microsoft office outlook 2007 with business contact manager

Posted on 2011-10-19
Medium Priority
Last Modified: 2012-05-12
The short version:
Due to an EMR upgrade we had to change the AD user account from sdsvault to sdsvault1. Now the user with that login cannot see any of 1000s oe mails. What happened to the data files and contacts?

How can I get them back?
Question by:evault
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Expert Comment

ID: 36996849
Are using BCM with shared SQL database?

Are you assumming that because the user account has changed that this change has been applied to the database?

What do you mean by "What happened to the data files and contacts"?

Please provide more details. Describe your configuration.

Author Comment

ID: 36997869
Thanks for responding.
XP machine on a Domain.
User is a Domain Admin
I believe it was using BCM with a shared atabase.
The business contacts file is stored in MSSmallBusiness and it has a connect button. At one point I saw it connecting (or trying to connect) to a SQL Server.
Data files include MSSmallBusiness (for the contacts) supposedly stored on the local machine and the outlook pst file is stored on \\DC\users\username\my documents. When I browse to that location with Windows explorer the only pst file I see is that one. about 2.8MB which I would think would be a lot bigger.
There should be three email accounts, but I see only one in the account settings in Outlook.
We changed his user name on the DC.
Everything else, My documents, etc ported over the home folder (on the DC) for the username

Author Comment

ID: 36997872
What happened to the data files and contacts? I don't see the email data files. It i s like they vanished.
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Expert Comment

ID: 37009030
The information or data that is associated with BCM is stored in a database, not in a PST file.

If you have created a new user this user needs to be added to the list of shared users. Here is a good starting point: http://office.microsoft.com/en-gb/business-contact-manager-help/sharing-your-business-contact-manager-data-with-other-users-HP001122519.aspx

Who is the database owner? If it was the old user, you will need to login as that user and add the new user. You will need to consider reassiging Accounts, Contacts and Opportunities to the new user. Alternatively, export all the info out of the old database and import it into a new databse, where the new user is the database owner.

Are you also saying that the user cannot see their emails? This is not a BCM issue.

What were the types of the other email accounts that the user has access to. Exchange, POP3, etc.?

Have I got the essence of your question, or do you feel there is a misunderstading?

Author Comment

ID: 37009792
You have a good understanding of the issue.

The other email accoutns were POP3. Based on the settings of the one account I saw, I'm guessing the emails are still stored on the providers' servers.

Are you  saying log into BCM or the PC as the older user?

I'll be working on this issue the better part of tonight. I'll read the article, and post later what I find out.


Expert Comment

ID: 37010072
Was the original user (sdsvault) the database owner and does the database reside on this PC? If so, I would recommend that you log onto the PC as the original user, and follow the steps to backup the database here: http://office.microsoft.com/en-gb/business-contact-manager-help/back-up-business-contact-manager-data-HP001113487.aspx?CTT=5&origin=HP001122519

Following on from above, I would then log onto the machine as the current user and set up a new database and then restore the old data following the steps outlined here: http://office.microsoft.com/en-gb/business-contact-manager-help/restore-data-to-a-business-contact-manager-database-HP001113488.aspx?CTT=5&origin=HP001122519

As I stated earlier, you will then have to reassign the various objects of BCM to this user. If you are really fussy and are familiar with SQL, I can point you to some procedures that will go through the database and replace all mention of DOMAIN\sdsvault with DOMAIN\sdsvault. This is probably getting a bit anal though, but is useful for replacing the "Created By" name of records.

However, all of the above is only relevant if the original user was the database owner and the database resides on that PC.

Read the info in the links I posted thoroughly and try to get a grasp of how BCM functions. It is essentially an addin to Outlook where data is stored in a SQL database. Someone may be able to offer a more technical explanation.

As for the data files that are "missing", if the retrieval method was POP3, wouldn't the PST files still be on the old profile under C:\Documents and Settings\sdsvault\Local Settings\Application Data\Microsoft\Outlook???

Also, just to satisfy my curiosity, what is an EMR upgrade and why did you have to change the user account?

I trust you are successful tonight. Good luck!!!

Author Comment

ID: 37011671

I really appreciate your input. I have read through the articles and had actually done some of it prior to reading the articles. I am somewhat familiar with SQL Admin/etc and very familar with data recovery techniques so I was able to share the DB, recover it, etc, etc. The problem I am now facing, is that the DB I recovered, which appears to be the original DB is empty.

However, all of the above is only relevant if the original user was the database owner and the database resides on that PC. - I believe he was the original owner of the DB (I inherited this client and the previous IT company did a poor job of documenting much of the network, though it was much better than the average IT company I have dealt with). They did place the BCM DB in the bottom of the My Docs folder, which is located on the DC through GPO Folder redirection. It looks like that has a direct impact on what you are about to say. I believe it is also why, even though I have recovered it, the DB shows no data in it.

Yeah, that's what I thought about the POP3 files, but apparrently they were also put in the My Docs folder and now have nothing in them.

What is an EMR account.... EMR/HIS/PMS Electronic Medical Records/Health Information Systems/Practice Management System. here's why this came about: We have an older EMR/PMS system. Oracle, resding on PS1 server, handles the EMR, SQL also residing on PS1, handles the PMS side and tehy need a second computer, DT1, to act as a traffic cop between the two DBs. Yes, this is a high-end commercialy available product. The end goal is to upgrade to EMR X.1 where we no longer need Oracle and all the EMR/PMS is handled through SQL on one server. Thus the reason for the upgrade. The new version integrates its EMR users accounts with AD, so all AD and EMR user name, and roles, have to match up. The vender said they prefer we change the user name in AD (should have been a red flag). We changed a couple others successfuly, but this user was tied to BCM and the BCM/pst files were in a stupid location.

I will be studying both articles diligently today and will have another go at it tonight. Couldn't do it last night because the doc's PC went to sleep. I have asked them several times to change that, for this very reason, but....

Again, thanks for your assist. You have been very helpful and I will try again today and let you know by 5PM PT.

Accepted Solution

jaw34 earned 2000 total points
ID: 37019167
Absolutely true what you say about a stupid location. Totally bizarre!! Here is an interesting article about how you may unwittingly allow such a configuration with 2010. But with 2007, the admin had no excuse! http://www.msoutlook.info/question/528.

Author Closing Comment

ID: 37047417
I really appreciate Jaw34's assistance. Unfortunately after following all of the suggestions we were not able to recover the desired data. Even after recovering the SQL Server files the DBs appear to be empty so we have come up empty handed with this approach.

On the flip side, the User did discover that he had backed up up some of said information to his cell phone and we were able to recover a good portion of the desired data from that angle.

Again, thanks and kudos to Jaw34 for being professional and determined.

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