In certain extreme conditions, one or more of the HandiSoft databases may fail to access or display data details correctly. This issue is likely due to problems with the computer and/or network that occurred when the data was being entered or viewed. The rebuild function will attempt to repair the database files.
Important:
Ensure you have a current backup of your HSoft folder.
To avoid downtime, consider running the rebuild after hours, as users need to be out of all HandiSoft programs, excluding the program you are running the rebuild from, during the rebuild process. You can find out which staff members are logged in to HandiSoft programs.
Rebuilds are best performed on the server.
If you use HandiSoft Online and your practice is licensed for Access Ledger, Access Tax, or Access Practice Management, refer to the HandiSoft Data Agent section below.
If, when opening any HandiSoft program you are prompted to reindex, ensure you have a current working backup (if using HandiSoft Online, the backups are done for you); all users need to close out of all programs before proceeding with the reindex.
There are two rebuild actions:
Reindex: Performs a reindex on your existing data files. This is significantly faster than a rebuild, but not as thorough.
Rebuild: Reads all the data in your existing data files, validates each data field, and then writes the data to new data files. This option is slower, but more thorough than a reindex.
Tip: Rebuild only the problematic file noted in the error message.
HandiSoft Data Agent
If your practice is licensed for Access Ledger, Access Tax, or Access Practice Management, stop the HandiSoft Data Agent service on the server before running the rebuild. You may need help from your IT professional. For HandiSoft online users, raise a new case, as an Access support analyst, will need to stop the service.
From the server machine, locate your Computer Management.
Select Services and Applications and click Services.
Find the Service named HandiSoft Data Agent.
Right-click on HandiSoft Data Agent and select Stop.
Run the rebuild following the steps below.
When the rebuild is successful, right-click on HandiSoft Data Agent and select Start.
Important: HandiSoft Data Agent provides a transport mechanism for queries from the cloud products to HandiSoft installations. Failure to restart the service will stop the link between the HandiSoft products.
Rebuild your data
Ensure all users, except the user performing the rebuild, are out of all HandiSoft programs.
Go to Tools, Rebuild or Tools, Rebuild Database Files.
Complete the required selection(s), then click Rebuild.
The software will warn you to ensure that all users except the user performing the rebuild are out of the HandiSoft suite. Click OK.
If the rebuild has been completed successfully without any errors, try to perform the task to see if the issue has been resolved.
Cannot rebuild, or A previous rebuild failed
If the message, Cannot Rebuild or Previous rebuild failed appears, the rebuild has not been successful.
Using File Explorer, locate your HSoft\Data folder. HandiSoft Online users can navigate to the Z:\Data folder.
Sort the files by Type.
Locate the REB files in the Type column, then right-click and choose Rename.
Add today's date to the end of the file extension, i.e., Clients.REB_30-09-2025.
Ensure all HandiSoft users have exited their programs, then run the rebuild process again
Note:
An REB file is generated when a rebuild is unsuccessful.
The most likely cause of the failure is that a user is still in a HandiSoft program, or the HandiSoft Data Agent is running.