Missing Datasets, Multiple File Versions (v1, v2, etc.) - Issues Related to Offline File Synchronization

Users have worked fine in AGRIS previously, but when they try to access the program now, all of the datasets seem to have disappeared.  The users see only an empty dataset 001 to select.  Upon further inspection, the \\Server_Name\Apps\Agris\datasets folder still exists and still contains the numbered dataset folders (001, 002, etc.).  Within the datasets folder, files containing text similar to (User_Name v1) may be encountered.  If these files are found, it indicates that offline file synchronization is active, which is the source of the problem.   For example:  DATASETS (jsmith v1).AGR

The preferred solution is a two-part fix. 

1. Disable offline file synchronization on the AGRIS database server to prevent the issue from recurring.  Go to the database server and take the appropriate measures to disable offline file synchronization for the shared folder where the AGRIS program is installed to.  Typically either C:\Apps or D:\Apps.  The below instructions assume that AGRIS is located in the C:\Apps\Agris folder.  

Windows 2000 Server (and Windows XP Pro for oneWeigh peer-to-peer installations):

Double-click My Computer > C:
Right-click on the Apps folder > Sharing...
Click on the Caching button
Uncheck the option Allow caching of files in this shared folder
Click OK > OK

Windows Server 2003:
Double-click My Computer > C:
Right-click on the Apps folder > Sharing and Security...
Click on the Caching button
Select Files or Programs from the share will not be available offline.
Click OK > OK

1. Restoring data is recommended to get AGRIS fuctional again.  There are 2 options available:

--Restore the entire AGRIS\datasets directory from the previous night's backup.

--Perform a restore process using only the *.AGR files that control the AGRIS environment, which leaves the data (commodity, inventory, name/address, etc.) intact.  This method is especially preferable if the previous backup failed.  Additional information about this method is detailed below.  

Based on previous experience with this problem, it appears that the only files affected by Offline File Synchronization are the *.AGR files.  The *.AGR files control the AGRIS environment itself and one aspect of that is what datasets have been created.  That's why when users attempt to launch AGRIS they are only shown a single 001 dataset that is titled "New dataset."

Since the issue is selective to the *.AGR files (and that these files typically don't change that much from day to day), it is generally acceptable to restore just the AGRIS\Datasets\*.AGR files and see if that corrects the issue.  If the live dataset still does not seem right after restoring those files, then it will be necessary to also restore the AGRIS\Datasets\NNN\*.AGR files as well (NNN = the dataset number of the 'live' dataset). 

As long as the *.AGR files being restored are from the previous night, then the impact to the system should be minimal.  Things like the number and names of datasets, station information including printer defaults, and licensing information are some of the things controlled by the *.AGR files and as such do not typically change much from one day to the next. 

Assuming that only the AGRIS\Datasets\*.AGR files are restored and that appears to correct the issue, then no further action is required (other than making sure that Offline File Synchronization is disabled on the server).  If the AGRIS\Datasets\NNN\*.AGR files are restored, then additional steps must be taken to ensure the system is back to a correct working state.  Below is a list of files\processes in AGRIS that will require some form of user intervention after restoring to get the system back to normal:

AGRIS\Datasets\NNN\SYSDTGRP.AGR:  This file ties back to the date controls in AGRIS.  If customer normally performs 'begin new day' operations in AGRIS, then it is necessary to do the 'begin new day' process again BEFORE resuming data entry. 

AGRIS\Datasets\NNN\SYSDOCNO.AGR:  Controls the document numbers assigned to things like invoices, grain tickets, delivery sheets, contracts, etc.  When this file is restored and there are newer records in the system, AGRIS will unsuccessfully attempt to reuse existing document numbers.  The system will then continue to prompt for a new ticket number until an unused number is identified. For example, let's say that the last invoice done yesterday was A11000 and 50 invoices were done today and it was necessary to restore the *.AGR files within the actual dataset from last night's backup.  When we attempt to do another invoice AGRIS will attempt to use A11001 since it feels like A11000 was the last invoice number assigned.  AGRIS will indicate though that A11001 is already in use and prompt us to enter in an unused invoice number and by default will list the next higher invoice number, in this case A11002.  If we know the actual invoice number the system should attempt to use, we should enter it manually and click OK.  If we do not know the number the system should use, then just click OK with the default A11002 number in the document number field.  The system would then determine that A11002 is also in use and display A11003 as the next number it will attempt to use.  We can just keep pressing enter until it finds the actual document numbers that haven't been used yet.  

AGRIS\Datasets\NNN\SYSTRANS.AGR - This file controls document tracking within the dataset.  Document tracking is what makes various forms of communication of data in and out of the dataset possible.  It will take time for the file to reinitialize and slow down performance of AGRIS until the operation completes, but users can continue to work in AGRIS during the reinitialization process.  To force the SYSTRANS.AGR file to reinitialize properly complete the following steps:

1. Go into document tracking (AGRIS V9 main menu > Utilities > Document Tracking).

1. Make a list of the document types that are turned on.

1. Turn document tracking off by clicking Select All > All Packages, All Document Types > Select > Turn Document Tracking OFF > Select

1. Click Back to exit the Document Tracking screen and save the changes.

1. Go back into document tracking (AGRIS V9 main menu > Utilities > Document Tracking).

1. Select the first document type that needs to be turned on based on the list from step 2 and click Select > Turn Document Tracking ON > Select.*

1. At this point, document tracking will begin rebuilding an index of the records, which may take an extended period of time depending on the size of the data.  

1. Repeat steps 6 and 7 for the remaining items on the list from step 2.

1. Once all of the options are back on, click Back to exit the Document Tracking screen.  

*It is also possible to enable document tracking for all options in the system at once by clicking Select All > All Packages, All Document Types > Select > Turn Document Tracking ON > Select.  Be aware that the resulting file will likely be very large and take considerable time to rebuild.