How to move a DocuWare System - Part 2 (5.1c-6.9)

Moving a DocuWare system to a new server or moving components of DocuWare system are not part of the standard support package; therefore, if you want us (DocuWare Support Department) to perform this task for you we could do as a Professional Service task for a fee.

If you are trying to move or migrate only components of a DocuWare system please look at How to Move DocuWare System (5.1c-6.9) - Part 1. The current article focuses in moving the entire DocuWare system to a new server.
We have included lots of images (screenshots) in areas when it is important and for better illustration.

General Preparation
Things to consider in the new server(machine):

• Make sure that the new machine is fully configured. Some of the things to consider is if the machine is joined to a domain, the name of the machine, ports (open/closed), firewall, antivirus, rights in that machine.
• DocuWare license copied somewhere in that new server 
• DocuWare software (setup files) extracted somewhere in the new server

There are three users required for migrating the system, you must have their user-name and password for each one of them:

• Database user = This user has to have full access rights to database server; therefore, it has to be able to create and manipulate objects in the database server.  
• Windows user = This (local or domain) has to have full access rights in the local machine. This will be the user that will run the DocuWare services.  
• DocuWare user = This will be the old DocuWare system administrator account 

Preparing  the new database server:

• MySQL : Make sure that you have a valid user name and password. MySQL database (DocuWare Internal database) will be installed in this new server; therefore, you may want to maintain the similarities as the old database account. Some MySQL instances are case sensitive.  You also may want to install the MySQL administration tool for accessing the database.
• MSSQL: Make sure that you have a valid database user name and password with sysadmin and securityadmin privileges.  This will be the account that you will connect to MSSQL server (from DocuWare system) and this will be the account that will restore the old databases-backups.
• Oracle: Make sure that you have a valid database account with DBA privileges.  In Oracle all objects are under a single user schema; therefore, you may have to maintain the similarities as the old server.

Database backup in old server:

• MySQL: Using the MySQL Administration tool (or any other tool) backup all DocuWare databases.  Once the backup has completed copy the backup file to an accessible location in the new server.  It is also recommended that you perform a backup and restore using the same tool (both servers). Makes sure that you do not backup "information_schema" and "mysql" database, they are database server system configuration specific to one machine.
• MSSQL: Using SQL Server Management Studio backup all DocuWare databases. Once the backup has been completed copy the single backup files to an accessible location in the new server.  Some database administrators like the option of detach and attach, this is also possible but you have to bring the old DocuWare and database server down, therefore, leaving the system inaccessible.  DocuWare recommends that you do a backup and restore. 
• Oracle: Create a backup file for the schema owner where DocuWare objects are located. This backup file has to be copied to the new server (if you are moving to the new server).  Please ask the Oracle DBA to do this task for you because it tends to be a complex process. 

Storage locations:

• All DocuWare storage locations have to be moved to the new server (if you are moving the images). If the images are centralized somewhere in a central location (like SAN or a file server) then you don’t have to do anything in the new server. They have to be accessable.
• The storage locations for basket (we baskets or thick client baskets). The have to be moved to the new server as well.
• Other configurations to consider; TIFFMAKER settings (printers), ACTIVE-IMPORT jobs, Upload Service jobs, and any other specific configuration to the old DocuWare. Once in this new machine they may have to be recreated.  
• Tomcat fulltext catalog files, they have to be move to the new server (if you are using fulltext on file cabinets)
  • The fulltext data path is located under System level \ Data connections \ Fulltext Server Connection \ 
• Any other directories that may be linked to the DocuWare system

Prepare Database in New Server Before Installation
Installing the database and restore the old database.
Database - MySQL :

• Install MySQL Administration tool or the tool that you have used to take the database backup in old server.
• Install only the DocuWare internal database (MySQL) with same account name that you had in the old server. You will only install the database server and no other modules.   

• Now, restore the database backup file from the old server and make sure that you restore under the same old account. Make sure that you do not restore "information_schema" and "mysql" database, they are database server system configuration; if you restore those database then you may overwrite your local MySQL system settings. Here are some images to illustrate the process (Open MySQL Administration --> select Restore node and select the backup file). .

Database - MSSQL :

• Create or prepare a SQL server instance in the new server. It is also recommended that you have a dedicated instance for DocuWare (optional). 
• You will need SQL server account that has sysadmin and securityadmin rights in this new SQL server.
• Make sure that SQL server is configured with mix authentication mode (SQL and Windows) and that SQL server instance also has to have static ports.
• To maintain the consistency you may have to name the accounts similar to what you have in the old server.
• Now, restore the individual database backup files from the old server and make sure that you restore under the same old account. Keep in mind there is an option of attaching and detaching the data files.

Database - Oracle : 

• Create or prepare a user in Oracle database with DBA privileges.
• Now, you have to install Oracle client (Oracle 32-bit Oracle Data Access Components (ODAC) 11.2.0.1.2) under the Windows account that will run the DocuWare services.  There is a guideline in help.docuware.com in how to configure the Oracle client in this new server before installing DocuWare services.  This Oracle client has to be downloaded from the Oracle’s website.
• Now, restore the backup file from the old schema into this new schema. This tipicaly done by a DBA of that Oracle system.

Install DocuWare Authentication Server
Now run the setup again and install DocuWare Authentication server only. Here are some screenshots of that process.
 

Verification and Adaptation of Base Components
Open the DocuWare Administration to verify the base components and make sure that they are accessible and functional.  

You may have to change the “display name” of the services (optional). 


Check all database connection and change all necessary information to reflect the new database. 


Check the accessibility only for Authentication server in ALL database connections.


Make sure that all storage locations are accessible. 


If the machine name is different you also need to change under the web connections. If you do not change this part then you will get duplicated entries when installing the rest of the missing components.


NOTE: Once you have adapted all system level configurations then you could proceed with next task of installing the rest of the services. 

Completing the installation
Run the DocuWare setup again and installing the rest of the DocuWare services. 






For ALL services select the option to replace. 


Try changing to an accessible path for the temporary folders for some of the services.


NOTE:  You will repeat the same procedures for the other services and finish the installation. Once the installation is done you will see the services starting. 

Test Accessibility to DocuWare Components
Test the accessibility of the DocuWare components.  You should be able to take a URL and paste in a browser and have access to the system.


Here are few other things that you have to check before placing the system in production.

1. Re-check the database connections, for all database connections
2. Check the file connections (if any)  
3. Storage location where the images and baskets are location (file system level)
4. Web Client desktop components  (to be able to install the web apps)
5. Web client Configurations 
   1. Document Trays
   2. Smart Connect configurations
   3. Email Notifications jobs
   4. Connect to Outlook, make sure client can access the new server
   5. DocuWare Desktop (printer, import and scanner)
6. Windows thick client
7. Windows thick client basket (these basket can also be created in the Administration tool).
8. ACTIVE IMPORT jobs (if configured in the server)
9. TIFFMAKER configurations (if 32bit systems)
10. RECOGNITION templates (if using them)
11. Check storing/upading/deleting documents documents in a file cabinet