DocuShare Site Maintenance
Note: This applies to DocuShare 5.x, 6.0.x, 6.3,
6.5.x, 6.6.x, and 7.x.
administrator for your DocuShare site, you are responsible for a wide range of
maintenance activities. Some maintenance activities are regular and ongoing,
other activities may be infrequent. Some activities require admin or full Site
Administrator privileges. Some activities require server access. Typical site
maintenance activities include the following:
the Docushare Server stat reports to see site performance.
The diagEvent, ServerStats
(Database Stats – has an average time column for each call that is helpful),
CommandStats, and IndexStats are the ones that we typically review.
To check the status and
performance the following IDOL reports can be reviewed.
Note: They must be executed locally on the server:
It will show an XML report of the status of the IDOL
It will show an XML report of the IDOL memory usage
It will show an XML report of the IDOL Server Indexing job queue status
2. Virus/Security Scan exclusions
a robust virus checking application on your DocuShare server. Follow the
application instructions for information on configuring, running, and updating
your virus checking software.
a. Deselect Enable-On-Access scanning
b. The Anti-Virus should only scan the
DocuShare documents repository: <dshome>\documents\
c. The Anti-Virus should exclude the following from scanning.
The DocuShare install
d. Deselect scanning outbound files
3. Backup DocuShare
Schedule a Daily Backup of
DocuShare files: DocuShare directory, document repository, and Database.
Note: The backup of the database files and the documents directory must be done at the same time so that the information contained is in sync, otherwise there will be inconsistencies between the documents and the database information. To prevent inconsistencies between the documents and the database, you will need to stop DocuShare or place DocuShare in Read Only mode so that no new data is written during the backup period.
Run the following command to
expunge the expired objects of the trashcan:
Schedule it to run Weekly at
the Operating System level to have more control, use the Windows Task Scheduler
/ cron to schedule.
Maintenance of the Logging
files: Administration Menu | Services and Components | Logging
DocuShare logs are in <dshome>\logs\
Delete any old logs that are
not needed (we recommend anything older than 1-year to be removed).
Transaction Log maintenance
to shrink/truncate the transaction Logs: .ldf files on the Database server.
to run Weekly at the Operating System level.
the command on the Database:
docushare_log is the name of your Docushare database log backup file.
7. Rebuild the DataBase Indexes
We recommend rebuilding Database indexes each time
there is a change of schema to add, remove, or modify properties or Object
ResetIndexes command to rebuild the default set of DocuShare database indices,
DocuShare needs to be stopped prior to run this command.
8. Schedule DataBase Optimization
a. Open SQL Server Management Studio.
b. Open a New Query window.
c. Type the following:
d. Press F5 to execute the command.
Run the following command to gather
database statistics for the DocuShare schema.
Run the following command:
vacuumdb -d [YourDatabaseName] -f -z -e
Schedule at the OS level to
run Daily for sites over 500,000 Documents.
to run Weekly otherwise.
9. Schedule IDOL Indexes Backup
For Docushare 661 Update 3 or
higher, IDOL 10.3.x or higher:
Create a directory for the backup. (The example below uses
D:\Docushare\content_backup). If you want multiple backups saved, create
the desired number of directories.
Single IDOL Content engine:
D:\Docushare\bin>idoltool.bat -s backup D:\Docushare\content_backup\
Multiple IDOL Content engines:
idoltool.bat -s backup D:\Docushare\content_backup content0
idoltool.bat -s backup D:\Docushare\content_backup content1
Logs of the Backup are located in
at the OS level to run Weekly.
Maintenance of the IDOL
Logging files in <dshome>\IDOLServer\IDOL\AutonomyIDOLServer.cfg,
IDOL logs are
located in <dshome>\IDOLServer\DiSH\logs\ ,
any old logs that are not needed (we recommend anything older than 30 days should be removed or archived to a different location).
11. Schedule IDOL Indexes Optimization
Max clean process: Compaction of the Index Data is similar to
defragmentation and it saves space and enhances performance. Run the following
at the OS level to run Daily for sites over 500,000 Documents.
to run Weekly otherwise.
and group accounts
account properties. If a user forgets an account password or needs help changing
account information, you can change any account property.
new user and group accounts. In some cases, users can create their own accounts,
but there may be occasions when that tasks falls to the administrator. If your
site uses external domains, creating and editing new user and group accounts on
an external domain is the job of the LDAP administrator. Any changes made on
the DocuShare UI must also be made at the LDAP server.
multiple user accounts. Sometimes a user may inadvertently create numerous user
accounts on your site. You can easily merge several accounts, and the objects associated
with the accounts, into a single user account.
user and group accounts. To cleanup and organize the site, you can delete obsolete
user and group accounts.
user activity and site usage. To better understand site usage and population, you
can view site repository use and user account activity reports.
Admin tasks, for maintain the site
site errors. To monitor the health of your site, you can view the site error
and fixing orphaned objects. To cleanup and organize the site, you may need to locate,
and delete or reassign unassigned objects.
objects from the trashcan. Periodically you may be asked to restore a deleted object.
the site license. Occasionally you may have to update the site license to
increase the site user capacity or enable a DocuShare add-on.
Solution Updated: April 20, 2021
Solution ID: 466