#58530 - 08/30/18 08:28 AM
Massive SOFTPDF Folder
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Adagio Fan
Registered: 02/01/18
Posts: 35
Loc: Forest Grove, OR
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Hi Guys,
I am looking for ways to optimize our database and found that the SOFTPDF folder within our 'adagiodata' is getting very large. Currently has 71,500 PDF files in it, totaling 7.1GB of data.
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So after talking to our office manager, it seems that all of those flat files in SOFTPDF talk with DocStore which we are using. We just happen to have quite a large number of invoices/slips that get generated on a daily basis.
Let me know if you have any thoughts as we are only getting larger and quantity of files will inevitably keep going up.
Thank you,
Jason
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#58532 - 08/30/18 08:37 AM
Re: Massive SOFTPDF Folder
[Re: Jason]
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Adagio Fan
Registered: 02/01/18
Posts: 35
Loc: Forest Grove, OR
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I did a little more digging and it appears that it is duplicating the files? One in SOFTPDF and the other in the much more organized Docstorage folder structure. Here is a screenshot of what I mean. Most likely there is a setting I need to change to not have it generate in the SOFTPDF? Or I can most likely safely clear that folder out since it is being generated in the correct spot as well? Let me know, Thank you Jason 
Edited by Jason (08/30/18 08:40 AM)
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#58533 - 08/30/18 08:48 AM
Re: Massive SOFTPDF Folder
[Re: Jason]
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Adagio Maestro
Registered: 07/21/11
Posts: 1169
Loc: Thunder Bay, ON, Canada
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Hi Jason,
The SOFTPDF folder should not impact your Adagio database performance. And 7 GB is not a lot by today's hard drive standards. I'm not sure why you're worried about that.
The SOFTPDF folder is in fact there so that they can view Invoice copies from within the transaction drill down in the Receivables or Invoices module. If you have installed the upgrades to AR 9.3A and IN 9.3A, you should be running the Maintenance>Process SOFTPDF to DocStore function periodically to copy the historical PDF's from before the DocStore upgrade was installed to the DocStorage folder. Do not move files manually. The process copies them to the appropriate places and updates the program links.
I would not recommend deleting any PDF's out of the SoftPDF folder for now. It is there for legacy purposes for modules that have not been upgraded with the DocStore functionality yet.
I highly recommend contacting your Adagio consultant before making any changes to those directories. Especially since, you may be running other modules than what I've mentioned here which could impact the SOFTPDF folder such as Purchase Orders.
If 7 gb of data is causing you concern for storage purposes, you should consider upgrading your hard drives.
Edited by Dan_Desautels (08/30/18 08:51 AM)
_________________________
Dan Desautels
DezTek Solutions Inc.
Thunder Bay, ON
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#58535 - 08/30/18 08:55 AM
Re: Massive SOFTPDF Folder
[Re: Dan_Desautels]
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Adagio Fan
Registered: 02/01/18
Posts: 35
Loc: Forest Grove, OR
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Hi Jason,
The SOFTPDF folder should not impact your Adagio database performance. And 7 GB is not a lot by today's hard drive standards. I'm not sure why you're worried about that.
The SOFTPDF folder is in fact there so that they can view Invoice copies from within the transaction drill down in the Receivables or Invoices module. If you have installed the upgrades to AR 9.3A and IN 9.3A, you should be running the Maintenance>Process SOFTPDF to DocStore function periodically to copy the historical PDF's from before the DocStore upgrade was installed to the DocStorage folder. Do not move files manually. The process copies them to the appropriate places and updates the program links.
I would not recommend deleting any PDF's out of the SoftPDF folder for now. It is there for legacy purposes for modules that have not been upgraded with the DocStore functionality yet.
I highly recommend contacting your Adagio consultant before making any changes to those directories. Especially since, you may be running other modules than what I've mentioned here which could impact the SOFTPDF folder such as Purchase Orders.
If 7 gb of data is causing you concern for storage purposes, you should consider upgrading your hard drives. Hi Dan, Thanks for the information about the Process SOFTPDF function, That will be a great benefit. Let me reiterate, 7Gb is not a storage problem me at all, it's just a file problem as windows tends to not respond well to >70,000 files in a single folder without organization. I'm glad it's a legacy thing. We are fully up to date on all our modules so everything that can be integrated with DocStore, is. I will look into running that maintenance assuming it won't duplicate data. Thank you,
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#58537 - 08/30/18 09:07 AM
Re: Massive SOFTPDF Folder
[Re: Jason]
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Adagio Maestro
Registered: 07/21/11
Posts: 1169
Loc: Thunder Bay, ON, Canada
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The process is in DocStore and it copies the files, so it does duplicate them. But once they're in the DocStorage folders after that process, the link in AR doesn't look to the SoftPDF folder anymore. So you shouldn't have the issue with windows accessing the large folder.
The question as to why the new invoices continue to be copied to the SOFTPDF folder after AR 9.3A and IN 9.3A are installed is one for Softrak Tech Support. I just noticed mine are also going to both places.
_________________________
Dan Desautels
DezTek Solutions Inc.
Thunder Bay, ON
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#58539 - 08/30/18 09:25 AM
Re: Massive SOFTPDF Folder
[Re: Dan_Desautels]
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Adagio Action Team
Registered: 03/09/99
Posts: 11532
Loc: Vancouver, BC Canada
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Hi Dan/Jason,
Indeed if DocStore is used, and when Archive Customer(Vendor) PDF Copy is set to save PDFs after printing/emailing forms, a PDF is saved not only in the DocStorage folder but also the SoftPDF folder. This is as expected.
In the DocStore company profile, you will see not only options for Enable DocStorage but also Enable SoftPDF. At the current time, the Enable SoftPDF is always enabled and you cannot turn it off. This is because not all Adagio programs are at the 9.3A level and support DocStore. If you turned off SoftPDF and removed PDFs from there, then PDFs would not be viewable from applications not yet at 9.3A, such as BankRec or Inventory.
When all Adagio modules are at 9.3A, I imagine that SoftPDF will become an editable option that can be disabled, since all PDFs will be findable in the DocStorage folder tree.
---
And to clarify one of Dan's comments. You only ever need to run Process SoftPDF to DocStore once for any application after it has been upgraded to 9.3A. You do not need to run it periodically (ie. more than once for each 93A program upgrade).
_________________________
Regards,
Softrak Tech Support
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#58541 - 08/30/18 09:55 AM
Re: Massive SOFTPDF Folder
[Re: Softrak Support]
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Adagio Maestro
Registered: 07/21/11
Posts: 1169
Loc: Thunder Bay, ON, Canada
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Thanks Support for reminding me that the SoftPDF option in DocStore was required to be on until all modules are updated. And "periodically" was a poor choice of words on my part.
_________________________
Dan Desautels
DezTek Solutions Inc.
Thunder Bay, ON
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#58559 - 09/04/18 08:05 AM
Re: Massive SOFTPDF Folder
[Re: Dan_Desautels]
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Adagio Maestro
Registered: 06/15/07
Posts: 920
Loc: GTA & North America (Remote Su...
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Support, you indicate: Indeed if DocStore is used, and when Archive Customer(Vendor) PDF Copy is set to save PDFs after printing/emailing forms, a PDF is saved not only in the DocStorage folder but also the SoftPDF folder. This is as expected.
Question: For those who are using DocStore, is there any reason to still have Archive Customer or Vendor PDF's turned ON?
_________________________
Samuel Kopstick
S Kopstick & Associates Inc
Toronto, ON
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