KB: Changing Documents Folder Path

Introduction

CommitCRM documents are saved in the database including the full path to the file location. When the path to the Documents folder changes (for example when transferring your CommitCRM Installation from one server to another), you may also need to update the CommitCRM Documents Folder as well.

Since the document path is saved in the database, there is a need to actually update the path in the document records.

How to change the database paths

Updating the documents path to a new location consist of four steps:

• Update the paths in your database to the new location
• Update the Global Default Document Folder settings.
• Update the Global Default Documents Folders
• Update the Knowledge Base Articles Folder

Step 1 - Backup Your Database

IMPORTANT: Please backup the Commit folder and sub-folders. Click here for more details on backing up your system.

Step 2 - Update the path for existing docs

In order to change the path in the database for existing documents, you should use a utility. This utility finds documents that contain the old location and replaces it with the new location.

• Make sure you are using CommitCRM version 5.0 or higher (you can check this from the Help > About window). If you are using a version prior to 5.0, please contact us again for a different link to the program.

• If you are using CommitCRM version 5.3 or higher - Click here to download a utility that will help you modify the path.

• If you are using CommitCRM version 5.0, 5.1 or 5.2 - Click here to download a utility that will help you modify the path.

• Save the urility in folder:

<server>\Commit\Utils

To run the utility:

1. Run the downloaded program.
2. Set the original/old path.
3. Set the new path of the new server.
   NOTE: The path should point to the root folder where the documents are stored, e.g. <server>/x/y/z/docs/
4. Make SURE you end each path you set with a slash ( / )
5. Click Replace
6. Done.
7. Run CommitCRM and make sure the path was updated successfully.

Step 3 – Update the Global Default Documents Folders

The Default Documents Folder determines the folder that will for new Accounts that will be created from now on.

To update this location to the new one, go to Tools menu > Options > Documents tab > Default Documents Folder and update the folder location.

Step 4 - Update the Knowledge Base Articles Folder

If you keep documents for your Knowledge Base Articles, perform also the following steps:

1. Set the default folder for Knowledge Base Articles from:
   Tools > Options > Knowledge Base tab > Default Folder for Articles' Document Files. This will make sure new Knowledge Base articles will be created in the correct location from now on.

To update existing documents:

1. Backup your database again, before proceeding to the next step.
2. Then, use the same utility again to update the KB Articles path:
   1. Run the downloaded program
   2. Set the original/old path for the KB Articles
   3. Set the new path in the new server
      NOTE: The path should point to the root folder where the KB documents are stored
      e.g. <server>/x/y/z/Docs/Knowledge Base/
   4. Make SURE you end each path you set with a slash ( / )
   5. Click Replace
   6. Done.
3. Run CommitCRM and make sure the path for KB Article documents was updated successfully.

See Also

Transferring your CommitCRM Installation from one server to another