iw Document Manager Cabinet Converter User s Guide

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3 iw Document Manager Cabinet Converter User s Guide Contents Contents Abbreviations Used in This Guide Trademarks and Copyright About Document Manager Cabinet Converter Conversion Overview Upgrading to Document Manager Version Installing Document Manager Version Installing Document Manager Cabinet Converter Converting Cabinets Converting a Btrieve Cabinet Converting a Scan Folder Uninstalling Document Manager Cabinet Converter Unsupported Characters in iw Document Manager Important Notes IMPORTANT Before using this product, please read and review the IMPORTANT section on the next page and "Important Notes," on p. 26. iw Document Manager Cabinet Converter User s Guide 1

4 Abbreviations Used in This Guide In this manual, product names are abbreviated as follows: CanoBureau Workgroup Series: iw Document Manager Client: iw Document Manager Workgroup Server & iw Document Manager Enterprise Server: iw Document Manager Cabinet Converter: iw Document Manager Text Search Administrator: CanoBureau Workgroup Document Manager Client Document Manager Server Document Manager Cabinet Converter Document Manager Text Search Administrator Trademarks and Copyright Microsoft, Windows, Windows NT, and Windows Server are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Btrieve is a trademark of Pervasive Software Inc. in the United States and/or other countries. 2 iw Document Manager Cabinet Converter User s Guide

5 About Document Manager Cabinet Converter Cabinets and scan folders created with CanoBureau Workgroup V2.1 or CanoBureau Workgroup Gold V2.1 must be converted before they can be registered with Document Manager Version 4.0. Document Manager Cabinet Converter is an application for performing this task. The following types of cabinets can be converted: CanoBureau Workgroup V2.1 Btrieve cabinets CanoBureau Workgroup Gold V2.1 Btrieve cabinets CanoBureau Workgroup V2.1 or CanoBureau Workgroup Gold V2.1 Scan folders IMPORTANT If characters that are not supported by iw Document Manager are used in a cabinet, they are replaced with underscore ('_') characters. Refer to "Unsupported Characters in iw Document Manager," on p. 25 for further information on the unsupported characters. Due to differences in specifications between CanoBureau Workgroup and Document Manager Version 4.0, conversion may not be possible in the following cases: - If one or more identical document names are found. (The application is not case sensitive.) - If the number of folders exceeds 65, For Btrieve cabinets, if the database size exceeds 2 GB after conversion. - If replacement of unsupported characters in volume and user names by "_" (underscore characters) results in identical volume or user names. When updating CanoBureau Workgroup cabinets with Document Manager Administrator, unsupported characters might not be converted and cabinets could become unusable. To resolve this problem, convert the cabinets again with Document Manager Cabinet Converter. For further details, please refer to "Important Notes," on p. 26. NOTE Btrieve cabinets are converted to shared cabinets of Document Manager Workgroup. Scan folders are converted to personal cabinets. Documents in converted Btrieve cabinets and scan folders are assigned the status [Opened]. If an error occurs during conversion, the process is aborted. Please try again. iw Document Manager Cabinet Converter User s Guide 3

6 Conversion Overview Depending on where and how Document Manager is installed, the procedure to convert cabinets using Document Manager Cabinet Converter differs. Please follow the procedure corresponding to the operating environment you are using. IMPORTANT Always back up cabinets before converting them. Upgrading to Document Manager Version 4.0 The steps below outline the process of migrating a computer and its cabinets from CanoBureau Workgroup to Document Manager Version Back up existing cabinets. 2 Install Document Manager Cabinet Converter on the computer convert the cabinets. 3 Uninstall CanoBureau Workgroup from the computer. 4 Install Document Manager Server Version 4.0 on the computer. 4 iw Document Manager Cabinet Converter User s Guide

7 Installing Document Manager Version 4.0 Below is an outline of how to migrate cabinets from an existing CanoBureau Workgroup Server to a new Document Manager Version 4.0 Server installed on a separate machine. For example, you could convert all the Btrieve cabinets on an old CanoBureau Workgroup Server so that they can be accessed from the new Document Manager Server Version Back up existing cabinets on the computer with CanoBureau Workgroup. 2 Install Document Manager Version 4.0 on the new computer. 3 Install Document Manager Cabinet Converter on the new computer. 4 Specify the cabinets to be converted from Document Manager Cabinet Converter start conversion. IMPORTANT You must be able to connect normally to the CanoBureau Workgroup cabinets from the other computer in order to convert. However, if the cabinets to be converted do not meet the requirements, other volume files may be copied instead. iw Document Manager Cabinet Converter User s Guide 5

8 Installing Document Manager Cabinet Converter Document Manager Cabinet Converter must be installed on a machine that already has CanoBureau Workgroup or Document Manager Server Version 4.0 installed. To install Document Manager Cabinet Converter, follow the procedure below. IMPORTANT Installation must be performed from the local CD-ROM drive. To install on Windows NT 4.0/2000, log in as a user with Administrator privileges. 1 Insert the installation CD-ROM into the CD-ROM drive. Double-click "setup.exe" on the CD-ROM. IMPORTANT If Document Manager Server or Document Manager Client is not already installed, an error message is displayed and installation aborts. 2 Click [Next]. 6 iw Document Manager Cabinet Converter User s Guide

9 3 Click [Install]. Installation starts. iw Document Manager Cabinet Converter User s Guide 7

10 4 Click [Finish]. Installation is complete. For Windows 98 SE/Me, restart your computer after the installation of Document Manager Cabinet Converter. 8 iw Document Manager Cabinet Converter User s Guide

11 Converting Cabinets In order to prevent the FTS from indexing during cabinet conversion, stop FTS Schedules on all PC's for which Manager of CanoBureau Workgroup is installed. You can stop FTS Scheduler in the following steps: Windows 98/Me After double-clicking the [FTSScheduler] icon on the task tray, click [Stop] in the dialog box. Windows NT 4.0 Click [Services] from [Control Panel], select [CanoBureau Text Search Scheduler] and click [Stop]. Windows 2000 Click [Administrative Tools] from [Control Panel], point to [Services], select [CanoBureau Text Search Scheduler], and then click [Stop Services]. IMPORTANT Always back up cabinets before converting them. To convert cabinets in Windows NT 4.0/2000, log in as a user with Administrator privileges. In order to convert cabinets (except scan folders), Document Manager Server must be installed. Confirm that no users are connected to the cabinet that is to be converted. During conversion, do not connect to the cabinet from CanoBureau Workgroup. There may be cases in which converting a cabinet takes a long time. The operational procedure depends on the type of cabinet (scan folder or Btrieve cabinet) that you want to convert. iw Document Manager Cabinet Converter User s Guide 9

12 Converting a Btrieve Cabinet 1 Click [Start] on the Windows task bar select [Programs] [Canon iw] [Document Manager Cabinet Converter]. Document Manager Cabinet Converter starts. 2 Click [Next]. 3 Select [Btrieve Cabinet] from [Select Cabinet Type]. 10 iw Document Manager Cabinet Converter User s Guide

13 4 Select a cabinet for conversion. To select by cabinet name Select [Select by Cabinet Name]. Select a cabinet name to convert. To enter the path directly: Select [Specify Cabinet Path]. Enter the path in [Specify Cabinet Path] click [Next]. iw Document Manager Cabinet Converter User s Guide 11

14 To browse for the path: Select [Specify Cabinet Path]. Click [Browse]. Specify the path where the cabinet database files are located click [OK]. [OK] [Cancel] [Network] Accepts the specified path and returns you to the [Select a Cabinet] dialog box. Returns you to the [Select a Cabinet] dialog box. Cabinets on other computers that can be accessed on the network can be selected. In this case, it is necessary to specify their path in UNC (Universal Naming Convention) format. IMPORTANT If the cabinet you specify to convert is another machine's Btrieve cabinet, [Create New Volume Blocks] check box on the [New Cabinet Settings] dialog box is fixed selected, and a new volume block is created. 12 iw Document Manager Cabinet Converter User s Guide

15 5 Enter the Supervisor user password click [Next]. NOTE You can convert cabinets only by connecting as the Supervisor user. 6 Specify a name and location (path) to store the converted cabinet click [Next]. IMPORTANT The following cannot be specified as the [Cabinet Path]: - drives on a network - removable drives (e.g., MO, floppy disks) - folders in which files already exist When [Create New Volume Blocks] is selected, the new volume block file is created with the same path as the cabinet, and the volume settings are saved. iw Document Manager Cabinet Converter User s Guide 13

16 If you selected [Btrieve Cabinets] as the cabinet type in step 3 and the cabinet being converted contains [Modifiable] volumes, the [Create New Volume Blocks] check box is selected automatically and cannot be changed. When [Create New Volume Blocks] is not selected, take note of the following: - For [Non-Modifiable] volumes, no changes are made to the volume block. However, an error may occur if the volume does not physically exist. - In Windows NT 4.0/2000, if any volumes are specified with a UNC (Universal Naming Convention) path, the Supervisor user must be able to connect to the UNC path. If the cabinet you specify to convert is being used another machine's volume label, a new volume block is not created as [Create New Volume Blocks] on the [New Cabinet settings] dialog box is fixed to OFF. NOTE [Create New Volume Block] is selected by default. You can also click [Browse] to select a cabinet location. 14 iw Document Manager Cabinet Converter User s Guide

17 7 Click [Start]. [Add] [Remove] Click this button to add other cabinets for conversion. Click this button to remove the cabinets selected in the [Cabinet Name] list. Conversion of the selected cabinet starts. IMPORTANT Clicking [Add] displays the dialog box in step 3 for selecting a cabinet for conversion. If [Cancel] is clicked, the following dialog box is displayed. [Yes] [No] [Cancel] Returns you to the dialog box in step 7 without adding other cabinets for conversion. Aborts the conversion, and Document Manager Cabinet Converter exits. Continue adding cabinets for conversion. iw Document Manager Cabinet Converter User s Guide 15

18 NOTE When converting large amount of data and the load to the SQL Server becomes high, the following message is displayed. Click [Yes] to reconnect the SQL Server and resume converting data. The message may appear more than once. Every time it is displayed, click [Yes] to resume. 8 When the conversion is complete, click [Next]. Clicking [Cancel] aborts conversion (however, created volume labels are not deleted). When converting multiple cabinets, conversion of cabinets that have not already been converted is aborted. The conversion results are displayed. 16 iw Document Manager Cabinet Converter User s Guide

19 9 Confirm the conversion results click [Next]. NOTE The results are displayed regardless of whether the conversion succeeded or failed. Details of conversion results are in the generated log file. The log file is generated with the file name "Converter.log," and is in the same location as the specified converted cabinet. You can open this file with a text editor. 10 Click [Exit]. The full text search database is reset during conversion. Connection settings of Document Manager Text Search Administrator are not converted. Configure the settings again. Conversion is complete. For instructions on how to configure the Full Text Search settings, see Chapter 7, "Configuring Search Settings," in the Administrator s Guide. iw Document Manager Cabinet Converter User s Guide 17

20 IMPORTANT If full text searching is not enabled in the cabinet before conversion, this dialog box is not displayed, and the [Conversion Complete] dialog box is displayed. Converting a Scan Folder NOTE Converted scan folders are not shared by default (They are personal cabinets). 1 Click [Start] on the Windows task bar select [Programs] [Canon iw] [Document Manager Cabinet Converter]. Document Manager Cabinet Converter starts. 2 Click [Next]. 18 iw Document Manager Cabinet Converter User s Guide

21 3 Select [Scan Folder] from [Select Cabinet Type] click [Next]. 4 Select a scan folder path. To specify the path directly: Enter the path in [Scan Folder (DaoDB.mdb) Path] click [Next]. Specify the path of the database file (DaoDB.mdb) that manages the scan folder. To browse for the path: Click [Browse]. Specify the path of the database file (DaoDB.mdb) that manages the scan folder click [Open]. The database file (DaoDB.mdb) that manages the scan folder is normally installed to "C:\Program Files\CanoBureau Workgroup\LocalDB" ("C:" is the drive letter where CanoBureau Workgroup is installed). iw Document Manager Cabinet Converter User s Guide 19

22 IMPORTANT Only existing scan folders on the computer with Document Manager Cabinet Converter installed can be converted normally. When scan folders on other computers or folders copied from another computer are specified, conversion may not be performed. Click [Next]. 20 iw Document Manager Cabinet Converter User s Guide

23 5 Specify a location (path) to store the converted cabinet click [Next]. NOTE The cabinet name is fixed to [Scan]. 6 Click [Start]. [Add] [Remove] Click this button to add more cabinets for conversion. Click this button to remove the cabinets selected in the [Cabinet Name] list. Conversion of the selected cabinet(s) starts. iw Document Manager Cabinet Converter User s Guide 21

24 IMPORTANT Clicking [Add] displays the dialog box in step 3 for selecting a cabinet for conversion. If [Cancel] is clicked, the following dialog box is displayed. [Yes] [No] [Cancel] Returns you to the dialog box in step 6 without adding other cabinets for conversion. Aborts the conversion, and Document Manager Cabinet Converter exits. Continue adding cabinets for conversion. 7 After the conversion is complete, click [Next]. 22 iw Document Manager Cabinet Converter User s Guide

25 8 Confirm the conversion results click [Next]. NOTE The results are displayed regardless of whether the conversion succeeded or failed. Details of conversion results are in the generated log file. The log file is generated with the file name "Converter.log," and is in the same location as the specified converted cabinet. 9 Click [Exit]. Conversion is complete. IMPORTANT In step 6, if full text searching is enabled in the added cabinet (except scan folders), the dialog box in step 10 of "Converting a Btrieve Cabinet," is displayed. iw Document Manager Cabinet Converter User s Guide 23

26 Uninstalling Document Manager Cabinet Converter To uninstall Document Manager Cabinet Converter, follow the procedure below. 1 Click [Start] on the Windows task bar select [Settings] [Control Panel]. 2 Double-click the [Add/Remove Programs]. 3 Select iw Document Manager Cabinet Converter from the list. Windows 2000: Click [Remove]. 24 iw Document Manager Cabinet Converter User s Guide

27 Windows 98 SE/Me/NT 4.0: Click [Add/Remove]. 4 If a confirmation dialog box is displayed, click [Yes]. 5 Click [Close]. Unsupported Characters in iw Document Manager Name (String) Cabinet Name User Name Group Name System Index Name User Index Name Volume Name Folder Name Document Name Unsupported Characters Symbol characters: \ / : ; *? < > { } [ ] ' % ^ ` & + - =, # $. Control character: TAB Symbol characters: / \ *? : < > ". (A name consisting soley of period (.) characters not allowed.) Symbol characters: / \ *? : < > ". (A name consisting soley of period (.) characters not allowed.) Symbol characters: \ / : *? < > A period (.) at the beginning of a name is not allowed. Spaces at the beginning and end of a name is not allowed. Control characters: TAB CR+LF Symbol characters: \ / : *? < > [ ] A period (.) at the beginning of a name is not allowed. Symbol characters: \ / : ; *? < > { } [ ] ' % ^ ` & + -, # $. Symbol characters: \ / : *? < > Periods (.) at the beginning and end of a name is not allowed. Control characters: TAB CR+LF Symbol characters: \ / : *? < > Periods (.) at the beginning and end of a name is not allowed. Control characters: TAB CR+LF Post-Conversion Character Substitute _ (underscore) _ (underscore) _ (underscore) _ (underscore) _ (underscore) _ (underscore) _ (underscore) _ (underscore) iw Document Manager Cabinet Converter User s Guide 25

28 Important Notes Please read the following notes regarding cabinet conversion. If installing SQL Server 7.0 Btrieve cabinets are converted to Document Manager Server Cabinets. To use these cabinets in Document Manager Enterprise, connect to the cabinets using Document Manager Administrator, and then update them to shared cabinets for Document Manager Enterprise. Index data after conversion When a cabinet is converted with full text searching enabled, the full text search database is initialized (reset). The text extracted for full text searching is saved, and documents marked [Indexing is Complete] are marked [Text has been extracted]. Launching Document Manager Text Search Administrator After conversion of a cabinet enabled for full text searching, the following message is displayed: "The Full Text Search Database for the newly created cabinet has been initialized. Connect to the cabinet using the Administrator and select the [Make Available Full Text Search] check box. Then, start Text Search Administrator to create and set indexes." If the [Start Text Search Administrator to create and set indexes] check box is selected when exiting Document Manager Cabinet Converter, the Text Search Administrator is launched, and Document Manager Cabinet Converter exits. Unsupported character handling Document Manager does not support some characters that are supported by CanoBureau Workgroup. Document Manager Cabinet Converter replaces these characters with "_" (underscore characters). Maximum number of convertible folders There are limitations on the maximum number of folders in Document Manager that can be converted. Before converting cabinets containing folders that exceed this limit, split the cabinet contents into multiple cabinets in CanoBureau Workgroup. If the number of folders exceeds 65,535, a message informing you that conversion cannot be performed is displayed, and conversion is aborted. Maximum number of documents in a scan folder If the number of documents contained in a scan folder exceeds 10,000, conversion can still be performed, but errors may occur. 26 iw Document Manager Cabinet Converter User s Guide

29 Database size limitations The maximum database size in MSDE is 2 GB. (This limitation does not apply to the SQL Server.) Document Manager Cabinet Converter calculates the database size after conversion. However, if the database size of the cabinet is found to exceed this limit after conversion, a message is displayed and the conversion is aborted. In this case, split the folder contents into another cabinet in CanoBureau Workgroup, so that the database size does not exceed 2 GB, and then try again. Search conditions [Search Criteria] is not converted. When not recreating a new volume If volume paths of the cabinet to be converted are UNC paths, these paths will be referenced when accessing the converted cabinet. For this reason, Document Manager Version 4.0 must have appropriate access permissions for the folder where the volume exists (i.e., the log on account used by the Document Manager Volume Server Access Service service must have the Full Access permission for this folder). Restoring the environment to CanoBureau Workgroup from iw Document Manager Version 4.0 and Cabinet Converter Follow the procedure below. 1. Launch the [Password Setting for SQL Server] tool from Document Manager Administrator or Document Manager Client of iw Document Manager Version 4.0 clear the system administrator(sa) password. 2. Uninstall Cabinet Converter. 3. Uninstall Document Manager Version Install CanoBureau Workgroup. 5. Install Cabinet Converter. iw Document Manager Cabinet Converter User s Guide 27

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32 Pub No. SE-IE-473-V1 CANON INC.