Document Repository Checker

 The document repository that users see is made up of information contained in the FileHold databases and the document files repository on your server, NAS, or SAN. This tool within FHInstrumentation compares information in the FileHold databases with the document files repository on your server, NAS, or SAN. It can find files that are on the disk, but not in the database. It will also locate documents that are recorded in the database, but there is no corresponding file on the disk.

  • A missing file is something that is no longer found, but can be recovered from data backups. Files can go missing for a variety of reasons including human error, hardware failure, or they could be removed by incorrectly configured antivirus software. If you are copying files from your production server to a test server when your production server is active it is likely that users are adding documents at the same time. Since you cannot possibly copy your databases and files at exactly the same time you will get inconsistencies. Similar problems can occur when restoring from a backup.
  • An orphaned file is a file that has been found within the repository, but should not be in the repository. These can be removed. Orphans can be the result of copying files to a test server or restoring from a backup as for missing files. They can also be caused when something prevents FileHold from deleting a file such as the FileHold Service account not having the right permissions to remove a file.




Click Start to begin

Fill out the correct Database or Database\Instance information. Use SQL Management Studio to determine the Server name or servername\instance name




Then click Next and ensure that the correct path to the DocumentRepository is displayed. Click Include Deleted documents if you wish to ensure that documents deleted from FileHold are checked as well.

Make sure no users are accessing the system before you do this!



If all files are in their right place, and there are no orphaned files or missing files - you will see this message.


Orphaned Files

In the following example there is one orphaned file. You can select the orphaned file and click Delete File


Missing Files

In the next example there is a missing file in the left hand side. You have two methods to resolve this issue.

  1. Assign a replacement file using the Assign New button. For this option you must have a replacement file. The best case is to restore the missing file from your backups without using this tool. However, if you do not have a proper backup available you may have the document in an alternate location. If the document cannot be recovered anywhere you can provide a place holder document that provides a friendly message to the user that the original document is missing. The document you provide here must have the same extension as the original document.
  2. For a quick fix you can simply have the tool create a blank file at the correct location to make the repository consistent. Users will likely get an error when they attempt to open this file instead of a friendly message. Press the Assign Empty button to create a blank file.


Missing Files and Full Text Search

If you have documents remaining in the search queue and you have missing documents in the Documents in DB panel you may need to re-index the entire system. This will restore integrity to the system and ensure search indexes match the actual document collection within the FileHold Library.

  1. Manually run scheduled task for Update FTS Index. Monitor the search status watching for the queue to go to zero.
  2. If the queue does not reach zero then re-indexing the whole collection is required. Re-indexing is a resource intensive operation. Ideally it should be performed during off hours.