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KILGRAY www.kilgray.com ©2004-2009 Kilgray Translation Technologies. All rights reserved. memoQ server Migration Guide Overview This document describes the migration process for memoQ server. Migration is the process of moving your memoQ server installation, including the database, projects, settings, licenses, etc. to a different machine. After a successful migration, you should be able to resume your processes without problems. Depending on the amount of data (especially in translation memories and term bases), the process can take a few hours. Data files cannot be copied reliably while memoQ or memoQ server is running. For the transfer of your licenses, you will need Kilgray’s assistance. Therefore it is advised to plan for a day of downtime, and notify Kilgray well ahead of the exact time of the migration. Considerations Below are the most important points that you will need to consider. Detailed instructions follow later in this document. File locations All the files that you will need to copy to the new server (translation memories, projects, server database, etc.) reside at specific locations in your current server. These locations could be the default ones, or custom user-specified locations. The locations are also referenced in the configuration file of your memoQ server. Therefore, it is recommended to recreate the exact folders of your old server machine on the new server, and place the data files in the same folders. (For example, if your translation memories were stored at C:\MemoQ\TMs in your old server, it is best to create the same folder in the new server, and place the corresponding files there.) Otherwise, you will need to manually edit the configuration of your server after copying the files. Server address When migrating a server to a new machine, you will need to decide whether or not to assign a new address to your new server. The disadvantage of using a new address is that it will cause disruption to everyone who needs access to your server. End users working against your memoQ server will need to make many adjustments on their computers, and/or check out projects again from the server. The advantage of assigning a new address to your new server is that you can have both the old server and the new server running with full functionality for an interim period.

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Page 1: MemoQ Server Migration Guide

KILGRAY www.kilgray.com

©2004-2009 Kilgray Translation Technologies. All rights reserved.

memoQ server Migration Guide

Overview

This document describes the migration process for memoQ server. Migration is the process

of moving your memoQ server installation, including the database, projects, settings,

licenses, etc. to a different machine. After a successful migration, you should be able to

resume your processes without problems.

Depending on the amount of data (especially in translation memories and term bases), the

process can take a few hours. Data files cannot be copied reliably while memoQ or memoQ

server is running. For the transfer of your licenses, you will need Kilgray’s assistance.

Therefore it is advised to plan for a day of downtime, and notify Kilgray well ahead of the

exact time of the migration.

Considerations

Below are the most important points that you will need to consider. Detailed instructions

follow later in this document.

File locations

All the files that you will need to copy to the new server (translation memories, projects,

server database, etc.) reside at specific locations in your current server. These locations

could be the default ones, or custom user-specified locations. The locations are also

referenced in the configuration file of your memoQ server. Therefore, it is recommended to

recreate the exact folders of your old server machine on the new server, and place the

data files in the same folders. (For example, if your translation memories were stored at

C:\MemoQ\TMs in your old server, it is best to create the same folder in the new server,

and place the corresponding files there.) Otherwise, you will need to manually edit the

configuration of your server after copying the files.

Server address

When migrating a server to a new machine, you will need to decide whether or not to

assign a new address to your new server. The disadvantage of using a new address is that it

will cause disruption to everyone who needs access to your server. End users working

against your memoQ server will need to make many adjustments on their computers,

and/or check out projects again from the server. The advantage of assigning a new address

to your new server is that you can have both the old server and the new server running with

full functionality for an interim period.

Page 2: MemoQ Server Migration Guide

KILGRAY www.kilgray.com

©2004-2009 Kilgray Translation Technologies. All rights reserved.

Software versions and data file versions

The structure of the files containing your projects, translation memories, server database,

etc. very often change between point versions (e.g. from memoQ server 3.5.x to 3.6.x).

The structure of the server database can even change between builds (e.g. from memoQ

server 3.6.5 to 3.6.6). In other words, each version and build of memoQ and memoQ server

requires specific versions of your data files. If your new memoQ sever receives a data file

that is not of the “correct” version, it is likely that you will encounter problems. To avoid

this, you will need to check which versions (and exact builds) of memoQ and memoQ server

are installed on the old server, and install the very same software on the new server. For

simplicity, it is best to update or upgrade memoQ server on your old server machine to the

latest version as the first step of your migration process.

Licensing

The licenses of your server cannot be transferred by simply copying the license files from

one computer to the other; you will need to have your licenses transferred or recreated by

Kilgray. This is best done immediately before the new memoQ server is put into operation.

Otherwise, the licenses created for your memoQ server machine might be taken by the old

server using the same serial number. For this reason, it is best to leave licensing to the last

of the migration process. Notifying Kilgray when exactly this will happen helps minimize

unnecessary delays.

Step by step instructions

1. Locating data files on the old server machine

To be able to copy all your data from one computer to the other, first you will have to

locate the data files on the old server. Below the various types of data will be listed, along

with their default locations. The below table lists the default locations of the files to be

copied. All of these locations are specified relative to the application data folder, which is

normally c:\ProgramData\ or c:\Documents and Settings\All users\Application Data\,

depending on the Windows version.

Server database files \MemoQ Server\MemoQ Server.mdf

\MemoQ Server\MemoQ Server_log.ldf

Server settings files \MemoQ Server\Configuration.xml

\MemoQ Server\ELMSettings.xml

\MemoQ Server\WSIF.config

\MemoQ Server\WSIFConfig.xml

Translation memories (folder) \MemoQ\Translation Memories

Term bases (folder) \MemoQ\Term Bases

TM/TB registry \MemoQ\TranslationMemories.xml

\MemoQ\Termbases.xml

Server projects (folder) \MemoQ Server\Projects

memoQ settings file \MemoQ\AppPreferences.xml

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KILGRAY www.kilgray.com

©2004-2009 Kilgray Translation Technologies. All rights reserved.

Note: The TM/TB registries contain listings of all the existing translation memories and

term bases with various information about them, including their exact path. The contents

of this file must stay in line with the actual location of the translation memories and term

bases. The memoQ settings file (AppPreferences.xml) specifies the location where future

translation memories and term bases will be created. It is recommended to transfer this file

as well.

If you specified custom locations for any of the above, you can identify those locations by

doing the following:

Start memoQ. Go to Tools > Options > Appearance, locations. Note down the

locations in the Translation memories and Term bases boxes.

Log in to memoQ server using the Server administrator. Go to Configuration and

logging. Note down the custom location of server projects in the Server project files

box.

The location of the memoQ server database can only be configured when installing

memoQ server. If you are unsure of the location, search for the files MemoQ

Server.mdf and MemoQ Server_log.ldf in the file system of your server.

The locations of the registry files for translation memories and term bases are not

customizable, they will always reside in the folder listed in the table below.

2. Copying files to the new server

For seamless migration, your new server needs to “know” where each of your data files are.

The simplest method to ensure this is to place each file at the exact same locations as in

the old server. The below instructions refer to this situation.

1. To create consistent copies of all your data files, you will need to make sure that no

software is writing or locking those files. On the old server, stop MemoQ Server

using the memoQ server manager icon in the taskbar, then right-click the red icon

and choose Exit to quit the Server manager. Exit memoQ if it is running. For extra

safety, you can also stop the SQL Server instance memoQ server uses.

2. Create backup copies of all the data files you have located on the old server.

3. Check what versions of memoQ and memoQ server were installed on the old server,

and install the same versions (including the build number) on the new server. When

installing memoQ server, the installer will prompt you to choose the location of the

database. Chose the same location as for the old server, or note down the location

you choose.

4. Recreate the very same folders on your new server as needed. Take care not to

mistype any folder names. If you used the default locations in the original setup,

and use the defaults for the new server as well, all of these locations will be

created for you. (The exact location of the application data folder can change

between Windows versions. For more information, see Section 1 above.)

5. To be able to safely overwrite existing data files on the new server, you need to

make sure that no software is writing or locking those files. On the new server, stop

MemoQ Server (if it is running) using the memoQ server manager icon in the

Page 4: MemoQ Server Migration Guide

KILGRAY www.kilgray.com

©2004-2009 Kilgray Translation Technologies. All rights reserved.

taskbar, then right-click the red icon and choose Exit to quit the Server manager.

Exit memoQ if it is running. For extra safety, you can also stop the SQL Server

instance memoQ server uses.

6. Copy all the data files into the appropriate folders on the new server. A copy of the

database and the settings files will already exist on your new server: you will need

to overwrite these files.

Note: If it is undesirable or impossible to use the same folders as in your previous setup,

you will need to specify these folders manually. This is only possible after your licenses are

ready. You can find the relevant instructions in section 4 below.

3. Handling network access and licensing

1. Set up network access to your new server. Enable TCP port 2705 for communication

with memoQ clients, and TCP port 80 if you use mobile licensing. Make sure your

new server is reachable using the desired connect address (IP address or domain

name). Register the new connect address in memoQ server. For information, see

the following topic in the memoQ online Help: “Server Administrator – Configuration

and Logging”.

2. Contact Kilgray to handle the transfer of your licenses. When Kilgray reports your

licenses are ready, activate memoQ and memoQ server on the new server machine.

For detailed activation instructions, refer to the Getting started guide.

3. If you use mobile licenses, you will also need to make sure that mobile licensing is

up and running on the new server. For instructions, refer to the Enterprise License

Management LSP Guide.

4. Specifying file locations and registering files manually

If for some reason the data files will not reside in the same folders as in the previous setup,

you will need to change settings in memoQ and memoQ server to make sure that all your

data is available to the software.

1. If existing translation memories and term bases will reside in a new location

compared to the old server, you will need to re-register all of them. You can use a

text editor to open the TM/TB registry files (TranslationMemories.xml and

Termbases.xml) and use find/replace to change every instance of the folder path.

Or, you can re-register all of your translation memories and term bases. To register

them, start memoQ on the server machine, and refer to the memoQ online Help

topics titled “Translation memory management” and “Term base management”.

2. To change the location where new translation memories and term bases will be

created, go to Tools > Options > “Appearance, locations” in memoQ running on the

server machine, and change the locations in the Translation memories and Term

bases fields.

3. To change the location of server project files, start the Server administrator, log in

to the server as an administrator, and change the location in the “Configuration and

logging” page, under Server project files.

Page 5: MemoQ Server Migration Guide

KILGRAY www.kilgray.com

©2004-2009 Kilgray Translation Technologies. All rights reserved.

5. Ensuring access for memoQ users

If you successfully carried out the migration, and your new server is made available at the

same connect address as the old one, your team should be able to continue working

seamlessly. If you made your server available through a new connect address, your team

will need to adjust their settings to continue working with the services and resources

provided by memoQ server. If the connect address is the same as before, you can skip the

below steps.

1. Team members using memoQ server will need to store the address of the new server

in their copies memoQ, and specify the same username and password they had for

the old server.

2. On all copies of memoQ working with server resources, remote translation memories

and term bases from your new server must be unregistered, and then registered

again from the new URL. Refer to the memoQ Help topics “Translation memory

management” and “Term base management”.

3. In server projects with online documents, memoQ users working on those projects

must check out the project again with a different local project name.

4. In ongoing local projects using online translation memories or term bases (or server

projects without online documents), memoQ users must remove the existing

memories from the projects (as they are from the old server), and add the

corresponding, newly registered translation memories and term bases from the new

server.

Troubleshooting

If you encounter a problem during migration, send an e-mail to [email protected] with a

description of the issue.