clearwell upgrade guide v6.5

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Clearwell E-Discovery Platform V6.5 Upgrade Guide Revision: March 10, 2011

Upgrade Guide PAGE: 2

© 2011 Clearwell Systems, Inc. Proprietary & Confidential

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Clearwell Systems, Inc.

Clearwell E-Discovery Platform V6.5 Upgrade Guide Revision: March 10, 2011 Last updated: March 10, 2011 1:35 PM © 2004-2011 Clearwell Systems, Inc. All rights reserved. Clearwell and Clearwell E-Discovery Platform are registered trademarks of Clearwell Systems, Inc.

The Clearwell E-Discovery Platform software (“Software”) and related documentation are provided under a license agreement between you and Clearwell (“License Agreement”), which contains restrictions on your use of the Software and the documentation. The Software is provided in object code format only and only for your internal use. The Software and documentation are protected by United States and international intellectual property laws, including without limitation United States Patent Numbers 7657603, 7593995 and 7743051.

The Software is provided in object code format only and only for your internal use. Except as expressly permitted in your License Agreement, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of the software is expressly prohibited. You may not disclose, transfer, or sublicense the Software or documentation, or any part thereof, except as expressly permitted in writing by Clearwell. The information contained herein is subject to change without notice and is not warranted to be error-free.

U.S. GOVERNMENT RIGHTS Programs, software, databases, and related documentation and technical data delivered to U.S. Government customers are "commercial computer software" or "commercial technical data" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, the use, duplication, disclosure, modification, and adaptation shall be subject to the restrictions and license terms set forth in the applicable Government contract, and, to the extent applicable by the terms of the Government contract, the additional rights set forth in FAR 52.227-19, Commercial Computer Software License (December 2007).



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Contents

Upgrade Preparation Checklist ............................................................................. 5

Upgrade Pre-Installation Steps .............................................................................. 6

Download all 6.5 Software ............................................................................ 6

Review the “6.5 Upgrade Overview” document ................................................ 6

Verify the Clearwell Product Version is upgradeable .......................................... 6

Verify Windows Service Settings .................................................................... 7

Verify Windows Firewall Settings .................................................................... 8

Verify Clearwell Cases Before the Upgrade ...................................................... 8

Cleanup Clearwell Jobs ................................................................................. 8

Verify System Timezone Settings ..................................................................... 9

Verify Scheduled Tasks ................................................................................ 10

Verify and Save HTTPS Files ......................................................................... 10

Verify and Save Custom Logo Files ............................................................... 10

Install/Upgrade Clearwell IGC Software........................................................ 12

Perform Full Node Backups on All Appliances ................................................ 18

Perform Windows Updates .......................................................................... 19

Verify Appliance Hardware ......................................................................... 19

Clearwell Installation Steps ................................................................................ 19

Cluster Considerations ................................................................................ 19

Clearwell Product Installation / Upgrade Instructions ....................................... 20

6.5 Installation Verification .......................................................................... 35

Post Installation Steps ........................................................................................ 36

Apply the Latest V6.5 Hotfix (if applicable) .................................................... 36

Verify the Clearwell License ......................................................................... 36

Verify Clearwell Services ............................................................................. 36

Verify Clearwell Cases ................................................................................ 37

Verify Post Processing succeeded on all Cases ................................................ 38

Verify Security Settings ................................................................................ 38

Verify Indexing Settings ............................................................................... 40



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Verify Clearwell Configuration Settings .......................................................... 40

Verify Firewall Settings ................................................................................ 40

Reconfigure Full Node Scheduled Backup Tasks .............................................. 41

Verify Custom Logo Settings ......................................................................... 41

Verify Clearwell Utility ................................................................................. 41

Disable Adobe Automatic Updates ............................................................... 42

Requesting Support ........................................................................................... 42



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Upgrade Preparation Checklist This document provides instructions for upgrading Clearwell E-Discovery Platform V5.1, V5.5/V5.5 SP1 or V6.0 to V6.5. The following are key items to prepare before scheduling the upgrade:

• Review all the Pre-Installation Steps below

• Have resources available to support a system restart

– The upgrade will require two or more restarts of Windows. There are sometimes situations where a system is no longer accessible via Remote Desktop after a restart (typically due to Windows updates – in particular IE 8 seems to cause restart issues)

– If using GTM, you will most likely lose the GTM and will need someone to rejoin the meeting after the system restart

• Plan for an appropriate amount of downtime. Clearwell services will need to be down during the duration of the full node backups, and cases will be offline during the case upgrade and case post processing, so plan this time accordingly with any end users. Refer to the “6.5 Upgrade Guide” for estimates on how long the entire upgrade and post-processing steps will take.

• Download Clearwell 6.5 software before the scheduled upgrade

• Plan for 4 Clearwell service accounts and make sure you have all the passwords for these accounts

– Domain\CWAppAdmin (For all services except the EsaPSTRetrieverService and EsaIGC services)

– Domain\CWPSTRetriever (For the EsaPSTRetrieverService)

– Domain\CWPSTConversion (For OST/MBX -> PST conversions)

– Local Administrator account (for the 2 new IGC Services)

• Verify you have the credentials for a local Administrator account that will be used to setup the IGC services so this can be used for the Clearwell installation

• Perform a full node backup just prior to the upgrade

Note: This document does NOT cover the special upgrade considerations for Clearwell versions prior to V5.5. If you are upgrading from versions prior to V5.5, refer to the V5.5 SP1 upgrade instructions and upgrade the system to V5.5 SP1 before attempting to upgrade to V6.5.



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Upgrade Pre-Installation Steps The following steps need to be performed in preparation of the upgrade.

Download all 6.5 Software Download the Clearwell 6.5 installation files CW65FullInstall_20110304.zip and CW65PreReq.zip into the D:\CW\Installer\Distributions directory. Unzip them into the D:\CW\Installer\distributions directory.

Review the “6.5 Upgrade Overview” document Review the “6.5 Upgrade Overview” document and verify that all pre-requisites have been met. Additionally, confirm that your Clearwell appliance meets minimum hardware specifications (32GB memory) and has sufficient disk space for 6.x features. Finally, make sure all the changes in behavior are understood when upgrading existing cases.

Verify the Clearwell Product Version is upgradeable Clearwell V6.5 installation supports upgrades from Clearwell V5.5 (Product Version 5.5.12.0) or Clearwell V5.5 SP1 (Product Version 5.5.14.0 or Version V6.0 (Product Version 6.0.24.0) or Version V6.1 (Product Version 6.1.15.0). To verify that you are at the correct product level, logon to Clearwell and select System > Appliances. Select the appliance and verify it is at the correct product version.

Note: If there are Software Patches applied (e.g. V55_SP1_Fix5, V51_Fix5, V61_Fix1), this V6.5 version can be installed as long as the Product Version is correct with the following exceptions:

Do NOT install V6.5 if you have any fixes above V61_Fix1 without checking with Clearwell support. Any higher number fixes would have been released after V6.5 was released so will most likely not be included in V6.5 until a subsequent V6.5 Hotfix is released.

If you are running Clearwell V3.0 SP1, V4.0 SP2, V4.5 SP1, V5.0 or V5.1, then you first must upgrade to Clearwell Version 5.5 SP1 before upgrading to Clearwell Version 6.5.

If you have a cluster of Clearwell appliances, you need to upgrade all servers in the cluster at approximately the same time. The Master Server should be upgraded first followed by the non-master nodes. The appliances in the cluster will not start correctly if they are at incompatible version numbers. Note that depending on the order in which the upgrades complete, the non-Master nodes may come up “offline”. If that is the case, from the Manage Appliances page, make sure that every non-Master node is “enabled”, and then stop and restart any non-Master node that was “offline” once its upgrade completes.



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Verify Windows Service Settings Check Windows > Services to verify that Clearwell service accounts are setup correctly. When upgrading to V6.5, you can chose to keep the existing service account logon credentials.

Note: Starting in V5.5, three unique Clearwell service accounts are required, and a fourth unique Clearwell account is strongly recommend to optimize performance when doing MBOX/OST conversions. Make sure that all Clearwell accounts are members of the local administrator group and have the security rights to “logon locally” and “logon as a service.” These policies should be verified to make sure no periodic domain policies override the local appliance settings to remove these.

The following example shows how the V6.5 services should be setup once the installation is complete:

Requirements for the Service “Log On As” accounts:

1. Use the Domain\Account format instead of the [email protected] format.

2. Make sure these Domain accounts have full control (read/write) access to the network share.

3. Make sure these Domain accounts are members of the local Administrators group

4. Make sure no domain or group policies will remove these accounts from the “logon locally” or “logon as a service” rights.

5. Typically you will setup the EsaApplicationService, EsaNSFCrawlerService, EsaNSFRetrieverService & EsaPSTCrawlerService using one CWAppAdmin domain account.

6. EsaPstCrawlerService and EsaPstRetrieverServices must use different “Log On As” accounts.

7. EsaIGCBravaLicenseService and EsaIGCJobProcessor should both be setup with the same local Administrator account (these accounts do NOT require domain access; they require local Administrators group access). These accounts cannot match logon accounts used by other services.

8. In the Clearwell System->Settings, you should enter the same “Log On As” account credentials as you used for the EsaApplicationService for the Windows authentication user name and password.

9. If you change the “Log On As” credentials for the EsaNSFCrawlerService or EsaNSFRetrieverService, then you need to make sure to logon to the appliance using the same user account specified and initialize the Lotus Notes Client (see steps below in this document).



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Verify Windows Firewall Settings Go to Start > Settings > Control Panel > Windows Firewall. Note whether the Firewall is configured to be On or Off. After the V6.5 upgrade, you should verify this setting again. If you have problems with nodes in the cluster communicating after you have upgraded to V6.5, then you may need to turn the firewall off after the installation.

Verify Clearwell Cases Before the Upgrade Go to System > Cases and verify that all cases are online before the upgrade. You should also verify that no cases are in a Processing Status indicating that new data is being processed or exports are in progress. Additionally, you should verify that you do not have any more than 100 cases active.

Take note of the total number of indexed documents across all the cases. A V5.1 to V6.5 upgrade will take approximately 60 minutes per 1,000,000 indexed documents. A V5.5 or V6.0 upgrade to V6.5 will complete much faster than that.

Cleanup Clearwell Jobs From within the Clearwell System > Jobs page, change the Context to “All Jobs” and change the Jobs updated “at any time”. Select the Status column to sort by Status and verify that no jobs are in an “unfinished” status. Once you upgrade to V6.5, you will not be able to “Retry” or “Finish” any jobs that were partially completed. You should also stop any Pending jobs as they will need to be rerun again once the upgrade has completed. Ensure that there are no Scandir or LEF processes running after the jobs stop.



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Select the “Output Size” column to sort by size to verify if there are several large export jobs still remaining in the system. If there are several large export/print jobs that are no longer needed, delete them now to save considerable time during the full node backups. If the exports are still needed, they should be saved to another location and then deleted from Clearwell. Note that if the export jobs were not zipped, the size will display as N/A, so these jobs should be checked as well to see if there is a large amount of backup content.

Verify System Timezone Settings

Verify the Windows timezone setting to make sure it is set appropriately for your environment. For a cluster configuration, verify that all servers in the cluster are configured to the same Time Zone with their clocks within two minutes of each other – otherwise the systems will not be able to be clustered together.



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Verify Scheduled Tasks Verify if there are any scheduled tasks to perform routine full node backups. Go to Start > Settings > Control Panel > Scheduled Tasks or Start > Settings > Control Panel > Administrative Tools > Task Scheduler (on Win2008). Review the list of tasks to see if there are Clearwell full node backups scheduled. If so, disable or delete this scheduled task. After the V6.5 upgrade, a new task will need to be scheduled pointing to the backup script in the new V6.5 directories.

Verify and Save HTTPS Files Verify if the system is configured for HTTPS redirection on the Home > System Settings page. If a custom certificate was used, then you should backup that custom certificate prior to the upgrade. The custom certificate should be found in the <installation directory>\config\templates\tomcat directory. Make sure to save a copy in another directory.

Verify and Save Custom Logo Files Verify if the customer is using a custom logo. If so, then make sure to save the logo files into another directory. After the upgrade, it is recommended to switch from custom logo files to using the new options setup on the Home > System Settings > Branding tab.

If your custom logo was setup using properties, it is recommended to “undo” those custom logo properties as follows. Go to the Home >Support Features page. Select the Property Browser feature, and then hit Submit without filling in any of the fields. If you see ANY of the following properties with settings other than below, then you will need to change them back to their default values listed below. You should also check the <installation directory>\config\configs\esauser\config.properties file.



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If these settings exist in that file, then you should comment those lines out of the config.properties file. No action is required if these settings don’t exist in your setup:

esa.ui.logo.filename=clearwell.jpg

esa.ui.homelogo.filename=logo.png

esa.ui.logo.width=140

esa.ui.logo.height=33

esa.ui.homelogo.filename=logo.png

esa.ui.homelogo.width=240

esa.ui.homelogo.height=65

esa.ui.logo.tooltip=Clearwell Systems



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Install/Upgrade Clearwell IGC Software

Note: This is optional as a Pre-Install step, however it is recommended that this step be completed prior to running the product installer, although IGC can also be upgraded as part of the regular installer. If this step is completed in advance, reboots will not be required during the Clearwell upgrade process.

IMPORTANT! The IGC installation must be installed under the account that is desired to be used for the IGC Services. Do NOT select an account that will be removed from the “Logon As A Service” or “Logon Locally” rights when any domain policies take effect.

To Install/upgrade Clearwell IGC Software:

1. Go to the location where the Prereq Installer was unzipped. Run Setup.exe. The following dialog box will be presented. Click Next.



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2. The following dialog box will require confirmation – select “I accept the terms of the license agreement” and click Next.

.

3. Select Typical install, and click Next.



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The following dialog notifies users that the old version of IGC will be uninstalled and that a reboot will be required.

4. Once IGC is uninstalled , the following box will be presented. Click OK.



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5. After the reboot, the installer will start again automatically and the following screen will show location where IGC will be installed. Click Next.

6. The following dialog box will prompt for credentials. Enter the password, and click Next.



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7. On the following screen, click Next.

8. If the printer was not successfully removed, the following message will be displayed. Click Yes to proceed.



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9. Once the install is complete, click OK.

10. Another reboot will be required. Click Finish.



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Perform Full Node Backups on All Appliances Before installing V6.5, the following steps must be taken.

1. Verify space and backup locations in preparation for performing a full node backup. Verify the following on the system:

A. Total space available on the D: drive

B. Total number of files in the <installation directory>\data directory. If there are more than 100,000 files in this directory, then you most likely have several export jobs still in the Home > Jobs location on the Clearwell appliance. Export jobs should be saved off to another location if they are still needed, and then they should be deleted from the Home > Jobs location within Clearwell before running the backups.

C. Target location for the full node backups: (Default is <installation directory>\backups unless this has been configured to backup elsewhere)

D. Target location for the case backups: (Default is <installation directory>\caseBackups unless this has been configured to backup elsewhere).

2. Review backup policies to make sure case and system backups are scheduled periodically and preferably in a location off of the appliance. Consult with your Solution Consultant on recommended best practices for backups.

3. Using Option 1 in the Clearwell Utility on the Appliance desktop, perform a Full Node Backup. When prompted “Would you like to include case backups? (y,n)” select n.



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Full node backups will take potentially several hours depending on the number and size of cases on the appliance. Typical full node backup rates are approximately 20 minutes per 1 million documents assuming that export jobs have been cleaned up as described in the previous section, “Cleanup Clearwell Jobs.” Times may vary depending on the specifics of your deployment.

Perform Windows Updates It is recommended that the latest Windows updates be installed at the time of this upgrade. Be sure to stop all Clearwell Services before restarting Windows.

Note: The Clearwell best practice is to stop all Clearwell services cleanly whenever possible before restarting Windows. To stop all Clearwell services, use the Clearwell Maintenance Utility on the desktop. Select number 3 to “Stop All Clearwell Services.”

Verify Appliance Hardware

It is recommended you take the opportunity during this maintenance window to verify that all hardware components are operating effectively. If you have a Dell appliance, it is recommended to install the Dell DSET application if you don’t currently have it installed. This will run some Hardware diagnostics and flag any errors. Make sure you physically inspect the server and make sure there are no red warning lights needing attention.

Clearwell Installation Steps The following steps provide instructions for upgrading an appliance from V5.5/V5.5 SP1, V6.0 or V6.1 to V6.5.

Cluster Considerations If you have a cluster of Clearwell appliances, you need to upgrade all servers in the cluster at approximately the same time. The Master Server should be upgraded first followed by the non-master nodes. The appliances in the cluster will not start correctly if they are at incompatible version numbers.



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Clearwell Product Installation/Upgrade Instructions

1. Complete any Pre-Installation steps required from the previous section.

2. Confirm that a Full node backup was completed (on all appliances in case of a Cluster configuration).

3. Confirm that all Clearwell services have been stopped before the installation of Clearwell 6.5.

4. Verify that no other Remote Desktop sessions are open with windows or applications running that may interfere with the Clearwell installation.

5. Close ALL Internet Explorer browsers and other applications prior to the upgrade.

6. Check Windows > Task Manager and confirm that there are no Clearwell or Lotus Notes processes running such as java.exe, *crawler.exe, *retriever.exe, firedaemon*, lef*.exe, ntmulti.exe, nnotesmm.exe, nlnotes.exe or nslsvice.exe.

7. Go to the D:\CW\Installer\Distributions\20110304_1625_V65 directory (or the directory where you downloaded the CW65Fullinstall_20110304.zip file) and double click on the setup.exe program.

8. Click Next on the Clearwell 6.5 screen. If the Clearwell services were not stopped prior to this step, you will get a prompt confirming you want to stop Clearwell services and continue the installation.



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9. A message appears alerting you that an existing install of 5.5.12.0/5.5.14.0 or 6.0.24.0 or 6.1.15.0 is found in D:\CW\V51, D:\CW\V55, D:\CW\V60, D:\CW\V61.

10. Select Upgrade in a new directory unless you want to wipe out all of your Clearwell cases and start over clean with V6.5. (It is not recommended to “Upgrade in Place” to avoid confusion with Clearwell installation directory names. The 6.5 installer allows you to preserve service account credentials, so there should be no need to install in place.)

Note: Make sure that you are running 5.5.1.12.0/5.5.14.0, 6.0.24.0 or 6.1.15.0 before proceeding with the installation. The installer will allow you to install over an earlier version, but you should not proceed unless you have first completed all the installation/upgrade requirements for V5.5 SP1.



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11. Select the appropriate selections. Option 2 should only be selected if case backups are stored locally on the appliance.

Note: If your Case Backups are configured locally, consult with your Solution Consultant on best practices for disaster recovery to store these backups somewhere other than the Clearwell appliance.

12. The following dialog box serves as a reminder to perform the appliance upgrade outside of this installation if it has not already been done.



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13. Leave the default V6.5 installation directory and click Next.

14. Leave the default selection of Complete and click Next.



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15. If Notes 7.x is installed you will get a message asking if you would like to upgrade it to 8.5.x, if so click Yes. Click Next.

16. Since a new version of IGC is being installed with this upgrade, you will be notified about the uninstall of previous version and required reboots, if this is not done as part of the pre-install steps discussed earlier. If the IGC upgrade has been completed, skip over to Step 18.



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17. After IGC is uninstalled the following pop up will notify you of the same and a restart of the appliance will be required.

18. After the reboot (note below to determine the account to log into for installation), if the installer does not start automatically, run InstallClearwell.bat again and go through steps 8-15 again. You will be prompted for the directory where IGC will be installed – keep the defaults

The installation program will default the IGC installation account to match the current logged on account. The two IGC services will be setup using this account as the “Log On As” Service account. Enter the password for that account and click Next.

IMPORTANT! The IGC installation must be installed under the account that is desired to be used for the IGC Services. Do NOT select an account that will be removed from the “Logon As A Service” or “Logon Locally” rights when any domain policies take effect.



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19. Enter the password for the user name under which IGC will be installed.

20. Click Yes if you want to keep the Clearwell service accounts with all their credentials the same as in a prior version.



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If No is selected on the prior screen, then you will be prompted with a window where all the service accounts can be selected/deselected and logon accounts can be configured per service. The accounts are setup with the default appliance cwadmin1 and cwadmin2 logon credentials.

21. Click Next on the Clearwell 6.5 Installation summary window which shows all the components that will be installed.

22. If all Clearwell services were not shut down, or if there is a DOS command that has a “lock” on the prior Clearwell installation directory, or if there are file shares in place “locking” the directory, you may get an error that the D:\CW\V55 or D:\CW\V60 or D:\CW\V61 directory is in use. Stop any applications that may be “locking” the directory or remove any file shares. Select Yes once you have removed any directory locks to continue the installation.



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23. If you cannot determine which application is “locking” the prior Clearwell installation directory, the Windows process explorer utility can be used to find it. The 64Bit-ProcessExplorer.zip utility is available for download on the FTP site in the beta\tools directory. Once downloaded, extract the file and then run the procexp.exe program.

24. Select Find > Find Handle or DLL… Enter the locked directory (d:\cw\v55) and then click Search.

25. Make sure to quit the Process Explorer program once you find the program locking the installation directory and end that program.



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26. The Clearwell installation will proceed to install the necessary components. The first step will involve installation of IGC if it was not done as part of the pre-install steps. If the printer was not successfully removed during the uninstall of IGC the following pop up may be displayed. Click Yes.

27. If Notes 7.0.x exists on the box, it will be uninstalled.

And Notes 8.5 will be installed.



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28. If the Notes uninstall was successful, the following pop up will be displayed to let the user know that notes will have to be initialized. Click Yes.

29. Once this screen is displayed, go ahead and complete initialize Notes first - the next few screens will show how.



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30. Select Start > All Programs > Lotus Notes 8.5, then click Next. Enter “Clearwell” in the “Your Name” field and clear (deselect) the option: I want to connect to a Domino server. Click Next.

31. Select Directory server LDAP and click Next.



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32. Enter “ldap.ign.ibm.com” in the text box labeled “Directory LDAP server” and click Next.

33. Once installation completes, the following window will be presented. Close and make sure that Lotus Notes client is not selected as the default mail client.



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34. When the installation completes, click Finish.

35. Review the install log to make sure there were no errors encountered. If additional log files need to be reviewed, all the logs for this installation will be located in the D:\CW\Installer\log\mm-dd-yyyy-hh.mm.ss directory.

36. If any of the services fail to start after the upgrade (possibly due to invalid username or password entered on the Installation Services tab), then you will get an error indicating which services were not started. Correct the services after the installation to make sure they all start successfully.

37. After the installation completes, the upgrade of all cases may take several minutes or more than an hour depending on the size of cases active in the system at the time of the upgrade. The Clearwell appliance should upgrade relatively quickly (within ~5 minutes), and then all the case upgrades will be kicked off as jobs. IMPORTANT! You should wait for all the upgrade jobs to complete BEFORE applying any hotfixes or restarting the system.

38. Once the “Please wait while the Clearwell appliance finishes its initialization” warning goes away, then logon to Clearwell to track the case upgrade progress. The cases will be upgraded in order of the time the cases were created, with the newest cases getting upgraded first. If you want to modify the case upgrade order, then you can stop all the upgrade jobs that were automatically submitted, and then manual upgrade the cases in the order you would like. It’s best to stop the upgrade jobs in the 1st 2 minutes when Clearwell is just available for logging on when they are still in a pending status.



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39. In order to track the progress of the case upgrades, check the job in the System Pickup window, or from the Home > Jobs page.

40. Each case upgrade job will have a job log that can be used to track case upgrade performance. Each case will step through a similar upgrade workflow:

A. Applying upgrade of case tables B. Applying upgrade of index tables C. Applying upgrade of email_locator table D. Applying upgrade of case_temp tables E. Applying upgrade of case_appliance tables F. Applying upgrade of case_group tables G. Checking consistency of case tables

Once cases are upgraded, a post processing job is automatically started in every case.

41. Processing jobs can be viewed in the Home > Jobs page changing the Job Context to “All Jobs”.



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6.5 Installation Verification To verify that V6.5 was installed correctly, logon to Clearwell and select Home > Appliances. Select the appliance and verify it matches the Product Version (6.5.19.0) and Build Number (20110304_1625_V65).

Note: If you have a cluster of Clearwell appliances, repeat the verification steps above on ALL appliances in the cluster. All appliances in a cluster must be at the same Product Version to operate correctly.



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Post Installation Steps The following steps should be performed AFTER the Clearwell appliance has been successfully upgraded to V6.5.

Apply the Latest V6.5 Hotfix (if applicable) After making sure that the appliance is fully operational and all upgrade scripts have been completed, apply the latest V6.5 hotfix if applicable.

Verify the Clearwell License Go to Home > License to verify your Clearwell license. Verify the license type and Evaluation End Date. Contact your Clearwell Solution Consultant for any requested license key changes.

Verify Clearwell Services Check the Windows > Services to verify the Clearwell services are setup correctly.

1. The EsaPstCrawlerService and the EsaPSTRetrieverService need to use different “Log On As” accounts. If you are setting up new “Log On As” accounts, then make sure the new accounts are members of the local Administrator group on the Clearwell appliance (and verify no Group security policies exist that will remove that new user from the local Administrator group). NOTE: You cannot run the EsaPSTCrawlerService & EsaPSTRetrieverService as “Local System.” These services need to have separate accounts. You also need to make sure that the EsaIGC services are using different credentials than the EsaPstCrawlerService and EsaPstRetrieverService. Verify the “Log On As” account used for the EsaNsfCrawlerService and the

EsaNsfRetrieverService. These services should be setup using the same account.

IMPORTANT! You must log on to the box using the same account configured as the “Log On As” account. Once logged on, you need to make sure the Lotus Notes client was initialized correctly per the instructions in the “Verify Lotus Notes Setup” section above. If at any time you modify the “Log On As” accounts for these services, you need to make sure the Lotus Notes client is initialized for that particular account.



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2. Verify the Clearwell security settings match the EsaApplicationService: FireDaemon “Logon On As” credentials. Additionally, setup the appropriate customer “Administrator email address”, “SMTP server hostname/IP” and the customer “Support web page URL” for the Support hyperlink at the bottom of the page. Add a new account for MBOX/OST to PST file conversion.

IMPORTANT! This PST conversion account cannot overlap with any of the existing Clearwell service account logon credentials.

Verify Clearwell Cases Go to Home > Cases, and verify that all the cases that were previously online are still online for access. If there were any upgrade issues with a particular case, it will be listed as unavailable.



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Verify Post Processing succeeded on all Cases The upgrade process should have kicked off post processing in every case after its successful upgrade. You can view the progress of processing jobs on the Home > Jobs page. Be sure to select the “All jobs” Context. Typical Post-Processing rates are approximately 500k documents per hour. Times may vary depending on the specifics of your deployment.

Verify Security Settings If the system was configured for HTTPS redirection before the V6.5 installation, make sure it is enabled after the upgrade. You can verify the HTTPS redirection setting on the Home > System Settings > Security tab.

IMPORTANT! Verify the “New user password policy.” If set to True after an upgrade, it will prompt all existing users to change their password. It is also critical to setup meaningful “User Logon Help Message” text. This is what the end users will see on the Logon page when they select “Need Help?” so it should route users to the appropriate Clearwell administrator, NOT Clearwell Support.



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If you are using an SSL imported in your server.keystore, the upgrade should have copied the server.keystore file into the new installation directory. If you are still getting security warnings in Internet Explorer after the upgrade, you may need to verify the server.keystore was updated correctly.

• Verify that the D:\CW\V65\config\templates\tomcat\server.keystore is the correct keystore file you want to use on the server.

• Run Option 7 in the Clearwell Utility to “Build Incremental Configuration Changes”.



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Verify Indexing Settings On the Home > System Settings > Indexing tab, optionally setup a directory for customer specific NIST lists. Also, review if Contacts should be enabled by default. Now that Contacts can be easily searched for in versions higher than Clearwell 5.0, customers may want to index contacts and then exclude them with filtering if not relevant. Note that Clearwell crawler services need to be restarted after making changes to these system wide security settings.

Verify Clearwell Configuration Settings From the Home > Support page, select the “Property Browser” support feature, make sure the master appliance is selected in Step 2 and then select “Submit”.

Review the properties that are returned. Make sure that the esa.uploader.customerID property is set to your customer name. Also verify that the location for case backups is setup to an appropriate location.

Verify Firewall Settings

Go to Start Menu > Control Panel > Windows Firewall to verify and modify settings if needed. If nodes in a cluster are not communicating correctly, then you may want to disable the firewall on all nodes to verify communications. If you are having problems accessing Clearwell remotely, verify the Webserver JVM in the Programs and Services list on the Exceptions tab matches the following. If it does not, contact Clearwell support for steps to disable, reconfigure and then re-enable the Firewall making sure it points to the appropriate Clearwell application paths.



Rev. 031011

Reconfigure Full Node Scheduled Backup Tasks If there are scheduled task in place to perform routine full node backups, verify that they are updated to point to the new D:\CW\V65 directory. Go to Start > Settings > Control Panel > Scheduled Tasks or Start > Settings > Control Panel > Administrative Tools > Task Scheduler (on Win2008)and review the list of tasks to see if there are any updates needed.

Verify Custom Logo Settings If the system was configured to use a custom logo before the V6.5 upgrade, then setup the custom branding after the upgrade on the Home > System Settings > Branding tab. The recommended logo dimensions are shown on the page.

Note that images must be created (or saved) using RGB color model. Attempting to upload an image in CMYK will cause the following error: "Unsupported File Type"

Verify Clearwell Utility Open the Clearwell Utility (icon on the desktop) and verify the “Current working directory” points to the current Clearwell installation directory (for example: D:\CW\V65).

As a final verification, upload all logs for Clearwell validation. Go to Home > Logs, enter a Name, and then select Submit leaving the default settings.



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Disable Adobe Automatic Updates Disable Adobe Reader automatic updates as follows. Launch Adobe Reader 10. Select Edit > Preferences > General and make sure that the “Check for updates” in the Application startup section is not checked.

Requesting Support For technical support, open a support case using the Support Portal located at http://www.clearwellsystems.com/support-portal.php, or email [email protected]

http://www.clearwellsystems.com/support-portal.php�

mailto:[email protected]�

clearwell upgrade guide v6.5

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