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How to migrate DocuShare 7 from one server to another

Updated


Note: You must be a Windows Administrator to perform this solution.


Note: This process is for migrating DocuShare only, it does not include the steps for an upgrade.


Before you start

  • Review the System Requirements for DocuShare 7 and verify that your Server meets all the requirements. System Requirements are available here: https://www.docushare.com/system-requirements/

  • If your site is customized, you will need to back up all your customizations, then apply the customizations to the new DocuShare 7 site once migrated to the new server.

All customizations should be in the \amber\templates\local directory. To back them up, copy the contents of the local directory to another location.

  • If your DocuShare installation has custom integrations or custom solutions, please notify DocuShare customer support of this so they can advise on the appropriate path to migrate to a new server.

  • If you are using XPA or eForms contact DocuShare customer support to discuss a migration path that is suitable for your environment.

  • If using the Scan Cover Sheet functions of DocuShare (Glyphscan) and you change any of the following information DocuShare Server’s IP Address or Hostname, HTTP Protocol, HTTP Port and/or DocuShare Root it may require you delete and re-create all the scan cover pages. The dataglyph that is located on the bottom of a scan cover sheet has information regarding your server’s URL

  1. Install DocuShare 7 on the new server. Install to the same path as the old server. (For example: Xerox\Docushare). Do not point to the location of the old server’s database or documents directory or the information will be overwritten.

Note: The new DocuShare installation needs to be at the same version, update and patch level as the old one. If needed apply any updates or patches that are required to match the old server.

  1. Start and license the new DocuShare 7 site.

Note: DocuShare Licensing can be reached by calling 1-800-735-7749 and/or emailing docushare.licenses@xerox.com. The licensing department will require the version of DocuShare installed on your server and the Host ID of the server. The DocuShare license key will need at least the same number of users as the server had that you will be restoring.

  1. Once the new DocuShare 7 Site is licensed, stop the new DocuShare 7 site.

  1. Verify the Bucket Structures of the old server and the new server match.

Warning: This step is very important, please verify all the information below before proceeding with the backup and restore procedures.

  1. To verify your bucket structure on the old server:
    1. Open Windows Explorer
    2. Navigate the folder structure into the \config directory.

Where< dshome> is replaced with the installation directory for DocuShare. The default installation directory is C:\Xerox\Docushare. Depending on your installation environment the path may vary.

    1. Open the ContentStore.xml file (in notepad or WordPad).
    2. Look for an entry in the file called 512 it will have a value of 64 or 512, this is very important, make a note of this value.

  1. To verify the new server has the same bucket structure configuration.
    1. On the newly installed server, open Windows Explorer.
    2. Navigate the folder structure into the \config directory.
    3. Open the ContentStore.properties file in a text editor such as Notepad.
    4. Look for an entry in the file called NumberOfDirectories= edit this value to match the value found in step 4A. Then save the changes.
    5. Open the ContentStore.xml in a text editor and look for the entry 512 edit this value to match the value that was on your old server. Then save the changes.

Warning: You must modify both the \config\ContentStore.properties and the ContentStore.xml files to match the value that was on your old server.

  1. Verify the Access Tracking Values on the Old and New Server match.

Warning: It is very important to check the data retention value matches the old server if you are moving to a new DocuShare server or install because if a customer changed the default value to a higher number of days or infinite days on the old server and does not make the appropriate changes on the new install, it will start purging the access data that is older than 365 days when DocuShare is first starting up on the new server. Also, in addition to deleting access tracking data (which may be critical for some customers), it may result in database transaction log to get full and bog down DocuShare.

  1. On the old server, log into DocuShare as admin.

  2. Click Admin Home | Site Management | Access Tracking. The Access Operation Tracking page displays.

  3. Scroll to the bottom of the page, check the value in the field labeled Monitor Access Data and Access Data Retention.

Note: There is an internal timer that gets reset every time these values are changed. The data gets flushed from the Access_Table whenever those values are changed.

Note: The default value on a fresh install is 365 days.

Examples:

Changing the Access Data Rendition value to 180 days will flush the oldest data at the next check interval which is the value of the Monitor Access Data (default check time is every 1.6 minutes) leaving the desired 180 days’ worth of data.

  1. On the new server, make sure the value matches the old server.

  1. Backup the old DocuShare site.

Use your standard backup procedure to backup DocuShare. See detailed information below on what a backup must contain.

Minimum backup requirements

To keep database information and site information in synch, either stop DocuShare or place the site in Read Only mode before starting a backup. Back up database files and DocuShare directory files during the same backup cycle so there will be no inconsistencies between database information and site information.

You must, at a minimum, back up the Docushare\documents directory and all DocuShare

database files.

The location of the \documents directory varies depending on the site installation environment.

The \documents directory for a site is displayed in the Document Repository field on the Site

Management l Directory Paths Admin UI page.

For sites using SQL databases, the default database files are named Docushare.mdf and

Docushare_log.LDF.

If your site is using the database that was bundled with DocuShare, we recommend that you back

up the entire DocuShare install directory. In this case you must stop both DocuShare and the

database in order to release all necessary files from running processes.

Backup recommendations

To make site file restoration faster and easier, we recommend that you back up the entire Xerox\Docushare install directory. Using this strategy, you back up all site content that is located under the Xerox\Docushare directory, including configuration files and site customization files.

  1. Backup the IDOL Index on the old Server(optional).

Note: If you choose to not backup IDOL then you will need to do a dsindex index_all on the new server for search capabilities. Depending on the size on your site doing a dsindex index_all can take a long time to complete.

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