Troubleshooting Document Attachments

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Rebuild Metadata

There are instances where PowerSchool and the document storage server can be out of sync, such as when reverting to a backup. When this occurs, you can use the Rebuild Metadata special operation to rebuild metadata in the database from the source system.

Database Import Process and Document Attachment

During the database import process, Document Attachments settings are cleared from the database. Configuring the document server is required to reconnect your server to your existing document attachment data that may have been previously configured on another system. For more information, see the Configure Document Server section of the Oracle Database Backup and Restore Guide.

Rebuild Metadata (Single Server)

1. On the start page, choose System under Setup in the main menu. 
2. Under Data Management, click Special Operations. 
3. Choose Rebuild Metadata From Document Server from the Operations pop-up menu.

4. Click Submit. The Rebuild Metadata From Document Server page displays the following information:

   Field	Description
   Current Status	The status of the rebuild process.
   Progress	Indicates the progress of the rebuild process.
   Start Time	The time the rebuild process began.
   Elapsed Time	The time it took for the rebuild process to complete.
   Imported Metadata	The number of imported metadata.
   Unrecoverable Documents	The number of orphaned documents. Note: Unrecovered documents are those that are missing their document metadata. Document metadata contains system and file details such as title, notes, etc. Those documents cannot be recovered during the rebuild process and require you to manually reattach them to the student. These documents will be stored in folder names based on their DCID within the document storage root in the following subdirectory: recover/districtid recovery directory. The file names are stored with the name as a unique identifier and extension '.recover'.

5. Click Rebuild.
6. Click Confirm Rebuild.
   Note: If necessary, you can click Stop Rebuild. However, stopping a rebuild can cause PowerSchool and the document storage server to remain out of sync. It is recommended that the process be allowed to finish running.

Rebuild Metadata (Server Array)

1. On the start page, choose System under Setup in the main menu. 
2. Under Data Management, click Special Operations. 
3. Choose Rebuild Metadata From Document Server from the Operations pop-up menu.

4. Click Submit. The Rebuild Metadata From Document Server page displays the following information:

   Field	Description
   Current Status	The status of the rebuild process.
   Progress	Indicates the progress of the rebuild process.
   Start Time	The time the rebuild process began.
   Elapsed Time	The time it took for the rebuild process to complete.
   Imported Metadata	The number of imported metadata.
   Unrecovered Documents	The number of orphaned documents. Note: Unrecovered documents are those that are missing their document metadata. Document metadata contains system and file details such as title, notes, etc. Those documents cannot be recovered during the rebuild process and require you to manually reattach them to the student. These documents will be stored in folder names based on their DCID within the document storage root in the following subdirectory: recover/districtid recovery directory. The file names are stored with the name as a unique identifier and extension '.recover'.

5. Use the following table to enter information fields:

   Field	Description
   Hostname/IP	Enter the hostname or IP address of the document share location. Note: This field is required.
   Share Name	Enter the share name of your document storage location. Note: This field is required.
   Path	Enter the path to the document root within the server array. The document root defaults to 'PS3' in standard configurations, but may be different if changed manually.
   Username	Enter a username. Note: This field is required.
   Password	Enter the corresponding password for the username. Note: This field is required.

6. Click Rebuild.
7. Click Confirm Rebuild.
   Note: If necessary, you can click Stop Rebuild. However, stopping a rebuild can cause PowerSchool and the document storage server to remain out of sync. It is recommended that the process be allowed to finish running.