URL Switchover

This document provides guidance for transitioning your ThoughtFarmer instance to using an existing URL for your intranet.

Requirements

Ensure you have the following:

• Access to your DNS provider to submit necessary DNS entries.
  • This may include either Public DNS or internal Private DNS providers depending on your domain and configuration.
• If you’re currently using an external identity provider (e.g. Okta), the Reply URLs will have to be updated during the cutover process. 
• If Active Directory is in use, access to the EDC server will be necessary.
• (Optional) Migrate existing links on your intranet from the old URL to relative URLs. This requires planning and coordination with ThoughtFarmer support.

Timeline

To minimize disruptions to your site, please follow these steps:

1. Submit a Helpdesk ticket requesting assistance with the cutover process.
   • Specify in the ticket if you require an old URL check report.
2. Provide the following information in the Helpdesk ticket:
   • The URL you intend to use.
   • Expected cutover date.

The ThoughtFarmer Support team will guide you through the transition process to ensure a smooth switchover to your desired URL.

Before Cutover

In order for us to manage the TLS certificate for your site we will need to provide DNS entries that will confirm you are the owner of that domain and allow AWS to be a certificate authority for this URL. 

ThoughtFarmer will share the CNAME and DNS values with your team on the ticket and request that the DNS changes be made as soon as possible. Your team must create a public DNS record using the values we send. 

NOTE: This must be a PUBLIC DNS entry, not an internal DNS entry on your network/domain.

After the DNS entries are created, ThoughtFarmer will validate them to ensure correctness and completeness. This step may take some time as AWS validates the domain.

Upon successful validation, the ThoughtFarmer Support team will collaborate with your team to schedule a date and time for the URL cutover. A screen share session can be booked to facilitate the transition process.

Inform your end users about the possibility of downtime during the cutover process. We recommend allocating approximately one hour for potential downtime.

A few hours before cutover

As the cutover time approaches, it's crucial to make some preparations to ensure a smooth transition for your end users.

Lower the TTL 

We strongly advise reducing the TTL of your URL to approximately 60-120 seconds. This adjustment minimizes the time it takes for DNS caching to recognize updates once the change is implemented.

By lowering the TTL, potential delays in propagating DNS changes are mitigated, ensuring that your end users experience minimal disruptions during the cutover process.

Cutover time

In the Helpdesk ticket that was created, ThoughtFarmer will provide you with the required CName record that will point your URL to the ThoughtFarmer URL.

These DNS entries should be submitted during the cutover time to minimize any disruptions. 

Identity Providers and Integrations

All Identity Providers and external integrations require updates to their configuration to support the new URL. 

This includes adjustments to the Login Provider, Site Configuration, and Analytics settings.

The ThoughtFarmer Support team will provide assistance throughout this process:

• They will aid in validating the authentication of your site.
• Configuration settings will be updated by the Support team.
• ThoughtFarmer Analytics will also be updated by the Support team.