FileHold library setup in FHIT
The FileHold Library Setup in FHIT has three operations:
- Export library configuration,
- Import library configuration previously exported, and
- Export documents along with their metadata.
Library configuration export and import
The following configuration information can be exported and imported:
- 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)
- 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
- All library structure and structure properties which includes:
- Cabinet and folder auto-tagging rules
- Folder colours
- Library archive structure
- Virtual folders
- Saved searches
- 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
- In FHIT, go to FileHold Library Setup and select Export Configuration.
- Click .
- In the Web Services settings area, enter the URL to the web client.
- In the Credentials area, enter the user name and password of a system administrator.
- In the Destination area, enter the path and file name of the configuration file. The default file name is Configuration.xml.
- Click .
- 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.
- Click .
- Click .
- All the selected objects are exported into the configuration.xml file. If any errors or warning occurred, click to view the messages.
- Click .
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
- In FHIT, go to FileHold Library Setup and select Import Configuration.
- Click .
- In the Web Services settings area, enter the URL to the web client. In most cases, the example provided will be correct.
- In the Credentials area, enter the user name and password of a system administrator.
- In the Source area, browse to the configuration.xml file.
- Click .
- Select the check boxes next to the objects to be imported and click .
- Click .
- 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.
- Click .
Exporting documents
This utility exports documents by batch into a folder with all documents in their native format plus an XML file containing the metadata information. The folder name and xml file that is generated is named with a date and timestamp appended to the end. For example: documents2015100882302. Each batch will also have its own unique folder name like batch_00001. For example, C:\FH\Export\batch_00001\documents2015100882302. See the description of the FDA export for information about which documents are exported, the contents of the XML file, and the handling of duplicate document names. Unlike the FDA export, the user can select which metadata fields to exclude in the FHIT export.
The Manage Imports tool must be used to import the documents into another FileHold system; they cannot be imported using FHIT.
If exporting a large number of documents, it is recommended that all normal users are logged out of 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
- In FHIT, go to FileHold Library Setup and select Export Documents.
- Click .
- In the Web Services settings area, enter the URL to the web client.
- In the Credentials area, enter the user name and password of a system administrator.
- In the destination directory, enter the Windows path where the export file will be saved. This location should have enough space to store all the exported documents.
- Click .
- Select the area in the library from where you want to export the documents from. Select Library to export all documents. You can also choose a specific library object to export only the documents in that branch of the tree.
- Click .
- Select the check boxes next to the metadata fields to be exported. or can be used to quickly change the check boxes. The list of metadata is the complete global list of metadata fields regardless of which documents are selected for export.
- FHIT exports the documents in one or more batches in order to avoid issues with large volumes of documents. The export process can be divided by a specific number of batches or by a specific number of documents per batch. 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.
- Enter the maximum number of documents to be exported at one time.
- Click .
- Click . This process can take some time.
- All the selected electronic documents and electronic records are exported into the documents folder and the xml file.
- If any errors or warning occurred, click to view the messages.
- Click .