Microsoft Dynamics GP June 2014 Microsoft Dynamics GP Migrating OLE objects White paper mailto: [email protected] Send feedback. Contents Overview 3 Recommendations and prerequisites 3 Installating the OLE object migration utility 3 Extracting OLE objects 4 After OLE objects have been exported 6 Importing OLE object files as document attachment records 6 Troubleshooting 8 2 Migrating OLE Objects to document attachment records White Paper Overview The Microsoft Dynamics GP OLE Object Migration utility can help system administrators extract OLE objects that were attached to note records in the Microsoft Dynamics GP desktop client, and migrate them to document attachment records. Your users can view and edit the attachments in the desktop client as well as the Microsoft Dynamics GP Web Client. If you don’t move your OLE objects to document attachment records, you can still view and edit existing notes with OLE objects, or create new notes with OLE objects, in the desktop client. However, you won’t be able to create, view, or edit window- or record-level notes with OLE objects in the web client. Using the utlity is not required for implementing or using Microsoft Dynamics GP 2013 R2, and if you haven’t used OLE objects, or will not be attaching notes in any format to records using the Microsoft Dynamics GP Web Client. Recommendations and prerequisites You must have administrator access to your Microsoft SQL Server database to access and use the utility. This is necessary both to extract the OLE Object files and to write to the database when importing the extracted objects as document attachment files. Make sure that the machine that you’re using to run the utility has all of the applications installed that are needed to open any attachments you have. The export will not succeed for file types for which the corresponding applications are not installed. • Make sure that Adobe Reader is installed if you know that you have PDF files attached. • If you have Human Resources or Manufacturing attachments, make sure that those products are installed on the version of GP that you are running the utility from. You’ll need to run the migration utility at least twice: • Run it once to extract the OLE Object files and store them in a folder • Run it a second time to import the extracted objects as document attachment files Note: If you have stored OLE Object files on each client computer, youmight want to run the migration utility from each client computer. We recommend that you complete a test extraction, but do not choose to delete the files that were exported successfully. Make sure that the location that you choose to put the extracted files has enough space to store all of the files that you have embedded, as well as the ones that you have linked. NOTE Extracted notes files are not secured beyond whatever access is set for the folder in which the extracted files are stored. Therefore, if there’s a possibility that your notes contain sensitive or confidential information, consider restricting access to that folder to appropriate staff. We recommend that you review both the summary and detailed log files at the end of the process. The log files are created in the LogFiles folder in the extraction location that you defined. If many files were not exported successfully, see the Potential issues with the utility section later in this document for information about possible causes and how to address them. You can export OLE objects from versions of Microsoft Dynamics GP that are earlier than 2013 R2, but you cannot import the files until you have installed Dynamics GP 2013 R2 or later. You can run the extraction for one or more companies at a time, and you can extract OLE objects from Human Resources records separately. You can set any network location as the location for storing extracted object files, as long as that location has enough space to accommodate the size of the files that you’re extracting. Installating the OLE object migration utility The utility comprises a set of files in a folder called OleNotes. That folder must be located within the folder where Microsoft Dynamics GP is installed. 1. Download the Zip file that contains the utility to a local computer or server. 3 Migrating OLE Objects to document attachment records White Paper 2. Unzip and extract the files that make up the OLE object migration utility to the same location in which Microsoft Dynamics GP is installed. For example, the default installation location is: C:\Program Files (x86)\Microsoft Dynamics\GP2013 When the files have been extracted, the utility is ready to use. Extracting OLE objects Use the following steps to test and run the process that extracts your OLE objects to be reinserted into Microsoft Dynamics GP as document attachment records. 1. Open the folder that contains the OLE object migration utility, such as: C:\Program Files (x86)\Microsoft Dynamics\GP2013\OleNote 2. Start the utility by double-clicking the file, Microsoft.Dynamics.Deployment.GP.OleNote 3. Connect to the SQL Server that hosts your Microsoft Dynamics GP database. A Microsoft SQL Server administrator account must be logged into the SQL Server database to run the utility. 4. Mark Extract OLE Object files from an existing GP installation and then select the source location. 4 Migrating OLE Objects to document attachment records White Paper 5. Specify the location where the extracted notes files should be placed. 6. If you’re using multiple companies, you have the option to export OLE objects for a specific company, or for all your companies. 7. When you are ready to extract the files with the intent of importing them into Microsoft Dynamics GP, you may want to choose the option Delete the files that are extracted successfully. If a file extraction fails, the files will not be deleted from the original location and will still be available from notes with OLE objects in Microsoft Dynamics GP. 5 Migrating OLE Objects to document attachment records White Paper 8. After the files have been extracted from the OLE Containers, you will have the opportunity to review them and make changes before importing them. You can delete or add files to the directory structure in the extraction location and the files there will be imported as document attachments in Microsoft Dynamics GP. Here are some things to note: • The files will include the dates on which they were attached to the OLE container. This might help you to manage your files by indicating older files that can be deleted. • You might want to delete all of the files for a particular program that you no longer use any more, for example., old CAD drawing application files. • Consider whether it’s necessary to retain or import files that are greater than 200 megabytes. Files larger than 2 gigabytes cannot be imported. After OLE objects have been exported When you are ready to extract the files with the intent of importing them into Microsoft Dynamics GP, consider whether it’s necessary to keep the extracted OLE object files. You can choose to Delete the files that are extracted successfully as part of the extraction process. If an object can’t be extracted successfully, they will not be deleted from the temporary folder and will remain available in the desktop client. If you choose not to delete the extracted OLE object files, you will have two copies of each of each file – one in the original location and one in the new location. From within Microsoft Dynamics GP, you can delete notes only one at a time; if you delete OLE object files using the OLE object migration utility, you can mass delete the files during the extraction process. OLE objects that are successfully imported will be automatically deleted from the temporary extraction folder. OLE objects that weren’t imported successfully will remain in that location. The only restrictions to accessing exported OLE object files are the restrictions set for the folder that the extracted notes are stored in. Files greater than 2GB in size won’t be imported and should remain in the temporary location. Importing OLE object files as document attachment records After you’ve extracted and reviewed your OLE object files, use the following steps to import the files as document attachment records. 1. Open the folder that contains the OLE object migration utility, such as: C:\Program Files (x86)\Microsoft Dynamics\GP2013\OleNote 2. Start the utility by double-clicking the file, Microsoft.Dynamics.Deployment.GP.OleNote. 6 Migrating OLE Objects to document attachment records White Paper 3. Connect to the SQL Server that hosts your Microsoft Dynamics GP database. A Microsoft SQL Server administrator account must be logged into the SQL Server database to run the utility. 4. Mark Import extracted OLE object files into an existing GP installation. 5. Select the location where the OLE object files were extracted to and click Next. Your OLE objects will be imported into your Microsoft Dynamics GP implementation as document attachment records. 7 Migrating OLE Objects to document attachment records White Paper Troubleshooting Some potential issues that will prevent OLE Objects from being extracted successfully include the following: OLEPaths not defined in the Dex.ini file There’s a chance that in some scenarios the dex.ini file might not have one or more of the OLEpaths specified. Verify that the following lines are included in your Dex.ini file or add them if they’re not in the file: For the Core dictionary, add: OLEPath=C:\Program Files (x86)\Microsoft Dynamics\GP2013\Data\Notes\ For Human Resources, add: OLEPathHR=C:\Program Files (x86)\Microsoft Dynamics\GP2013\Data\Notes\hr_ole\ Access to the extraction location isn’t present If you don’t have write access to the location you selected for the extracted OLE Object files, the extraction will not be successful. Select a location for the extracted files to which you have write access. Program files needed to open attachments are missing If a program needed to open an attachment to an OLE Object file isn’t installed on the computer from which you’re running the utility, the objects that contain those attachments will not be exported. Install the missing programs and rerun the extraction process. 8 Migrating OLE Objects to document attachment records White Paper Send feedback. Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like and with familiar Microsoft software, automating and streamlining financial, customer relationship, and supply chain processes in a way that helps you drive business success. United States and Canada toll free: (888) 477-7989 Worldwide: (1) (701) 281-6500 www.microsoft.com/dynamics The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, this document should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This white paper is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in, or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. © 2014 Microsoft. All rights reserved. Microsoft, Microsoft Dynamics, and the Microsoft Dynamics logo are trademarks of the Microsoft group of companies. Migrating OLE Objects to Doc Attach-Type Files White Paper
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