Global Replace of Linked Docs

It is always recommended that ALL client/matter docs be kept in the \Abacus\Docs folder. However, there are times when that is not the case, and it is necessary to move client/matter documents from one file location to another on the network.

It can take quite a while to manually relink each document to its client/matter record to update it with the new file location path. To avoid having to relink each document manually, use the Global Delete/Replace feature in the AbacusLaw by CARET program. Using this feature you can create a query that will allow you to replace the file paths in all at once.

1. Make sure all users are out of all AbacusLaw by CARET programs.
   
   
2. In AbacusLaw by CARET, select to File > Utilities > Delete/Replace.
   
   
3. The Generic Database Utility window opens. Select the Docs database and click Done.
   
   
   
   
4. The Generic Utility for Docs window opens. Click Query.
   
   
   
   
5. The Queries window opens. Click Add.
   
   
6. The Query Builder window opens. Create a query for the documents that are directing to the wrong directory. 
   • Enter a Query ID.
   • Enter a Description for the Query.
   • Click Add.
     
     
     
     
7. The Expression Editor window opens.
   • Set Field to Full path.
   • Set Comparison to equals/starts with.
   • Set Value to the incorrect directory, for example, X:\Docs.
   • Click Done to save the expression.
     
     
8. Back in the Query Builder window, click Done to save the query. 
   
   
   
   
9. Click Done to close the Queries window.
   
   
10. Select First when asked “Which record would you like to go to?”.
    
    
    
    
11. Check to make sure that the list is comprised of the documents which need to have their paths changed.
    
    
    
    
12. Click Replace all…
    
    
    
    
13. The Global Replace for Docs window opens. Change Field name to FULL_PATH.
    
    
    
    
14. For Replace with enter: {“(NEW PATH)”+substr(full_path,(FIRST CHARACTER TO NOT CHANGE),512)}.
    • "(NEW PATH)" is the new path. For example, if you need to change the path from X:\Docs\ to Z:\Docs\ then "(NEW PATH)" should be "Z".
    • FIRST CHARACTER TO NOT CHANGE should reflect the first character in the current path that you would NOT like to change. For example, if we need to change the path from X:\Docs\ to Z:\Docs\ then the colon (:) is the first character we want to leave in the path. When looking at the path, the colon (:) is the second character in the path, so our value would be “2”.
    • Example of a final string: {“Z”+substr(full_path,2,512)}.
    • Click Done to save.
      
      
      
      
15. Click Yes to continue with the replacement.
    
    
    
    
16. AbacusLaw by CARET will let you know how many replacements were made. Click OK.
    
    
    
    
17. Once AbacusLaw by CARET completes the replacement, click Done.
    
    
    
    
18. Verify that your paths are correct.