Change FileHold Database Instance

This utility updates all web.config files if you need to move the databases and log files to a different server or server\instance. You must be an IT administrator with SQL administration and domain administration membership that is a member of the local Administrators group on the FileHold Server.

If your log files are large, don't forget that you need to do full backups of log files and shrink the log files. Check your SQL documentation for information on management and maintenance plans.

  • Ensure that on new Microsoft SQL Server that you are running a supported version, and that the FH_Service has security login permissions set in the SQL Management Studio.
  • The FH_Service account must be a domain account, and must have the necessary permissions.
  • Please check the Server Preparation Guide for more details, this is included with the Server Installation Kit.

Original server\instance

  1. Ensure all users are logged off from FileHold.
  2. Stop FH App Pool in IIS Admin.
  3. Backup all FileHold databases. Make sure you choose verify in SQL Management Studio.
    1. In FileHold 12 and lower versions there are 5 databases and they all begin with CH_: ch_documentrepository, ch_fulltextsearch, ch_librarymanager, ch_userrolemanager, ch_workflowpersistencestore
    2. In FileHold 14 or higher there are 4 databases. They may begin with CH_ or the prefix provided at installation time: ch_documentrepository, ch_fulltextsearch, ch_librarymanager, ch_userrolemanager
  4. Verify these backups exist by finding them in the backup location designated.
  5. Stop the following services:
    • Stop FHURM Instance (FileHold 14 or lower).
    • Stop FileHold Workflow Instance (FileHold 12 or lower). It is an optional feature of FileHold and may be disabled, if so ignore this step.
    • Stop World Wide Web Publishing Service.
  6. Detach all 4 or 5 Databases from the SQL Management Studio

New server\instance

  1. Copy all 4 or 5 Databases and Log Files to the new server
    • IMPORTANT: DO NOT MOVE THESE FILES, USE COPY to AVOID Windows Explorer losing these files.
  2. Attach all 4 or 5 databases and log files in the new Server's SQL Management Studio
    • Confirm that the domain\FH_Service account is still the DB Owner of all 4 or 5 databases.
  3. Run the FH Instrumentation utility > Change DB Server Instance.


  1. Fill out the new MS SQL DB Server name or DB Server Name \ Instance name if the FileHold databases are within a specific MS SQL Instance.

  1. Click Change. This will update 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 (FileHold 14 or lower)
  2. Start FH Workflow Service if you use the Workflow feature. (FileHold 12 or lower).
  3. Start World Wide Web Publishing Service.
  4. Start FH App Pool in IIS Admin 7 or 8.
  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.
  5. Launch and Complete a Workflow if you have this option.

Ensure that the Databases, Database Log Files, and the FileHoldData storage path which includes, Document Repository, FullTextSearch and FHURMObjects, are all properly backed up, since the Databases and log files are now in a new location.

One week later, you can remove the Databases and log files from the old server, or at any time you can copy these to an backup system and remove them from the old Database server.

You should also consider uninstalling MS SQL Server on the old server within 2 to 4 weeks of this successful transition to a new SQL Server location.