Jira Cloud Migration: A Comprehensive Guide

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Published on: June 20, 2024 Updated on: July 11, 2024 views Icon 205 Views

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Author

Sumeet Rana
Sumeet Rana LinkedIn

VP - Technology

Sumeet is a product enthusiast and technology expert with more than 10 years of experience in building and leading tech teams. He holds technical expertise in large-scale applications. Sumeet is equally well-versed in building a product from the ground up. NetworkON is one such product that is serving thousands of requests per second that are delivered by the backend systems.

Article Reviewed By: Taran Nandha LinkedIn

Table of Contents

Moving to JIRA Cloud offers organizations enhanced scalability and flexibility, allowing project management capabilities to grow and adapt to changing business needs. Users benefit from a subscription-based model that eliminates the upfront costs associated with on-premise solutions. JIRA Cloud stands apart from JIRA Server or Data Center options by offloading infrastructure management to Atlassian, which can lead to reduced IT overhead and potential cost savings. Conversely, JIRA Server and Data Center provide users with direct control over their environments and can be more suited to those with strict compliance or customization requirements. The decision to migrate will rest upon individual, organizational priorities, considering the benefits of a managed service against the need for control and customization.

Understanding JIRA Cloud vs. JIRA Server/Data Center

Choosing between JIRA Cloud and JIRA Server/Data Center depends on numerous factors including features, security, and integration capabilities. Why might one consider migrating from the server or data center to the cloud? Accessibility, reduced maintenance, and lower costs over time can make JIRA Cloud the preferred option for some organizations.

Feature Comparison of Cloud and Server/Data Center Versions

JIRA Cloud offers automatic updates ensuring access to the latest features and improvements without the need for manual implementation. According to Atlassian's documentation, JIRA Cloud users receive exclusive features like next-gen projects, improved user management, and enhanced automation rules. On the other hand, JIRA Server and Data Center users have greater control over when upgrades and patches are applied. Moreover, larger organizations might prefer the Data Center version for its advanced user management and data insights features.

Security Considerations for JIRA Cloud

Security remains a top priority when migrating to JIRA Cloud. Atlassian commits to industry standards for security and complies with certifications such as ISO/IEC 27001/27018 and GDPR. Data encryption in transit and at rest, along with Atlassian Access which offers enterprise-grade security features, ensure the protection of sensitive information.

Integration Capabilities with Other Cloud Services and Add-Ons

JIRA Cloud seamlessly integrates with other cloud-native services and tools. The Atlassian Marketplace provides a wide array of add-ons and integrations specifically designed for JIRA Cloud, enhancing its flexibility and connectivity. For instance, integrations with Trello, Slack, and GitHub offer expanded functionality to manage workflows and collaborate with teams directly within JIRA.

The Importance of Planning and Strategy in JIRA Cloud Migration

Planning and strategy dictate the success of a JIRA Cloud migration. Begin by assessing the current Jira Server/Data Center setup to fully understand the scale of the project. What is the size of the instance, and what complex configurations exist that may influence the migration process?

Clearly outline the goals and objectives of migration to guide the process. Focus on what end state the organization is aiming to achieve – whether it's enhanced performance, cost savings, or better scalability – and let these goals shape the migration path.

Identify the key stakeholders and teams involved in the migration. These roles range from project managers to IT staff, and their early involvement ensures that all necessary resources and knowledge bases are aligned with the project requirements.

Preparation Steps for JIRA Cloud Migration

Before proceeding with a JIRA Cloud migration, thorough preparations can streamline the process and minimize disruptions. Careful planning ensures data integrity, system compatibility, and continued business operations throughout the migration.

Creating a Comprehensive Project Plan

A detailed project plan serves as the migration's blueprint. This plan should outline objectives, scope, timelines, and roles and responsibilities. Factor in the migration's technical and human resources aspects, such as any potential need for training or hiring subject-matter experts. Maintenance of a project tracking system, which could be a JIRA board dedicated to the migration, allows for monitoring progress and addressing issues as they arise.

Deciding on a Migration Window and Communication Plan

Select a migration window that minimizes impact on users. Review activity levels and choose a period with the lowest engagement, often during off-hours or weekends. Communicate the migration schedule to all stakeholders well ahead of time, so they can prepare for any system downtime. A clear communication plan that outlines how updates are shared before, during, and after the migration ensures that all parties stay informed.

Risk Assessment Before Migration

Conduct a risk assessment to identify potential issues that could arise during the migration. Evaluate dependencies, such as integrations with other services and any custom scripts or plugins in use. Document contingency plans for critical risks to prevent migration failure. Risks may involve data loss, corruption, or unexpected system behavior post-migration; thus, creating fallback and recovery procedures is crucial.

Data and Workflow Migration Challenges

Migrating to JIRA Cloud presents a number of challenges that organizations must navigate to ensure a successful transition. Adequate management of data and workflows is paramount during the migration process.

Understanding Potential Data Compatibility Issues

Assess the compatibility of existing data with JIRA Cloud. Data from JIRA Server/Data Center may require transformation due to differences in supported fields, data schemas, or functionalities. Review and adapt current data structures to align with JIRA Cloud specifications, ensuring a smooth data import process.

Workflow Mapping and Potential Customizations

Map existing workflows to JIRA Cloud, taking note of any customizations that may not directly translate. JIRA Cloud may require workflow modifications or the development of new workflow schemes to accommodate the cloud architecture. Carefully transcribe any bespoke workflow steps, conditions, and validators to maintain process continuity.

Addressing Common Pain Points and Mitigation Strategies

Encounter common migration pain points such as data loss, system downtime, or feature discrepancies. Mitigate these risks by devising comprehensive migration strategies, incorporating rigorous testing, and engaging in incremental migration phases. Securing a methodical approach ensures critical workflows operate uninterrupted and data integrity is upheld during the transfer to JIRA Cloud.

  • Conduct thorough testing of workflows and data in a staging environment to identify and correct issues before going live.
  • Implement detailed rollback procedures to address any unforeseen errors during the migration process.
  • Establish clear communications with stakeholders about expected system behaviours and potential changes post-migration.

JIRA Cloud Migration Tools and Atlassian Migration Assistant

Migrating to JIRA Cloud requires a robust toolkit to ensure a smooth transition. Atlassian offers a range of tools designed to streamline the migration process, the most prominent being the Atlassian Migration Assistant. This tool provides assistance for moving from server or data center environments to the cloud with minimal disruption.

Overview of Available Tools and Their Purposes

The Atlassian Migration Assistant is the primary tool recommended by Atlassian for migration. It is specifically designed to simplify the process by automating various tasks such as scanning your JIRA Server or Data Center instances, identifying potential migration issues, and moving projects, users, and groups to JIRA Cloud. The information about the tool is available on the official Atlassian website, where it is defined as a free application that "helps you plan, prepare, and move content from JIRA Server to JIRA Cloud" (Atlassian Migration Assistant, Atlassian).

How to Use the Atlassian Migration Assistant

Users can install the Atlassian Migration Assistant directly from the Atlassian Marketplace. Once installed, the tool guides users through a step-by-step process. This involves creating an assessment report, which looks for apps and customizations that may affect migration. Users then select the projects and data they wish to migrate, and the Assistant does the bulk of the transfer automatically. Detailed documentation and user guides on the Atlassian Support portal explain the tool's functions, such as mapping users and groups, migrating apps, and troubleshooting common issues.

Third-party Apps and Their Role in Migrating Data

In addition to the Atlassian Migration Assistant, several third-party apps are available to facilitate the migration of specific data types or integrate with non-Atlassian tools. These apps can help to migrate additional components such as attachments, advanced custom fields, or work logs that might require special handling. Users can find these apps in the Atlassian Marketplace, and vendors provide their own documentation and support resources to aid with the migration process. For instance, some apps focus on minimizing downtime during the migration or enhancing data integrity in complex environments, and descriptions for these can be found on the corresponding product pages within the Marketplace.

Testing and Validation Post-Migration

Securing data integrity and completeness following a JIRA Cloud migration represents a pivotal phase in the assurance of a successful transition. Validation exercises encompass thorough checks to confirm that all data, including issues, histories, attachments, and user information, have accurately transferred from the original JIRA Server or Data Center to the JIRA Cloud environment. This step ensures that users can rely on the dataset for continuity in their operations.

Ensuring Data Integrity and Completeness

Commencing with data integrity, teams routinely compare source and destination databases to confirm the fidelity of the migration. These comparisons may involve scrutinizing record counts, sampling data sets, and validating critical data components such as custom fields and project configurations. Through these methods, any discrepancies become apparent and teams can rectify such disparities promptly.

Validating Workflows and Permissions

Validation practices extend to workflows and permissions, which must operate correctly in the new cloud environment. Operational validation ensures that issues transition through workflows as expected without interruption or error. Permissions validation confirms that user access levels adhere to organizational policies and that key project roles retain their capacities to execute necessary tasks. Workflow and permission validation techniques typically involve test cases crafted to cover a comprehensive set of scenarios reflective of real-world use.

Contingency Plans and Rollback Scenarios

Despite meticulous planning, migration endeavors may encounter unexpected challenges. Development of contingency plans and rollback scenarios prepares organizations to swiftly address such issues without significant disruption. For instance, devising a rollback strategy enables teams to revert swiftly to a previous state should they encounter critical failures post-migration. These plans often include data backup protocols, pre-established communication channels for rapid issue escalation, and detailed documentation on rollback procedures to minimize downtime and mitigate risk.

Achieving a successful validation phase typically culminates in a formal approval process, wherein stakeholders review and sign off on the migration before considering it complete and operational. Only thereafter do users fully embrace the new JIRA Cloud platform for their daily activities, with confidence in the data and system functionality.

Seamless Integration with Other Cloud Services and Add-Ons

During a migration to JIRA Cloud, maintaining the operational integrity of existing integrations is critical. Any disruption can significantly impact workflows and productivity. Therefore, companies must methodically update app connections and configurations. This action ensures that third-party applications and add-ons function as intended post-migration.

Maintaining Integrations During Migration

A necessary step involves inventorying all current integrations and add-ons before the migration process begins. All existing connections require a review to confirm their compatibility with JIRA Cloud. Those that are not natively supported need alternative solutions or updates from the add-on vendor. Atlassian Marketplace provides access to numerous compatible add-ons for JIRA Cloud to facilitate this need.

Updating App Connections and Configurations

Companies need to update the configurations for each app and add-on used in conjunction with JIRA. This typically includes adjusting settings to align with the new environment and inputting the correct authentication details to maintain secure and functioning connectivity.

Ensuring Minimum Disruption to Services

Minimizing service disruption calls for detailed planning and careful execution. Companies should execute the migration during low-usage hours to reduce the impact on users. Additionally, thorough testing in a staging environment provides an opportunity to identify and rectify any issues before they affect the live environment.

User Management and Permissions in JIRA Cloud

When transitioning to JIRA Cloud, administrators face a modified landscape regarding user management and permissions. JIRA Cloud introduces a different method of handling users, groups, and access rights, which stems from its cloud-based architecture.

Differences in User Management between Cloud and Server/Data Center

User management in JIRA Server/Data Center relies on internal directories or external user directories like LDAP. In contrast, JIRA Cloud offers a centralized user directory through Atlassian Access. Atlassian Access allows administrators to control user permissions across all Atlassian Cloud products. Therefore, JIRA Cloud users benefit from streamlined operations, enabling single sign-on (SSO) and enhanced security protocols across the suite.

Setup of User Roles and Permissions in JIRA Cloud

The setup of user roles and permissions in JIRA Cloud is critical to ensuring the appropriate access and security levels. Administrators define permissions in JIRA Cloud by using a permissions scheme that applies to projects. They assign users to groups or project roles, and these entities are then granted various permissions within the scheme. Roles in JIRA Cloud also contribute to easier management by allowing dynamic membership, which automatically adjusts permissions when users change roles.

Best Practices for Smooth User Transition

To facilitate a smooth user transition from JIRA Server/Data Center to JIRA Cloud, administrators should map out existing groups and permissions, then replicate or optimize them in the cloud environment. Clear communication with users about changes and training on the new system will ease the switch. Additionally, employing a phased approach allows for the gradual migration of teams, thus reducing the risks of business interruption.

  • Establish a JIRA Cloud user management plan by analyzing existing user roles and permissions.
  • Utilize Atlassian Access for centralized control and to enforce security policies uniformly.
  • Review existing groups and roles from your Server/Data Center environment and adapt them to the Cloud model.
  • Educate users about the new permission schemes and any changes to their roles as part of the migration process.

By adopting these practices, administrators can ensure that user management and permissions align with organizational requirements while capitalizing on the efficiencies that JIRA Cloud offers.

Change Management and Training for Users

Successful JIRA Cloud migration involves not only the technical shift but also ensuring that all users transition smoothly through effective change management and training. Users need to understand how the migration will affect their daily workflows and how to utilize new tools and features effectively within the JIRA Cloud platform.

Communication Strategies for Change Management

A robust communication plan outlines how to inform users about the upcoming changes. Begin by sharing the timeline, expectations, and benefits of the migration. Regular updates help maintain transparency. Establish a dedicated channel for migration-related communications. Utilize varied formats such as emails, meetings, and departmental briefings to reach different audiences.

Training Materials and Sessions for Different User Levels

Develop a comprehensive training program that caters to varying skill levels and roles within the organization. Create user-specific documentation and self-help guides for basic navigation and advanced operations in JIRA Cloud. Host live training sessions complemented by recorded webinars to accommodate diverse schedules and learning preferences.

Feedback Loops and User Support Channels

After deploying the training, open channels for feedback. These channels could be dedicated email addresses, chat systems, or regular check-in meetings. Encourage users to share their experiences and challenges post-migration. Establish a support desk with knowledgeable staff ready to resolve issues and help users acclimate to JIRA Cloud.

Best Practices for a Smooth JIRA Cloud Transition

A successful JIRA Cloud transition hinges on following established best practices and leveraging migration strategies endorsed by experts and Atlassian. Address the strategies directly, with increased productivity and fewer disruptions as the aim, this section outlines key approaches.

Recommended Migration Strategies from Atlassian and Experts

Atlassian provides a comprehensive roadmap for migrations, which recommends an initial assessment phase where teams identify what needs to move and any potential complexities. Following this, create a detailed project plan that encompasses a full risk assessment. Take this planning stage to decide what data must migrate and any that might be obsolete or unnecessary for the new cloud environment.

During these stages, involve stakeholders from across the organization to align the migration with business objectives. Engage the JIRA Admins to understand the technical complexities and prepare the existing JIRA environment for migration. Atlassian’s Migration Assistant tool helps streamline this process by automating many of the tasks related to the actual data migration.

Phased Migration vs. Big Bang Approach

Choosing between a phased migration and a 'big bang' (one-time) approach directly impacts the migration experience. A phased migration proves beneficial in managing risks as it allows gradual movement of projects, teams, or departments to the new environment. It offers a testing ground for each phase, ensuring stability and allowing for adjustments before the next phase commences.

The big bang approach, on the other hand, involves moving all data at once. This method reduces the transition time but requires comprehensive up-front planning, as teams will not have the opportunity to adjust in real-time. The choice between these approaches depends on the organization's size, complexity, resource allocation, and tolerance for disruption.

Coordination between Business and IT Teams

Effective communication and collaboration between business and IT teams significantly influence the success of a JIRA Cloud migration. Hold regular meetings to keep every stakeholder up to date on progress and challenges. Ensure that IT teams clearly understand the business reasons for the migration and that business teams appreciate the technical constraints and requirements.

Additionally, identify a migration leader or team responsible for overseeing the process from start to finish. This team can serve as a bridge between IT and business, guiding the process, addressing issues, and ensuring that the migration aligns with broader organizational objectives. Their responsibility includes managing the timeline, budget, and communication around the migration efforts.

By rigorously following these best practices, teams can mitigate the risks associated with JIRA Cloud migration and look forward to a deployment that meets the current and future needs of their organization.

Post-Migration Support and Troubleshooting

After transitioning to JIRA Cloud, you may encounter post-migration challenges. Promptly addressing common issues ensures minimal impact on your operations. Factors like index rebuilding or user permissions can present immediate hurdles. Regular system checks and user feedback collection will aid in identifying problems early.

How to Deal with Common Post-Migration Issues

System performance concerns like slow loading times often arise. To resolve these issues, optimize custom fields and rebuild indexes as necessary. For permission-related issues, verify group memberships and role assignments. In instances of broken workflows or missing data, retrace the migration steps to identify and rectify discrepancies.

When and How to Contact Atlassian Support

If issues persist or are complex, Atlassian support serves as a resource. Utilize their help center for troubleshooting guides or submit a support request for more personalized assistance. Before reaching out, gather relevant information such as log files and detailed problem descriptions to expedite the resolution process.

Community Forums and Other Resources

For additional insights, consider the Atlassian Community forums where peers share experiences and solutions. Similarly, the Atlassian Marketplace offers apps that could provide further support. While consulting these resources, ensure any third-party solutions align with your JIRA Cloud setup and company’s compliance policies.

Understanding JIRA Cloud Pricing: A Detailed Examination

Migrating to JIRA Cloud necessitates an understanding of its subscription models and the associated costs. Atlassian, the company behind JIRA, provides a tiered pricing system for JIRA Cloud that aligns with the size and needs of different organizations. The subscription model is flexible, thus accommodating teams of varying sizes and requirements. As teams scale, there is an increment in the cost to reflect the additional resources and support required.

JIRA Cloud Pricing Tiers

JIRA Cloud's pricing operates on a monthly or annual subscription basis, spanning from Free to Premium and Enterprise tiers. The Free tier serves small teams with up to 10 users, offering basic features that are sufficient for rudimentary project tracking. The Standard tier is suitable for growing teams and extends the capabilities with advanced search and project permissions. The Premium and Enterprise tiers are directed towards organizations that require extensive project management features, advanced admin controls, a dedicated support team, and SAML single sign-on, among other features. Each tier's pricing depends on the number of users, and cost calculators are available on Atlassian's website to aid in budget planning.

Long-term Cost Savings and ROI Considerations

Considering long-term costs and potential savings is necessary when evaluating a migration to JIRA Cloud. Teams can potentially achieve reduced overheads associated with maintaining server infrastructure, as cloud services eliminate the need for physical servers and accompanying maintenance. Furthermore, JIRA Cloud updates are managed by Atlassian, reducing the internal resources needed for upgrades and patches. Organizations should conduct a comprehensive cost analysis that includes these long-term operational savings to assess the total return on investment.

Hidden Costs and Budget Planning

While subscription fees form the bulk of the expenses, organizations should account for additional costs that can arise during a cloud migration. These can include the cost of add-ons or integrations not covered by the core subscription, training for team members, the time cost of migration and possible downtime, and consulting fees if external expertise is sought. Thus, comprehensive budget planning should consider both the visible and concealed costs to allocate resources effectively and avoid unexpected budget overruns.

Security Considerations for JIRA Cloud

Migrating to JIRA Cloud involves rigorous security considerations to protect your data effectively. Atlassian commits to aligning its cloud products with extensive compliance and encryption standards. JIRA Cloud facilitates data protection by using encryption in transit and at rest. Atlassian adheres to global standards, including the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA), ensuring that sensitive information receives appropriate care. For specifics on compliance, refer to the Atlassian Trust Management System which details the security controls and compliance information available at Atlassian Trust Center.

JIRA Cloud provides a suite of security features designed to protect against unauthorized access and data breaches. Enabling two-factor authentication, managing access through user permissions, and regularly updating access controls are best practices that ensure secure operations. Atlassian also continuously monitors for threats and regularly scans for vulnerabilities, adapting their security measures to counteract emerging risks.

To uphold rigorous security governance, preparing for regular security reviews and audits after migrating to JIRA Cloud is critical. Conducting these assessments will verify alignment with industry standards and identify any potential security gaps. Resources and guidelines for performing security reviews and preparing for audits are available through the Atlassian Access offering, which addresses enterprise security and compliance needs.

JIRA Cloud Migration Success Stories and Case Studies

Examining success stories and case studies of JIRA Cloud migration offers valuable insights into the processes and benefits experienced by organizations. Successes not only highlight effective strategies but also illuminate the practical advantages of transitioning to JIRA Cloud.

Real-life Examples of Successful Migrations

For instance, Twitter is an example of a company that experienced significant improvements after migrating to JIRA Cloud. With the migration, Twitter was able to streamline its workflows, enhance collaboration, and leverage improved scalability for its growing user base. Moreover, the transition supported a boost in developer productivity due to the ease of integration with other cloud-based services. Reportedly, Twitter managed to reduce its operational costs while also increasing efficiency in project management and bug tracking tasks.

Another example is the global professional services firm, BCG (Boston Consulting Group). They migrated more than 7,000 users to Atlassian Cloud, which led to a 30% increase in operational efficiency and halved the time it took for new project setup. Beyond this, BCG saw a reduction in incident volumes by approximately 50%, as indicated in an Atlassian customer story.

Lessons Learned from other Companies' Experiences

When Lenovo undertook the journey to JIRA Cloud, they understood the value of comprehensive planning and preparation. Key takeaways from their experience underscore the importance of a phased migration strategy to minimize disruptions. Lenovo placed considerable emphasis on communication and training to foster user adoption and ensure a seamless transition to the cloud. These measures resulted in an enhanced user experience and fortified team collaboration.

Quantifiable Benefits Post-migration

Quantifiable benefits often serve as the most compelling evidence of a successful JIRA Cloud migration. Autodesk's move to JIRA Cloud, for example, yielded a 25% improvement in operational performance. This performance increase directly correlated with their enhanced ability to scale resources and manage user permissions efficiently. Additionally, Autodesk capitalized on cloud automation capabilities, less infrastructure maintenance, and a consolidated view of multiple JIRA instances.

By harnessing the power of cloud computing, JIRA Cloud migrations like those of Twitter, BCG, and Lenovo have demonstrated an ability to foster innovation, support agile practices, and reduce the time and cost associated with managing JIRA on-premises. Autodesk's story illustrates how cloud migrations can deliver immediate benefits in operational performance, heightened security, and a streamlined user experience.

Future-proofing and Scalability with JIRA Cloud

Dedicated to supporting the continuous growth of teams and their workloads, JIRA Cloud stands out as a scalable solution that adapts to the changing needs of businesses. With JIRA Cloud, planning for future expansions becomes a streamlined process, enabled by the platform's robust architecture. Teams can anticipate and implement forthcoming changes without significant overhauls to their project management infrastructure.

Regarding updates and new functionalities, JIRA Cloud demonstrates a proactive approach. Atlassian provides a comprehensive roadmap that details upcoming features, optimizing the platform's performance and capabilities. This clear direction ensures that JIRA Cloud users always have access to the latest advancements in project management technology.

  • Recognize changing team dynamics and workloads with ease, accommodating growth without performance hiccups
  • Integrate future expansions into your JIRA setup with minimal disruption, ensuring business processes remain fluid and efficient
  • Stay ahead of the curve with scheduled updates, gaining immediate benefit from the latest JIRA Cloud enhancements

Embark on Your JIRA Cloud Migration Journey

A successful JIRA Cloud migration hinges on a comprehensive strategy, rooted in thorough planning and careful execution. Organizations need to comprehend the merits of JIRA Cloud over JIRA Server/Data Center and tailor the migration process to their unique data and workflow needs. A meticulous approach to preparation steps primes the migration for success, while the employment of tools like Atlassian Migration Assistant facilitates a more efficient transition.

One must remember to prioritize integration with other cloud services and conduct extensive testing and validation after the migration. Managing user permissions and ensuring adequate user training are foundational to a seamless changeover. A well-executed JIRA Cloud migration not only optimizes cost and enhances security but also paves the way for future scalability and growth.

Engage your team now to blueprint your JIRA Cloud migration. Leverage additional resources and seek migration assistance to ensure your roadmap translates into a successful implementation. Are you ready to take the next step towards an empowered and more collaborative cloud environment?

Frequently Asked Questions

Jira Cloud Migration involves moving your Jira instance from an on-premises server or Data Center to Jira Cloud, leveraging the benefits of cloud hosting.

Benefits include reduced maintenance, automatic updates, enhanced security, scalability, and access to the latest features and integrations.

Jira is the on-premise version, requiring local hosting and maintenance, while Jira Cloud is hosted online, managed by Atlassian. Cloud offers automatic updates and scalable pricing, whereas Jira requires manual updates and local infrastructure.

Common challenges during migration include data loss, compatibility issues, downtime, user resistance, and technical difficulties in transferring complex workflows and customizations.

Key steps in a Jira Cloud Migration involve planning, assessing current setup, preparing data, testing migration, performing the migration, and post-migration validation and support.

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