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Audit apps for your migration to cloud

Before you start

This page contains strategic processes for auditing, assessing and migrating your apps and app data. We also have the following resources:

  • For all information about the October 16 2020 server announcement, see the following resources.

Auditing your apps and developing an app migration strategy are important parts of the decision for when and how you'll move from server to cloud. 

Some of the basic questions you'll need to answer include:

  • What apps do you currently have?

  • What are they being used for, and by who?

  • Are they essential?

  • Are similar features or app alternatives available in cloud?

  • How do costs compare between server and cloud?

  • How does my app migration timeline fit into Atlassian's announcement to discontinue selling server licenses

Asking these questions will not only help you prepare for your migration but provide an opportunity to clean up your server apps.

This article provides a set of practices, research, and tools you can use to improve your app audit and develop your migration strategy. We'll also cover methods for determining app utilization, defining which apps are critical, and deciding which apps may not be needed in cloud.

Keep in mind as you evaluate that you may also have custom apps or integrations to consider. In most cases, the same guidance will apply. 

Audit your apps

A strong app migration plan starts with understanding your current server app and integration landscape. Audits are a good tool to help you do this and determine what course of action to take during your move.

Your migration will be more successful if you take time to:

  • Research: Find out which apps you have currently, who's using them, and what they cost.

  • Streamline: Clean up any apps that aren't being used or won't be used in cloud.

  • Set expectations: Help users understand which apps and functionality will be available in cloud after you migrate, and what that means for their day to day work.

The following sections describe the recommended steps to approach these topics.

1. Identify your current apps

You can find out which apps you have currently installed in server, and the cost of each by using the Jira or Confluence Cloud Migration Assistant. If you don't have an assistant installed yet, you can manually identify apps through your admin settings. The steps below explain both these options.

  • Use the Cloud Migration Assistant
    In the Confluence Cloud Migration Assistant (CCMA) or Jira Cloud Migration Assistant (JCMA) home screen, navigate to Assess your apps. This feature will:

    • show you all the apps you currently have installed on your server

    • show you if the apps are enabled and whether there is a version of that app in cloud.

    • allow you to download a CSV of this list and manually record more information about your apps such as how much you’re paying and how much your company uses each app.

  • Use your admin settings
    You can see a list of your apps by checking your billing page, or going to Settings > Manage Apps in server.

If for any reason you can't assess your apps using the migration assistant, we've created an app audit template you can use to manually track your apps. The template will help you record things like product, app name, what you're currently paying, and whether or not the app offers critical functionality. 

To use the template, just make a copy and then customize it to suit your needs.

2. Find out which of those apps you're using

Next, you'll want to find out which apps are actually being used, and which aren't. Below are some common approaches to finding out if and how your apps are being used.

General strategies:

  • Stakeholder interviews or surveys. Ask internally to uncover: Who's using the apps? What for? Are there any duplicates?

  • Check the user manifest. Some apps require access to be provisioned by the server administrator. This makes it easy to determine the subset of users who should be polled about current usage.

In Confluence:

  • The Confluence Cloud Migration Assistant (CCMA) will automatically show you how often macro apps are being used. For other app types, you may need to use other methods to determine usage.

  • If you can't use the migration assistant, you can check macro usage statistics manually. 

  • You might also consider trying third-party apps that allow you to track usage. For example, the Macro usage app highlights whether an app is being used or not in any spaces or pages across your site. The Better Content Archiving for Confluence app also includes usage tracking and archiving capabilities for pages. 

In Jira:

  • The Jira Cloud Migration Assistant (JCMA) will automatically show you which apps are installed on your server, whether there is a cloud equivalent available, and whether there is a data migration pathway for each app.

  • Marketplace Partner (previously known as app vendors) Botron has developed "Power Admin", which has an app usage audit tool you might consider using.

3. Determine which apps you need in cloud

Once you have your list of current apps and an understanding of how they're being used, it's time to decide which are essential, and which may not be required. It's common to find that not all of your apps are being used, or that even those being used are not mission-critical.

Even when apps are being used heavily, many customers choose to use a migration as a chance to clean up. For example, you may want to simplify things like overly complicated workflows in Jira. App audits provide server admins a great opportunity to make people aware of the problem, ask questions, and give them the opportunity to decide if they want to keep everything or reconsider alternatives.

In some cases, the features offered by server apps are either not needed in cloud or are already available as features in our cloud products. To find out if this is the case, start by searching for the features you need. You may want to search in our documentation or on Atlassian Community.

You can also contact us and we'll help answer any questions you have about whether the functionality you need is available.

4. Compare your cloud and server apps

Starting with your essential apps, determine if each offers a cloud equivalent, and assess feature parity.

Below are some common questions you may have as you complete your comparison.

How can I tell if server and cloud apps offer the same features?

The best place to start is by looking at your server apps to see if they have a comparable version for cloud. Keep in mind that like Atlassian's products, cloud apps can differ in features and functionality from the server version, so you'll want to check that the cloud version has the primary features you need.

You can do all of this using the app assessment feature in the Cloud Migration Assistants if you have them installed on your server. If you want to download and install a migration assistant, you can find instructions here.

We also recommend carefully reviewing the Marketplace listing for each app, and contacting the Marketplace Partner with any questions.

What do I do if an app isn't available in cloud?

There are a few things you can do if the app you need isn't available in cloud. You can try:

  • Contacting the Marketplace Partner (vendor): Try reaching out to the Marketplace Partner to see if they're currently working on a cloud version. It may be the case that they're planning to release one soon, in which case you'll want to find out what functionality it will offer and what their timelines are. 

  • Researching alternatives: See if there are similar apps available in Marketplace. You can also try asking on Atlassian Community.

  • If you are using the cloud migration assistant, apps that you select Use alternative for will automatically show you Marketplace alternatives in the next screen. It's important to understand that these are not recommended by Atlassian, they are selected based on similarity in functionality.

  • Deciding not to migrate the app: If the app isn't essential or unused, you may choose not to migrate the app.

How can I compare pricing between server and cloud?

  1. For each app, check the pricing tab on the Marketplace listing to see if there's a cloud equivalent and calculate cloud costs.

  2. If your app doesn't have a cloud version, review alternative apps and pricing information. Keep in mind there may be multiple alternatives to consider.

  3. Record costs for server and cloud in our app audit template to compare pricing.

How can I test apps in cloud to see if they have what we need?

You can test the apps you need in cloud by starting a free app trial on your test cloud instance. 

Your testing options include:

Learn more about testing your server to cloud migration. 

5. Decide which apps to migrate

After completing your audit and assessment, you should have a good understanding of your current app landscape and what your options are for moving them to cloud. Now, it's time to review your audit with stakeholders and decide what to do going forward. Again, we recommend starting by determining what's essential, what isn't, and prioritizing from there.

The two most common app migration strategies we see are:

Selective migration

Migrating to cloud gives you the chance to simplify and remove apps from server instances that have grown organically, were acquired by acquisition, or that lacked strong app governance.

This approach involves using the audit process outlined in this guide to: 

  1. work out which server apps are needed in cloud, 

  2. determine the migration paths available, and 

  3. migrate app data to the cloud app, leaving anything you don't need. 

This method is best supported using the Jira and Confluence Cloud Migration Assistants, which currently automates the full app assessment process. Read Assess and migrate apps with the Cloud Migration Assistant for more information on using the app assessment feature.

Clean slate

You may choose to remove all of your apps when migrating to cloud instead of auditing them, adding apps you need in cloud after you migrate. You might consider this if you have a server instance that you'd like to simplify in cloud, or if you only have a few non-critical apps. 

6. Develop your app migration plan

Once you've determined which apps and functionality to migrate, you'll need to develop your app migration plan. Below are a few things to keep in mind about app migration in general:

  • App data is not automatically included when migrating from server to cloud. Some apps have the functionality to export and import their data, and we recommend working with app developers or reviewing their documentation to determine the best way to migrate each app.

  • Atlassian does not currently assist with app migration, so you'll need to work with the Marketplace partner(s) to determine the best migration approach.

  • Apps do not need to be disabled or uninstalled from server before migrating. If your apps are still active when the migration occurs, the migration will still be successful.

Use the migration guide to help plan your migration. 

More information and support

We have a number of channels available to help you with your migration.

Last modified on Aug 30, 2021
Cached at 12:56 PM on Dec 2, 2021 |

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