Change database server instance

This FHIT utility updates all necessary web.config files if the name of the database server or server instance has changed. This tool should be run by a FileHold technician or qualified IT administrator. You require must have local Windows administration permissions for the FileHold server.

FHIT does not validate the database instance name or the database prefix you provide. It simply updates database connection strings. You should run the health checker after making a change to ensure the system is operating correctly.

Change database server instance

  1. Run FHIT and select Actions > Change DB Server instance.
  2. Fill out the three required fields:
    • Directory - The default value is normally correct: C:\Program Files\FileHold Systems\Application Server.
    • Database instance name - Depending how your SQL server was configured this may only require the server name or it may require the server name and the instance name like <servername>\<instancename>.
    • Database prefix - Since version 14.1 it has been possible to change the prefix of the names of the FileHold databases to allow more than one FileHold system to coexist on the same database server. It does this by allowing up to 5 characters as a prefix to each database name. By default the prefix is "ch_".
  3. Click Next >. The dialog will list all the web.config files that will be changed.
  4. Click Change.
  5. Check the dialog for errors.

By default, SQL Express will install with a instance name of Express. For example, if your SQL server name is MyServer the database instance name you will need to provide FHIT is MyServer\Express.

Example: Moving your databases to a new server

This example is provided for your information only. It is not intended to cover every possible case for moving databases.

You will need SQL administration permissions to move your databases. If your log files are large you should plan to do full backups and shrink the log files. Check your SQL documentation for information on management and maintenance plans of log files.

  • Ensure the new Microsoft SQL Server is running a version supported for use with FileHold.
  • Give the FileHold service user login permissions on the new server.
  • The FileHold service account should be a domain account, and must have the necessary permissions.
  • Please check the FileHold Installation Guide for more details, this is included with the FileHold Installation Kit.

Original server\instance

  1. Notify all users that FileHold will be unavailable.
  2. Disable FileHold scheduled tasks in Windows Task Scheduler.
  3. Stop all FileHold application pools in IIS.
  4. Backup all FileHold databases. Make sure you choose verify in SQL Management Studio.

In FileHold 14 or higher there are 4 databases. Typical names are ch_documentrepository, ch_fulltextsearch, ch_librarymanager and ch_userrolemanager. Older versions will have 5 databases.

  1. Verify these backups exist by finding them in the backup location designated.
  2. Stop the following services:
  • Stop FHURM Instance (FileHold 14 or older only).
  • Stop FileHold Workflow Instance (FileHold 12 or older only). Workflow is an optional feature of FileHold and may not be started.
  1. Detach all 4 or 5 databases.

New server\instance

  1. Copy all 4 or 5 databases and Log Files to the new server

Do not MOVE these files use COPY instead. This should help to ensure the destination permissions are set correctly. Instead of Windows Explorer, consider using a robust tool for copying the files that can verify the copy such as FASTCOPY.

  1. Attach all 4 or 5 databases and log files in the new Server's SQL Management Studio
  • Confirm that the FileHold service account is still the database owner of all 4 or 5 databases.
  • Update the database compatibility level to match the top level available on the supported database server version.
  1. Run the FH Instrumentation utility > Change DB Server Instance.
  2. Fill out the new SQL server or server and instance name.
  3. Click Change. This will update the connection strings in all web.config files used in the FileHold server application so that the web services can communicate with the new location of the database server.

On the FileHold Server

  1. Start FHURM Service, if stopped.
  2. Start FileHold Workflow Service, if stopped.
  3. Start the FileHold application pools in IIS Manager.
  4. Enable any disabled scheduled tasks.
  5. Run the Health Checker

If the health checker is all green and yellow, then proceed to testing

  1. Login to FileHold.
  2. Add a document.
  3. Search for a document.
  4. Check out and Check in a document..

Remember to update your backup plan to include the new SQL Server.

We recommend cleaning up the old server soon after completing a move to avoid accidental mis-identification or information leakage. For example, after a week, destroy database files from the old server, uninstall SQL Server, remove snapshots or checkpoints, complete any other locally required tasks to decommission a server, etc.

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