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Administrator Guide
Last Updated: 2025-11-14
Migrate Live Data Workbooks Between Tenants

Migrate Live Data Workbooks Between Tenants

  • Security:
    Worksheets
     security domain in the System functional area.
  • Make sure that you selected to support the WXF file type in the
    Edit Tenant Setup – System
     settings.
You can migrate (copy) an existing workbook between tenants by downloading the workbook in the tenant migration format (WXF) and uploading the workbook to the destination tenant. Although you can use the WXF download and upload actions in a single tenant, we recommend using the built-in sharing and copying features of Drive instead.
As a best practice, we recommend that you migrate the report being used for the live data in the destination tenant before migrating the associated workbook. If you migrate a workbook without the report, the workbook will successfully migrate but the live data refresh won't work. You can migrate the report later, using OX, or replace the report in the destination tenant.
When you open the workbook for the first time in the destination tenant, a live data refresh occurs.
We don't recommend using the WXF file for long-term archival purposes. It is intended as a short-term file format for exchanging workbooks between tenants only.
Worksheets preserves the workbook settings that you set in the
File > Settings
 dialog for the workbook. Example: If you selected the
Only owner can refresh live data option
, that setting is preserved in the migrated workbook.
Worksheets doesn't preserve these settings or data for migrated workbooks:
  • Workbook version history.
  • Live data refresh schedules.
  • Entry areas (live data regions associated with integrating products such as Mass Actions, Payroll, and so on).
  • Comments.
  • Sharing settings, including link sharing and group sharing. Only the workbook owner has access to the migrated workbook. Optional settings, such as allowing users to copy or share workbooks, are set to their default values in the migrated workbook.
  • External references, even if you migrate both the producer and consumer workbooks between tenants. Use Find and Replace to reproduce the references in the workbooks.
Keep these additional considerations in mind when migrating workbooks:
  • Worksheets doesn't support migrating a workbook from a Preview tenant (Preview confidence level) to a Production tenant (Production confidence level, such as Sandbox or the primary production tenant). A
    Processing Failed
     error occurs if this mismatch occurs. Example: An implementation tenant can exist at either a Preview confidence level or a Production confidence level. If you generate a tenant migration file from Preview, the file can be imported only to a Sandbox Preview or Impl Preview tenant.
  • If you migrate a template workbook, the destination workbook is created as a standard workbook, not a template. You need to do the
    Convert to Template
     action to recreate the template from the workbook.
  • If your source workbook is very close to the 30 MB file size limit, the WXF file that you create when downloading might exceed that limit and then a Processing Failed error occurs when uploading the WXF file to the destination tenant. If this happens, you'll need to decrease the size of the original workbook before migrating it.
  • After you upload a tenant migration (WXF) workbook containing live data into a tenant, the
    Inserted By
     field in the live data panel displays the user who originally inserted the report into the workbook.
  • Worksheets supports workbooks created or edited as a proxy user (or any other non-Worker user type) in one tenant and then migrated as a WXF file to another tenant.
  • Before you migrate a workbook, the report name and owner of the underlying report for the workbook must be identical in both the source and destination tenants.
  • If you upload a tenant migration workbook containing live data into a tenant and the initial live data refresh fails (Example: you don't have access to the Workday report), the
    Last Refresh
     field in the live data panel displays
    Not Applicable
    .
  1. In the source tenant, download the workbook as a Tenant Migration file (WXF file type).
  2. In the destination tenant, access Drive.
  3. Select
    +New
    Upload
     and navigate to the WXF file. Drive automatically converts the WXF file into a workbook, and does a live data refresh when you open the workbook.
  4. (Optional) Click
    Share
     to set sharing permissions to match those of the original workbook.
  5. (Optional) Select
    Data
    Schedule Live Data Refresh
     to periodically refresh the live data.