Migrating an ILLiad Database

This page covers the basics on migrating a standard ILLiad installation. The person performing the migration needs to be familiar with Microsoft SQL Server, Windows Server, and Internet Information Services (IIS). They should also be comfortable running SQL scripts, backing up and restoring databases, modifying ISS setting, and editing Windows permissions.

Your ILLiad server is installed by Atlas Systems as part of your initial installation and implementation. If you would like to move to a new server from your current server, you can contact Atlas to perform this migration for you or you can perform this migration yourself.

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Atlas Systems can perform a migration for you for a fee. While the steps below seem simple, many sites prefer to have Atlas perform this migration for them to have peace of mind that all files are installed properly and migrated in a timely fashion. Please contact Atlas Systems support at service@atlas-sys.com or 800-567-7401 x1 for details and to schedule a time for the migration.

If Atlas Systems performs the ILLiad server migration for you (for a fee), Atlas will:

  • Ensure you have the needed hardware configurations to optimize performance.
  • Verify the database transaction log is being truncated regularly.
  • Verify all services are running with appropriate permissions, including the web applications such as the ILLiad DLL, Web Circulation and Web Reports.
  • Backup the existing database and migrate it to the new server.
  • If needed, verify that SQL backups are being done on a regular basis and suggest how to best copy those backups off of that hardware.
  • Ensure the PDF files are removed from the server according to the customization settings and are accessible to web users.
  • Disable all services and the database on the old server to be sure it does not conflict with the new server.
  • Clean out any retired versions of executables or data files to conserve hard drive space.
  • Upgrade ILLiad to the latest released version.
  • Assist with firewall troubleshooting for the new server and/or switching IP addresses.
  • Verify that any ODBC usernames for custom reports are maintained during migration.

If you would like to perform the server migration or re-installation yourself, please see the instructions below.

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Note that if you choose to perform an ILLiad migration on your own and you have problems, Atlas will need to charge the full migration fee to assist and perform this migration for you.

Setting Up the New Server

Before migrating your database, set up your new server and ensure that it meets the hardware and software requirements. You'll also want to have ILLiad and all of its components installed on the new server and try a test migration to ensure that the actual migration will go smoothly.

Server System Requirements

Your new ILLiad server must fulfill the system requirements for running the latest version of ILLiad. See Hardware and Software Requirements for all recommended and minimum requirements.

Install ILLiad on New Server

Before you can install the ILLiad server software on your new server, see Server Configuration and Permissions. In order for the server to function properly, you will need to install Internet Information Services (IIS). It is not necessary to install the SMTP or FTP server unless you are using those on your current ILLiad server for sending mail or uploading documents to the web server. 

Once you have installed IIS on your server, you will need to install the latest ILLiad server software to your new ILLiad server. To obtain these files, contact Atlas Systems at service@atlas-sys.com or 800-567-7401 x1. When you have the installer files, follow the instructions at Running the ILLiad Server Installation Program to install the ILLiad server and client software on your new server.

You MUST choose "Run as Administrator" when running the ILLiad server installation program to avoid permissions-related problems.

Copy Server Files (Recommended)

If you have a large amount of ILLiad files (web pages, templates, PDF files, etc.) you may want to copy the majority of the files to the new server before migrating to save time later. The IUSR and IIS_IUSRS Windows accounts on the new server need Read permissions in order for the copying to work.

  • The ILLiad web pages. The default location for these files is c:\inetpub\wwwroot\illiad but they may be in another location on the web server. You can verify their location by checking the WebPath customization key in the ILLiad Customization Manager (Web Interface | System | WebPath key). Note that shared server installations may have separate web folders for each site.

  • The ILLiad electronic delivery PDF files. These files are the documents delivered to customers electronically and are generally stored for 30 days or so before the System Manager removes them. The default location for these files is a pdf subfolder under the web pages directory, but they may be in another location. You can verify their location by checking the WebPDFPath customization key in the Customization Manager (Borrowing | Electronic Delivery | WebPDFPath key). Note that shared server installations may have separate PDF folders for each site.

When copying these files, nothing special needs to be done to move them other than copying them over the network from the old server to the new server.  If you would like to take this opportunity to move any of your files to a new location, make a note of their new location so that you can update this information in the ILLiad Customization Manager.

Preparing for Migration

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The following steps are time sensitive. Up until this point, the existing system can still be up and running and usable by patrons and staff. Once you begin the following steps and move forward with the migration, the old ILLiad system and server will not be accessible by staff or patrons.

1. Close ILLiad Clients

Inform all ILL staff (and anyone else who might access the system) that they will need to close the ILLiad Client, Customization Manager, and Staff Manager and anything else ILLiad related until further notice. This should prevent any changes to the data during the migration process. It may be a good idea to check the queues in the client and note the number of requests in each queue. This is an easy way to verify that you have an identical database once you create the new server.

2. Disable ILLiad Web Pages and Client

The web pages and the client will need to be disabled on the old server to prevent any attempts to add or change data in the database while the migration takes place. The easiest way to disable both of these on the old server is simply to change the Server Name value in the SQL Alias Manager for the default logon. Changing the Server Name value to something generic (123.123.123.123) will stop allowing the services, client or web DLL to connect to the database. You may also want to stop the ILLiad website completely. You can stop the ILLiad website by going into the Internet Information Services (IIS) Manager on the server, navigating to the ILLiad web pages, and stopping them. 

You may also want to change your Logon.html and Logon2.html pages to notify customers that the web pages will be down temporarily. To change your Logon.html and Logon2.html pages, locate them on the server and make the needed changes. The default location of these pages is c:\inetpub\wwwroot\illiad.

3. Stop and Disable ILLiad Services

In the Services console of the old server, there will be several ILLiad services installed and running. Stop all services and set them to disabled so that a reboot of the server will not restart them. This is key to keep the old server from attempting to run automated tasks on the SQL database once the new server is in place.

4. Backup the ILLiad Database

Once you are sure that everyone is out of the system, back up the ILLData database on the old database server using SQL Server Management Studio. You can do this by right-clicking on the database name and choosing Tasks - Backup Database. Be sure to do a standard full backup and backup the entire database to a new file name on the server. This will be the snapshot of the database you will restore on the new server. After successfully backing up the database, right click on it and take it offline. This will prevent anyone from accidentally connecting to it.

5. Copy Additional Server Files (Recommended)

If you haven't already copied your ILLiad files (web pages, templates, PDF files, etc.) to the new server, do so now. Again, the IUSR and IIS_IUSRS Windows accounts on the new server need Read permissions in order for the copying to work. When copying these files, nothing special needs to be done to move them other than copying them over the network from the old server to the new server. If you would like to take this opportunity to move any of your files to a new location, make a note of their new location so that you can update this information in the ILLiad Customization Manager. If you have already copied the majority of your files, you'll now need to copy to the new server any PDF files that have been added to the old PDF directory since that time.

Migrating the Database

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Migrating ILLiad Databases via DTS Transfer is not recommended. Only the database data is transferred, omitting any triggers, permissions, keys, indexes, etc. and can possibly leave your new database unusable.

1. Restore the Database on the New Server

Copy the backup file from the old database server to the new database server. It doesn't need to be in the same folder where your fresh ILLData database is, just somewhere you can find it. Restore the backup file by right clicking and choosing Tasks - Restore - Database. In the options be sure to choose to have it Overwrite the existing database using the file location of the database files created using the installer on the new server.

2. Reassign the ILLiad SQL Login

Because the link to the ILLiad user has now been broken, you need to reassign the ILLiad SQL user back to the migrated database. You can do this by running the following query against the database (where ILLData is the name of your ILLiad Database):

3. Swap the IP Addresses of the Old and New Servers

In order for ILLiad to connect to the new database, you will need to swap the IP addresses of the old and new servers. This will allow the client machines to connect to the database without any additional installation/changes on the client side. If you do not swap the IP addresses but instead want to connect to ILLiad with the new IP address, make sure that any references to the IP address are updated in the dbo.Customization table and in the SQL Alias Manager.

Additional Steps for Shared (Multi-Site) Servers

Completing the Installation and Setup

Backups

Be sure that you have a backup plan for your Word and email templates (usually in c:\illiad), web pages (usually in c:\inetpub\wwwroot\illiad), PDF files, and the SQL database. The most imperative of these to save is the SQL database.

Verify that your SQL Server Agent service is running and set to start automatically. The SQL Server Agent is what runs the default backup jobs to backup the ILLData database to a file (typically in c:\illiad\backups). That file can then be backed up to a remote location each night. Be sure that the modified date on that backup file is recent so that your backups are running.

See Setting up Microsoft SQL Server Database Backups for complete instructions on backing up your ILLiad database.

Match Customizations

Verify that any customizations made on the old server have been transferred over to the new server. This can be done in the ILLiad Customization Manager or in the SQL Server Management Studio by looking at the dbo.Customization table.

Go through the customization keys and make sure that the server IP address is correct and that any file paths are pointing to correct locations. If you changed any file paths when you copied files from the old server to the new server, update those file paths.

Start Services

As soon as you're reasonably convinced that things should be in working condition, start the ILLiad services again and set them to Automatic. You will need to start the ILLiad Connection Manager, ILLiad System Manager, and ILLiad Odyssey Manager and you may need to start the ILLiad Rapid Manager, ILLiad ISO Manager, and ILLiad ISO Service if applicable.

Testing

Once the process is complete, test the system on the new server to make sure you are able to open the client and access the web pages (patron web pages, web reports, web circ). Have the staff test their clients and make sure they can send emails, print pull slips, access OCLC, etc.

Restart Server (Recommended)

It is recommended to restart the new server before using.