A guide for migrating a practice server to a new server computer.

The Server Move

Migrating EXACT to a new server involves copying the practice data and other server content to the new computer. This process requires an in-depth knowledge of server computers, operating systems, data transfer, network configuration and backup processes.

⚠️ Important: You must contact the EXACT Support team after completing a server move to finalise the configuration to ensure full operational capabilities.

You can access support from within EXACT, click Live Chat to get in touch with our friendly support team or ask our support bot to search for help articles from the EXACT help centre.

💡 Tip: You can find the latest EXACT System Requirements in the help article.

Locating and Moving EXACT Data

1. Ensure all users are logged out of EXACT.
2. On the original/current server, stop all SOE services from services.msc.
   
3. Copy the EXACT data folder.
   • This can be found in the databases.ini file, which is located in C:\ProgramData\Software Of Excellence\Exact Server.
4. Move the data to the new server.
   • Either over the network or using an external hard drive, it is recommended that the data be located on a separate drive from the program files.
   • Remember to copy the X-rays folder if this is located in a separate location.
   • If the practice is a Scottish NHS practice (eDental) please contact the EXACT support team as there will be an additional SQL database that requires copying to the new server:
     The data is commonly located here: C:\Program Files\Microsoft SQL Server\MSSQL12.MSSQLSERVER\MSSQL\DATA
5. Uninstall EXACT server from the original server programs and features as soon as all users have logged out for the last time.
   • This prevents the practice data from continuing to send/receive communications, including online bookings and payments.
6. Share the EXACT data folder over the network with full permissions with the share name EXACTData.

EXACT Server Installation and Configuration

1. Uninstall EXACT server from the original server.
2. Install EXACT server on the new server computer
   
   • If you have been advised to install an older version of EXACT by the support team, please read Installing a Specific (Older) EXACT Version.
   • Download the latest version of EXACT on the new server computer.
   • Follow the installation wizard. Keep the program files and default data path to the default settings. You can update the path later, if required.
   • Update the databases.ini file with the new server information.
     • Go to: C:\ProgramData\Software Of Excellence\Exact Server.
     • Open this in Notepad and change the data path to the new data location, E.G. Practice=D:\Exactwin\Data.
3. If you use Examine Pro, please contact the EXACT support team to confirm the location of X-rays, as these will need to be migrated to the new server.
   • If the practice is using third-party software, please refer to the software provider to identify the location of X-rays and discuss the process for moving and configuring these on the new server computer.
4. Right-click the EXACT Server Administrator icon.
   • Then stop database server.
   • Or restart the SOE DB Toggler Service in Service.msc.
   • Wait for a few seconds, then right-click and start database server. This will refresh the data paths and shares/permissions you have applied to the data.
   • Double-click EXACT Server Administrator on the new server desktop to get the system tray icon to appear if it is not already running.
5. Log into EXACT on the server and accept the prompt to upgrade the data.
   • An EXACT Licence is not required to perform this action.
   • Once logged in/the data has finished upgrading, you can install additional software or drivers for any other modules the practice may use such as Clinipad, Examine Pro, Online Booking, etc.
6. To install EXACT on new workstations find the shared server folder called EXACT Resources then open the Workstation Installer folder then double click Install Exact Workstation.exe.
   
   • File location: {server}\exactresources\workstationinstaller.
     💡Tip: Change {server} to your server name.
7. If you are replacing any workstations, you will see one of two prompts.
   • If on a newer version, you will be prompted upon login to transfer the licence to the new computer.
   • If using an older version of EXACT, an admin user should navigate to Configure - Licence Manager and then delicense any workstations that are being replaced.
8. If required, enter the windows network credentials to access the servers shared folders.
9. Follow the installation wizard.
10. Double-click the EXACT Dental shortcut to confirm EXACT launches.
    • Confirm the EXACT version number and current server machine name stated on the login prompt are correct.
    • If you are prompted with an error, select the new server from the dropdown, if available.
    • If any issues, you may need to edit the Login.ini file to set the new server name, this can be found in C:\ProgramData\SOEI\EXACT.
    • Open the file and edit/add the line starting CurrentServer= to include the correct server name. (e.g CurrentServer=Server)
      ⚠️ Important: Do not use IP addresses, as some EXACT features will not function correctly unless a machine name is specified.
    • If it struggles to save, save the file to desktop then copy and paste it back into the folder (C:\ProgramData\SOEI\EXACT), this will overwrite the current Login.ini file.
11. Launch EXACT again to make sure it’s now working OK.

Final Checks

⚠️ Important: Additional modules require re-installation and configuration by the EXACT support team. Failing to contact the team will result in these modules to fail.

• Online Booking
• Patient Portal
• EXACT updates
• MPC (Cloud Reporting)
• Clinipad
• Examine Pro
• eDental (NHS Scotland)

💡Tip: Remember to add Anti-Virus exceptions on all computers to reduce the chances of performance issues or EXACT/Examine Pro being quarantined.

Upgrading to the Newest Version of EXACT

If the installation version of EXACT installed on the new server computer is higher than the version installed on the original EXACT server, please ensure you have a backup of your EXACT data before proceeding.

💡Tip: Only the database files are required, not sub-folders

⚠️ Please Note: If you are reverting to a backup due to data corruption/virus/lost data, please contact the EXACT support team. This enables the team to ensure back-dated communications are not generated and sent, our team will also increase any system numbers to prevent duplicate receipts, invoices, NHS claim bundles and treatments.