When saving a document to Document Manager, the Error: 'Cannot add document' may occur. Please check if you have the document open elsewhere.
To resolve the error, you must run a rebuild in Document Manager.
Rebuilding your Document Manager data:
The below steps may take a fair amount of time to complete depending on the size of the database and the speed of your machines.
Completing the rebuild directly on the server is most often the fastest process to complete the rebuild.
It is important to allow the rebuild to complete without stopping it.
Important: If your practice has Access Ledger or Access Tax, the HandiSoft Data Agent service running on the server needs to be stopped before running the rebuild. See How do I rebuild database files in HandiSoft and HandiSoft Online Programs for instructions to stop the HandiSoft Data Agent service.
To rebuild your data
Make an adequate backup of your data before you run the rebuild process.
Ensure all users, except the user performing the rebuild, have logged out of all HandiSoft programs.
Open Document Manager.
Go to Tools, Rebuild the Databases.
Tick Main Data, 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.
When the rebuild is complete, attempt to save a document into Document Manager to ensure the error has been resolved.
If the Error: 'Cannot Rebuild' occurs, the rebuild was unsuccessful. A xx.Reb file is generated when a previous rebuild failed. The most likely cause of the failure is that a user was still in the HandiSoft suite or a system process is running.
1. Using File Explorer locate your HSoft\Data directory. In this example, you need to look for the file named HsDocSrvFile.Reb in the Data folder.
Note: HandiSoft Online users need to navigate via File Explorer to the Z:\Data folder.
2. Sort the files by Type. In the Type column, locate the Reb files.
3. Right-click and delete any file type that ends in .Reb.
4. After deleting the .Reb file(s), get all users to exit out of all HandiSoft programs then repeat the steps above.
Note: If the error still occurs, try selecting Reindex (at step 5), instead of Rebuild, as this can sometimes resolve the issue.
5. If a rebuild and reindex still does not resolve the issue, you will need to restore the HSoft\Data\HsDocSrvFile.dat from a backup prior to the issue arising. See Corrupted HsDocSrvFile.dat for more information.