Workgroup spaces to XWiki - frequently asked questions

Question: Will my existing workgroup spaces and content be automatically migrated to the new workgroup spaces in XWiki? Do I need to do anything to migrate the content?

Answer: The IT Centre's web services will perform the migration of the workspaces. However, site administrators must mark their pages for migration so that they are picked up for migration. The method of marking is described in separate instructions. In the current Flamma workgroups, there is quite a lot of content (spaces and pages) that does not really belong to anyone. As they no longer have an owner and are no longer updated, we need input from existing users of Flamma workgroup spaces on the need for each workgroup space in the future. 

Question: I am responsible for a workgroup space(s) - what do I need to do?

Answer: Delete outdated and unnecessary workgroup spaces and pages in good time.

You can create a pdf archive copy for your own archive if you wish. See the instructions for archiving your workgroup content as a pdf file in separate instructions. 

Tag the workgroup space that you want to move to new workgroup spaces in XWiki.  

Question: How can I easily see all the workgroup spaces for which I am responsible? Obsolete and redundant workgroup spaces are often those that no one remembers existing.

Answer: You can search for workgroup spaces under your responsibility using the search function by filtering by content owner (Contributor) and content type (Type). Please note that the search may also return spaces where the actual contributor is someone else, as there are usually multiple content editors. In these cases, you should check with the responsible person to make sure that they have noticed the upcoming change.

Question: How is archiving of old workgroup spaces done?

Answer: The group owner(s) must decide what to do with the workgroup. Here are the options that exist for the workgroup:

• PDF copy
  Before closing the Flamma workgroup spaces, the user makes a PDF copy of the whole site or selected sections for themselves. The PDF is then available to the user and can be saved in the location of the user's choice. When creating the PDF file, the user can also save the attachments to the site if desired. The attachments can be extracted to their own folder by doing an XML export and extracting the Attachments folder from there.
• Tag the workgroup: "2_archive"
  The workgroup space remains under the IT Helpdesk server backup and for the time being, users can request a PDF copy of its contents via an IT Helpdesk ticket. It is also possible to restore the workgroup space to new wiki workgroups. 
• Please note that this is not an electronic archiving in accordance with the Archiving Act. The IT Centre does not commit to any specific time period for which restoration is possible.
• No tag, not a desirable option
  In this case, the project has no information about how the site should be handled. The project is trying to work out the details until the Flamma workgroups close (November 2026). If no information is available, the site will remain in the IT Centre's server backup, also in this case. 

Instructions for handling the workgroup spaces can be found on separate IT Helpdesk instructions. 

Question: Will the Flamma workgroup spaces be moved to the wiki.helsinki.fi pages?

Answer: No. The workgroup spaces will be set up as a completely separate XWiki service, with the same rights as the current Flamma workgroup spaces.

Question: Can you create publicly visible pages on a workgroup space, but restrict the visibility of the subpages to internal use by the university?

Answer: No, you cannot. Workgroup spaces are also restricted in XWiki for internal university and Haka/EduGain community use. In contrast, on the public wiki (wiki.helsinki.fi), page administrators can manage access rights for both internal and external user groups and users.

Question: I have old workgroup spaces, but I want to keep them. Where and how can I archive the materials?

Answer: See the separate instructions for archiving workgroup spaces.

Question: Can we still log in to the workgroup spaces in XWiki using university user accounts or some other accounts, or will it be completely open to everyone? 

Answer: The workgroup spaces in XWiki will have the same login options as the current Flamma workgroups:

• Logging in with your university user account
• Haka login
• Edugain login

Question: Will the new system have the same access control as the current Flamma workgroups? Will the new workgroup pages always be visible to everyone? How will editing rights be adjusted? The access rights for the current Flamma workgroup spaces are quite confusing, so how will they be transferred to the new system?

Reply: Workgroup spaces in XWiki have the same login options as in the current Wiki

• Logging in with University user accounts
• Haka login
• Edugain login

Access right migrations are part of the pilot testing. The aim is to migrate permissions from Flamma workgroup spaces to the new workspaces in XWiki as they are. However, this cannot always be guaranteed as the management structures are not exactly the same in the different systems. More complex access right structures may have to be maintained manually by the page administrator.

Question:The Flamma workgroup space (Confluence) allows you to draw diagrams using the Gliffy tool. Do the new workgroup spaces also have Gliffy?

Answer: Workgroup spaces in XWiki have their own Diagram tool for drawing diagrams. The XWiki tool supports Confluence migration, so diagrams are migrated and can be drawn in Xwiki in the future. 

Question: Can the page URLs in the Flamma workgroups be redirected to the corresponding pages in the XWiki workgroups using HTTP redirect or some other means? Does redirection work for archived pages?

Answer: The addresses of the Flamma workgroups can be temporarily redirected using redirect, but the redirects will be removed when the old Flamma workgroup environment is permanently closed at the end of November 2026.