FileCabinet CS: Installing FileCabinet CS on a SQL Server

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If you have chosen to use the SQL database format alternative for FileCabinet CS, follow the directions below for a successful setup and conversion.

Preparing for conversion - Rebuilding folder links

To ensure that documents are associated with the same user-defined folders after the conversion to database format, we recommend that you rebuild folder links if you have renamed a user-defined folder in the Setup > System Configuration > Document Folders dialog for the data location you are converting. Rebuilding folder links is not required if you have never renamed user-defined folders. This process may take several minutes, depending on the number of drawers and documents. Follow these steps for each data location in the structured storage format that you will convert to database format if user-defined folders were renamed. All other users should exit FileCabinet CS during this process.

  1. Choose Repair from the Help menu.
  2. In the Drawers tab, click the Rebuild Folder Links button.
  3. Click the Select All button to select all drawers.
  4. Click the Rebuild button, then click Yes when notified that the process can take several minutes.

Install and configure the database from the standard flat file database

Install and configure the database when upgrading from SQL Express to a full version of SQL

Adding a database data location

Converting data from standard format to database format

Selecting the database data path in other CS Professional Suite applications

Install and configure the database (If currently running on the standard Flat File Database)

Complete these steps if you have determined that storing FileCabinet CS data in the database format is appropriate for your firm and you are going with either the SQL Express version or a full version of SQL.

  1. Verify that you are logged into the server that will be hosting SQL as an administrator.

  2. Close all open applications, including background virus protection software.

  3. If you have installed a full version of SQL, follow Microsoft's instructions on how to install an an Instance of SQL server and then continue with the next steps. You will also need to install SQL Server Management Studio (SSMS).

    If you will be installing an Express version of SQL, skip to step 12 below.

  4. On the server where your full version of SQL is installed, use SQL Management Studio to enable Mixed Mode authentication. Right click on the instance in SSMS and choose properties. Go to the Security page and set Server Authentication to SQL Server and Windows Authentication. If this option was not already set, you will need to restart your SQL instance before proceeding.

  5. Click Start in the Windows taskbar, choose Run, enter the command F:\WINCSI\CABINET\SQL\SETUP.EXE (where F: represents the drive on which FileCabinet CS is installed), and click OK.

  6. In the Welcome to FileCabinet CS Database Setup dialog, verify that you are installing the program on the computer that you want to designate as the database server and click Next to continue.

  7. The installation wizard displays the software license agreement. If you accept the terms of the agreement, mark to accept the terms and click Next to continue.


  8. Step 1: Confirm where FileCabinet CS has been installed: Browse to and select F:\WinCSI (Where F: represents the drive on which FileCabinet CS is installed). Click Next.

  9. Step 2: Configure Database Server: Select Use an existing instance of Microsoft SQL Server 2005 or higher and click Next.

  10. In the next screen, choose your instance from the drop-down list...mark Connect using Windows authentication and click Next.

  11. Step 3: Update FileCabinet CS configuration files. Proceed through processing this final step and click Finish when the installation is complete.

  12. If you will be installing the SQL Express version, Click Start > Run and type F:\Wincsi\Cabinet\Sql\Setup.exe (F represents the drive where FileCabinet CS is installed) on the server where your database will reside and click OK.

  13. In the Welcome to FileCabinet CS Database Setup dialog, verify that this is the computer where your database will reside, check Yes and click Next.

  14. The installation wizard displays the software license agreement. If you accept the terms of the agreement, mark the I accept the terms in the License Agreement checkbox and click Next.

  15. Step 1: Confirm where FileCabinet CS has been installed: Browse to and select F:\Wincsi (where F: represents the drive on which FileCabinet CS is installed). Click Next.

  16. Step 2: Configure Database Server: Select Install a new instance of Microsoft SQL Server 2008 R2 Express Edition SP1 and click Next.

  17. In the next window, enter the name of the instance you would like to use in the Instance name field and click Next.

  18. Step 3: Update FileCabinet CS configuration files. Proceed through processing this final step and click Finish when the installation is complete.



Install and configure the database (If upgrading from SQL Express to a full version of SQL)

Complete these steps if you are upgrading your database from SQL Express to a full version of SQL.

  1. Make a backup of the existing database location. See this topic for instructions on how to do this.
  2. Follow Microsoft's instructions on how to install an instance of SQL server. You will also need to install SQL Server Management Studio.
  3. Use SQL Server Management Studio (SSMS) to enable Mixed Mode authentication on the new instance. To do so, right click on the instance in SSMS and choose properties. Go to the Security page and set Server Authentication to SQL Server and Windows Authentication. If this option was not already set, you will need to restart the instance of SQL Server before proceeding.
  4. Verify that you are logged into your SQL server as an administrator.
  5. Close all open applications, including background virus protection software.
  6. On the Windows taskbar, click Start > Run and enter F:\WinCSI\Cabinet\SQL\Setup.exe (where F: represents the drive on which FileCabinet CS is installed) and click OK.
  7. In the Welcome to FileCabinet CS Database Setup dialog, verify that you are installing the program on the computer that you want to designate as the database server and click Next.

  8. The installation wizard displays the software license agreement. If you accept the terms of the agreement, mark the I accept the terms in the license agreement checkbox and click Next.

  9. Step 1: Confirm where FileCabinet CS has been installed: Browse to and select F:\Wincsi (where F: represents the drive on which FileCabinet CS is installed). Click Next.

  10. Step 2: Configure Database Server: Select Use an existing instance of Microsoft SQL Server 2005 or higher and click Next.

  11. In the next screen, choose your instance from the drop-down list...mark Connect using Windows authentication and click Next.

  12. Step 3: Update FileCabinet CS configuration files. Proceed through processing this final step and click Finish when the installation is complete.

  13. Follow the Adding a dabase data location in FileCabinet CS steps below to create a data location on the new SQL instance.
  14. Restore the backup from step 1 by going to File > Restore. Click the drop-down list in the upper left to change the selection from Drawers to Database Locations. Change your restore location if necessary and select the database location backup created from step 1. Unmark the option to Restore to original database server and select the new database server in the Restore to database server drop-down. Choose Yes when prompted to overwrite the existing database.



Adding a database data location in FileCabinet CS

Follow these steps to add a data location in database format. The data location must be added before drawers can be

converted to database format.

  1. Choose System Configuration from the Setup menu.

  2. Click the Data Locations tab.

  3. Click the Add/Modify Data Location button.

  4. In the Data Location Format dialog, click the Database format option and click Next.

  5. In the Add Database Data Location dialog, choose the database server from the drop-down list for the Enter the database server where the FileCabinet CS database will reside field. If the database server is not listed, enter the database server name and instance separated by a backslash. A drive letter or "\\" should not precede the server name, so if your server name is Server01 and the SQL Server 2005 instance is SQLExpress, enter Server01\SQLExpress. You may choose an SQL Server 2005 instance that is also being used by another application, such as Practice CS.

  6. The database name defaults to fcabdatadb. If you prefer a database name other than the default, enter the database name or choose an existing database from the drop-down list for the Enter the database name field (if you previously added a database data path for FileCabinet CS). Do not choose a database associated with an application other than FileCabinet CS.

  7. Enter an alias for the data path, such as Client Cabinet or Staff Cabinet.

  8. Click OK.

Note: If you desire multiple data locations on the same SQL instance, follow the steps above, and in Step 6, type a unique database name for each data location that you create.

Converting data from standard format to database format

Important! Converting data may take a substantial amount of time, depending on the number and size of drawers being

processed. All other users must exit FileCabinet CS during this process.

Follow these steps to copy and convert drawers to database format. The data path from which you copy drawers will not be

deleted during this process.

  1. Add the database data location by following the steps in the previous section.
  2. Make the data path from which you are converting the current path.
  3. Choose Copy Drawers from the File menu.
  4. Choose the database data location from the drop-down list for the Destination location field.
  5. Select the drawers to copy, or click the Select All button to select all drawers.
  6. Mark the Automatically create folders checkbox to add user-defined folders in the current data location to the database data location.
  7. Mark the Enable application lock during copy process checkbox to enable an application lock during the copy process to ensure that no other users can access FileCabinet CS.
  8. Click the Copy button, then click Yes to continue with the copy process.
  9. If a drawer already exists in the destination location, you will be prompted to overwrite the drawer. If you do not intend to monitor the copy process while it is running, we recommend that you click either the Yes To All or No To All button to keep this dialog from opening for other drawers that also exist in the destination data location.
  10. Allow the conversion to run uninterrupted. When the process is complete, you may receive a message that all drawers were successfully copied. If any drawers were not copied, the Copy Drawers Results dialog opens, listing the drawers that were not copied. Click the Copy to Clipboard button to paste the results into a text program such as Notepad or Microsoft Word for future reference.

When drawers are converted to the database format, they retain their links to archived documents that are stored in volumes. The volumes are not converted to the database format; they remain on your drive in the standard format. However, you can still view and restore all archived documents from a data location that uses the database format.

The data location from which you copied drawers is not deleted during the copy process. Follow these steps to remove the

path from the list of data locations. This will prevent FileCabinet CS users from storing additional documents in that location.

  1. Choose System Configuration from the Setup menu.

  2. Click the Data Locations tab.

  3. Highlight the data location you want to remove from the list and click Delete.

  4. Click OK when notified that data will not be deleted.

Once you have reviewed the data that was converted to database format, the original data in structured storage format can be deleted if you would like to clear it from your drive. By default, archives are stored in the $Archive directory within the data directory, so be sure to retain the $Archive directory if you choose to delete the original data and have created archives in that location.

Selecting the database data path in other CS Professional Suite applications

The new database data location must be selected as the print destination in other CS Professional Suite applications, just as standard format paths are. You can select a database data location as the default data location from within other CS Professional Suite applications that save a default FileCabinet CS data path, such as UltraTax CS or Creative Solutions Accounting.

Notes

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