How do I migrate Document Management to a standalone environment for image retrieval?

You must currently be on version 16.1 or later to perform this process.

Prior to starting read the Important document, Release Notes, and the User’s Guide for important information regarding this version of Sage 300 Construction and Real Estate and for Document Management and the detailed installation instructions. If at any point you have questions during an installation review the User Guides for assistance. These can be found on the Product Documents site.

Follow these steps to manually back up the DocuVault on the original server:

1. Have all operators exit Document Management.
2. At the server that contains the DocuVault, log on as the server administrator.
3. Browse to and double-click the DocuVaultMaintain.exe file (typically found at C:\TSDV\Server\).
4. In the DocuVault Maintenance window, select the Backup tab.
5. Select Prepare for Offline Backup; then click Execute Command.
   Note: Before you perform a manual backup, you must execute the Prepare for Offline Backup command. If you do not execute this command first, any backup that you make is unusable.
6. When the command finishes, the DocuVault Maintenance window displays Ready for offline backup.
7. With third-party backup software, create a new backup job. In the job name, indicate that this is a full DocuVault backup.
8. Back up the entire Document Management folder at C:\ProgramData\Sage\DocumentManagement (where C: represents the drive your server OS is installed on) and the entire TSDV folder (X:\TSDV, where X represents the path to your TSDV folder). Refer to the Related Resources section for the article on how to backup for further details.
9. Return to the DocuVault Maintenance window, on the Backup tab. Select Resume from Offline Backup and then click Execute Command.

On the new standalone DM system:

1. This new standalone DM system must have a supported operating system (workstation OS or server OS) for Sage 300 CRE version 18 and never had Sage 300 CRE installed on it previously, it must be a member of the domain.
2. Log on to the new standalone DM system with a Windows user that is linked to a Sage user which is both an Application Administrator and Security Administrator along with a DM Tasks user.
3. Install Sage 300 CRE 18.2.2 using your Sage registration name and account number on the new standalone DM system. Do NOT activate any licenses for Sage 300 CRE Accounting and Management on this system (do not use License Administration to license any applications).
4. Copy your Sage data folder to this workstation and add it to your company list.
   Note: This is only if you need the information to pull up the lists to choose from when using queries to retrieve documents (jobs, cost codes, and etc). Alternatively, you can use the Construction Sample Data if you do not want to place your data folder on this environment.
5. Launch Sage Desktop and set up the same privileged users that you primarily use in Document Management currently. Make sure that the Windows User for this account is specified and the user is assigned the roles for both an Application Administrator and Security Administrator, along with a DM Tasks user.
6. Move the USB security key to the new standalone DM system.
   Note: You must first stop the Cypress service on the live server before removing the USB security key from it.
7. Install the DocuVault at the new standalone DM system. Refer to the Document Management User's Guide (on the Product Documents website) for detailed instructions on how to install the DocuVault. When you install DocuVault you will be required to enter the activation information for Document Management to move your license to this machine.
8. Launch Document Management and complete the Setup Wizard, so that you see the Inbox and Scan tasks. If you do not see any tasks, you may need to troubleshoot IIS functionality. Confirm that the World Wide Web Publishing service is started and that you can navigate to the IIS landing page (http://localhost).
   Note: Reminder, you MUST be logged in using a network account that is linked to a Sage user that is both an Application Administrator and Security Administrator along with a DM Tasks user.

Restore the backup of your DocuVault to this the new standalone DM system

1. Browse to and double-click the DocuVaultMaintain.exe file (typically found at C:\TSDV\Server\).
2. In the DocuVault Maintenance window, select the Backup tab.
3. Select Prepare for Offline Backup, then click Execute Command.
   Note: Before you restore a backup, you must execute the Prepare for Offline Backup command. If you do not execute this command first, any restoration is unusable.
4. To ensure a clean restore, use Windows Explorer to rename these file and folder names as in the examples below.

Note: [X]:\ represents the drive letter and path where your DocuVault is installed on the new standalone DM system.

5. Browse to the backup of your DocuVault from the old (live) server.
6. Replace the files you renamed in step 4 with the files and/or folders from your full backup of the old (live) server.
7. Browse to the DMServerName.xml file at:
   • C:\ProgramData\Sage\DocumentManagement\Version 6.0\DMClient\.
   • Right click DMServerName.xml and choose Edit
   • Change the server name in quotes in DMServer ServerName="server name" to the new standalone DM system computers name. Save and close the file.
8. Update the location of the log files as follows:
   Stop the Cypress hub on the new server if it is currently started.
   1. Launch Command window
      • Select START menu,
      • Type cmd in the Search dialogue box, click ENTER
   2. Type X:\TSDV\Server\db_prog -update X:\TSDV\Server\Logs * * *
      Notes: When you type the command, at the end of the path, there asterisks separated with a space between them. After \Logs, type a space, asterisk, space, asterisk, space, asterisk. The command will not work if you do not include these spaces.
      • Example: If you installed your DocuVault to D:\Timberline, then at the DOS prompt type D:\Timberline\TSDV\Server\db_prog -update D:\Timberline\TSDV\Server\Logs * * *
9. Launch the Docuvault Maintenance window.
10. Select Resume from Offline Backup; then click Execute Command.
    Note: When the command finishes, a db_prog.exe window may be open. When this window displays DocuVault READY, close or minimize the db_prog.exe window.
11. When the DocuVault Maintenance window displays DocuVault is back online, click Close
12. If you are performing an upgrade at the same time as the migration, you may need to upgrade Document Management to your new version. Perform the following if you are upgrading DM to version 18.2.2 from version 16.1 or 17.1.
    1. After completion of the above steps launch the Sage Document Management installation from the 18.2.2 disk image and select the option to upgrade your data.
    2. Launch Settings from Document Management folder in Sage Desktop and make any needed change (add, delete, or change a name).
    3. Click Finish. If no changes were made, click Yes to the message that appears.
13. Verify that your restored data is accessible and acceptable.
14. If your restored data is acceptable, delete the file and folders that you renamed in step 4.