The HsDocSrvFile.dat has a limit of 2GB in the ODB version of HandiSoft. When opening the HandiSoft programs, a File Size Warning may appear. This 2GB limit refers to a physical memory barrier for a process running on 32-bit applications, which can only use a maximum of 2GB of memory.
The HsDocSrvFile is the bibliography index for Document Manager. It does not contain any documents or files.
The HsDocSrvFile.dat contains:
The author of a document (who saved the file to Document Manager).
Date & time the document was saved.
Merged linked documents.
What are merged linked documents?
You have two options available when you create a merge document.
To save a copy of the merge document in a client's folder.
Link a merge document to a particular client. This option does not save a physical file in the client's folder but simply creates a record that the client received that particular merged document.
Important: Any links to documents from other programs, such as Practice Manager Client Events with attached documents, HandiLedger entities with linked documents, Jobs or Job Templates with linked documents, are also merged linked documents
Reduce the HsDocSrvFile.dat size
The options available for reducing the size of the file are:
Rebuild
Purge of Documents
Create a new HsDocSrvFile.dat file
Option 1 - Rebuild
A rebuild can often reduce the size of the file by removing any false records, such as previously deleted documents.
Exit all users from all HandiSoft programs, including Microsoft Office products.
Ensure you have a current working backup of the HSoft folder.
On the server, log in to Document Manager as an Administrator user.
Go to Tools, Rebuild the Databases, tick Main Data, then click Rebuild.
Note: If the rebuild fails and you get a message to contact your software provider, you need to delete the HsDocSrvfile.reb file in the HSoft\Data folder. A common reason why the rebuild fails, is if a user is in Document Manager.
Option 2 - Purge of Documents
You can include a setting that your documents can be set to be removed after some time.
To set up a purge facility:
Log in to any HandiSoft program, then press F10 to open Document Manager.
Go to Options, General.
Under Purge Documents, select your settings.
When the purge has is complete you will need to perform a rebuild. Refer to the steps in Option 1- Rebuild.
Note: The purge may increase the size of the HsDocSrvFile.dat file, exceeding the 2GB limit. If this occurs, you can run a rebuild from Practice Manager/HandiSoft.
Option 3 - Create a new HsDocSrvFile.dat file
If options 1 and 2 fail to remove the error, another option is to generate a new HsDocSrvFile.dat.
Warning:
Mail Merges created with a 'link' will not be recovered.
The original author and created fields in the documents will not be recovered. The user that performs the synchronise will show as the author of all documents, and the date/time the document was created will be the date and time the synchronise was performed.
Any links to documents from other programs, such as Practice Manager Client Events with attached documents, HandiLedger entities with linked documents or reports, Jobs, or Job Templates with linked documents, will lose their link.
Exit all users from all HandiSoft programs, including Microsoft Office products.
Ensure you have a current working backup of the HSoft folder.
Using File Explorer, go to the HSoft/Data folder and rename the HsDocSrvFile.dat file to HsDocSrvFile.dat<Today's Date>.
Log in to any HandiSoft program, then press F10 to open Document Manager.
Go to Tools, Verify Clients, and allow this to run through.
When the verification is complete, go to Tools, Synchronise and select All, Ok.
Note: If the warning continues after completing these options, then you should contact your Account Manager to discuss moving to a HandiSoft SQL database.