File Storage Volumes in "Accounting for Kazakhstan" 3.0: How to Move Files from the Database to Disk

Verified on release 3.0.74.2 "Accounting for Kazakhstan" (edition 3.0).

Your database has grown to an indecent size. The backup that used to take 15 minutes a year ago now runs for an hour and a half, and the export file no longer fits on a flash drive. You open administration — and see that what "weighs" is not the accounting data, but gigabytes of attached scans: acts, contracts, PDF versions of ESF, photos of source documents from mobile. Every document drags an attachment right inside the database. It is exactly at this moment that you turn to the "File Storage Volumes" reference book — to move all these files out of the database onto the server disk, and leave only links in the database.

Let's be honest right away, so you don't look for anything extra: this is a technical (administrative) reference book. It is not about accounting. There are no Dr/Cr postings, no VAT and no IIT, no ESF or SNT are generated, no printed forms. It answers one question — where the bytes of your attached files physically lie. That is why the sections about postings and taxes below are present only to say directly: they are not here and why.

1. Purpose

The "File Storage Volumes" reference book describes volumes — folders on the server disk where 1C places the contents of attached files when the "Store files in volumes on disk" mode is enabled. One volume = one directory + a size limit + a filling priority. This way the database stays light, while the files lie separately and are backed up separately.

2. Where to find it

Path in the interface:

1. Administration → section "File handling settings" (in some releases — "General settings" → the file handling block).
2. Enable the checkbox "Store files in volumes on disk". While it is cleared, the volumes reference book is useless — files still go into the database.
3. Next to it a link "File Storage Volumes" appears — it opens this reference book.

Direct navigation via a navigation link (menu "Service" → "Go to navigation link", or the address field):

e1cib/list/Справочник.ТомаХраненияФайлов

Rights to the reference book are held only by a user with the "Administrator" profile. An ordinary accountant will neither see nor change the volumes — and that is correct.

2a. How to find out your release

"Help" → "About the program" (or the "i" icon in the top right corner). In the window that opens:

• Platform version — for example, 8.3.24.xxxx;
• Configuration — "Accounting for Kazakhstan", edition 3.0, release 3.0.74.2.

The settings paths to volumes hardly change from version to version, but the name of the settings section in older releases may differ — for this, go by your own release number.

3. How to fill it in

You create an item with the "Create" button. There are few fields, but each solves its own task.

The sequence of actions in human terms:

1. The system administrator creates a folder on the server and opens write access to it for the user under which the 1C server runs (the USR1CV8 service on Windows or usr1cv8 on Linux). This is the key point: if the service has no write rights — files will not be written.
2. You create a reference book item, entering the path exactly as it is seen from the server, not from your workplace.
3. You specify the order and (if desired) the maximum size.
4. You save it. You check: attach a test file to any document — it should appear in the volume folder, not in the database.

The mandatory minimum, without which the volume does not work: Name, Order and the path for the OS on which the server runs.

4. A worked example (with specific figures)

There are no postings here — we count not money, but gigabytes and the distribution of files. This is the very "magnet" for this object.

Situation. The database weighs 40 GB, of which ~28 GB are attached files. The disk array on the server has two partitions of 100 GB each. You want: fresh files on the fast disk, a limit of 50 GB; the archive — on the second one.

You create two volumes:

How it works step by step:

1. You enable "Store files in volumes on disk". All new attachments now go to the disk.
2. You attach a scan of an act at 3 MB. 1C takes the volume with the lowest order — Volume 1 (0 out of 51 200 MB used), writes the file there, and a record remains in the database: "the file lies in Volume 1, such-and-such path".
3. Time passes, and 51 190 MB has accumulated in Volume 1. You attach a contract at 20 MB. 51 190 + 20 = 51 210 > 51 200 — Volume 1 is overflowed. 1C automatically moves to the next one in order — Volume 2 — and writes the file there. You don't need to switch anything manually.
4. The old 28 GB that already lie inside the database won't move on their own. They are moved by the background operation "Transfer files to volumes" (see section 10): it reads files out of the database, lays them out across volumes according to order and limits, and leaves links in the database. After the transfer and maintenance (table compaction) of the database, its size drops from 40 GB to about 12 GB — and the backup is done in minutes again.

The result of the example: the files are physically distributed as Vol1 = 50 GB, the rest in Vol2, the database has "slimmed down" by ~28 GB. This operation does not touch any amounts, taxes or accounting accounts.

5. Types of operation

The reference book has no separate "Type of operation" field like documents do. But in essence a volume provides three scenarios:

• Storing new files on disk — all attachments after enabling the mode go into volumes.
• Distribution by priority — filling strictly by the "Order" field, overflowing into the next volume upon reaching the limit.
• Multi-volume storage — you can set up even a dozen volumes on different disks and expand space simply by adding reference book items.

6. What is generated on saving

Briefly and directly:

• Dr/Cr postings — none. The reference book is not posted and does not affect accounts (1210, 1330, 3310, 6010, etc.).
• Electronic documents (ESF in the ESF IS, SNT) — none. Volumes are not connected with tax and electronic document flow; they only store the files that are attached to documents.
• Movements in accounting/accumulation registers — none.
• What actually happens: when an item is saved, 1C remembers the description of the volume. When a file is attached to any object, the content is placed in the volume directory, and in the service data of the database a link "file → volume → relative path" is recorded. It is exactly this connection that later allows the file to be opened.

7. Printed forms

The reference book has no printed forms — there is physically nothing to print. For control, use not printing, but service processings: "Check the integrity of file storages" and a report on file volume (see section 10).

8. Common mistakes

"Error writing a file to volume <Name>. Insufficient rights…" / "Access denied". The 1C server service has no rights to write to the folder. Give the service user (USR1CV8/usr1cv8) full access to the volume directory.

"The volume path is unavailable" / "The directory does not exist". The folder was not created beforehand, or the path is specified from a workstation rather than from the server (for example, C:\Files instead of \\SRV-1C\Files). Create the directory and enter the path as the server sees it.

Files still grow the database. The checkbox "Store files in volumes on disk" is not enabled. While it is cleared, the volumes stand idle and everything is written into the database.

"No volume found to store the file". All volumes are full (the sum of limits is exhausted) or none of them has a correct path for the current OS. Increase the "Maximum size", set 0 on the last volume, or add a new volume with a higher order.

A file won't open after the move: "The file was not found at the specified path". Someone manually moved/deleted files in the volume folder or changed the path. Never touch the contents of volume directories by hand; to check, run "Check the integrity of file storages".

The Windows path was filled in, but the server is on Linux (or vice versa). Fill in the path field for the OS on which the 1C server actually runs; for a mixed/portable scenario it is better to fill in both paths.

9. FAQ

1. Is it mandatory to use volumes — can you just store files in the database? You can, that is the default mode. Volumes are needed when the database has become too large because of attachments and is hard to maintain. For a small database you don't need to bother.

2. Will the files get into the configurator backup (.dt)? No. When stored in volumes, only links get into the .dt export, and the files themselves do not. Volumes must be backed up separately, by OS means. This is the price for a light database — take it into account in your backup regulations.

3. Do volumes work in a file-based (not server) database? By design, volumes are intended for the client-server variant, where the path is visible to the 1C server. In a pure file-based database without a server, the mechanism does not fully work — keep files in the database or switch to the server variant.

4. How do you transfer files already accumulated in the database into volumes? With the processing "Transfer files to volumes" (Administration → file handling). It will move existing attachments onto the disk. After that, perform scheduled DBMS maintenance so that the database physically shrinks.

5. What happens if a volume fills up? Upon reaching the "Maximum size", new files will automatically go to the next volume by increasing "Order" field. If there is no next one — you will get the error "No volume found". Keep the last volume with size 0 (no limit) or watch the space.

6. Can a volume be deleted? Only if it contains no files. Otherwise the links in the database will "hang" and files will stop opening. First transfer the files to another volume, then mark it for deletion.

7. Do volumes affect amounts, VAT (16%) or ESF? No, in no way. This is purely technical byte storage. It does not affect accounting, taxes or electronic documents.

8. Can volumes be placed on a network NAS? Yes, specify a UNC path to the network share (\\NAS\1c-files\vol1) and give the server service write rights. Note: the speed of opening files will depend on the network.

9. How do you check that the files really lie on disk and not in the database? Attach a test file and look into the volume folder — it should appear there. Plus run "Check the integrity of file storages": it will reconcile the links in the database with the real files on disk.

10. How many volumes can be set up? As many as you need. Each new disk/array is a new reference book item with the next order. This way space is expanded without any limits from the configuration side.

10. Related objects

• File handling settings (Administration) — the "switch" of the mechanism (the "Store files in volumes on disk" checkbox). Without it the reference book does not work.
• The "Transfer files to volumes" processing — moves attachments already accumulated in the database onto the disk according to the volumes.
• The "Check the integrity of file storages" processing — reconciles the links in the database and the files in the volumes, finds "lost" and "extra" ones.
• Attached files of objects (acts, contracts, scans of source documents, PDFs of ESF for sales/receipt documents) — this is exactly what is physically stored in the volumes. The file itself is created from the card of any document with the attach-file button.

How to find out your release: "Help" → "About the program" — there is the platform version and the configuration release.

This guide was prepared for "Accounting for Kazakhstan", edition 3.0, release 3.0.74.2.