How to migrate DocuShare 6.6.1 from Windows 2008 install to a new DocuShare 7 on Windows 2016

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

Prerequisites:

·                The original site must already be at DocuShare 6.6.1 R2.

·                Backup / Export the IDOL Index (optional)

Security Warning: The IDOL Index Database is not an encrypted file. Use care when exporting this file to a non-secure location; contents are in plain-text and can be easily read.

Note: The IDOL Export requires that your site be placed in Read Only mode. Therefore, users will not be able to make any changes to the DocuShare site while performing this solution.

·         To Export the IDOL Index Database:

Note: DocuShare must be running to perform this solution.

1.       Open a command prompt window

2.       Create a directory to export the IDOL Database. Example: mkdir idol_temp

3.       Change into the <dshome>\bin directory.

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

4.       Type dsservice state readonly and press Enter.

5.       Type idoltool and press Enter.

6.       From the idoltool prompt, type export c:\idol_temp and press Enter.

Note: Replace c:\idol_temp with the directory path that you want to export to.

7.       The Idol Database index file will be gz-zipped into the c:\idol_temp directory. (or directory path you specified)

8.       Type exit and press Enter.

9.       From the <dshome>\bin directory, type dsservice state normal and press Enter. This places your site back to Read Write mode.

To migrate DocuShare 6.6.1 from Win 2008 install to a new DocuShare 7 on Windows 2016:

1.       Install DocuShare 7 Update 1 on the new Windows 2016 server.

2.       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.

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

4.       Verify the Bucket Structures of the backed-up server and the new server match (If applicable)

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

A.    To verify your bucket structure on the old server:

a)    Open Windows Explorer

b)    Navigate the folder structure into the <dshome>\config directory.

c)     Open the ContentStore.xml file (in notepad or WordPad).

d)    Look for an entry in the file called <NumberOfBuckets>512</NumberOfBuckets> it will have a value of 64 or 512, this is very important, make a note of this value.

B.    To verify the newly installed DocuShare 7 server has the same bucket structure as the server that was backed up:

a)    On the newly installed server, open Windows Explorer.

b)    Navigate the folder structure into the <dshome>\config directory.

c)     Open the ContentStore.properties file in a text editor such as Notepad.

d)    Look for an entry in the file called NumberOfDirectories= edit this value to match the value found in step 4A. Then save the changes.

e)    Open the ContentStore.xml in a text editor and look for the entry <NumberOfBuckets>512</NumberOfBuckets> edit this value to match the value that was on your old server. Then save the changes.

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

5.           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.

A.     To verify the access tracking value on the old server:

a)        On the old server, log into DocuShare as admin.

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

c)        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.

B.     To verify the newly installed DocuShare 7 server has the same access tracking value as the old server:

a)       On the new DocuShare 7 Server, log into DocuShare as admin.

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

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

d)      Set the value to match the old server.

6.       Restore a copy of the 6.6.1 R2 database to the new DocuShare 7 Server.

7.       From the Command Prompt in the <dshome>\bin directory, run dssetup on the new DocuShare 7 Server.

8.       Change the database information to point to the restored copy of the 6.6.1 R2 database.

9.       Download and install setupDB for Docushare 7 on the new DocuShare 7 Server. (A readme file is included in the Collection with the installation instructions). Available for download from https://docushare.xerox.com/doug/dsweb/View/Collection-16942

10.    On the new DocuShare 7 Server, open a command prompt window and change into the <dshome>\bin directory.

11.    Type setupDB -v 07.00.00 and press Enter. This will upgrade the database to the DocuShare 7 version.

12.    Once the command completes, restore the content store repository. (Do not overwrite or delete the guid.txt file located in the documents directory)

13.    Start DocuShare 7.

14.    Restore the 6.6.1 R2 exported IDOL indices or if IDOL indices are not restored you will be required to run a dsindex index_all on your DocuShare server.

To Import the IDOL Index Database:

Note: DocuShare must be running to perform this solution.

a.     Restore the exported IDOL indices to a temporary location on the new DocuShare 7 Server.

b.     Open a Command prompt window and change into the Xerox\Docushare\bin directory.

c.     Type dsservice state readonly and press Enter.

d.     Type idoltool and press Enter.

e.     From the idoltool prompt, type import c:\idol_temp and press Enter.

f.      Note:  Replace c:\idol_temp with the directory path that contains the idoltool export file. Example:  >import c:\idol_temp

g.     If you are importing after a crash in which the current state of the search index is unknown, it is recommended that you answer "yes" to the question: "Do you want to initialize the database first?".

h.     Type exit and press Enter.

i.      From the <dshome>\bin directory, type dsservice state normal and press Enter. This places your site back to Read Write mode.

Solution Published: April 30, 2020

Solution ID: 1927