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Knowledge Base

DocuWare
Disaster Recovery Plan

Affected Modules:
DocuWare 5.1

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 1 -
Contents

1.1 General backup strategies ......................................................................................................................................... 3


At the fulltext backup, there will be all saved all the files of an defined time periode on an
additional disk ................................................................................................................................................................... 3
1.2 General backup recommendation ........................................................................................................................... 4

2. Creating the necessary backups ............................................................................................. 4


2.1 Backup of the DocuWare Database ....................................................................................................................... 4
2.2 Document backup .......................................................................................................................................................... 6
2.3 Fulltext files backup ..................................................................................................................................................... 7
2.4 Backup and export of ACTIVE IMPORT jobs from the registery ................................................................ 9
2.5 COLDREAD files backup .............................................................................................................................................. 9
2.6 External text files backup ........................................................................................................................................ 10
2.7 CONTENT-FOLDER backup........................................................................................................................................ 11
2.8 Validation backup ........................................................................................................................................................ 12
2.9 TIFFMAKER port backup............................................................................................................................................ 13
2.10 INTERNET SERVER backup ..................................................................................................................................... 15
2.11 Backup of the DWREQUEST-Container ............................................................................................................ 16
2.11.1 Backup of all DWREQUEST-Containers ................................................................................................... 16
2.11.3 Backup of certain containers ...................................................................................................................... 17
2.2 Not considered special cases in this documentation ................................................................................... 18

3 DocuWare System installation and Database restore ...................................................... 18

4. Restore of the DocuWare Systems ....................................................................................... 25


4.1 Document restore ........................................................................................................................................................ 25
4.2 Fulltext restore ............................................................................................................................................................. 26
4.3 INTERNET SERVER restore ........................................................................................................................................ 28
4.4 Validation restore ........................................................................................................................................................ 31
4.5 External text files restore......................................................................................................................................... 34
4.6 ACTIVE IMPORT Job restore ..................................................................................................................................... 35
4.7 CONTENT-FOLDER restore ........................................................................................................................................ 36
4.8 COLD/READ restore ..................................................................................................................................................... 37
4.9 TIFFMAKER ports restor ............................................................................................................................................ 38
4.10 Restore of the DWREQUEST-Container ........................................................................................................... 39

5. Test run and system environment check ............................................................................ 40

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 2 -
1. Development of the carry out backups
1.1 General backup strategies

There are 3 different backup methods whose assets and drawbacks are explicit on the customers use
case.

Full data backup

At a full data backup all files will be saved at a specific time on an external storage.
Advantage: All data stay completely ahead. So there is no longer search for recovering the data files.
Disadvantage: depending on whether how many data were saved, the backup can take a long time and
costs many disk space.

Stepwise („incremental“) data backup

First of all a full data backup is made. At the first „incremental” backup only data will be saved, which
haven’t be saved at the last full backup. All further incremental backups

Advantage: Disk space and time will be saved!


Disadvantage: If necessary, the last full backup has to be copied on your system. After that
all data, created after the full backup, hast to be added to the full backup. Also, a single data restore is
much more time intensive as a full backup. After all, all incremental data and maybe
the full backup had to look through to find the actual version of a file.

Differential data backup

Also here a full backup must be realised. After that, at every differential backup, all changed data since
the full backup will be saved. The difference opposed the incremental backup is all changes till the last
full backup will be saved. Not all data since the last incremental backup.

Advantages: The restore of the data files, if necessary, is uncomplicated and much faster. Only the last
full backup and the actual differential backup must be there.
Disadvantage: The differential backup will need more disk space and more time to run on the medium.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 3 -
1.2 General backup recommendation

Generally it is recommended, once in a week (normally on Weekends) to do a full backup of the


corresponding data of DocuWare. During the week, daily differential backups for the necessary
protection should be taken.

It is important to note that this is only a general recommendation and depends on the customers use
case.

2. Creating the necessary backups


2.1 Backup of the DocuWare Database

First of all, using the MySQL administrator to create a full backup of the DocuWare databases DWDATA,
DWSYSTEM and DWLOGGING.

In this documentation it is assumed to use the MySQL database server, because of this fact, the
constitution of the backup could be different from other database server backups. The general procedure
is the same for all three supported DocuWare databases MySQL, MSSQL and Oracle. While backup the
Full text tables it is to observe that the size depends on the size of the archive and settings of the Full
text workflow.

Big Full text tables need in certain circumstances a special backup process which is documented in
knowledgebase article 0452.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 4 -
Different ways for generating a backup can be found in the Knowledgebase article 0452

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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2.2 Document backup

Next, file backup of all created documents will be build. For this, the location of the documents should
be checked in the DocuWare administrator.

Next, location destination must be figured out. For this, check DocuWare Administration on DocuWare
System -> location -> properties of storage path.

In this location, the donated disk is marked up. Now this one can be saved. This approach must be done
for each disk.

Also, complete locations can be saved easily. For this, properties of the location and destination must be
checked, and the complete directory saved.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 6 -
2.3 Full text files backup

If full text should be used in case of emergency, the data must be saved additionally on file-level. These
are defined in the respective location, which is also shown in general properties at the administration.

The appropriate location of the target path can be taken out of the administration

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 7 -
In this directory you can find the appropriate MST and SL files of the archives.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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2.4 Backup and export of ACTIVE IMPORT jobs from the registry

In case of a server crash not to re-create all ACTIVE IMPORT jobs, the complete ACTIVE IMPORT key
should be exported out of the registry und saved on the backup medium

2.5 COLDREAD files backup

Further COLDREAD data, which are necessary for the COLDREAD jobs accordingly Workflows, should also
be saved. This can be done in the DocuWare Administration. if pure DocuWare 4 COLDREAD run is used,
it can be found in the 16-bit COLDREAD module

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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2.6 External text files backup

In many cases, DocuWare is using external files as source for index entries that came from an external
application or were created by an administrator.

Overview about the file Path to particular file


connections

In the DocuWare Administration among the file connection is displayed, how many connections are
existing. It shows how many files have to be saved and where they were saved.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 10 -
2.7 CONTENT-FOLDER backup

If some CONTENT FOLDER is stored on the Servers, these ones should be saved, too. There is no possibility
to see where they were stored.
The saved CONTENT FOLDER on the server path E: was stored on the external disk, too.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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2.8 Validation backup

There is a possibility in DocuWare 5.1 to use self made source codes to check the user’s entries in
DocuWare masks using validations. In the Administration below the cross point Validations you can see if
a validation is used or active.

By help of the corresponding validation dialogue, the path where the DLL is saved can be found.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 12 -
2.9 Backup der TIFFMAKER-Ports

TIFFMAKER port configurations will be saved like ACTIVE IMPORT jobs from the registry.

The questions, the config is saved in HKEY_CURRENT_USER or HKEY_LOCAL_MACHINE, depends on the


settings in the DocuWare administration above Organisation -> General -> Miscellaneous

For saving the corresponding key, you have to export the TIFFMAKER key out of the registry and save it
on the backup medium.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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Please note, that only the settings of the DocuWare TIFFMAKER dialogues will be saved and no Windows
printer settings like further options for example.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 14 -
Example: DocuWare TIFFMAKER Dialogue Example: Windows printer settings

2.10 INTERNET SERVER backup

The DocuWare Internet Server provides the opportunity, to have access to the documents via Web.
Because of the possibility to adjust the appearance, the settings could also be saved. To do the INTERNET
SERVER backup, it is recommended to save all “scripts”, “dwis” folders as well as in the INTERNET SERVER
directory all “dwis3.ini” and “.dwis3” files.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 15 -
2.11 Backup of the DWREQUEST-Container

2.11.1 Backup of all DWREQUEST-Containers

Already existing DWREQUEST containers will be backuped, too. If not, they have to be recreated.
For this purpose, the storage location of the REQUEST container has to find out of the REQUEST
container settings.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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After checking the target path in the DocuWare Administration you have to open the
corresponding path with the Windows Explorer.

Asyou can see in the picture, the folder “Containers” contains some sub folders with a GUID in it.
In this folders you can see the single DWREQUEST containers.
To backup all REQUEST containers in this storage location, you have to save the whole folder.

2.11.3 Backup of certain containers

If only certain containers should be secured, you have to find out what appropriate container
GUID is assigned to the file in the appropriate folder in the directory. To find out a GUID for a
specific container, it must be taken out the database from DWSYSTEM with an SQL-Query and the
following syntax:

SELECT guid FROM dwworkflow where workflow like '%<REQUEST-Container Name>%'

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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As a result, you get the corresponding GUID to the container (see picture). Now you have to compare the
GUID with the sub folder of the container and the comparing container folder has to be saved on the backup
medium. This approach has to be repeated for all DWREQUEST containers.

2.2 Not considered special cases in this documentation

If there is still an existing database connection on ODBC data source, it is recommended to save the
settings of the data source via screenshot. So you can rebuild the settings safe and fast after a system
crash. If you are using Toolkits or SDK applications on the server, you have to save them, too.
These two issues are not including in this article.

3 DocuWare System installation and Database restore


To re import the backup you have to be sure, that DocuWare is at the same FIX version like the system you
want to import the backup. Therefore you have to copy the DocuWare CD on the server because the clients
needed it for the Update Service.
In relation to the Update Service you have to decide, if the PC name of the new server is the same like the
original server name.

If the PC name is the like the new server, it is recommended for administrative reasons to name the release
like the original server. For this you have not to change something at the clients. If the PC name is not the
same like the old one or the release has not the same name, you have to change each client with an Update
Service. With help of our Knowledge Base Article 0467 you can customize the SETUPPATH on the clients.

First of all you have to install the database, all DocuWare servers (except the INTERNET SERVER) and the
DocuWare Client. You have to use the same database server like on the original server.

Run the MySQL Administrator (it is recommended to use the same method to restore, like the used one in the
backup). Choose the function restore and type the path to the backup file

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 18 -
Run a analyse of the backup file. Now the contained databases are shown. When all databases are secured,
you should not backup the MySQL databse.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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Click on Start Restore to run the backup. This process may take a few minutes. Run the program MySQL Query
Browser and switch to the DWMachine table in the database DWSystem. Edit the column machine_name and
domain and fill in the new server and domain name. If the server is not in a domain you have to fill in the
Workgroup.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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Change the names in the table DWServer and in the columns name, connections and settings.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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Copy the GUID of the Authentication Server out of the table DWserver and extend the file
DWAuthenticationServer.exe.settings

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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You have to repeat this step for the Content and Workflow Server.

In MySQL there is a possibility to change the files with an script. So you don’t have to do this manual:

use dwsystem;

Update dwmachineid
Set domain='<Domain Name>', machine_name='<RECHNER NAME>';

Update dwserver
Set name='AuthenticationServer <RECHNER NAME>', `connection`='<RECHNER NAME>:9000'
Where type=130;

Update dwserver
Set name='ContentServer <RECHNER NAME> 1', `connection`='<RECHNER NAME>:9001'
Where type=128;

Update dwserver
Set name='WorkflowServer <RECHNER NAME> 1', `connection`='<RECHNER NAME>:9002'
Where type=129;

UPDATE dwserver
SET settings = REPLACE(settings,'<Alter RECHNER NAME>','<RECHNER NAME>')
WHERE settings like '%<Alter RECHNER NAME>%';

To run the script, first change the entries <Alter RECHNER NAME>, <RECHNER NAME> and <Domain Name>.
Fill in the text in the corresponding field via the MySQL Query Browser and click execute.
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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
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This script only works with MySQL.

Now you can run services of the DocuWare server.

Login to the DocuWare Administrator. Now you have to change the name of the servers at the following
places:

DocuWare System > Data Connections > Database Connections > Content > Connection Parameters >
Database Server Name > [customize]

DocuWare System > Data Connections > Database Connections > Authentication > Connection Parameters >
Database Server Name > [customize]

DocuWare System > Data Connections > Database Connections > Logging > Connection Parameters >
Database Server Name > [customize]

Now you have to restart the DocuWare servers.

After that, the DWSetup.exe had to run again to install the DocuWare Internet Server

For the last step you have to install the fixes. You should reach the same condition like the original server.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 24 -
4. Restore of the DocuWare Systems
4.1 Document restore

For this step, the files on the backup medium had to be checked first. There is a difference if only single
disks were saved or whole storage locations.

If whole storage locations were saved, you have to figure out with help of the administration, where
these locations were saved before.

The storage location has to be copied to the path shown in the DWAdministration to rebuild the
directory structure.

If single disks were saved, you can get an overview of the storage path and documents at the point
Archive -> Documents in the DWAdministration.

Here you can see what disk is saved in what storage location. You can see in the attributes of the
corresponding storage location where the path is.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 25 -
Afterwards the disks of the file cabinet which were saved in this location were copied to the according
storage location. If the specified folder did not exist, you have to create it manual to get the requested
directory structure.

Of course it is possible to change the directory structure. For this, you only have to change the path in
the settings of the storage location and copy the disks to it.

4.2 Fulltext Restore

The action to backup the Fulltext files is analog like the restore of the documents. Also here you have to
find out where the original storage location is located. You can see it in the DWAdministration by the
settings of the file cabinet under general.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 26 -
Storage location by the settings of the file cabinet Path of the storage location on file level

Afterwards the corresponding full text files (<file cabinet name>.MST and <file cabinet name>.SL) were
copied to the given storage location.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 27 -
4.3 INTERNET SERVER restore

To restore the INTERNET SERVER you have to copy the files dwis3.ini and *.dwis3 files to the installation
folder. You have to replace the dwis3.ini with the one which is new generated

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 28 -
For the next step, the folders „dwis3“ and „scripts“ were restored for doing some adjustments in the
Perl-Scripts, HTML templates and CSS files on the new server.

For this purpose you have to generate the folder „dwis3“ and „scripts“ which were overwrite by the
backup.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 29 -
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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 30 -
.
So that the changes become effect, you have to restart the INTERNET SERVER service.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 31 -
4.4 Validation backup

To control if there was a validation configured, you have to check the following point in the
administration:
Organization -> General -> Validation

Here you can get a survey of the configured validations.


To import a validation, you have to copy the backup of the validation DLL in the target path that is
present in the external library.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 32 -
To apply the validation, you have to restart the Content Server after copying the DLL file.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 33 -
4.5 Restore of the external text files

You can get a survey of your configured text files at the following point in the administration:
System level -> data connections -> file connections

In the properties of each file connection you can view the original path of the text files.

You have to put the text files in the named path.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 34 -
4.6 Restore of the ACTIVE IMPORT jobs

You have to note that the registry keys of ACTIVE IMPORT are stored in HKEY_CURRENT_USER. So they
can only be restored with the actual logged in windows user.

Therefore the ACTIVE IMPORT keys can only be imported if the actual logged in windows user is the same
user that is starting the ACTIVE IMPORT jobs.

As you can see on this print screen of an exported ACTIVE IMPORT key, there is registered the temporary
client adf file of the target file cabinet and the basket path.

Normally you can not reach the paths from the beginning. So you first have to open the exported
ACTIVE IMPORT key in a text editor. You can readout a DocuWare user in the path to the temporary ADF
(‘file cabinets’) file.
(<path>\\<username>\\<GUID>\\<file cabinet name>..ADF)

There are different possibilities to make the file cabinet available for ACTIVE IMPORT:

- Login with the DocuWare user named in the ADF file, so that the file cabinet will be registered for
the user.
- Login with another DocuWare user and adjust the path to the temporary ADF file manually.

Now open the client exclusively with the corresponding user and register the basket that is named in the
section “Target”.

Please note that all ACTIVE IMPORT jobs in this exported registry key are saved. So you have to do this
procedure with each ACTIVE IMPORT job. You can differ the ACTIVE IMPORT jobs on the basis of “iXXX”:

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 35 -
If all conditions are correct you can import the key with a double click.

4.7 Restore of the CONTENT-FOLDER

The CONTENT-FOLDER backups are copied to the server.

DocuWare does not specify any paths for the storage of a CONTENT-FOLDER.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 36 -
4.8 Restore of the COLDREAD Jobs

To check the path of the FRM files, you have to go in the administration. There you can find the
COLDREAD path in the properties of the Content Servers.

The first thing you have to do is to copy the FRM, SCA and CFG files in the named path.

To find the original storage path of the spool files, you have to open the CFG file in notepad. There you
can find the attribute “Spool”. Behind this attribute you can find the path of the spool file. You have to
copy the spool file in this directory.

You have to do this procedure for each CFG file.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 37 -
4.9 Restore of the TIFFMAKER Ports

Before you start to restore the TIFFMAKER ports you have to check that all the paths in the exported
registry key are available.

Similar to the import of the ACTIVE IMPORT keys, the file cabinet and the used basket for the TIFFMAKER
have to be registered for the logged in Windows user. The file cabinet and the basket have to be opened
once at the first time.

You also have to check that temporary path of the TIFFMAKER is existing.
Please note that you have exported several ports in the key. So you have to do this procedure for each
TIFFMAKER port.

On the basis of the registry path you can see which TIFFMAKER key you are editing at the moment (see
below).

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 38 -
If all conditions are correct you can import the key with a double click.

4.10 Restore of the DWREQUEST-Container

To restore a DWREWUEST container you have to check the original storage location in the DocuWare
administration.

Then you have to check the storage location of the REQUEST containers in the properties and copy the
container out of your backup in the target directory.

You have to do this procedure for each REQUEST container.


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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 39 -
5. Test run and checking of the new system environment

1. The DocuWare client on the Windows 2003 server and the clients are starting without any
errors.

2. The settings in the DWSystem database are stored correctly and the settings in the DocuWare
administration are complete

3. Search, view and edit documents with the DocuWare Client is working without any problems. If
this is true the access to the documents is guaranteed.

4. The fulltext search for documents is working. So there is no damage of fulltext tables or fulltext
files.

5. External select lists with text files are also working without any problems.

6. The DocuWare Internet Server is working without any errors and you can use the Internet Server
with all its functions. You also see the original design on the Internet Server page.

7. You can refresh the CONTENT-FOLDER and access documents without any errors.

8. ACTIVE IMPORT imports documents without any failures.

9. The TIFFMAKER uses the correct port settings.

10. If you try to enter wrong index entries in a field that contains a validation, DocuWare will
handle the situation correct.

11. Recording of created REQUEST CONTAINERs is working without any problems.

12. The COLDREAD jobs and the COLDREAD Workflows are storing the data in the correct file
cabinets.

13. AutoIndex is indexing the documents in the file cabinet correctly out of the external text file.

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Nummer: 0520 Titel: DocuWare Disaster Recovery Plan
Datum: 09.01.2008
Autor: Thorsten Reuther Page - 40 -