There are three steps involved when moving Spindle Document Management (SDM) from one server to another. The first step is backing up current data. The second step is moving the data. The final step is testing the application and ensuring it functions as expected.

Backing up components

There are four components to backup in SDM:

  • SQL Database
  • Archived Documents
  • Configuration Data
  • SpindlePro Folder

Ensure no SDM user is using the application before commencing with the back ups.

SQL Database

The SQL database is named Draycir.SDC. This database holds the metadata of the documents and displays it when searching for documents and capturing files from the Pending Tray/Document Portal. This database also holds the required data for Spindle Document Distribution and Spindle Document Capture to integrate with each other. Back this database up using the SQL task (right-click > Back-up).

Archived Documents

There are two locations where the archived documents are held. The path to the respective directories can be found in the Server Administration GUI which is typically installed on the server. Open up Server Administration > System Configuration > Archive Locations. This will display two paths for you to copy and paste into file explorer. Stop the SDC services, "Spindle Document Capture" and "Spindle Document Capture Mobile". Once they've successfully been stopped, send both folders to individual compressed zip files. By default these folders are named Server Store and Protected Server Store. Next, right-click on Server Store > Send to > Compressed zip file and repeat this action with the Protected Server Store folder.

Configuration Data

This folder holds the data for user roles, archive locations, SQL database information, client and server addresses and other data for SDC to remain configured as desired. To back this folder up, log on to the server and check 'show hidden files' within file explorer. Browse to the ProgramData folder (C:\ProgramData) > Draycir > Spindle Document Capture and repeat the above action (Send to compressed zip folder).

SpindlePro Folder

This folder holds the configuration for Spindle Document Distribution. To back this folder up, save the folder as a compressed zip file. Extract the contents of the folder in the new file location.

Moving Servers

In order to simplify this guide, I'll name the two servers in play as box 1 and box 2. Check the version of SDM installed on box 1, both client and server versions. Note down the full version number, this is one of the very few times all digits matter. Differing build numbers for client and server applications have resulted in detrimental consequences.

Restoring the SQL database and data

Restore the database you just backed up in step on box 2. Thereafter, copy the compressed zip file which holds the Configuration data from box 1 to box 2. Unzip the file in the same directory (C:\ProgramData\Draycir\), the installation files are linked to the original install location so this file must be restored to the same location on the new server. Finally, unzip the files which hold the archive documents in their respective directories.

If the Sage 200 Company ID differs from the Old Server

Each Sage Company has a Company ID this is translated as DatasetID in the Draycir.SDC Database. When a Sage company is created on the new server, particularly in the case of a Sage 200 upgrade, a new Company ID is sometimes applied to the existing dataset e.g. Company 1 on box 1 = Company ID 1, Company 1 on box 2 = Company ID 2. When archiving to SDC starts to take place, after the server move, the newly archived documents will be correctly archived using DatasetID 2 but any old documents will have the original DatasetID of 1 and so will not be available to be viewed from inside Sage 200 from the SDC magnifying glass icon.

To avoid this we will need to ensure that the dbo.DataSets table in the Draycir.SDC database matches the Company ID on the new server. 

To change the DatasetID, Open SQL Server Management Studio, locate the Draycir.SDC database, expand to view the SQL tables, and locate the dbo.DataSets table. 

Right click the dbo.DataSets table and select Edit Top 200 Rows, ensure the HostId displayed on the right matches the new Sage Company ID. In the example below we are changing the HostId from 2 to 4.

Amend the HostId and tab to the end of the row, the HostId will display a warning:

This will be removed once the end of the row is reached and the cursor is on the next row. You can now go to File, and Exit from SQL Server Management Studio.

Installing SDM

After restoring the data from box 1 to box 2, install the same version of SDM Server on box 2. Only install the SDM server, no client workstations are involved at this point. Once installed, open up the Server Administration application and click on Database Details. Ensure that the correct SQL server path is input and add the SQL. Test the connection.

Once that's working successfully, click on System Configuration and change the path to the path where the archived documents are held. As end sites and implementation consultants change this, this path can't be specified. By default: C:\ProgramData\Draycir\Spindle Document Capture\Data\Server Store\.

Opening Ports

In order for the client workstations to interact with SDM server once re-pointed (see below). Please ensure that exceptions in the firewall are present for TCP ports 34251-34257, inbound and outbound.

Re-point the client workstations

Jump on to each client workstation and using the server name or server IP address, point them to the new server. To do this, open up Client Administration (the application is found in the Draycir folder in the start menu) and click on Service Address. Enter the new server name/IP address and Set Service Address. Test the connection. Once it's successful, restart the machine.

To point users to the new SpindlePro folder path, open Spindle Document Distribution Tools and navigate to User Settings > Options and change the path in the 'Server / Configuration' text box and click Apply.

Testing the server move

The final step is to test that the application works as intended.

Sage 200

Open up Sage 200 and browse to any window that has the SDC buttons. Test the different functions such as capturing a file, printing a barcode and viewing linked documents.

Document Search

Open up Document Search on the client machine and search for a document that you know exists in the system.

Pending Tray/Document Portal

Open up Pending Tray/Document Portal and scan a document in if possible. See if it picks up the barcode printer if there is one. An alternative would be to capture a file that resides virtually on the machine.

Error Messages

You may run into the following error messages during this process:

  • Failed to find linked documents
  • Failed to deserialize...
  • Error 1920 during installation of SDC
  • There was a problem validating your licence. Please see KBA-05-03-017 - There was a problem validating your licence for details.
  • Login failures: Please ensure that the Windows User listed under Server Administration>Database Details matches the SQL Server Login and that it has dbOwner or dbDataRead and dbDataWrite roles assigned to it for the Draycir.sdc database.

Knowledge Base Article Details

Related ProductSpindle Document Management
Reference NumberKBA-05-01-013
Document Date29/04/2022
Original AuthorMatthew Perry
Document Version1.1
Last Updated23/05/2024
Update AuthorMatthew Perry
KeywordsSpindle Document Management, Server Move, Migration, Configuration