How can I move my DocMan images folder from one location to another?

Associated Application Versions

• eMDs Docman all versions
   

Installation Scenarios

• New installs
• Upgrades
• Migrations

Problem

User wants to move the DocMan Images folder from one location (server) to another without breaking existing links to images.

eMDs Response

DocMan allows you to relocate the Images folder without losing links, provided the migration is performed correctly and while users are out of the system.

Important Notes

• Perform this procedure before or after hours, when no users are in eMDs.
• To better protect data, you may turn off the SQL Server service on the database server so users cannot connect during the migration.
• Always copy, not cut, when backing up the old Docman Images folder.
• Always use a UNC path (for example, $\\ServerName\Docman Images$), not a local drive path (such as $C:\Docman Images$).

Quick Summary

1. Logistics
   • Log in using the primary Windows Domain Administrator account on any workstation or server where you perform steps.
   • Perform the steps when no one is using eMDs; optionally stop the SQL Server service on the database server during the move.
2. At the original (old) server
   • Copy the entire Docman Images directory to a safe backup location (external drive, network location, cloud, etc.).
3. At the new server
   • Create a new Docman Images folder.
   • Paste all contents from the old Docman Images folder into this new folder.
4. Sharing on the new server
   • Share the new Docman Images folder to Domain Users with Read/Write (or Co-Owner) permission.
5. Security on the new server
   • On the Security tab, ensure Domain Users has Full Control on the new folder.
6. Update the path in Docman
   • In Docman, go to Control Panel → Storage → Directories and edit the HD1 path to point to the new UNC path
     (for example, from $\\OldServerName\DocmanImages$ to $\\NewServerName\DocmanImages$).
7. Cleanup
   • Turn the SQL Server service back on (if you turned it off).
   • On the old server, rename the old Docman Images folder to Docman Images.OLD and keep it as a backup.

Detailed Steps

1. Determine the Current Docman Images Location

1. Log into eMDs (administrator account is recommended).
2. Open Docman.
3. Click the Control Panel icon (red toolbox).
4. Double-click Storage.
5. On the Directories tab, locate HD1.
   • The path shown is the current Docman Images folder and should be in UNC format, such as:
     • $\\ServerName\Docman Images$ or similar.
   • This is the folder you will copy from.

2. At the Database Server (Optional but Recommended)

1. Log into the database server using the primary Windows Domain Administrator account.
2. Open the Services console:
   • Windows Server : Click Start, type services.msc in the Search field, press Enter.
   • Windows Server  and later: Press Windows + R, type services.msc, press Enter.
3. Locate SQL Server (MSSQLSERVER) (or the named instance used by e-MDs).
4. Right-click and select Stop.
   • This prevents users from accessing the database during the migration.

3. At the Old/Original Images Server

1. Log into the old/current server using the primary Windows Domain Administrator account.
2. Browse to the Docman Images folder identified in the earlier step (HD1 path).
3. Copy the entire folder (all files and subfolders) to a backup location:
   • External hard drive, network share, or cloud storage, etc.

Note:

• Do not use Cut. Cutting does not create a reliable backup and could result in data loss.
• Use Copy only to ensure a full backup exists before proceeding.

4. At the New Images Server

1. Log into the new server using the primary Windows Domain Administrator account.
2. On a local drive (for example, $C:\ or $D:\), create a new folder, such as:
   • Docman Images or
   • Shared Docman Images

(You may use the same folder name as the original if desired.)

3. Paste the contents you copied from the original Docman Images folder into this new folder.

5. Configure Sharing on the New Folder

1. Right-click the new Docman Images folder and choose Properties.
2. Go to the Sharing tab.
3. Click Share….
4. In the File Sharing window:
   • Type Domain Users.
   • Click Add.
   • In the Permission Level dropdown, set it to Read/Write (or Co-Owner, depending on OS).
5. Click Share.
6. After Windows applies the settings, click Done.

This shares the folder so all domain users can reach it.

6. Configure Security (NTFS Permissions) on the New Folder

1. Still in the folder Properties, go to the Security tab.
2. Confirm there is an entry for Domain Users. Usually this is added automatically after sharing.
3. Highlight Domain Users.
4. In the Permissions box, ensure Full Control is checked in the Allow column.
   • If it is not, click Edit…, set Full Control to Allow, and click OK.

These NTFS permissions ensure Docman can write to and manage files in the folder.

7. Point Docman to the New Images Location

1. Log into eMDs (preferably as administrator).
2. Open Docman.
3. Click the Control Panel icon (red toolbox).
4. Double-click Storage.
5. On the Directories tab, locate HD1.
6. Click the HD1 path to highlight it, then click the Pencil (edit) icon.
7. In the edit window, click the ellipsis button (...) to Browse for Folder.
8. In the Browse window:
   • Expand Network.
   • Navigate to $\\NewServerName\NewDocmanImagesFolder$ by selecting:
     • Network → NewServerName → New Docman Images folder
   • Click the new folder to highlight it, then click OK.

This will populate the path in UNC format, e.g.:

8. • $\\NewServerName\Docman Images$

Important:

• Always browse through Network so that the path is in UNC format (").
• Do not use a local path like $C:\Docman Images$; local paths will not work for other workstations across the network.

9. Back in the Directories window, click OK to save the new HD1 path.

Once saved, this new path is used by all workstations and users.

8. Final Cleanup

1. At the database server
   • Return to Services (services.msc).
   • Right-click the SQL Server (MSSQLSERVER) service (or your instance) and click Start.
2. At the old/original images server
   • Browse to the original Docman Images folder.
   • Rename the folder to Docman Images.OLD.

Do not delete this folder immediately; retain it as a backup in case any images need to be recovered later.