FileHold library setup in FHIT

The FileHold Library Setup in FHIT allows you to export the library configuration and documents along with its metadata. It produces an XML file that can be used to import the library configuration using the tool in FHIT into another FileHold system. For example, if you are using a test and a production system. Use the Manage Imports tool to import the documents into the other system; they cannot be imported using the tool in FHIT.

The following information can be exported and imported:

1. All user and group information which includes:

• Viewer license information
• Default language
• Contact information
• Personal saved searches and virtual folders
• Personal views
• Preferences (alert, workflow, user, FastFind, advanced search, miscellaneous)

2. All schemas and metadata fields which includes:

• Workflow and Courier templates associated with the schema and settings
• Event definitions
• Public saved searches and virtual folders
• Public and default views
• Control fields

3. All library structure and structure properties which includes:

• Cabinet and folder auto-tagging rules
• Folder colours
• Library archive structure
• Virtual folders
• Saved searches

4. Other settings such as:

• Automatic document importation jobs
• Courier templates
• Export scripts
• Watermark templates
• Auto-filing templates
• Extraction rules
• System settings

Exporting the library configuration

Use this tool to create an XML file containing all of the library, schema, user, and group information. The export tools do not remove documents, metadata, structure, and so on from the FileHold server. Exporting simply creates an XML file with all of the library information.

To export the library configuration

1. In FHIT, go to FileHold Library Setup and select Export Configuration.
2. Click Start.
3. In the Web Services settings area, enter the URL to the web client.
4. In the Credentials area, enter the user name and password of a system administrator.
5. In the Destination area, enter the path and file name of the configuration file. The default file name is Configuration.xml.
6. Click Next.
7. Select the check boxes next to the objects to be exported. Note that dependent library structure, users, groups, workflow templates, schemas, fields, and events will be automatically exported.
8. Click Next.
9. Click Export.
10. All the selected objects are exported into the configuration.xml file. If any errors or warning occurred, click Error/Warning Details to view the messages.
11. Click Finish.

Importing the library configuration

Use the configuration.xml file created during the library configuration export process in order to import the configuration into another FileHold system. Duplicate or already existing objects are skipped and ignored by the utility.

If importing database drop-down lists, the lists are not populated until the scheduled task occurs (FH database lookup fields synchronization).

To import the library configuration

1. In FHIT, go to FileHold Library Setup and select Import Configuration.
2. Click Start.
3. In the Web Services settings area, enter the URL to the web client.
4. In the Credentials area, enter the user name and password of a system administrator.
5. In the Source area, browse to the configuration.xml file.
6. Click Next.
7. Select the check boxes next to the objects to be imported and click Next.
8. Click Import.
9. All the selected objects are imported from the configuration.xml file. If any errors or warning occurred, click Error/Warning Details to view the messages.
10. Click Finish.

Exporting documents from FHIT

This utility exports all documents into a folder with all documents in their native format plus an XML file containing the metadata information. When documents are exported, they are exported with a XML file and a folder containing all of the exported documents in their native format. The folder name and xml file that is generated is named with a date and timestamp appended to the end. For example: documents2015100882302.

Use the Manage Imports tool to import the documents into the other system; they cannot be imported using the tool in FHIT.

If exporting out thousands or millions of documents, use this utility users are not using the system. Ensure that there is plenty of disk space to perform this task. This may take some time to perform based on how powerful your server is. Disable antivirus for fastest performance.

To export the documents

1. In FHIT, go to FileHold Library Setup and select Export Documents.
2. Click Start.
3. In the Web Services settings area, enter the URL to the web client.
4. In the Credentials area, enter the user name and password of a system administrator.
5. In the Destination directory area, enter the path where the export file will be saved.
6. Click Next.
7. Select the area in the library from where you want to export the documents from. Select Library to export all documents.
8. Click Next.
9. Select the check boxes next to the metadata fields to be exported. Use the Select All or Select None buttons to select all or no fields.
10. In the Export Batch settings area, select one of the following:

• Enter the number of batches to be exported. The default is one. To export the documents in more than one batch, increase this number. This is useful if you have a large collection of documents.
• Enter the maximum number of documents to be exported at one time. This is useful if you have a large collection of documents.

11. Click Next.
12. Click Export. This process can take some time.
13. All the selected objects are exported into the documents folder and documents.xml file. The documents are exported to the selected location in the Documents folder along with the XML file that contains the metadata information for each document. Both folder containing the documents and the xml file are named documents[date][time] and documents[date][time].xml, respectively.
14. If any errors or warning occurred, click Error/Warning Details to view the messages.
15. Click Finish.