The deployment of the Docman Cloud Enabler Application (DCEA) is done via either a manual or automated installation using an MSI file.

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Prerequisites

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Before installing the DCEA you need to ensure that both to the URL’s below can be accessed using tcp port 443. The first link is used for transferring the files to Docman 10 and connects through your N3 Connection. The second link is used for tracking the progress of your document synchronisations. Without either of these being accessible the cloud enabler tool will not function correctly.

Locating the Docman Server

Before continuing check the following to confirm you are on the correct server.

1. Open C:\PCTI
2. Open services.msc and look for the MySQL Service
3. If either the C:\PCTI directory doesn’t exist or the MySQL service doesn’t exist then you are not the Docman server.

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Installation – Guide

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The Cloud Enabler App

On the Docman 7/8 Server download the Cloud Enabler App using the below link and then run the MSI file once the download has completed. Once the Cloud Enabler has been installed don’t attempt to reinstall or upgrade to a newer version the Cloud Enabler App as each version of the cloud enabler app has a unique set of tables that are automatically configured when you run the cloud enabler app runs for the first time. Reinstalling or Installing a different version will cause the database to crash as they are not backwards or forwards compatible with each other.  The latest version can be obtained using the below.

Click Here to Download

Once you have launched the MSI file at the first screen click on “Next“.  At the second screen click on “Install” and the application will be installed as shown below.

Once you reach this screen click on “Finish“

Task Schedule Setup

Before deploying the DCEA you will need to import the task schedule file called “Docman Cloud Enabler App Sync” provided via the link below. Click on the link to download the task schedule. You will need to extract the two files and then import the schedule by right clicking the batch file and click run as Administrator.

The task schedule is setup to run every evening between 20:00 – 06:00, during lunch-time 12:00 to 14:00 Monday to Friday and then Saturday to Sunday 06:00 – 22:00. This tool doesn’t cause any disruption to your current version of Docman and therefore can be run during the day however you can adjust the schedule to suit your needs. The tool must be running during your planned migration slot though, hence why the 12:00 to 14:00 period within the schedule as most migrations are planned to take place during this time window.

The tool is specifically designed to copy the documents one by one, in order to reduce the amount of bandwidth it uses, which on average is 0.03Mbps during file migration.

Please Note: The service account the task schedule runs under will need to be able to access the shared drive that your Docman 7 documents are stored on, by default the task schedule will run under the system account. The System account doesn’t always have access to the Docman Document Store and may need changing to the account used by the Docman Backup Service (SBAB)

Task Schedule for Windows 7 / Server 2008 or Above

Click Here to Download

Task Schedule Windows XP / Server 2003 – Modification Required Once Imported

Click Here to Download

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 Post Installation Checks

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Now you have installed the Docman Cloud Enabler App and imported the Task Schedule provided, please login to the machine with the account you configured the task schedule to use.

Running For The First Time

This check should be completed whilst logged in with the account you intend to run the task scheduler under.

1. Choose one of the paths below that matches your computers Architecture, if you not sure then trying opening both is fine because only one should exist on the Docman Server.

2. Now right click the PCTI.DM10.Migration.Console.exe file and click “Run As Administrator”, this should open a black console screen, as shown below, and should remain open until it’s stopped by manual intervention or fully completes the Document Sync. After it has remained open for more than a couple of minutes it should have started processing documents and if it is working correctly you will see the messages below:

If the application appear to stall and you don’t see the “Doing Batch 1″ message then you will need to book a Docman Engineering slot via our Logistics team to investigate.  Our engineers are usually available daily between 15:00 and 17:00 with 24 hours notice.

Accessing Log Files

The log files are generated every time the Cloud Enabler App is run. Every day it will create a new log file with a date stamp as shown below.

Checking The Document Sync Is Enabled

This check verifies that the site is enabled on Docman’s centralised Migration Controller. You can check whether we have enabled document migration by looking in the Cloud Enabler App log file.

If document migration is enabled the DocumentMode will be set to Resume if not it will be Paused. The DatabaseMode will usually be in None, but sometimes will be in Test depending on whether we are trying to run a test migration. Once a test migration has been run it will revert back to None. When a test migration starts this will not impact the use of the Docman 7 as it just sends us a copy of the last backup.

Checking Your Account Has Access to the Fileshare

In the log file you should see an entry for all files that have been processed to date, if the account you are using doesn’t have access you will see the following message against every document

If you see this message against every document this either means that the fileshare is off-line or the account you are using doesn’t have the necessary access rights to the fileshare location.  If this is the case you should check the account has the correct privileges and if not correct.

If you only see this message against 1 or 2 files then this is likely to be because the file doesn’t exist in the Document Store but does exist in the Docman database (Orphan Document). This does not mean that there is a problem accessing the Fileshare.  i.e. If you only see this recorded against a very small number of files no action is required by you.  These file failures are recorded centrally with Docman and will be monitored by Docman and appropriate action taken.