Moving an on-premises DocuWare system to a new server is more involved than simply reinstalling the software and copying over a few files.

A DocuWare environment may include databases, document storage locations, workflows, user configurations, integrations, scheduled processes and other components that need to continue working together after the migration. If any part of that environment is overlooked, an otherwise successful server move can create unexpected problems for users.

With proper planning, testing and validation, however, a DocuWare server migration can be completed with limited disruption.

Miken Technologies has successfully completed several recent DocuWare server migrations and upgrades. Here are some of the most important areas organizations should consider before beginning the process.

Why Move DocuWare to a New Server?

Organizations may need to migrate DocuWare for several reasons, including:

  • Replacing aging server hardware
  • Moving to a new virtual environment
  • Updating the Windows Server operating system
  • Upgrading SQL Server
  • Improving system performance or reliability
  • Consolidating infrastructure
  • Meeting updated security requirements
  • Preparing for a newer version of DocuWare

A migration can also be an opportunity to evaluate the overall health of the environment instead of carrying old infrastructure problems into a new system.

Review the Current Environment First

Every DocuWare installation is different. Before planning the migration, it is important to document the existing environment and identify everything that may be affected.

This review may include:

  • The current DocuWare version
  • Windows Server and SQL Server versions
  • DocuWare databases
  • Document storage locations
  • Available server resources
  • Authentication and user-management settings
  • Workflow configurations
  • Import and export processes
  • Email integrations
  • Desktop Apps connections
  • Third-party applications
  • Custom integrations or API connections
  • SSL certificates and web bindings
  • Backup and recovery procedures

Document storage deserves particular attention. In some environments, documents may reside on a separate server, virtual disk or storage volume. Understanding how that storage is connected can significantly affect the migration plan, transfer time and expected downtime.

Determine the Correct Upgrade Path

A server migration is often performed alongside a DocuWare upgrade. This introduces an additional layer of planning because an older installation may not be able to move directly to the newest supported version.

Depending on the existing environment, the upgrade may need to be completed in stages. Each stage must account for DocuWare requirements as well as compatibility with the operating system, database platform and other connected applications.

The correct sequence should be determined before the production migration begins. Discovering an unsupported upgrade path during the cutover can result in extended downtime and unnecessary risk.

Test Before the Production Cutover

Whenever possible, the migration process should be tested before changes are made to the live environment.

A test migration can help identify:

  • Installation or compatibility problems
  • Database restoration issues
  • Missing prerequisites
  • Authentication problems
  • Storage-location changes
  • Certificate or browser-access issues
  • Services that do not start correctly
  • Configurations that require additional attention

Testing also provides a better estimate of how long the production migration will take. That information can be used to establish a realistic maintenance window and communicate expectations to users.

No test can eliminate every possible issue, but it is far better to discover a problem in a test environment than during the live cutover.

Plan for More Than the Core Application

Successfully opening the DocuWare web client does not necessarily mean the entire migration is complete.

The validation process should also include the surrounding features and processes that employees depend on each day. Depending on the organization, that may include:

  • Searching for and displaying documents
  • Storing new documents
  • Scanning and importing
  • Printing to DocuWare
  • Workflow tasks and notifications
  • Email capture
  • Scheduled imports and exports
  • Autoindex jobs
  • Desktop Apps
  • Active Directory or identity-provider authentication
  • Mobile access
  • Connections with accounting, ERP or line-of-business systems

These components may use server names, URLs, certificates, credentials, network paths or connection settings that change during a migration.

Validate the System After Migration

Post-migration testing should be based on how the organization actually uses DocuWare—not simply whether the login page loads.

A practical validation checklist should confirm that:

  • Users can sign in
  • Documents can be searched and opened
  • New documents can be stored
  • File cabinets and permissions are available
  • Workflows continue processing
  • Import and email configurations are working
  • Scheduled jobs are running
  • Desktop Apps can connect
  • Integrations are communicating successfully
  • Backups have been configured for the new environment

Key users should also be involved in testing important processes before the migration is considered complete.

Work With a Team That Understands Both DocuWare and Server Infrastructure

A DocuWare migration sits at the intersection of application support, database management, document storage, networking, security and business-process automation.

That makes experience with both DocuWare and the underlying IT environment especially valuable.

Miken Technologies provides DocuWare implementation, upgrade, migration, workflow and support services for organizations using on-premises and cloud-based DocuWare solutions. Our team has successfully completed recent projects involving new server infrastructure, database migration, multi-version upgrade paths, advance testing and after-hours production cutovers.

Miken Technologies has also been recognized by DocuWare as both a Diamond Club Member and Customer Service Champion, reflecting our continued commitment to product expertise and dependable client support.

Planning a DocuWare Migration?

If your organization is replacing a server, updating its infrastructure or preparing for a DocuWare upgrade, Miken Technologies can help evaluate the existing environment and develop a migration plan designed to reduce risk and disruption.

Contact Miken Technologies to discuss your current DocuWare environment and the next steps for your server migration.