Back Up and Restore Autoform DM

Introduction

This page provides information and guidance on how to back up an Autoform DM installation, and restore it in a recovery situation.

It is important to implement an effective backup and recovery strategy to avoid potential data loss in the event of hardware failure or other disaster.

Note

This page covers standalone and clustered configurations.

Data Storage in Autoform DM

Autoform DM stores data in the following locations. These must be backed up on a regular basis:

• Database (SQL Server/Oracle): Stores document metadata and configuration data.

• Documents Archive Folder: Stores document images, typically scanned images and PDFs.

• Chunks Folder: Stores Client applications.

Planning

We strongly recommend a frequent backup schedule of both the document data (database) and document images (archive folder) with backup media stored offsite, using a backup rotation scheme that retains backup data for a suitably long period.

• Consider the following points when creating your backup and recovery strategy:

• Frequency of backups — how much data can you afford to lose?

• Retention period

• Media rotation scheme

• Automation of the backup schedule, typically using third-party software

Consistent Backups

Document data (database), and image (archive folder) backups must be taken at the same time and kept together to create a complete and consistent backup. This is necessary because the document data correlates directly to the structure of the archive folder.

Database Backups

Both SQL Server and Oracle databases provide options for manual and automated backup. Please refer to your database vendor's documentation for the steps required to backup and restore the database. Also, there are many third-party backup solutions available on the Windows platform.

File System Backups

The default deployment configuration has Autoform DM store document images and application data on the file system. The location is configurable in the General Settings area of the Server Settings page.

• Document Archive Folder

• Chunks Folder

The document archive and chunks locations (or the top level directory, if nested) should be backed up in their entirety.

Azure Blob Storage Backups

For Microsoft Azure Cloud deployments, Autoform DM stores document images and application data as Blobs in Azure containers. The location is configurable in the General Settings area of the Server Settings page.

• Azure archive path

• Azure chunk path

Although Azure storage offers various data redundancy options which maintain multiple copies of the data through local or global replication, this is not sufficient as a backup solution. Autoform DM data can be deleted or damaged through human error, malicious intent, software failure or viruses. Therefore, it is essential to back up the data. This could be to a separate Azure Storage account, another Cloud storage solution or exported to on-premises storage.

Microsoft has tools available for moving data in Azure storage.

• Moving data to and from Azure Storage

• Transfer data with the AzCopy Command-Line Utility

• Using Azure PowerShell with Azure Storage

Relevant third-party software is also available.

Install Properties Backup

To cater for the event of a DR-based new software install, we recommend that the properties file from the install is backed up.

This can be found in the root of the install directory and is named installation-record.properties.

License Backup

The Autoform DM license is stored in the database and not in a license file. Therefore, the database backup will capture the license data without the need for any extra steps.

The license is activated in such a way that it is tied to the database itself and will need to be manually reactivated if the Autoform DM database server hostname or database name changes. Ask Formpipe Support for advice on the steps needed for a manual reactivation. When performing a manual reactivation, you can continue to use Autoform DM for up to 30 days by enabling Evaluation Mode under Administration > Licence Activation.

Server Configuration and Management Access Users

Changes made to the server configuration such as altering the Database connection details, or fine-tuning the connection pool, are captured in a server configuration XML file. It is strongly recommended that this file is also backed up in order to ensure that such configuration changes are restored in a recovery situation.

The following provides the path to the relevant configuration file based on the type of installation:

• Standalone: <installation-path>/<wildfly-<version>/standalone/configuration/standalone.xml

• Clustered: (On the PDC) <installation-path>/wildfly-<version>/domain/configuration/domain.xml

In addition to these configuration files, it is possible to back up the files that contain the user accounts used to access the management console. This may be desirable for easy restoration of these users without having to add them again in a recovery situation. The relevant files are mgmt-users.properties and mgmt-groups.properties. This is the location of these files based on installation type:

• Standalone: <installation-path>/<wildfly-<version>/standalone/configuration

• Clustered: (On the PDC) <installation-path>/wildfly-<version>/domain/configuration

In a recovery scenario, these files should simply be restored to the same location in the new installation before starting the server.

General Backup and Restore Process

Stop and Start the Server

These steps describe how to stop and start the Autoform DM server. You will follow these steps as part of the backup and restore process instructions (Back Up Autoform DM and Restore Autoform DM).

Use the Wildfly management console to control the Autoform DM server. The process differs depending on whether Autoform DM is being run as a standalone or clustered setup.

1. Stop the server.

   • Standalone: Navigate to Runtime > Standalone Server, choose to Suspend the server.

   • Clustered: Navigate to Runtime > Server Groups > dm-server-group, choose to Stop or Suspend the server group.

2. Start the server.

   • Standalone: Navigate to Runtime > Standalone Server, choose to Resume the server.

   • Clustered: Navigate to Runtime > Server Groups > dm-server-group, choose to Start or Resume the server group.

Note

In both cases, attempting to navigate to the front end while the server is inactive will cause 503 - Service Unavailable message.

If necessary, the Windows service itself can be stopped. For a clustered setup, the services should be stopped in the following order:

• DM role(s)

• Load Balancer role

• PDC role

It must then be restarted in the reverse order.

Back Up Autoform DM

1. Lock down Autoform DM to prevent changes:

   1. Ensure users are logged out (Administration > View Sessions).

   2. Select the Lock Server checkbox (Administration > Server Settings > Security > Lock Server).

   3. Add a Server Locked Message as required.

2. Stop the Autoform DM server (see Stop and Start the Server).

3. Back up the database.

4. Back up the file system folders or Blob storage Azure containers.

5. Start the Autoform DM server (see Stop and Start the Server).

6. Unlock Autoform DM when ready:

   1. Clear the Lock Server checkbox.

7. Move the backup media offsite.

Restore Autoform DM

1. Lock down Autoform DM to prevent changes:

   1. Ensure users are logged out (Administration > View Sessions).

   2. Select the Lock Server checkbox (Administration > Server Settings > Security > Lock Server).

   3. Add a Server Locked Message as required.

2. Stop the Autoform DM server (see Stop and Start the Server).

3. Restore the database backup.

4. Restore the file system folders or Blob storage Azure containers.

5. Unlock Autoform DM when ready:

   1. Start the Autoform DM server (see Stop and Start the Server).

   2. Clear the Lock Server checkbox.

Test your Backup and Restore Process

We recommend testing your process by backing up your live Autoform DM server and restoring it to your Autoform DM test server.