileges later by any admin.

How will this impact students?

After we move into production, students will find Vireo 4 at the same URL at which they found Vireo 3. They will have the same account and shibboleth sign in and will see all of their existing data.

Will library and graduate school staff have responsibilities during this transition?

Vireo 4 has some new features and changes that will require local setup and configuration. You can refer to the https://texasdigitallibrary.atlassian.net/l/c/1VBY8tF4 to prepare. Staff will also need to update any local guidance and procedural documentation. Other useful documentation is as follows:

TDL’s developer will engage with staff throughout the migration process to confirm that everything is set up as needed and working as expected.

Our library has a DSpace repository that TDL hosts and supports, will TDL coordinate setting up automated deposit like it’s configured in our current system?

Yes. TDL coordinates all of our systems activities. When your Vireo 4 instance is set up how you’d like and all of your content has been moved over from your current instance to your satisfaction, TDL’s developer will help make sure your automated deposit into the repository is set up to your specifications.

During migration, what is moved from our current system into the new one?

The action log, submissions, and users are migrated.