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memoQ server Migration Guide

Overview
This document describes the migration process for memoQ server. Migration is the process
of moving your memoQ server installation, including the database, projects, settings,
licenses, etc. to a different machine. After a successful migration, you should be able to
resume your processes without problems.
Depending on the amount of data (especially in translation memories and term bases), the
process can take a few hours. Data files cannot be copied reliably while memoQ or memoQ
server is running. For the transfer of your licenses, you will need Kilgrays assistance.
Therefore it is advised to plan for a day of downtime, and notify Kilgray well ahead of the
exact time of the migration.

Considerations
Below are the most important points that you will need to consider. Detailed instructions
follow later in this document.

File locations
All the files that you will need to copy to the new server (translation memories, projects,
server database, etc.) reside at specific locations in your current server. These locations
could be the default ones, or custom user-specified locations. The locations are also
referenced in the configuration file of your memoQ server. Therefore, it is recommended to
recreate the exact folders of your old server machine on the new server, and place the
data files in the same folders. (For example, if your translation memories were stored at
C:\MemoQ\TMs in your old server, it is best to create the same folder in the new server,
and place the corresponding files there.) Otherwise, you will need to manually edit the
configuration of your server after copying the files.

Server address
When migrating a server to a new machine, you will need to decide whether or not to
assign a new address to your new server. The disadvantage of using a new address is that it
will cause disruption to everyone who needs access to your server. End users working
against your memoQ server will need to make many adjustments on their computers,
and/or check out projects again from the server. The advantage of assigning a new address
to your new server is that you can have both the old server and the new server running with
full functionality for an interim period.

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Software versions and data file versions

The structure of the files containing your projects, translation memories, server database,
etc. very often change between point versions (e.g. from memoQ server 3.5.x to 3.6.x).
The structure of the server database can even change between builds (e.g. from memoQ
server 3.6.5 to 3.6.6). In other words, each version and build of memoQ and memoQ server
requires specific versions of your data files. If your new memoQ sever receives a data file
that is not of the correct version, it is likely that you will encounter problems. To avoid
this, you will need to check which versions (and exact builds) of memoQ and memoQ server
are installed on the old server, and install the very same software on the new server. For
simplicity, it is best to update or upgrade memoQ server on your old server machine to the
latest version as the first step of your migration process.

Licensing
The licenses of your server cannot be transferred by simply copying the license files from
one computer to the other; you will need to have your licenses transferred or recreated by
Kilgray. This is best done immediately before the new memoQ server is put into operation.
Otherwise, the licenses created for your memoQ server machine might be taken by the old
server using the same serial number. For this reason, it is best to leave licensing to the last
of the migration process. Notifying Kilgray when exactly this will happen helps minimize
unnecessary delays.

Step by step instructions

1. Locating data files on the old server machine
To be able to copy all your data from one computer to the other, first you will have to
locate the data files on the old server. Below the various types of data will be listed, along
with their default locations. The below table lists the default locations of the files to be
copied. All of these locations are specified relative to the application data folder, which is
normally c:\ProgramData\ or c:\Documents and Settings\All users\Application Data\,
depending on the Windows version.
Server database files

\MemoQ Server\MemoQ Server.mdf

\MemoQ Server\MemoQ Server_log.ldf

Server settings files

\MemoQ Server\Configuration.xml
\MemoQ Server\ELMSettings.xml
\MemoQ Server\WSIF.config
\MemoQ Server\WSIFConfig.xml

Translation memories (folder)

\MemoQ\Translation Memories

Term bases (folder)

\MemoQ\Term Bases

TM/TB registry

\MemoQ\TranslationMemories.xml
\MemoQ\Termbases.xml

Server projects (folder)

\MemoQ Server\Projects

memoQ settings file

\MemoQ\AppPreferences.xml

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Note: The TM/TB registries contain listings of all the existing translation memories and
term bases with various information about them, including their exact path. The contents
of this file must stay in line with the actual location of the translation memories and term
bases. The memoQ settings file (AppPreferences.xml) specifies the location where future
translation memories and term bases will be created. It is recommended to transfer this file
as well.
If you specified custom locations for any of the above, you can identify those locations by
doing the following:

Start memoQ. Go to Tools > Options > Appearance, locations. Note down the
locations in the Translation memories and Term bases boxes.

Log in to memoQ server using the Server administrator. Go to Configuration and

logging. Note down the custom location of server projects in the Server project files
box.

The location of the memoQ server database can only be configured when installing
memoQ server. If you are unsure of the location, search for the files MemoQ
Server.mdf and MemoQ Server_log.ldf in the file system of your server.

The locations of the registry files for translation memories and term bases are not
customizable, they will always reside in the folder listed in the table below.

2. Copying files to the new server

For seamless migration, your new server needs to know where each of your data files are.
The simplest method to ensure this is to place each file at the exact same locations as in
the old server. The below instructions refer to this situation.
1. To create consistent copies of all your data files, you will need to make sure that no
software is writing or locking those files. On the old server, stop MemoQ Server
using the memoQ server manager icon in the taskbar, then right-click the red icon
and choose Exit to quit the Server manager. Exit memoQ if it is running. For extra
safety, you can also stop the SQL Server instance memoQ server uses.
2. Create backup copies of all the data files you have located on the old server.
3. Check what versions of memoQ and memoQ server were installed on the old server,
and install the same versions (including the build number) on the new server. When
installing memoQ server, the installer will prompt you to choose the location of the
database. Chose the same location as for the old server, or note down the location
you choose.
4. Recreate the very same folders on your new server as needed. Take care not to
mistype any folder names. If you used the default locations in the original setup,
and use the defaults for the new server as well, all of these locations will be
created for you. (The exact location of the application data folder can change
between Windows versions. For more information, see Section 1 above.)
5. To be able to safely overwrite existing data files on the new server, you need to
make sure that no software is writing or locking those files. On the new server, stop
MemoQ Server (if it is running) using the memoQ server manager icon in the
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taskbar, then right-click the red icon and choose Exit to quit the Server manager.
Exit memoQ if it is running. For extra safety, you can also stop the SQL Server
instance memoQ server uses.
6. Copy all the data files into the appropriate folders on the new server. A copy of the
database and the settings files will already exist on your new server: you will need
to overwrite these files.
Note: If it is undesirable or impossible to use the same folders as in your previous setup,
you will need to specify these folders manually. This is only possible after your licenses are
ready. You can find the relevant instructions in section 4 below.

3. Handling network access and licensing

1. Set up network access to your new server. Enable TCP port 2705 for communication
with memoQ clients, and TCP port 80 if you use mobile licensing. Make sure your
new server is reachable using the desired connect address (IP address or domain
name). Register the new connect address in memoQ server. For information, see
the following topic in the memoQ online Help: Server Administrator Configuration
and Logging.
2. Contact Kilgray to handle the transfer of your licenses. When Kilgray reports your
licenses are ready, activate memoQ and memoQ server on the new server machine.
For detailed activation instructions, refer to the Getting started guide.
3. If you use mobile licenses, you will also need to make sure that mobile licensing is
up and running on the new server. For instructions, refer to the Enterprise License
Management LSP Guide.

4. Specifying file locations and registering files manually

If for some reason the data files will not reside in the same folders as in the previous setup,
you will need to change settings in memoQ and memoQ server to make sure that all your
data is available to the software.
1. If existing translation memories and term bases will reside in a new location
compared to the old server, you will need to re-register all of them. You can use a
text editor to open the TM/TB registry files (TranslationMemories.xml and
Termbases.xml) and use find/replace to change every instance of the folder path.
Or, you can re-register all of your translation memories and term bases. To register
them, start memoQ on the server machine, and refer to the memoQ online Help
topics titled Translation memory management and Term base management.
2. To change the location where new translation memories and term bases will be
created, go to Tools > Options > Appearance, locations in memoQ running on the
server machine, and change the locations in the Translation memories and Term
bases fields.
3. To change the location of server project files, start the Server administrator, log in
to the server as an administrator, and change the location in the Configuration and
logging page, under Server project files.

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5. Ensuring access for memoQ users

If you successfully carried out the migration, and your new server is made available at the
same connect address as the old one, your team should be able to continue working
seamlessly. If you made your server available through a new connect address, your team
will need to adjust their settings to continue working with the services and resources
provided by memoQ server. If the connect address is the same as before, you can skip the
below steps.
1. Team members using memoQ server will need to store the address of the new server
in their copies memoQ, and specify the same username and password they had for
the old server.
2. On all copies of memoQ working with server resources, remote translation memories
and term bases from your new server must be unregistered, and then registered
again from the new URL. Refer to the memoQ Help topics Translation memory
management and Term base management.
3. In server projects with online documents, memoQ users working on those projects
must check out the project again with a different local project name.
4. In ongoing local projects using online translation memories or term bases (or server
projects without online documents), memoQ users must remove the existing
memories from the projects (as they are from the old server), and add the
corresponding, newly registered translation memories and term bases from the new
server.

Troubleshooting
If you encounter a problem during migration, send an e-mail to support@kilgray.com with a
description of the issue.

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