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Migrate Groove to InstantDocs

Migrate your Groove knowledge base to InstantDocs.

How to migrate your knowledge base from Groove to InstantDocs:

Step-by-step migration

PLEASE NOTE: Once you begin the migration, your Groove Knowledge Base (KB) will be changed to read-only mode to prevent updates from happening during the migration process. During the review phase of the migration, you’ll have the opportunity to preview your migrated KBs on a temporary subdomain before redirecting your Groove KBs to InstantDocs. It’s essential that you thoroughly review your homepage, and formatting in every article in InstantDocs to ensure everything looks and functions as expected. Only once you’re completely satisfied should you proceed with the finalization of your migration. If you need assistance, please reach out to our support team via the help widget or at support@instantdocs.com
NOTE: Draft articles will be migrated as "Unpublished" docs in your InstantDocs account.

Step 1: Initiate Migration

  1. Open your Groove account to find a yellow banner.

  2. Click Initiate Migration to start the process.

You will be taken to the migration page in InstantDocs.

Step 2: Start Migration

  1. Click Start Migration to see your knowledge bases.

  2. Select the KB you want to migrate and click Continue.

  3. Confirm your selection by clicking the Confirm button.

Your knowledge base begins importing, and you can monitor the progress.

Snapshot

Step 3: Complete the Migration

  1. Wait for the migration to finish; it may take a few minutes.

  2. You will receive an email notification once it's complete.

After the migration is completed, review your migrated content.

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Step 4: Log into InstantDocs

  1. Click the Review Migrated button and select Review.

  2. Log in to your InstantDocs account.

  3. Enter your email and click Continue.

  4. For your first login use the OTP option.

Click open on the workspace to access your imported KBs.

Snapshot

Step 5: Review Your Knowledge Base

  1. Check your migrated knowledge base for any adjustments.

  2. Look for layout or color inconsistencies and formatting issues.

  3. Make necessary edits to ensure everything looks good.

Please note the following important information when importing with a custom domain: - Your current custom domain (e.g., mycustomdomainkb.com) currently points to your Groove KB. - During the review phase, your new InstantDocs KB is available on a temporary InstantDocs subdomain (e.g., mykb.instantdocsbase.com). - Take time to thoroughly review your entire migrated KB in the InstantDocs account. It's vital to ensure you're completely satisfied with the formatting and layout of your migrated KB before finalizing your custom domain connection. - Once you finalize your custom domain connection, your custom domain URL will redirect to the new InstantDocs KB.
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Step 6: Connect Your Domain

There are two ways to connect your Groove Knowledge Base subdomains to InstantDocs:

  1. With a Custom Domain.

  2. With a Groove Subdomain (i.e. without a custom domain)

When you initiate your migration, everything will already be set up for your account, you won’t need to choose between a Custom Domain or a Groove Subdomain. The migration link is customized for your setup, so all the necessary steps will automatically appear based on your existing configuration.

If you’re migrating with a Custom Domain, you’ll see the “Connect” button, which allows you to verify your custom domains for your Knowledge Bases.

If you’re migrating with a Groove Subdomain, the “Connect” option will not be visible, as your Groove Subdomain Knowledge Base will automatically be imported and linked to your InstantDocs account.

NOTE: When migrating with both a Custom Domain and a Groove Subdomain, only the Custom Domain will display for the “Connect” option, while your Groove Subdomain Knowledge Bases will already be imported and redirected to your InstantDocs account automatically.

Step 6.1: Connect Your Custom Domain

  1. Click the drop down and select Connect Domain.

  2. Select the Connect button for your Groove knowledge base. This will redirect you to the InstantDocs custom domain settings for that knowledge base.

  3. Add your custom domain in the provided field and select Add.

InstantDocs will attempt to verify your custom domain.

PLEASE NOTE: Remove your previous Groove KB DNS record (hosting.groovehq.com) in your DNS platform to avoid conflicts!
NOTE: DNS propagation might take up to 48 hours to complete, though it is usually much sooner. This depends on your DNS provider.
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Verify your Custom Domain in InstantDocs

  1. Check the DNS records provided by InstantDocs.

  2. Copy and Add the InstantDocs CNAME value in the Value field within your DNS platform.

  3. Change the Type to CNAME and add your subdomain in the Host field.

  4. Save your changes and return to your InstantDocs domain settings.

  5. Once verified, you will see a green check mark.

  6. Return to the migration page.

  7. Click Verify.

  8. Then, select Done.

SnapshotSnapshot

Step 6.2: Connect Your Groove Subdomain (Without Custom Domain)

1. If your Knowledge Base does not have a Custom Domain, the "Connect Your Domain" button will not appear. Only Custom Domains require reconnection using this button, while Groove subdomain KBs are added and redirected automatically.

2. Follow the remaining steps in the guide to finalize your migration.

NOTE: Your Groove subdomain URLs (for e.g., yourdomain.groovehq.com/help) will now become InstantDocs URLs (for e.g., yourdomain.instantdocsbase.com). Don’t worry though, anyone clicking on your old Groove KB URLs will still be automatically redirected to your new InstantDocs KB, so all existing links will continue to work seamlessly.
PLEASE NOTE: Do not change the URL slugs of your migrated Groove articles in InstantDocs. Changing them will break the redirection from your old Groove knowledge base to the new InstantDocs articles.

Step 7: Finalize the Migration

  1. Click the "Finalize" button to finish the migration.

Your knowledge base is now live and ready to use in InstantDocs!

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Troubleshooting

Migration takes too long
Check your internet connection and ensure the server is not down.
Domain verification fails
Ensure DNS records are correctly added and saved in your DNS platform.
Why do my embedded videos have errors and are not showing?
You may need to contact your video hosting provider to grant the required permissions that allow videos from that domain to be embedded and played within InstantDocs. Provide them with the URL of your public-facing knowledge base or articles that are having the issues and request assistance.
I've added my InstantDocs DNS records but its not verifying.
If your DNS records for InstantDocs are correctly configured, the issue may be due to DNS propagation delays. This process can take up to 48 hours to complete, depending on your provider, though most times its much sooner. Please reach out to our support team at support@InstantDocs.com if the issue is not resolved.

FAQ

Can I keep my Groove KB live while setting up InstantDocs?
Yes. Your custom domain (e.g., mycustomdomainkb.com) will stay pointed at your Groove KB while you prepare your new InstantDocs KB on its temporary subdomain (e.g., mykb.instantdocsbase.com).
Do I need to remove my Groove records?
Yes. Please remove your previous Groove KB DNS record (hosting.groovehq.com) in your DNS platform to avoid conflicts.
Will there be downtime?
No. Your Groove KB stays live on your domain until you update your DNS. Once the change propagates, your InstantDocs KB will take over seamlessly.
Can I stay on Groove and not make the switch to InstantDocs?
You can continue using Groove with your domain connected to Groove until 31st of December, 2025. After the migration period, you will not be able to create or edit articles in Groove. Switch to InstantDocs to keep creating and editing articles.
Will all my links be redirected? How about those pointing to Docs from external sources?
Yes. All existing links, including those from external sources, will point to the new Docs. PLEASE NOTE: Do not change the URL slugs of your migrated Groove articles in InstantDocs. Changing them will break the redirection from your old Groove knowledge base to the new InstantDocs articles.
When are the Groove Knowledge Bases being discontinued?
January 1st, 2026.
What if I miss the migration banner?
Please reach out to our support team via the help widget or via email at support@instantdocs.com and they will activate the banner for you.
Can I migrate multiple knowledge bases?
Yes, you can select multiple knowledge bases during the migration process.
What happens to the Knowledge Base links in the Groove Widget?
All links to your Knowledge Base will redirect to the InstantDocs Knowledge Base after you have completed the migration, and the Groove Widget will have InstantDocs connected to it. If you encounter any issues, please contact our support team via the help widget for assistance.
Why is my Groove knowledge base in read-only mode?
During the migration process, your Knowledge Base is in read-only mode. This is intentional to prevent any new changes from being made in Groove while the migration is in progress. If changes were made in Groove during the migration, they would not be reflected in InstantDocs and could be permanently lost. By keeping the Groove Knowledge Base read-only, we ensure that the content in InstantDocs is an accurate and complete copy of your existing Knowledge Base. Once the migration is complete, you’ll be able to make edits safely in InstantDocs without any risk of losing content.
Will all existing articles remain available and searchable?
Yes. Once your migration is complete, all existing articles will remain available and searchable. Please do not change the URL slugs of your migrated Groove articles in InstantDocs. Changing them will break the redirection from your old Groove knowledge base to the new InstantDocs articles.
Will the Groove chat widget continue to function with the new system?
Yes, the widget will continue to work with InstantDocs, but you will need to reinstall it. To install the Groove widget in InstantDocs, follow these steps: 1. Click your profile icon in your Groove account. 2. Select Settings. 3. Select Widgets on the left. 4. Hover over the widget, then select the edit icon. 5. Select Installation. 6. Click the Copy Code button at the bottom to copy your Widget installation code. 7. Navigate back to your Instant Docs account. 8. Hover over your KB name, select the three dots, then click "Settings". 9. Click the Advanced tab, scroll down, and paste your code in the "Body Tag" Custom Code field. 10. Select "Save". PLEASE NOTE: Knowledge Base articles will now open on a separate browser page when clicking the article link within Groove widget, they will no longer open within the widget itself.
Why are my Knowledge Base links opening on a new tab from the Widget?
PLEASE NOTE: Knowledge Base articles will now open on a separate browser page when clicking the article link within Groove widget, they will no longer open within the widget itself.
Is there no way to respond to emails in InstantDocs?
InstantDocs is a standalone platform that’s dedicated specifically to managing and publishing your knowledge base documentation. Groove, on the other hand, operates on a separate platform as your email shared inbox and widget live chat service. We’re currently developing toggle buttons in Groove and InstantDocs that will let you seamlessly switch between the two in the near future. Until then, the two platforms require separate logins, one for InstantDocs and one for Groove. If you’re looking to view or respond to emails, or manage your Groove widget, please log in to your Groove account, as the shared inbox and Groove widget settings remain available there.
Will the HTML formats of my articles in Groove be integrated into InstantDocs?
We recommend reviewing all your articles after the migration, as some HTML formatting may not fully carry over into InstantDocs. You may need to make adjustments in your InstantDocs articles to ensure the docs match the original formatting. InstantDocs uses a Notion-style editor that includes all the tools you need to format your documents correctly. If you have any major concerns regarding this, please reach out to our support team for assistance at support@instantdocs.com
Will my Google Analytics be transferred into InstantDocs?
Your Google Analytics for InstantDocs will need to be set up again. To do this, you can navigate to: Knowledge Base Settings > Advanced > External Analytics > Google Analytics ID > Save changes (Quick tip: To access your Knowledge Base Settings, hover over your Knowledge Base name in the left-side panel of your InstantDocs dashboard, click the three dots, then select settings)

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