Concordance FYI Server Administrator's Guide

Transcription

1 FYI Server Administrator's Guide FYI Server, version 5.13 FYI Reviewer, version 5.16 Setting Up Administrators Mapping the Network Setting Up and Managing Firewalls Managing FYI Reviewer Licenses Setting Up and Managing User Security Creating Clients and Matters Registering Databases Managing Databases Supporting FYI Reviewer and Managing User Accounts Managing User Sessions Monitoring Server Status Applying Advanced Server Settings Scheduling Jobs Managing Logs Backing Up FYI Server Troubleshooting

2 FYI Server Administrator's Guide No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system, without permission. While the information contained herein is believed to be accurate, this work is provided "as is," without warranty of any kind. The information contained in this work does not constitute, and is not intended as, legal advice. LexisNexis and the Knowledge Burst logo are registered trademarks of Reed Elsevier Properties Inc., used under license. is a registered trademark and FYI is a trademark of LexisNexis, a division of Reed Elsevier Inc. Other products or services may be trademarks or registered trademarks of their respective companies., version Native Viewer, version 1.08 Image, version 5.15 FYI Server, version 5.13 FYI Reviewer, version 5.16 Release Date: June 9, 2014

3 Table of Contents 3 Table of Contents Chapter 1 About FYI Server and FYI Reviewer Chapter 2 Administrating FYI Server Accessing the adminstration console Setting Up Administrators Adding additional administrators Editing administrator accounts Deleting administrator accounts Mapping the Network Adding new network maps Editing network maps Deleting network maps Setting Up and Managing Firewalls 31 About setting... up and managing firewalls 33 Adding server... firewalls 34 Editing server... firewalls Deleting server firewalls Managing FYI Reviewer Licenses About managing FYI Reviewer licenses Adding new license keys Removing license keys Setting up license notifications Setting Up and Managing User Security 40 About setting... up user security Setting up users in Active Directory 51 About FYI and... security Setting up users in About managing security and FYI Manually adding and inserting users Creating Clients and Matters 68 About clients... and matters Creating clients Deleting clients Creating matters Deleting matters Registering Databases Registering databases Managing Databases About managing databases Assigning database administrators Adding database firewalls Synchronizing databases Reloading databases

4 Taking databases offline Publishing databases Supporting FYI Reviewer and About supporting FYI Reviewer and Hosting FYI Reviewer locally Installing FYI Reviewer Upgrading FYI Reviewer 106 Distributing... FYI Reviewer to users 108 Distributing... the FYI file to users Working with.fyi files Verifying connectivity Supporting reviewers Working with image viewers Printing images on FYI Server About concatenation for reviewers About snapshots Managing User Accounts About managing user accounts 121 Viewing user... associations 122 Setting user... permissions in FYI 126 Updating the... users list Deleting users in FYI Server 128 Enabling and... disabling accounts Changing passwords in FYI Server Managing User Sessions About managing user sessions 132 Setting user... connection options Extending user sessions Sending broadcast messages Disconnecting user sessions Monitoring Server Status About monitoring server status 138 Starting and... stopping FYI Server Setting the refresh rate Setting watchdog services Applying Advanced Server Settings About applying advanced server settings Adjusting port settings Adjusting time-outs Adjusting indexing settings Adjusting dictionary cache settings Setting the snapshot path Setting authentication types Accessing public databases Scheduling Jobs About scheduling jobs 155 Indexing and... reindexing considerations Using Windows Scheduled Tasks Adding and managing jobs Troubleshooting jobs Managing Logs About managing logs

5 Table of Contents Viewing activities Setting server log options Opening log files Saving log file activities Deleting log files Backing Up FYI Server About backups and data recovery Backing up FYI.db files Backing up authentication files Backing up registry settings Disaster recovery protocols About backing up databases Data recovery and retrieval About archiving databases Troubleshooting Isolating issues Resolving common issues Chapter 3 Reference Information Information and Error Messages Keyboard shortcuts Chapter 4 Glossary Index

6

7 FYI Server Administrator's Guide About FYI Server and FYI Reviewer Chapter 1

8 8 About FYI Server and FYI Reviewer FYI Server provides a secure, centralized server, offering remote access from the Internet and from your installed software while away from the office. With FYI Server you can bring your satellite offices, co-counsel, experts and clients together to collaborate on discovery documents in real time. As an Application Service Provider (ASP), you can host data for your client s cases. What is FYI Server? The FYI Server is a software product that provides secure, remote access to, Native Viewer, and Image through the Internet. users access databases and images as if they were accessing them from a local drive or server there is no learning curve and generally all features work the same. FYI Reviewer, an ActiveX control designed for Microsoft Internet Explorer, provides Web access to databases and is streamlined in functionality for reviewers. version 10.x or later or FYI Reviewer version 4.x or later is required to access databases from FYI Server version 4.x or later. Native Viewer version 1.0 or Image version 5.x or later is required to access native documents and/or images. These products are licensed separately and are not included with FYI Server. The secure, centralized FYI Server offers remote access from both a Web browser and the installed software. FYI Server is also highly optimized with data compression and RSA encryption for efficient and secure remote access, the same RSA 128-bit encryption that banks use for online transactions. When implementing FYI Server, you are essentially installing two servers on your network with two services: one pointing to the client and one pointing to the administrator. FYI Serv er includes: FYI Server sends data to, Native Viewer, and Image (Opticon) clients. This is where most of the work is done.

9 About FYI Server and FYI Reviewer 9 FYI Administration Console Server works with the FYI Admin Console to control FYI Server. FYI Admin Console user interface to manage FYI Server allowing administrators to publish databases, restrict access and change security settings, set performance parameters, and generate usage reports. Network Distinctions between and FYI Server: Network Distinctions: versus FYI Server Differences RAM used for processing searches, indexing databases Set IP address restrictions for connections FYI Server End-user machines Server X Load data X Reset password for all user s databases X Broadcast messages to online users X Kill user sessions X Set Job Schedules X

10 10 Network Distinctions: versus FYI Server Track Usage History X Send Watchdog Notifications X Can take databases offline X FYI Admin Console All administrative functions are managed from the FYI Admin Console, which is installed during a typical installation. You can also perform administrative tasks from anywhere, at any time, if you perform a custom installation of the Administration Console and set it up for remote access.

11 About FYI Server and FYI Reviewer 11 The FYI Admin Console contains a series of tabs that allow you to manage the FYI Server and conduct your administrative tasks. FYI Adm in Console tabs include: Connect initial logon window Server shows basic activity load Management used to register databases and manage users FYI Licenses used to activate new license keys Connections shows current connections, allows message broadcasts and killing of sessions Jobs used to schedule index, reindex, and packing tasks Firewalls sets server-wide IP address restrictions Administrators used to create and manage administrators who can access the console Network maps controls the UNC path and drive letter associations Settings controls basic properties of the server, including port numbers Log displays recent server activity FYI Serv er adm inistrativ e tasks include: Logging on Starting and stopping the FYI Server Registering and publishing databases Adding, deleting, and enabling user accounts Licensing FYI Reviewer seats Monitoring user status Broadcasting messages to online users Automating administrative jobs Managing firewalls Adding additional administrators Mapping network drives Modifying server settings Viewing log files FYI Server with and FYI Reviewer FYI Server allows users to access in two ways, depending on your client s or organization s licensing and remote access needs. Users can access databases in two ways:.fyi (thick-client) full version of that includes administration functionality, such as indexing, reindexing, and security. FYI Reviewer (thin client) streamlined version of specific to reviewer

12 12 functionality with an embedded image viewer. Client Distinctions:.FYI versus FYI Reviewer Features.FYI Local databases FYI Reviewer X Remote databases Runs in Microsoft Internet Explorer X Editing and searching Importing Administrative features Transcripts only X Working with.fyi In the FYI Admin Console, you can create.fyi files that allow users to launch and open remote databases through the FYI Server. A full version of needs to be installed on the client's computer and Internet access needs to be available. Users can access native documents and/or images if Native Viewer or Image (Opticon) is installed on their computer.

13 About FYI Server and FYI Reviewer 13 FYI Server and FYI Reviewer versions 5.6 and later and and later are compatible with Native Viewer version 1.0 FYI Server and FYI Reviewer versions 4.x and 5.x are compatible with version 10.x and Image version 5.x. FYI Server and FYI Reviewer version 3.x are compatible with 2007, version 9.5, and Image version FYI users have full functionality, except for modifying the database structure..fyi users cannot access the Modify command on the File menu. The.fyi file contains the connection information needed to address the FYI Server and request the database. It includes the server IP address and port number, which can be viewed in a text editor program. Users receive access when you them the.fyi file pointing to the database, along with their user name and password. For more information about the FYI file, see Working with FYI files and Distributing the FYI file to users. Working with FYI Reviewer FYI Reviewer is a Web browser plug-in, also known as an ActiveX control that runs inside Microsoft Internet Explorer 6.x or later, providing access to FYI Server databases. You do not need, Native Viewer, and Image (Opticon) software to use FYI Reviewer, because FYI Reviewer is a thin client and server application. The image viewer is included as part of the FYI Reviewer software.

14 14 FYI Reviewer can run on any modern workstation or laptop that runs the latest version of Microsoft Windows and Internet Explorer with access to the Internet. The FYI Server administrator publishes databases for FYI Reviewer users in the FYI Admin Console. Users can view the published databases when they log on to FYI Reviewer (if they have security access to the database). Users receive access when an is sent containing the URL or Web site address to FYI Reviewer, along with their FYI Reviewer user name and password, and specified server and port address information. For more information about publishing databases, see Publishing databases. For more information about FYI Reviewer, see Installing FYI Reviewer and Distributing FYI Reviewer to users. Hosted FYI If your organization does not want to host its own databases, LexisNexis can do it for you providing a secure, centralized data hosting server environment with a multiuser review tool to access your data via the Internet. Hosted FYI allows you to outsource risks and technology burdens by offloading that responsibility to LexisNexis. Doing so helps you by:

15 About FYI Server and FYI Reviewer 15 Improving your financial control by reducing internal administration and infrastructure costs. Charging you only for what you use (users, document hosting, etc.) with simplified billing in one statement, Employing fail-safe disaster recovery with high security user log-in and exclusive public/ private folder access to your data. LexisNexis has a proven review platform and an industry standard, award-winning interface that is successfully employed by the largest cases litigated today. With a trusted third-party like LexisNexis hosting your data, you can regain the freedom of focusing on case strategy.

16

17 FYI Server Administrator's Guide Administrating FYI Server Chapter 2

18 18 Administrating FYI Server Accessing the adminstration console You will need the FYI Server administrator user name and password, and the server s host name or IP address to log on to the FYI Admin Console. The host name can be the server's numeric IP address or the server's URL, such as fyi.myserver.com. For more information about finding your server s IP address, see To find your server's IP address. To access the FYI Admin Console: 1. On your desktop, double-click the FYI Admin Console icon,. Clicking the FYI Admin Console icon launches the FYI Admin Console. 2. Click the Connect tab, type the FYI Server administrator user name and password you entered in the Administrator user and password dialog box during installation. If other FYI Server administrator accounts were set up on the Administrators tab in the FYI Admin Console, you can also use those administrator user names and passwords to log on to the FYI Admin Console.

19 Administrating FYI Server In the Host name field, type or select host name of the FYI Administration Console Server. The host name can be the server's numeric IP address or the server's URL, such as fyi.myserver.com. 4. In the Port field, type the FYI Administration Console Server port number displayed on the FYI Server 5 installation complete dialog box at the end of the installation is the default port number, which can be adjusted later. For more information about adjusting port settings, see Adjusting port settings. 5. Click the Connect button to access the FYI Admin Console. Setting Up Administrators Adding additional administrators While the first administrator account is created during installation, you can use the Administrators tab in FYI Server to create and manage additional user accounts for administrators who need access to the FYI Admin Console. When you add additional administrators, you will want to refer to each administrator s roles and schedules for managing server processes and ongoing maintenance tasks. You can set up notifications to alert administrators of emergencies and other events. notifications need to route through an existing SMTP server and Port (the standard default port is 25). We recom m end that you set up e- m ail alerts for the following: Watchdog restarts of a downed server Severe errors Daily statistics FYI Reviewer license seat expirations Successful jobs Failed jobs Ensure that the FYI Server and SMTP server have IP trust between them. For instance, the anti-spamming rules must accept s from the servers. All administrators gain access to the FYI Server from the Connect tab in the FYI Admin Console. Once you set up administrator accounts and perform a custom install of the FYI Server Administrator Server for your team, they can begin using it right away simply be clicking the FYI Admin Console icon on their desktop.

20 20 For more information about remote administration, see Setting up remote administration. To add administrator accounts: 1. Click the Administrators tab, and click the Add button. Clicking the Add button opens the Administrators - Adding dialog box. 2. In the Administrator field, type the logon name of the administrator. 3. In the Password and Confirm password fields, type the administrator password. 4. In the field, type the administrator's address to receive notifications. 5. Select the check boxes for the types of notifications you want the administrator to receive. Administrators can receive the following types of notifications: Severe errors Watch dog restarts of a downed server Daily statistics

21 Administrating FYI Server 21 License expiration of FYI Reviewer seats Successful jobs Failed jobs 6. Click Done to save the new administrator account. The first time you add a new administrator, clicking Done opens the options dialog box. Once you fill out the options dialog box, the options dialog box does not automatically open when you create a new administrator account. To fill out the options dialog box, see To define the administration options in this topic. To define the administrator options: The options box specifies the (SMTP) server that the FYI Administration Console Server uses to send notifications. The FYI Administration Console Server cannot send s directly. It needs to send the notifications through an existing (SMTP) server. 1. Click the Administrators tab, and then click the options button. 2. Clicking the options button opens the options dialog box.

22 22 3. In the SMTP Server field, type the server the FYI Administration Console Server uses to send notifications. The FYI Admin Console needs to send notifications through an existing (SMTP) server. This can be your organization s Internet address without the www prefix, if the server is a valid SMTP server. 4. In the SMTP Server Port field, type the port number the FYI Administration Console Server uses for outgoing mail transport. 5. In the Author of field, type the name you want to appear as the author of the . The Author of field defaults to FYI Server. 6. In the Reply-to field, type the address where you want replies to be sent, such as a lead administrator's address. The Reply-to field defaults to noreply@server.fyi. 7. When finished, click Done to save your settings.

23 Administrating FYI Server 23 Editing administrator accounts Once an administrator account is created you can edit the account's notification settings and password. You cannot edit the administrator's logon name. To edit an administrator account: 1. Click the Administrators tab, and click the administrator you want to edit. 2. Click the Options button. Clicking the Options button opens the Administrators - Editing dialog box. You can also double-click an account or right-click an account and click Edit administrator to open the Administrators - Editing dialog box. 3. To change the password, in the Password and Confirm password fields, type the new administrator password. 4. To change the account's address for receiving notifications, in the field, edit the administrator's address.

24 24 5. To change the account's notification settings, select the check boxes for the types of notifications you want the administrator to receive, and clear the check boxes of the notification types you do not want the administrator to receive. Administrators can receive the following types of notifications: Severe errors Watch dog restarts of a downed server Daily statistics License expiration of FYI Reviewer seats Successful jobs Failed jobs 6. Click Done to save your changes. Deleting administrator accounts The current administrator account cannot be deleted while it is active. To remove the current administrator account, log off of the FYI Admin Console and log on as another administrator. To delete an administrator account: 1. Click the Administrators tab, and click the administrator you want to delete. 2. Click the Remove button. You can also right-click an account and click Delete administrator to delete the account. 3. Clicking the Remove button or Delete administrator displays the following message: 4. Click Yes to delete the administrator account.

25 Administrating FYI Server 25 M apping the Network Adding new network maps Shared network folders can be assigned drive letters on the Network maps tab in the FYI Admin Console, if you are already mapping drives. This allows easy access to databases, hiding long UNC paths behind a single drive letter. However, we recommend that you use UNC paths in mapping your network so that there is not any confusion with drive letter mapping. You can set the UNC path on the Management tab. Mapping a drive requires that the FYI Server service is running under Microsoft Windows with a valid user account. If you did not supply a valid user account during installation, you need to add this before adding a network map. Once the FYI Server service is running under a valid Microsoft Windows account, you can add, edit, or delete a network map. To add a valid user account for FYI Server service: 1. From the Start menu, click Control Panel, double-click Administrative Tools, and then

26 26 double-click Services to open the Services dialog box. 2. In the Services list, double-click FYI Server 5 to open the service Properties dialog box. 3. Click the Log On tab.

27 Administrating FYI Server Click This account. 5. In the This account field, type valid account logon name. 6. In the Password and Confirm password fields, type the account password. 7. Click OK. Clicking OK opens the following message:

28 28 8. Click OK. 9. Click the General tab and click the Stop button to stop the service, and then click the Start button to restart the service. 10. Click OK to close the service Properties dialog box 11. Restart the FYI Server 5 service for the change to take effect. To add new network maps: If the FYI Server service is running under a valid Microsoft Windows account, you can add, edit or delete a network map. Create a Microsoft Windows FYI Administrator account with appropriate Windows access rights. Use this same account when mapping all of your network resources where databases are stored to ensure user access to the mapped databases. 1. Click the Network maps tab, and click the Insert button.

29 Administrating FYI Server 29 Clicking the Insert button opens the Adding a new network map dialog box. 2. In the Drive field, click the drive letter you want to map to the network folder. 3. In the Folder field, type the path to the network folder. This is the UNC file path (\\computername\dbfolder\resource). 4. In the Logon field, type the Microsoft Windows account logon you added for the FYI Server 5 service. 5. In the Password field, type the Microsoft Windows account password you added for the FYI Server 5 service. 6. Click OK. It may take a couple minutes to map the drive. If successful, the mapped drive is listed on the Network maps tab with the description Network map in the Description column. If it is not successful, an error message appears in the description column. You may then want to troubleshoot why the user name and password did not work and verify that you have the correct path. Editing network maps If the FYI Server service is running under a valid Microsoft Windows account, you can add, edit or delete a network map. To edit a network map: 1. Click the Network maps tab, and click the network map you want to edit. 2. Click the Edit button.

30 30 Clicking the Edit button opens the Editing map for drive dialog box. 3. Edit the folder path, user logon, and password as needed. 4. Click OK. 5. Click Yes to confirm the changes. Deleting network maps If the FYI Server service is running under a valid Microsoft Windows account, you can add, edit or delete a network map. To delete a network map: 1. Click the Network maps tab, and click the network map you want to edit. 2. Click the Delete button.

31 Administrating FYI Server Click Yes to confirm the deletion. Setting Up and M anaging Firewalls About setting up and managing firewalls A firewall is a piece of hardware or software that can prevent unauthorized access to or from a private network. Firewalls can be added for the FYI Server and the FYI Administration Console Server from the Firewall tab in the FYI Admin Console. You can also add firewalls to databases when you are registering them on the Management tab. For more information about adding database firewalls, see Adding database firewalls. Server firewalls are an optional but powerful security feature and are used to augment user access settings and maintain security when exposing the FYI Administration Console Server to public IP ranges. Using firewalls determines the IP ranges that are allowed access to the FYI Administration Console Server. Access to servers is provided only to clients and users connecting with a network address listed in the Firewall list on the Firewall tab. Clients and users using other addresses are blocked. We highly recommend that you implement server firewalls to protect databases from unwanted access, especially if the FYI Server is installed on the DMZ (demilitarized zone). By default, firewalls are not enabled and the servers will accept connections from anywhere. Once a firewall is added, only the connections listed on the Firewall tab are allowed.

32 32 The FYI Admin Console is protected by password access, even when the firewall option is not used. Administrators can log on to the FYI Admin Console using an administrator user name and password. The FYI Server provides access to databases and subsequently affects all databases. Databases can be accessed remotely with using valid.fyi database files. Users can also log on to FYI Reviewer with a valid user name and password. Access to published databases in FYI Reviewer is protected by database security settings. Firewalls are not required for databases registered in the FYI Server, but can be used to limit the IP range used to access databases. Database firewall settings take precedence over server firewall settings. FYI Serv er Firewall Ov erv iew: Can be configured to limit connections to certain sources Defaults to allow credentialed users to connect from any source No connections sources are blocked until you create first authorized connection source Must use subnet accounts only

33 Administrating FYI Server 33 Can adjust settings to work with existing firewalls Managing firewall settings is a common troubleshooting issue Database-level firewall overrides FYI Server firewall settings Remote access needs require additional planning. Remote users working from a hotel, court room, home, etc. need to have exceptions set in order to access databases through the firewall. If you are using VMware, you may run into instances where you receive multiple MAC addresses. FYI Licenses are assigned to one specific MAC address that is automatically pulled from the NIC (network interface card) that was physically connected when the licenses were registered. If you run into a situation where you need to update the MAC address, contact Technical Support. Adding server firewalls You can add a firewall to the FYI Server or the FYI Administration Console Server, or you can add a firewall to both servers. To add a server firewall: 1. Click the Firewall tab. 2. Do one of the following: To add a firewall to the FYI Server, click the Server side tab. To add a firewall to the FYI Administration Console Server, click the Administration side tab. 3. Click the Insert button. Clicking the Insert button opens the Insert a new network range dialog box.

34 34 4. In the Name field, type a name that best identifies the server firewall. For example, if the firewall allows access for a Chicago office, then type Chicago Office. 5. In the Base IP field, type the specific network IP address or a base IP address. 6. In the Subnet mask field, type the subnet mask for the IP address. You must enter a valid subnet account. To find the base IP address and subnet mask information, open a command prompt, type ipconfig /all, and press Enter. 7. Click OK. 8. Click the Apply button to save the new entry to the firewall list. To undo the new entry, click the Revert button to cancel the new entry. 9. Repeat these steps to add additional firewall IP addresses. Any IP address not included in the list will be blocked. Editing server firewalls Firewalls can be added only to the FYI Server or the FYI Administration Console Server or both. To edit a server firewall: 1. Click the Firewall tab. 2. Do one of the following: To edit a firewall to the FYI Server, click the Server side tab. To edit a firewall to the FYI Administration Console Server, click the Administration side tab. 3. In the firewall list, click the firewall you want to edit 4. Click Edit. Clicking the Edit button opens the Edit a network range dialog box.

35 Administrating FYI Server Edit the firewall name, base IP, or subnet mask. The subnet mask must be a valid subnet account. To find a location s IP address and subnet mask information, open a command prompt, type ipconfig /all, and press Enter. 6. Click OK. 7. Click Apply to save your changes. To undo your changes, click the Revert button. Deleting server firewalls Firewalls can be removed from only the FYI Server or the FYI Administration Console Server or both. To delete a server firewall: 1. Click the Firewall tab. 2. Do one of the following: To delete a firewall to the FYI Server, click the Server side tab. To delete a firewall to the FYI Administration Console Server, click the Administration side tab. 3. In the firewall list, click the firewall you want to delete 4. Click the Delete button. 5. Click the Apply button to save your changes. To undo your deletion, click the Revert button.

36 36 M anaging FYI Reviewer Licenses About managing FYI Reviewer licenses Use the FYI Licenses tab to add, remove, and manage your FYI Reviewer licenses. To help manage this process, you can set up notifications as reminders for upcoming license expirations. FYI Server comes with five free FYI Reviewer seats. Seats are licensed independently of server capacity, which allows you to host users concurrently up to the server s CPU capacity. Your server may be limited by CPU capacity to 100 users, but you can purchase and license as many FYI Reviewer seats as you want in monthly or annual allotments. This allows you to have as many simultaneously active FYI Reviewers as the server s CPU capacity allows. When the seats are activated, the FYI license count at the top of the page is updated. Seats are valid during the date range specified and purchased with a minimum of four-week cycles. License keys are not required for clients with full licenses accessing databases through the FYI Server. They can log on and access the server with the.fyi file you distribute.

37 Administrating FYI Server 37 VMware can create multiple MAC addresses and may disable licenses. FYI Licenses are assigned to one specific MAC address and it is automatically pulled from the NIC that was physically connected when the licenses were registered. If you have multiple network interface cards (NIC) on computers, ensure the same connection is used as when the licenses were registered. If you need to update your MAC address, contact Technical Support. Calculating Licensing Needs When calculating licenses for your users, you want to ensure that you have purchased enough FYI Reviewer licenses in advance to accommodate users in your organization or for your clients. Doing so helps you set up users and distribute licenses faster, ensuring that the reviewers can access databases as soon as possible. For FYI Reviewer, you can only have one user allocated to one license seat at a time. You can have more users added to the FYI Admin Console, however, some accounts may need to remain inactive or disabled until you have an open license seat to reallocate for that user. For example, if you have 50 users registered in the FYI Admin Console and purchased only 25 license seats, then only 25 users can be assigned an active FYI Reviewer license at a given time. For FYI ASPs hosting multiple clients, your license seats can be distributed among

38 38 multiple organization s users. There is no way to allocate licenses to a specific client or matter, so you can assign licenses directly to individual users. The FYI Server license key associated with the MAC address is going to be different for backup copies on the server. You must update the license keys in these databases in order to recover them. If you don t have one, you and all users will be locked out of the database. You may also lose user account information that indicates whether user accounts were previously disabled or active. Contact your sales representative to obtain separate license keys for you backup server. Turn off FYI Server services before entering a new license key, and then restart services. Adding new license keys Before you can add FYI Reviewer license keys to the FYI Admin Console, you need to contact Sales to request the FYI Reviewer licenses your organization will need. LexisNexis sends an containing the applicable license keys. Once you have the licenses keys, you can add them to the FYI Admin Console. To add a new FYI Reviewer license key: 1. Contact Sales at LitigationSalesGroup@ReedElsevier.com or phone at to request an FYI Reviewer license. In the license request, please include the following: Your organization s server MAC Address. The server's MAC address is displayed in the Server MAC Address field at the bottom of the FYI Licenses tab page in the FYI Admin Console. Your organization s server name Number of seats needed Length of time needed per seat When your seat request is approved, LexisNexis will send an containing the license keys. 2. Once you receive the license keys, click the FYI Licenses tab in the FYI Admin Console, copy the license key from the and paste it into the Enter a new license key here field. 3. Click the Activate button to enable this license for a user. When the seats are activated, the FYI license count at the top of the tab is updated, and the license key is added to the license key list on the FYI Licenses tab. Seats are valid during the date range you specified in the .

39 Administrating FYI Server 39 When you enter the license key, make sure that there are no extra spaces at the front or end of the entry, otherwise you will receive an error stating that it is a duplicate license and that you need to contact the sales department. Removing license keys To remove a FYI Reviewer license key: 1. Click the FYI Licenses tab. 2. In the license key list, click the license key you want to remove. 3. Click the Remove button. Setting up license notifications FYI administrators listed on the Administrators tab can receive notifications when a license is about to expire. Notification options can be set from the FYI Licenses tab. FYI ASPs may also want to use notifications to alert clients of any upcoming license expirations. Expirations occur at midnight on the last date of the licensing period. If licenses do expire for users, they will not be able to access FYI Reviewer until you reactivate the licenses. The license remains assigned to the user, with the valid dates identifying the period for which it was available, but the license displays as inactive until the renewal is resolved. To set options for license expiration notifications: 1. Click the FYI Licenses tab. 2. Click the Notification options button. Clicking the Notification options button opens the Notification options dialog box.

40 40 3. Select the Notify administrators prior to license expiration check box to receive an alert when a license is about to expire. 4. In the Begin notifying administrators day(s) prior to expiration field, type the number of days prior to the expiration date that a notification will start being sent out for an expiring license. 5. To have an notification sent out every day once the notification begins, select the Remind administrators once a day check box. 6. Click OK to save your settings. For an administrator to receive notifications, the administrator's address must be added to the field and the License expiration check box selected for each FYI administrator in the Administrators - Adding or Administrators - Editing dialog box on the Administrators tab. For more information about administrators and setting up notifications, see Adding additional administrators. Setting Up and M anaging User Security About setting up user security While implementing security for is recommended but optional, security must be implemented when using with FYI Server. At a minimum you must enable security and require individual logons for each user, including administrators. Additional security measures include applying field and menu restrictions based off of user role templates that you create in the Security Console (File > Administration > Security). security settings are enabled and respected by the FYI Server when users are imported into the FYI Admin Console as databases are registered. Any external authentication settings take precedence over database settings, adding an extra layer of security protection when accessing data through the FYI Server. We recommend that you read this topic in its entirety to ensure you understand the nuances of

41 Administrating FYI Server 41 setting up security for users accessing databases through the FYI Server, and have completed all necessary planning phases to ensure the security set up runs smoothly. You can also layer security in the FYI Admin Console by adding database and server firewalls. For more information about server firewalls, see About setting up and managing firewalls. For more information about database firewalls, see Adding database firewalls. We recommend that before you set up users and apply security permissions, that you pre-plan the following items noted in the Setting Up Security Checklist. If you are using external authentication, you want to set up your users first in the Microsoft Active Directory and add them as users to databases, and then import the users into the Administration Console when registering databases. If you are not using authentication, we recommend that you set up users in databases first and import the users into the FYI Admin Console when registering databases. Setting Up Security Checklist Checklist: Setting Up Security Pre-Planning for Security Have you determined if external authentication will be implemented in addition to security? Do you have a method of assigning and tracking user IDs and passwords to help manage individual user accounts for access to, FYI Reviewer, and the FYI Server? Have you planned and designed user roles with pre-defined security settings based on the types of administrators and users that are accessing databases? After you set up user role templates, have you determined whether you will remove the default user account? Have you implemented a process for setting up security, adding users to databases and the FYI Admin Console, and how you will manage adding new users for.fyi and FYI Reviewer after databases are published? Are these processes known to other administrators who are responsible for setting up users and managing databases? Did you implement a folder template to store your databases and associated files? Security Did you set the administrator credentials for the applicable databases in the Security dialog box in, and did you give them full access to all fields and menu items?

42 42 Checklist: Setting Up Security Did you import additional administrator accounts from a.csv file for your organization and set full menu and field access rights? (Optional) Have you created user role templates in databases on which to base user accounts and access for pre-defined settings, such as attorney and paralegal, or administrator and reviewer? Note: User role templates help save time when adding new users and reduce security risks if you have pre-defined field and menu access already designated in the templates. When you set up individual user accounts for users in databases, did you remember to enable security and require logons? Did you verify field rights and menu access as designed in user templates and customized per user, as needed? Did you export a backup copy of the.csv file for reference, and save it to a specified location in the folder template? Note: You can import the.csv file into other databases to save time with user set up. FYI Admin Console Security Have you added additional administrators to the FYI Admin Console on the Administration tab? Did you set up options and watchdog services for each additional administrator? Did you register the database in the FYI Admin Console and verify that all user accounts imported as specified during set up? Did you specify a database administrator per individual database on the Management tab > Databases side tab > Administration side tab? Have you considered whether public databases should be shown or hidden? Did you associate your databases to the client and matter that applies for each database? Note: FYI Reviewer users cannot access databases unless they are associated with a matter. Clients are for organizational purposes only. Did you add additional contact information for each user on the Management tab in the event that the user or main contact for a case needs to be contacted? Did you distribute.fyi files and the FYI Reviewer URL to users? Security Options

43 Administrating FYI Server 43 When using FYI Server, you have two primary security options: External - FYI Server relies on an external source to validate users. Internal - determines whether a user has access to a database or to view matters.

44 44 Using External Authentication When using with Microsoft Active Directory, Microsoft Windows NT or PDC (Primary Domain Controller) to authenticate users, a two-fold verification takes place. The user is first authenticated with one of the following: Active Directory, Windows NT or PDC. If the person is a valid user, they are then authenticated in the Security Console and will have permissions based on the security rights applied. To use this method of user verification, the login IDs in must be identical to the login IDs used in the directory service on the network. Also, ensure that passwords are set to never expire. To add outside users to the FYI Server when using this type of authentication, the user must be added to the directory service on the network as well as in the Security Console (File > Administration > Security). For security purposes, they can be assigned no rights at the network level but they need to be listed in the network directory for the authentication to take place. In the Security Console, users can be added and granted the appropriate rights they need for the case. The same rules apply with regard to matching logons in both the Active Directory and Security Console. For more information about authentication types, see Setting authentication types. Authentication Type Considerations FYI Server supports a variety of authenticators that determine what source grants or denies

45 Administrating FYI Server 45 users from accessing resources and the hosted databases. Please read the following sections before you adjust settings for authentication types. Supported Authentication Types Internal Types Description handles authentication. A valid user ID and password is required to connect. External Types Description External by Domain Authentication by NT Domain Controller (non-active Directory) External by NT Server Authentication by stand-alone server (Member server) External by Active Directory LDAP Authentication by Lightweight Directory Access Protocol (Microsoft Active Directory) If you are using external authentication, you must still use security. This authentication method verifies user credentials set in the Security Console. will give users their designated field and menu access. Users who are not verified by the settings are refused access by the FYI Server. External by Domain Domain passwords take precedence over passwords: If a user name or password is not recognized by the domain controller, then the user is refused access by the FYI Server. If the user is verified by the domain controller, then the user is given access to all databases where rights allow access for that logon, regardless of the password. The External by Domain setting typically requires use of several ports: 137 TCP, 138 UDP, 139 TCP, and 445 TCP. Please ensure that your firewall is not blocking these ports. If you re using FYI Server 2.0+, you can verify user credentials through your Windows NT Primary Domain Controller (PDC) or Backup Domain Controller (BDC).

46 46 External by NT Server This authentication method verifies user credentials through your Windows NT Primary Domain Controller (PDC) or Backup Domain Controller (BDC), specified by the Internet or IP address. This method has the same restrictions and features as described above for the External by Domain method. If you enter an IP address and the server's IP address changes, FYI Server will not be able to communicate with the credential server until the address is manually updated. Port addresses typically required by this method include 137 TCP, 138 UDP, 139 TCP, and 445 TCP. Please ensure that your firewall is not blocking these ports. External by Active Directory Microsoft Active Directory passwords take precedence over passwords. This authentication method requires a Microsoft Active Directory compatible credentials server. User credentials are verified and used as described above for the External by Domain method. If you enter an IP address and the server's IP address changes, FYI Server will not be able to communicate with the credential server until the address is manually updated. Firewall ports that need to be open for Active Directory include 389 (LDAP), 636 (secure LDAP), and NetBIOS ports for the change password feature. When authenticating users against an Active Directory server in a domain other than where FYI Sever is located, make sure that the FYI Server is running on Windows Server 2008 R2. For more information about setting up users in Active Directory, see Setting up users in Active Directory. Setting up users in Active Directory Because Microsoft Active Directory is most commonly used for external authentication, we have included the procedures here for adding user accounts for your domain. One of the benefits of using Active Directory is not just to implement user names and passwords, but to also take advantage of the organization features offered for managing users. You can create individual Active Directory user accounts manually. If you use scripts, you can create a group of accounts simultaneously or import accounts from a different directory service, such as the Microsoft Exchange server. FYI ASPs will want to set up a separate domain for their clients and then set up user accounts

47 Administrating FYI Server 47 with passwords set to never expire. Firms and organizations hosting their own data can use their existing domain and user accounts, but because existing password policies typically require that passwords are changed regularly, these organizations should still enable security but not require a logon. When using external authentication, it is necessary that user IDs and passwords in a database are identical to those used in the Active Directory. To do this, you will need to create organization units (OU) in the Active Directory specifically for FYI Server users and set passwords to never expire so that you are not updating passwords in both the Active Directory and databases if they did expire. If you are using an existing domain with passwords set to expire, you must clear the Logon Required check box for each database on the Field rights tab in the Security dialog box in. To set up individual users in Microsoft Active Directory: 1. Open Microsoft Active Directory. 2. In the Active Directory Users and Computers dialog box, expand the folder for your domain to display your client accounts arranged as organizational units.

48 48 3. If you need to create a client organizational unit, right-click the FYI domain folder, point to New, and then click Organizational Unit or click the New OU button. Clicking Organizational Unit or the New OU button opens the New Object Organizational Unit box.

49 Administrating FYI Server In the New Object Organizational Unit dialog box, type the folder name that best represents the client. 5. If the client folder already exists, right-click the folder, point to New, and then click User. Clicking User opens the New Object - User dialog box.

50 50 6. In the First name field, type the user's first name. 7. In the Last name field, type the user's last name. After entering the user's first and last name, the user's full name is automatically displayed in the Full name field. 8. In the User logon name field, type the user logon name based on your internal user account guidelines, and then click Next. If two users have the same name, add a middle name or modify the name, as appropriate, to distinguish the two users. Clicking Next opens the New Object - User dialog box for entering the user's password. 9. In the Password and Confirm password fields, type a password that meets the Microsoft Windows complexity requirements: Includes a minimum of 8 characters. Does not contain your account or the full name. Contains at least three of the following four character groups: English uppercase characters (A through Z), English lowercase characters (a through z), Numerals (0 through 9), or Non-alphabetic characters (such as!, $, #, %). We recommend that you avoid using symbols in your passwords as some may conflict with. Passwords that include backslashes, double backslashes or spaces are not accepted by. 10. Select the Password Never Expires box, leave the other check boxes blank, and click

51 Administrating FYI Server 51 Next. Clicking Next opens the New Object - User dialog box for reviewing and saving the user information. 11. Review the new user s information and then click Finish to add the user account. 12. After setting up the user in Microsoft Active Directory, set up the same user in the applicable database. Remember to note the exact user information you entered in the New Object User dialog boxes since you must enter it identically for the user account in. For more information about adding users in, see Setting up users in. About FYI and security When using FYI Server, we recommend that you set up field and menu restrictions for individual users in each database. These security settings are respected by the FYI Server when security is enabled and users are automatically imported as databases are registered in the FYI Admin Console. Enabling security requires temporary exclusive control of the database. Only one

52 52 supervisor/administrator user ID and password is allowed per database, and is set on first access to. Share this information with a supervisor or one other administrator, with a copy of all security settings stored on your network in a secure location. features a two-key system for accessing the Security Console (File > Administration > Security). Depending on the role of each reviewer, users may need different levels of access to each part of the system. Some staff may even warrant having administratorlevel access while others only need minimal access to.fyi databases to review records. Security access to the database requires some forethought and preliminary planning based on user roles, which should be outlined before you administer rights to the system. To help make this task easier, we suggest you create user templates based on review team roles like attorney and paralegal, or administrator and reviewer. This allows you to quickly apply security for new users because role templates already contain pre-defined settings. Once a user is added to the Security Console, based off a role template, you can further customize any access rights for each user. Based on the security profile setup in databases, you can prevent most reviewers from seeing any administrator-level menu options or features. These items do not display at all and are inaccessible. Users can be assigned full read/write access, read-only access, write-only access, and no access on a field-by-field basis. Users without read access are unable to view or search on restricted fields. Their searches are post-processed to remove any references to these fields, so their searches may run slightly slower and key word counts may not provide the same results as users with full privileges. We recommend that you delete the default user and the admin account or first account created by logging on to the Security Console. To minimize security risks, create a dummy account for FYI administrators with no rights, but allow this login to run

53 Administrating FYI Server 53 processes. Logons and Passwords FYI Server uses the authentication logon name to determine a user's database rights, field rights, and menu security. If a user's logon name is not added to a database, the user will not have access to the database in.fyi or FYI Reviewer. Verify user settings in the Security Console for each database and add user names and rights as needed. An external authentication password takes precedence over a password. This allows system administrators to use external security, such as Microsoft Windows, to set password policies, including expiration, renewal, and format. Passwords should be set to never expire. If external authentication is not being used, passwords for each user can be set manually when the user first logs into a database or you can globally set passwords for users in all databases in the FYI Admin Console. FYI Reviewer users are not required to confirm passwords upon first login like users. Whatever password is entered when they first log in to FYI Reviewer becomes the password. If no password is entered, the password is then set as blank. User IDs and Passwords: User IDs - 24-character maximum, case sensitive, spaces not allowed Passwords - 24-character maximum, case sensitive, created on first access in or in the FYI Admin Console. Passwords that include backslashes, spaces or double backslashes are not accepted by. only allows one administrator user ID and password per database, so share this same combination with a supervisor or another database administrator, and save the information in a secure location ensuring they have access to this file. Once the administrator user ID and password is created, it s encrypted and is not visible or accessible anywhere in. Recommended Menu Restrictions We recommend that you restrict the following menu rights from all users except the applicable database administrators and supervisors: File > Modify File > Index File > Reindex File > Administration File > Begin Program File > Edit Program

54 54 Edit > Validation Edit > Delete and Undelete Although reviewers cannot access these menu items in FYI Reviewer, it s best to adhere to these guidelines when setting up user accounts in databases to ensure consistency in how security is applied. Setting up users in The first time you access the Security Console (File > Administration > Security), you will see a default user and another user that are created from the user ID and password of the person first accessing the console. Most often this is an administrator. Before you set up users in a database, please consider the following: If you are using authentication, you must first set up users in Microsoft Active Directory before adding them as users in a database and applying security. The spelling of the user name must be the same as the user name in the Active Directory. Distinct user IDs and passwords need to be the same for each database. If you do create new users off a role template, the settings are only duplicated from one tab in the Security dialog box in. We recommend duplicating settings from the Field rights tab, and then selecting the user s menu rights on the Menu access tab. The Field rights tab defaults to no rights and the Menu access tab defaults to full access. When adding new fields to an existing database after security is applied, you need to ensure that you modify access to the new field for each applicable user already entered in the Security Console. If new users are added to the FYI Admin Console, that have not been added as users in a database, they automatically receive read-only field rights and limited menu access. We recommend first adding users to a database. When the database is synchronized in the FYI Admin Console, the user is automatically added to the Users list on the Management tab in the FYI Admin Console. You only need to verify that their permissions and associations are correct, and then enable their user accounts on the Management tab. Deleting the default user in is optional. If your organization uses FYI Server and FYI Reviewer, be sure to only use single-byte characters when creating user names, passwords, and database names in. The FYI Server and FYI Reviewer do not support user names, passwords, or database names containing characters in Unicode, such as Chinese or Japanese characters. Currently, FYI Server and FYI Reviewer only support user names, passwords, or database names containing single-byte characters, such as English characters.

55 Administrating FYI Server 55 For detailed instructions on setting up a database administrator account, adding, deleting and modifying users, creating user role templates, and exporting and importing security settings, see Setting up security in the Administrating module. Consider setting up user accounts for each administrator, project manager, CCSA, database administrator, etc., that need access to a database, then export an administrative version of the.csv file to store those logons separately and import into other databases. When you import the.csv file, ensure that at least one field in the file is the same name as a field in the database or the import will not work. It is best practice to always export a copy of your security settings each time you update them so you have a current backup copy to reference. Be sure your supervisor or secondary database administrator has access to this file in case of an emergency. About managing security and FYI Managing security can be an easy task when there are clear and written instructions on how to add, update, and remove users. Always ensure that the administrators are using the same methodologies and there is documentation in a shared location for new administrators and for reference. Managing Security Application Tasks Include Active Directory Domain Users Resetting user passwords Editing Users Security Console Modifying security settings Resetting lost passwords for individual users Exporting security files for reference files or to import into another database Overriding security settings for locked databases or lost administrator accounts

56 56 Managing External Authentication Managing domain users in Microsoft Active Directory involves resetting user passwords or editing user accounts. To reset user passwords in Microsoft Active Directory: You must have a user s current password in order to reset the same password in the Active Directory. Once the password is reset in the Active Directory, you need to reset it for the user on the Management tab in the FYI Admin Console and then inform the user of the new password. 1. Open Microsoft Active Directory and expand the Client Accounts tree view. 2. Double-click the folder containing the user account. 3. Right-click the user s name. 4. Type the new password, and then retype the password to confirm it. 5. Click OK. A message is displayed confirming that the password is updated. 6. Click OK to save the changes. To edit users in Microsoft Active Directory: 1. Open Microsoft Active Directory and expand the Client Accounts tree view. 2. Double-click the folder containing the user account. 3. Double-click the user s name. 4. In the Properties dialog box, click the Properties tab and make the applicable edit to the user account. 5. When you are finished, click the Apply button to save your changes, and then click OK. Managing Security When you set up security, automatically saves passwords and security setting in a.sec file. You should always export a copy of your security profiles to a.csv file and store the file in a secure location on your server to reference in an emergency. The.csv file can then be imported into existing or new databases. Share this file with your supervisor or

57 Administrating FYI Server 57 secondary database administrator. There are three files that hold a database's security information: The CSV file stores all users field and menu access rights The SEC file store all user IDs and passwords The DCB file stores the security console administrator s user ID and password Restricting Field Access In, you can apply read-only rights to fields in the Data Entry Attributes dialog box (Edit > Validation). Any field selected as read-only in the Data Entry Attributes dialog box applies to all database users and overrides field rights defined on the Field rights tab in the Security dialog box. Changing User Access Changing user access includes lost passwords, resetting all user IDs and passwords, and how to access locked databases. Lost Passwords To reset security accounts in databases, you must know the Security Console user ID and password. If a user has forgotten their password, you can change their password for all registered databases from the Management tab in the FYI Admin Console. This only works for passwords as it will not change passwords that are set with external authentication. Resetting All Users If you need to reset all user passwords in a database or have forgotten your user ID, but still have the Security Console's administrator user ID and password, you can do so by deleting or renaming the.sec file. This file is located in the same directory as your database and stores all user IDs and passwords. By deleting or renaming the file, you are able to open the database with the Security Console's administrator user ID and password. Once you login, you will not see any data because security is still enabled, but you can access the Security dialog box (File > Administration > Security) to reset each individual user in the database. If you have an existing.csv file, you can bulk import your users into the database. When applying security to a new user or template account, you can click Cancel to exit the Security Console before clicking the Apply button to ensure changes

58 58 are not saved. For detailed instructions on resetting all user passwords in, see Modifying security settings in the Administrating module. For more information about resetting all passwords in the FYI Admin Console, see Changing passwords in FYI Server. Accessing Locked Databases If your organization finds itself unable to access a database, there are two options available: Try exporting the database For more information about exporting databases, see Exporting databases in the Administrating module. Contact Technical Support Reapplying Security When exporting as a database, security and tag history are not included. If you have an administrator or user who has access to the Export command on the Documents menu in, they can export the database, create a new security administrator ID and password, and then apply security for all users. When exporting a database, you are only able to export the fields that a user has access to under their existing security settings. For detailed instructions on exporting security settings, see Setting up security in the Administrating module. Contacting Technical Support Technical Support analysts can reset access to the Security Console and restore all user IDs and passwords. But this is not cheap or quickly done, and has the following requirements: You must first supply a technical support analyst with a notarized affidavit from the owner of the database verifying your security files. This is most often from your corporate entity or that of your clients and requires a legal document on corporate letterhead with the appropriate stakeholder s signature. A fee may be assessed for this service. The notarized letter needs to accompany a backup copy of your database files before a technical support representative has permission to overwrite your security. If you do not know this information ahead of time, there will be a delay in getting approval for the support override. Please ensure that you always have a current backup copy of your security profiles and settings, and that a supervisor or other administrator

59 Administrating FYI Server 59 has access to this information. To contact the Technical Support team, or call (866) between the hours of 9:00 a.m. to 9:00 p.m. EST, Monday - Friday. Setting Up Security Options The and FYI Security Integration table demonstrates the different security setup options. In addition to external authentication and security, with the FYI Server you have the option to show or hide databases that do not have security enabled, also known as public databases, to all users with access to.fyi or FYI Reviewer. The Show public databases setting on the Settings tab in the FYI Admin Console determines whether public databases are shown. The Authentication type setting on the Settings tab in the FYI Admin Console determines whether external authentication or is used for authentication. Security is enabled for a database when the Enable security check box is selected on the Field rights tab in the Security dialog box in. The Logon required check box on the Field rights tab in the Security dialog box determines whether all database users are required to log on each time they access the database. In the and FYI Security Integration table, a black box indicates the specific option is enabled, and a white box indicates the specific option is not enabled. and FYI Security Integration Security FYI Authentication Public Databases (Set per database in ) (Set at the server level in the FYI Admin Console) (Set at the server level in the FYI Admin Console)? Enable Security? Logon Required? External Show public databases Description No security enabled. Least secure option. Password needed to access FYI Admin Console. If database security is not enabled, no password is needed to access databases via FYI Reviewer or.fyi.

60 60 and FYI Security Integration Security FYI Authentication Public Databases (Set per database in ) (Set at the server level in the FYI Admin Console) (Set at the server level in the FYI Admin Console) Description Databases are visible and available in all matters, to all users.? External Enable Security? Logon Required? External? Show public databases Databases with the enable security option disabled are not displayed to users. Show public databases Secure only through the external authenticator.? Show public databases Databases with the enable security option disabled are not displayed to users. Users only have field rights assigned to them in each database in. Show public databases Databases are visible in all matters, and available to all users Password needed to access FYI Admin Console. If database security is not enabled, no password is needed to access databases via FYI Reviewer or.fyi. Databases are displayed for FYI Reviewer users after login.? Show public databases Users only have field rights assigned to them in each database in. Password needed to access FYI Admin Console. If database security is not enabled, no password is needed to access databases via FYI Reviewer or.fyi.

61 Administrating FYI Server 61 and FYI Security Integration Security FYI Authentication Public Databases (Set per database in ) (Set at the server level in the FYI Admin Console) (Set at the server level in the FYI Admin Console) Description Databases are displayed for FYI Reviewer users after login.? External Show public databases Users only have field rights assigned to them in each database in. If a user s network ID is listed the same as the user account in the Security Console, then the user has access to that database. Databases are displayed for FYI Reviewer users after login.? Show public databases Users only have field rights assigned to them in each database in. If a user s network ID is listed the same as the user account in the Security Console, then the user has access to that database. Databases are displayed for FYI Reviewer users after login.? Enable Security Logon Required? External Show public databases Users must enter their login and password to access the server and database. Databases are displayed for FYI Reviewer users after login.? Show public databases Databases with the enable security option disabled are displayed to users. Im portant: We do not recommend this specific setup, this setup is

62 62 and FYI Security Integration Security FYI Authentication Public Databases (Set per database in ) (Set at the server level in the FYI Admin Console) (Set at the server level in the FYI Admin Console) Description informational only? External Show public databases Users must enter their external (i.e. Active Directory) login to gain access to the server and database. Databases are displayed for FYI Reviewer users after login. Enable Security Logon Required? External? Show public databases Databases with the enable security option disabled are not displayed to users. Users only have the field rights assigned to them in each database in. Show public databases Users must enter their login and password to access each database. Databases are displayed for FYI Reviewer users after login.? Show public databases Users only have the field rights assigned to them in each database in. Users must enter their login and password to access each database. Databases are displayed for FYI Reviewer users after login.? External Show public databases Users only have field rights assigned to them in each database in. Users must enter their external (i.e. Active Directory) login to gain access to the server and

63 Administrating FYI Server 63 and FYI Security Integration Security FYI Authentication Public Databases (Set per database in ) (Set at the server level in the FYI Admin Console) (Set at the server level in the FYI Admin Console) Description database. External user ID must be added to the database. Databases are displayed for FYI Reviewer users after login.? Show public databases Users only have field rights assigned to them in each database in. Users must enter their external (i.e. Active Directory) login to gain access to the server and database. External user ID must be added to the database. Databases are displayed for FYI Reviewer users after login. Manually adding and inserting users While users can be manually added and domain users inserted from within FYI Server, it is best practice to set up the user accounts in Microsoft Active Directory or a database first, and then import the users into FYI Server when registering databases. For more information about best practices for adding domain users to FYI Server, see the Best Practices for New Databases section in the Server setup and security topic. For more information about adding users in Microsoft Active Directory, see Setting up users in Active Directory. For more information about adding users in databases, see Setting up users in.

64 64 When user accounts are set up in Active Directory and databases, the users are automatically added when a database is registered. User settings and log on information associated with the database is recognized by the FYI Server and the user names are automatically added to the user list in the FYI Admin Console. New users can be added manually to the list of users and domain users can be manually inserted in the FYI Admin Console. The FYI Server and FYI Reviewer do not support user names, passwords, or database names containing characters in Unicode, such as Chinese or Japanese characters. Currently, FYI Server and FYI Reviewer only support user names, passwords, or database names containing single-byte characters, such as English characters. If your organization uses FYI Server and FYI Reviewer, be sure to only use single-byte characters when creating user names, passwords, and database names in. Users can be manually added from both the Users and Tree side tabs on the Management tab in the FYI Admin Console. To manually add users: On the Tree side tab you can add new users from the Users folder or from any database or user in the Clients, Matters, or Databases folder. When you create a user from a database or existing user in the Clients, Matters, or Databases folder, the user is added to the users list and the selected database. 1. On the Management tab, click the Users or Tree side tab. 2. Do one of the following: If you clicked the Users side tab, in the Tasks panel, click Add new user, in the Users panel, and type the user's logon name. If you clicked the Tree side tab, and are adding a new user from the Users folder, right-click the Users folder or an existing user, click New user, and type the user's logon name. If you are adding a new user from an existing user in the Clients, Matters, or Databases folder, right-click an existing user, click New user, and type the user's logon name. If you are adding a new user from a database, right-click the database, click Insert new user, and type the user's logon name. The maximum number of characters allowed for logon names is 48. You can also add existing users to a database by right-clicking on a database in the Databases folder and selecting Insert existing user. 3. Click the General side tab.

65 Administrating FYI Server To set the password for the user, click the Password button. Clicking the Password button opens the Change password dialog box.

66 66 5. In the New password and Confirm new password field, type the user password and click OK. User passwords cannot be changed when using an external authentication method. 6. In the Description field, type a description for the user. Adding the user's contact information is optional, and what you enter should be based on your organization s user account guidelines. 7. In the First name field, type the user's first name. 8. In the Last name field, type the user's last name. 9. In the Company field, type the user's company name. 10. In the Phone field, type the user's phone number. 11. In the field, type the user's address. 12. In the Account enabled field, select the Yes option to activate the account, or select the No option to deactivate the account. The Account enabled field defaults to Yes. 13. In the FYI enabled field, select the Yes option to allow the user access to FYI Reviewer, or select the No option to disable access. The FYI enabled field defaults to No. 14. In the enabled field, select the Yes option to allow access to using FYI files, or select the No option to disable access. The enabled field defaults to Yes. The Max open databases fields determine the maximum number of databases a user can open from the same IP address. These two field can be set for users who share their accounts with co-workers. 15. In the Max open databases () field, type the maximum number of databases the user can open from the same IP address in.

67 Administrating FYI Server 67 The Max open databases () field defaults to In the Max open databases (FYI) field, type the maximum number of database the user can open from the same IP address in FYI Reviewer. The Max open databases (FYI) field defaults to 5. To insert domain users: Domain users can only be added to FYI Server when FYI Server uses external domain authentication. Domain users can be inserted from both the Users and Tree side tabs. When the External by domain authentication type is selected on the Settings tab in the FYI Admin Console, the Insert domain user option is available on the Users and Tree side tabs. On the Tree side tab you can insert domain users from the Users folder or from any database or user in the Clients, Matters, or Databases folder. 1. On the Management tab, click the Users or Tree side tab. 2. Do one of the following: If you clicked the Users side tab, in the Tasks panel, click Insert domain user. If you clicked the Tree side tab, and are inserting a domain user from the Users folder, right-click the Users folder or a user, and click Insert domain user. If you are inserting a domain user from a database or user in the Clients, Matters, or Databases folder, right-click the database or user, and click Insert domain user. Clicking Insert domain user opens the Domain user import dialog box. 3. Click the domain users you want to insert, and click the Insert button. To select multiple users, use SHIFT+click or CTRL+click. 4. After inserting a domain user, click the user's name in the Users panel, and click the

68 68 General side tab. User passwords cannot be changed when using an external authentication method. 5. In the First name field, type the user's first name. 6. In the Last name field, type the user's last name. 7. In the Company field, type the user's company name. 8. In the Phone field, type the user's phone number. 9. In the field, type the user's address. 10. In the Account enabled field, select the Yes option to activate the account, or select the No option to deactivate the account. The Account enabled field defaults to Yes. 11. In the FYI enabled field, select the Yes option to allow the user access to FYI Reviewer, or select the No option to disable access. The FYI enabled field defaults to No. 12. In the enabled field, select the Yes option to allow access to, or select the No option to disable access. The enabled field defaults to Yes. The Max open databases fields determine the maximum number of databases a user can open at the same time during a session. These two field can be set for users who share their accounts with co-workers. 13. In the Max open databases () field, type the maximum number of databases the user can open during a session in. The Max open databases () field defaults to In the Max open databases (FYI) field, type the maximum number of database the user can open during a session in FYI Reviewer. The Max open databases () field defaults to 5. Creating Clients and M atters About clients and matters The Management tab in the FYI Admin Console is used to oversee all your clients, users, and corresponding matters. Organizing them in the tree view allows you to verify, at a glance, each of the databases associated with matters. After you associate registered databases, you can

69 Administrating FYI Server 69 quickly verify what users have access to each database and enable their accounts accordingly. Use the side tabs on the Management tab to view and manage clients, matters, databases, and users. Tree - view a tree listing of all clients, matters, databases, and users. In the tree view, you can use the drag-and-drop method to organize your folders and associate databases and users with clients and matters. Clients - add, remove, and modify clients, as needed. Matters - add, remove, and modify matters, as needed. You can also view all matters organized by client on the Member of side tab. Databases - register and unregister databases, enable databases for FYI Reviewer, and create FYI files for users, as needed. You can also set database firewalls on the Firewall side tab, view all databases organized by clients and matters on the Member of side tab, and specify a database administrator on the Administration side tab. Users - add, modify, and remove users, insert domain users, set passwords for users, enable and disable user accounts, and set the maximum databases allowed settings for each application. You can also view all the databases the user group is associated with organized by client and matter on the Member of side tab. Setting Up Clients, Matters, and Databases Checklist We recommend that you set up clients and matters prior to registering databases in the FYI Admin Console. This way you can easily associate databases with clients and matters, and then verify users as well. Reference the following checklist to ensure that you have completed the necessary phases of planning and implementing clients, matters, databases, and users. Checklist: Setting Up Security Pre-planning Have you created a list for all clients and users that you need to manage and what matters apply to each of them? Have you created a list of what databases are associated with each client and matter? Are you going to register databases individually or bulk register them for each client and matter? Setup Did you set up all client and matter folders prior to registering databases and importing users? Did you already add all users in the databases, enable security, and require a logon? Registering Databases

70 70 Checklist: Setting Up Security Did you specify a database administrator? Did you set a firewall for each database? Note: Database firewalls take precedence over server firewalls. Did you associate each database with a client and matter? Note: FYI Reviewer users cannot access databases unless they are associated with a matter. Publishing Databases Did you remember to save a.fyi file for licensed users to access databases from remote locations? Did you set up templates to distribute.fyi files and the FYI Reviewer URL to users? Creating clients We recommend that you outline and create client and matter folders prior to registering any databases, so that you can keep track of multiple databases by adding them to the right folders immediately. Folders display in alphabetical order and can easily be added or removed, as needed. Adding clients is one way to organize your databases for the clients that you host data for or for the clients your organization is representing. In order for FYI Reviewer users to access databases, they must be associated with a matter in the FYI Admin Console. If a database is not added to at least one matter, FYI Reviewer users will not be able to log on to the database. Once clients and matters are added to FYI Server, you can drag-and-drop databases to clients and matters to associate them. Users associated with the database will transfer with the move and automatically be associated as well. Clients can be added from both the Clients and Tree side tabs on the Management tab in the FYI Admin Console. To add a client: 1. On the Management tab, click the Clients or Tree side tab.

71 Administrating FYI Server Do one of the following: If you clicked the Clients side tab, in the Tasks panel, click Add new client, and in the Clients panel, type the client name. If you clicked the Tree side tab, right-click the Clients folder or an existing client, click New client or Insert new, and type the client name. 3. Click the General side tab. The client name you entered is displayed in the Name field. 4. In the Description field, type the client description. Once the client is created, you can associate the client with matters and databases. For more information about associating clients with matters and databases, see Creating matters.

72 72 Deleting clients Deleting a client removes it from the FYI Server as well as from any associated matters and databases. Once you delete a client, if you need to recreate the client, then you will need to associate the client to the applicable matters, databases, and users again. Clients can be deleted from from both the Clients and Tree side tabs on the Management tab in the FYI Admin Console. To delete a client: 1. On the Management tab, click the Clients or Tree side tab. 2. Do one of the following: If you clicked the Clients side tab, in the Clients panel, click the client you want to delete, and in the Tasks panel, click Delete client. If you clicked the Tree side tab, open the Clients folder, right-click the client you want to delete, and click Delete client. 3. Click Yes when asked Are you sure you want to remove/delete the following client: [client name]?. Creating matters We recommend that you outline and create client and matter folders prior to registering any databases, so that you can keep track of multiple databases by adding them to the right folders immediately. Folders display in alphabetical order and can easily be added or removed, as needed. In order for FYI Reviewer users to access databases, they must be associated with a matter in the FYI Admin Console. If a database is not added to at least one matter, FYI Reviewer users will not be able to log on to the database. Matters can also be used for organizing client cases. Once clients and matters are added to FYI Server, you can drag-and-drop databases to clients and matters to associate them. Users associated with the database will transfer with the move and automatically be associated as well. Adding matters helps you manage databases by topic or case. FYI Reviewer users who are working on multiple case reviews can locate their databases by matter in the My Matters panel in the Databases task pane. Users will see the list of matters and databases, but the matters are not organized by client in the My Matters panel. FYI Reviewer users do not view databases as organized by matter; they can only see the active databases as displayed by tabs in the Workspace pane or those recently accessed in the Databases task pane. Databases that are accessed with FYI files do not require an association with a matter.

73 Administrating FYI Server 73 Matters can be added from both the Matters and Tree side tabs on the Management tab in the FYI Admin Console. To add a new matter: On the Tree side tab you can add new matters from the Matters or Clients folder. In the Matters folder you can create a new matter from the folder or an existing matter. In the Clients folder you can add a new or existing matter to an existing client. When you create a matter from an existing client in the Clients folder, the matter is added to the matters list and the selected client. 1. On the Management tab, click the Matters or Tree side tab. 2. Do one of the following: If you clicked the Matters side tab, in the Tasks panel, click Add new matter, and in the Matters panel, type the matter name. If you clicked the Tree side tab and are adding a new matter from the Matters folder, right-click the Matters folder or an existing matter, click New matter or Insert new, and type the matter name. If you are adding a new matter from a client in the Clients folder, right-click the client, click Insert new matter, and type the matter name. 3. Click the General side tab. The matter name you entered is displayed in the Name field.

74 74 4. In the Description field, type the matter description. Once the matter is created, you can associate the matter with clients and databases. A matter is associated with a client when you add a matter to a client on the Tree side tab. If you added a new matter to an existing client, the matter is automatically associated with the client. If you added a new matter in the Matters folder on the Tree side tab or on the Matters side tab, and want to associate the matter with a client, you will need to manually add the matter to the applicable clients. For more information about manually adding matters to clients, see To add an existing matter to a client in this topic. A matter is associated with a database when you add a database to a matter on the Tree side tab. For more information about associating databases, see Publishing databases. To add an existing matter to a client:

75 Administrating FYI Server 75 An existing matter can be added to a client on the Tree side tab on the Management tab. A matter and client are automatically associated with each other when you add a new or existing matter to a client. If there are databases already associated with a matter, the databases will automatically be associated with the client when you add the matter to the client. There are two ways to add an existing m atter to a client on the Tree side tab: Drag a matter from the Matters folder to a client in the Clients folder on the Tree side tab. Right-click a client in the Clients folder, click Insert existing matter, and click the name of the matter you want to add to the client. To view matter associations to clients: The Member of side tab displays a hierarchical list of all clients associated with the selected matter. You can access the Member of side tab for a matter from the Matters and Tree side tabs on the Management tab. 1. On the Management tab, click the Matters or Tree side tab. 2. Do one of the following: If you clicked the Matters side tab, in the Matters panel, click the applicable matter. If you clicked the Tree side tab, click the applicable matter in the Clients or Matters folder. 3. Click the Member of side tab.

76 76 Deleting matters Deleting a matter removes it from the FYI Server and any associated clients. Once you delete a matter, if you need to recreate the matter, you need to associate the matter to the applicable clients, databases, and users again. Matters can be deleted from from both the Matters and Tree side tabs on the Management tab in the FYI Admin Console. To delete a matter: When you delete a matter from the Matters side tab or the Matters folder on the Tree side tab, the matter is deleted from the FYI Server and any associated client, databases, and users. When a matter is removed from a client in the Clients folder, the matter is only deleted from the selected client. 1. On the Management tab, click the Matters or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Matters panel, click the matter you want to delete, and in the Tasks panel, click Remove matter. If you clicked the Tree side tab, right-click the matter you want to delete in the Matters or Clients folder, and click Delete matter. 3. If you are deleting a matter from the Matters side tab or the Matters folder on the Tree side tab, click Yes when asked Are you sure you want to delete/remove the following matter: [matter name]?. If you are deleting a matter from a client, click Yes when asked Are you want to remove the association to the following matter: [matter name]?. Registering Databases Registering databases Databases need to be registered with FYI Server in the FYI Admin Console before they can be published and accessed by others. You can register an individual database or all databases in a directory. Database security settings and users are imported with the registered database. Registered databases can also be unregistered. Registering databases in the Administration Console allows users to access them through the FYI Server with.fyi or online with FYI Reviewer. Security is independent for each database, and each database needs to be registered in the FYI Admin Console before.fyi and FYI Reviewer users can access the database.

77 Administrating FYI Server 77 After a database is registered, it is ready to be published. For more information about publishing databases, see Publishing databases. Databases can be registered from both the Databases and Tree side tabs on the Management tab in the FYI Admin Console. Make sure to open databases in prior to registering with FYI Server to ensure the database functions properly for reviewers in FYI Reviewer. To register individual databases: 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Tasks panel, click Register new database. If you clicked the Tree side tab, right-click the Databases folder or an existing database in the Databases, Clients, or Matters folder, and click Register database. Databases located on network drives are available if they have been mapped. For more information, Adding new network maps. 3. Type the database name. 4. Click the General tab. Clicking the General tab opens the Open Database dialog box. 5. Navigate to and select the database's.dcb file and then click OK. Clicking OK adds the database's directory to the File path field. The database name you entered in the Databases panel is displayed in the Name field.

78 78 6. In the Description field, type the database description. 7. In the Online field, select the Yes option to make the database accessible in FYI Reviewer. The database is now registered in the FYI Server and is ready to be published. For more information about publishing databases, see Publishing databases. To register multiple databases in a directory: Bulk registering databases allows you to register multiple databases in a specific directory subfolder. This method, however, does not automatically register databases added to that subfolder later. 1. On the Management tab, click the Databases side tab. 2. In the Tasks panel, click Bulk registration wizard. Clicking Bulk registration wizard opens the Database bulk registration wizard dialog box.

79 Administrating FYI Server Click the Browse button to open the Select a folder to scan for files dialog box. 4. Navigate to and select the folder containing the databases you want to register in the FYI Server, and then click OK. 5. Clicking OK adds the database directory to the Directory to scan field. 6. If you want the wizard to also scan the subdirectories for databases, select the Include subdirectories check box. 7. Click Next to open the database list in the wizard.

80 80 8. Select the databases you want to register in FYI Server, and then click Next to register the databases. To select multiple databases, use SHIFT+click or CTRL+click. After clicking Next the selected databases are displayed along with the database registration status for each database.

81 Administrating FYI Server Click Finish. The selected databases in the database directory are now registered and ready to be published. For more information about publishing databases, see Publishing databases. To register concatenated databases: Opening a concatenated set of databases from a CAT file is still considered as one database by FYI Server and FYI Reviewer, like in. For reviewers to open concatenated datasets, you must first register each individual database in the FYI Admin Console. Remember that reviewing and editing a concatenated dataset via the Internet can cause latency issues. When distributing FYI files in a concatenated dataset to reviewers, you only need to distribute the primary database FYI file in order for them to open the concatenated dataset. The CAT file must also be named the same as the primary database and stored in the same directory folder. To unregister a database: Unregistering a database does not delete the database files; it simply stops the FYI Server from serving it.

82 82 If you later decide to re-register a previously registered database, it will be assigned a new and unique internal serial number. Users with an earlier version of the published FYI file will not be able to access the re-registered database. A new FYI file needs to be published and distributed to all users needing access. Anytime you unregister and re-register a database, you must create and distribute a new.fyi file for your.fyi users. When you unregister a database from the Clients or Matters folder on the Tree side tab, the database is removed from the associated matter. When you unregister a database from the Databases folder on the Tree side tab or the Databases side tab, the database is unregistered from FYI Server and any associated databases. 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Databases panel, click the database you want to unregister, and then in the Tasks panel, click Unregister database. If you clicked the Tree side tab, right-click the Databases folder or an existing database in the Databases, Clients, or Matters folder, and click Unregister database. 3. Do any of the following: If you are unregistering a database from the Databases side tab or the Databases folder on the Tree side tab, click Yes when asked Are you sure you want to unregister the following database: [database name]?. If you are unregistering a database from a matter in the Clients or Matters folder on the Tree side tab, click Yes when asked Are you want to remove the association to the following database: [database name]?. To view database associations to matters and clients: The Member of tab displays a hierarchical list of all clients and matters associated with the selected database. You can access the Member of tab for a database from the Databases and Tree side tabs on the Management tab. 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, click the applicable database in the Databases panel. If you clicked the Tree side tab, click the applicable database in the Clients, Matters, or Databases folder. 3. Click the Member of side tab. On the Member of side tab, databases are listed by the clients and matters they are associated with.

83 Administrating FYI Server 83 M anaging Databases About managing databases Managing databases in the FYI Admin Console involves the following : Assigning database administrators Adding, editing, and removing firewalls Synchronizing databases Taking databases offline After implementing any changes on the Management tab in the FYI Admin Console, click the Reload button to ensure that changes are saved.. Assigning database administrators If security is enabled for a database, you need to specify an administrative user for that database in the FYI Admin Console. The assigned database administrator user logon and password is needed to synchronize databases for client accounts that they manage, and is the same logon and password used to log on to the Security Console for a database. When you first register a database in the FYI Admin Console, you will see a message stating that the administrator credentials are not set or valid. Once you enter the database administrator logon and password for the database on the Management tab, the information

84 84 message disappears. Database administrators can be assigned from both the Databases and Tree side tabs on the Management tab in the FYI Admin Console. To assign a database administrator account: 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Databases panel, click the database you want to assign the administrator account. If you clicked the Tree side tab, in the Databases, Clients, or Matters folder, click the database you want to assign the administrator account.

85 Administrating FYI Server Click the Administration side tab. 4. In the Administrative user field, type the database administrator's logon name. 5. In the Administrative password field, type the database administrator's password. 6. Click the Synchronize now button. Adding database firewalls Setting up firewalls for databases helps prevent unwanted access. Database firewalls monitor the client's IP address against a list of allowed addresses. If a user address is included in the list, they are given access. Any connection that is not listed will be refused. Firewalls can also be set globally for the entire server on the Firewall tab. Individual database firewall settings take precedence over the global firewall setting.

86 86 Database firewalls can be added from both the Databases and Tree side tabs on the Management tab in the FYI Admin Console. To add a database firewall: 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Databases panel, click the database you want to add a firewall, and click the Firewall side tab. If you clicked the Tree side tab, in the Databases, Matters, or Clients folder, click the database you want to add a firewall, and click the Firewall side tab. 3. Click the Insert button to open the Insert a new network range dialog box.

87 Administrating FYI Server In the Name field, a name that best identifies the server firewall. For example, if the firewall allows consultants to access the database, use a descriptive name like Our Consultant. 5. In the Base IP field, type the specific network IP address or a base IP address. 6. In the Subnet mask field, type the subnet mask for the IP address. This is generally You must enter a valid subnet account; you cannot use MAC addressing. To lookup the IP address and subnet mask information, open a command prompt, type ipconfig/all, and press Enter. 7. Click OK. 8. Repeat these steps to add additional firewall IP addresses. Any IP address not included in the list will be blocked. To edit a database firewall: 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Databases panel, click the database containing the firewall you want to modify, and click the Firewall side tab. If you clicked the Tree side tab, in the Databases, Matters, or Clients folder, click the database containing the firewall you want to modify, and click the Firewall side tab. 3. In the firewall list, click the firewall you want to modify. 4. Click the Edit button to open the Edit firewall dialog box. 5. Make the applicable edits. 6. Click OK.

88 88 To delete a database firewall: 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Databases panel, click the database containing the firewall you want to delete, and click the Firewall side tab. If you clicked the Tree side tab, in the Databases, Matters, or Clients folder, click the database containing the firewall you want to delete, and click the Firewall side tab. 3. In the firewall list, click the firewall you want to delete. 4. Click Yes when asked Are you sure you want to delete the selected database firewalls?. Synchronizing databases The Synchronize now button on the Management tab in the FYI Admin Console automatically synchronizes registered databases in FYI Server with the Security Console for corresponding databases. Clicking the Synchronize now button automatically updates the user lists in the FYI Admin Console and the corresponding database - adding new users and removing deleted users. User accounts that were deleted in a database are no longer assigned to the corresponding database in the FYI Admin Console after clicking the Synchronize now button. If the user account is associated with other databases, the user account will still be associated with the other databases, and still exist in the user list in the Users folder on the Tree side tab and the Users panel on the Users side tab. If the user account is not associated with other databases in the FYI Admin Console, the user account will still exist in the user list in the Users folder on the Tree side tab and the Users panel on the Users side tab. If security is enabled in a database, the database administrator needs to be assigned to the database in the FYI Admin Console before the database can be automatically synchronized. For more information about assigning administrators to databases in the FYI Admin Console, see Assigning database administrators. For more information about scheduling jobs, see About scheduling jobs. Reloading databases The Reload button saves any changes made in the FYI Admin Console and also refreshes the

89 Administrating FYI Server 89 tree view on the Management tab's Tree side tab with any synchronized updates. When you are working on the Management tab in the FYI Admin Console, make sure that you click the Reload button before leaving the tab to ensure that all changes are saved. Taking databases offline Ensure your databases are offline when you perform processes like indexing and packing in. We also recommend that you perform these functions locally, as opposed to using resources on the FYI Server. For more information about indexing and FYI Server, see Indexing and reindexing considerations. Databases can be taken offline from both the Databases and Tree side tabs on the Management tab in the FYI Admin Console. To take a database offline: 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Databases side tab, in the Databases panel, click the database you want to take offline, and click the General side tab. If you clicked the Tree side tab, in the Databases, Matters, or Clients folder, click the database you want to take offline, and click the General side tab.

90 90 3. In the Online field, click the No option. Publishing databases Publishing a registered database makes it accessible to other users. Databases can be published for access by or FYI Reviewer. Publishing a database for creates a.fyi file that contains information needed to address the FYI server and request the database. There is no limit on the number.fyi files that can be generated for databases in the FYI Admin Console. When the following occurs, you need to publish a new.fyi file: Change of the port address Unregister and register a database Change the IP address Publishing a database for FYI Reviewer associates a database with users, a matter, and, optionally, a client. FYI Reviewer users cannot access a database unless the database is associated with a matter. Once a database is associated with a matter FYI Reviewer users can see published databases when they log on, if they have security access to the database. For more information about FYI Reviewer and.fyi, see About supporting FYI Reviewer and. To publish a database for : Databases can be published for from both the Databases and Tree side tab on the Management tab in the FYI Admin Console. 1. On the Management tab, click the Databases or Tree side tab. 2. Do one of the following: If you clicked the Database side tab, in the Databases panel, click the database you want to publish, and click the General side tab. If you clicked the Tree side tab, in the Databases, Matters, or Clients folder, click the database you want to publish, and click the General side tab. 3. Click the Save as.fyi file button to store the file on your network until you can distribute it to users. Clicking the Save as.fyi file button opens the Save.FYI file dialog box.

91 Administrating FYI Server In the Server Address column, click the preferred host name and port used to address this server, and click Next. 5. In the Filename field, click the ellipsis (...) button to open the Save the.fyi file as dialog box. 6. Navigate to and select the folder where you want to store the.fyi file, and click Save. Clicking Save adds the directory path to the Filename field.

92 92 7. Click the Finish button. It is best practice to launch the [database name].fyi file you created for the database before distributing the file to users. For more information about distributing.fyi files, see Distributing the FYI file to users. To publish a database for FYI Reviewer: A database is published for FYI Reviewer when the database is associated with an existing matter in the FYI Admin Console. 1. On the Management tab, click the Tree side tab. 2. Create a new matter if the matter you want to associate with the database does not exist already. For more information about creating matters, see Creating matters. 3. Drag the database you want to publish from the Databases folder to the applicable matter in the Matters or Clients folder. You can associate multiple databases to a matter at one time using SHIFT+click or CTRL +click to select the databases. The database is now associated with the matter. 4. Expand the database associated with the matter and verify that the database users are associated with the database.

93 Administrating FYI Server 93 FYI Reviewer users will see the published database when they log on, if they have security access to the database.

94 94 Users will also be able to view all other databases associated with this matter, even if they do not have access to view the case records. To avoid this, place databases into a new matter for exclusive viewing by a specified group of reviewers. Supporting FYI Reviewer and About supporting FYI Reviewer and Once databases have been registered and published from the FYI Admin Console, you will need to take various steps to ensure that your users have the necessary information they need to get started with FYI Reviewer or.fyi. For more information about installing FYI Reviewer, see Installing FYI Reviewer. For more information about distributing FYI Reviewer and FYI files, see Distributing FYI Reviewer to users and Distributing the FYI file to users.

95 Administrating FYI Server 95 For more information about supporting reviewers, see Supporting reviewers. System Requirements: FYI Reviewer The minimum system requirements include: FYI Reviewer ActiveX plug-in Microsoft Internet Explorer version 6.x Internet access Must have client port open to inbound and outbound traffic on the PC (port 443 by default) FYI Reviewer is sold separately from FYI Server. Licenses are offered in monthly or annual blocks and are available by contacting Sales by at or phone at System Requirements:.FYI The minimum system requirements include: Internet access version 8.2 or later Native Viewer Image (Opticon) version 3.0 or later Must have client port open to inbound and outbound traffic on the PC (port 443 by default) Single seat network versions of do not support FYI Server. You need mobile or multiple-seat licensing. Configuring the Windows firewall to access.fyi files for Windows 7 or Windows Server 2008 If FYI server is installed on Windows 7 or Windows Server 2008, you must do the following to allow access to.fyi files from another machine within the same local area network (LAN): 1. On the server machine, from the Start menu, open the Control Panel. 2. Click System and Security. 3. Click Allow a program through Windows Firewall. 4. Click the Change Settings button. 5. Do one of the following:

96 96 From the Allow programs and features list, click the FYI Server check box. If FYI Server is not found in the list, click Allow another program, select it from the list, and then click Add. 6. When finished click OK. Hosting FYI Reviewer locally We recommend that you download the FYI Reviewer ActiveX control from our Web site when you want to install it to ensure that you have the latest published version for your users. However, we understand that under certain circumstances, an organization or hosting provider needs to host the ActiveX control from their own Web site. If you host your own Web page, you may need to update the ActiveX Control manually to keep the current version posted. For more information about installing the FYI Reviewer ActiveX control from our Web site, see Installing FYI Reviewer. You can also customize the FYI Reviewer Web page to display your company's logo image. When reviewers open the FYI Reviewer Web page, the company logo is displayed in the upper right section of the window. To host your FYI Reviewer Web page locally: 1. Download the FYIReviewer.zip file. The FYIReviewer.zip file contains the following files: dataflight_fyi_4.cab FYI_Version.txt

97 Administrating FYI Server 97 FYIReviewer.html 2. The FYIReviewer.zip file is available for download at cndownload.lexisnexis.com/cndownload/upgrade.aspx. You will need your FYI Reviewer serial number to download the files. If you did not receive your FYI Reviewer serial number, please contact Sales at or 1. The fyi.cdf file, used in previous versions of FYI Reviewer, is now replaced by the FYI_Version.txt file. 3. Place all 3 files in the same public directory on your Web server. 4. Test your FYI Reviewer Web page. To add a company logo to the FYI Reviewer Web page: The image file must meet the following requirements: The image file must reside in the same location as the FYIReviewer.html file. The image file must be named fyi_custom _logo.bm p. The image must not be larger than 300X50 pixels. Images larger than 300x50 pixels will automatically be scaled to fit the defined area. Images smaller than 300x50 pixels are not affected and will display as expected. To add a company logo: 1. Ensure the company logo you want to load meets the above naming and size requirements. 2. Locate and open the public directory folder on your Web server where the FYIReviewer.html file resides. 3. Copy the fyi_custom _logo.bm p file to the directory. 4. Test your FYI Reviewer Web page. Installing FYI Reviewer FYI Reviewer is a Web browser plug-in, also known as an ActiveX control, that can only be accessed from Microsoft Internet Explorer 6.x or later. Users do not need, Image, or Opticon software installed on their workstation to use FYI Reviewer. FYI Reviewer is a thin client and server application. You will, however, want to ensure that you keep your users ActiveX versions up-to-date on their workstations. Installing FYI Reviewer is a simple two-step process. First you need to add the

98 98 Web site as a trusted site in Microsoft Internet Explorer, then you need you install the FYI Reviewer ActiveX control. If you are using Internet Explorer 7 or 8, when adding the FYI Reviewer site as a trusted site, make sure that the Enable Protected Mode option is not selected as this may cause problems when accessing or printing images with FYI Reviewer. FYI Reviewer can be installed from the Web site, or the necessary HTML can be incorporated into your own Web page and served from your own hosted environment. For more information about hosting FYI Reviewer from your own hosted environment, see Hosting FYI Reviewer locally. FYI Reviewer Installation Checklist: We recommend that you install and set up FYI Server, then distribute licenses in the order noted in the following table: Checklist: FYI Reviewer Installation Have you calculated whether you have enough FYI Reviewer licenses reserved for all reviewers and administrators who need them? Have you downloaded FYI Reviewer from the Web site? Have you enabled user accounts for FYI Reviewer access on the Management tab in the FYI Administration Console? Did you set the ports for users to access FYI Reviewer via the Internet to send and receive information from the FYI Server? Did you create a distribution template for ing the URL to users which includes their username, password, server host name and port number? Have you distributed the FYI Reviewer URL to users so they can access FYI Reviewer from their workstations? You need to inform users where to go to install FYI Reviewer, including the user name, password, IP address or host name, and port number. This information is not included in the FYI Reviewer documentation, since it can vary with each organization. When adding new users to the FYI Server, we recommend that you purchase in advance as many licenses as you have users so you are ready to enable user accounts immediately.

99 Administrating FYI Server 99 To add the Web site as a trusted site: Before running or installing FYI Reviewer, security settings in Microsoft Internet Explorer must be configured to enable the FYI Reviewer ActiveX control, by adding the lexisnexis.com as a trusted site in Microsoft Internet Explorer. If the Web site is not added as a trusted site, when users attempt to access the access the Web site to open FYI Reviewer, they will receive a receive a gray screen with an icon in the upper left hand corner in Microsoft Internet Explorer. 1. Open Microsoft Internet Explorer. 2. On the Tools menu, click Internet Options. Clicking Internet Options opens the Internet Options page.

100 Click the Security tab. 4. In the Select a zone to view or change security settings field, click the Trusted sites icon. 5. Click the Sites button to open the Trusted sites page.

101 Administrating FYI Server Clear the Require server verification ( for all sites in this zone check box. 7. In the Add this website to the zone field, type If you are using Internet Explorer version 7 or 8 make sure that the Enable Protected Mode option is not selected as this may cause problems when accessing or printing images with FYI Reviewer. 8. Click the Add button. 9. Click the Close button to close the Trusted sites page. 10. Click OK to close the Internet Options page. 11. Restart Microsoft Internet Explorer to apply the new trusted sites settings. To install the FYI Reviewer ActiveX control: Each client can install the FYI Reviewer ActiveX control from the FYI Web site. 1. In Microsoft Internet Explorer, go to concordance.page. 2. Click the FYI Reviewer Plug-In tab, and then under step 2 click the version of FYI Reviewer plug-in you want to install.

102 You will be prompted to install the FYI Reviewer ActiveX control file, dataflight_fyi_4.cab. 4. Click either message, and then click Install This Add-on for All Users on This Computer. Clicking Install This Add-on for All Users on This Computer opens the Internet Explorer Security Warning page. 5. Click the Install button to install the dataflight_fyi_4.cab file. Once the FYI Reviewer installation is complete, the FYI Reviewer logon page is displayed in Microsoft Internet Explorer.

103 Administrating FYI Server 103 If you are having trouble downloading the ActiveX plug-in, please contact the Customer Support at or Working with Multiple Versions of FYI Reviewer The FYI Reviewer version 3.x, 4.x, and/or 5.x ActiveX control may be installed in Microsoft Internet Explorer version 6.x or later on the same workstation. If your reviewers will be using the LexisNexis hosted FYI Reviewer Web pages for FYI Reviewer version 3.x, 4.x, and/ or 5.x, reviewers can access each version of FYI Reviewer from the same workstation as long as they log out of one version before logging into the other. Reviewers can bookmark the following FYI Reviewer sites: URL for FYI Reviewer 5.x: URL for FYI Reviewer 4.x: URL for FYI Reviewer 3.x:

104 104 To reinstall the FYI Reviewer ActiveX control: You should always have the most up-to-date version of the Microsoft ActiveX control for FYI Reviewer to ensure users have the most stable release of the software and benefit from all offered features. Other reasons to reinstall ActiveX for FYI Reviewer: You are unable to update the FYI Reviewer page You have noticed an error in FYI Reviewer If the ActiveX control needs to be reinstalled, you will need to redistribute the FYI Reviewer hyperlink or have users reinstall the FYI Reviewer ActiveX control from a hosted Web site, such as or an internally hosted site. 1. Before reinstalling the FYI Reviewer ActiveX control, you first need to delete the existing FYI Reviewer ActiveX control from the workstation. Before deleting the ActiveX control, make sure that all instances of Microsoft Internet Explorer are closed on the workstation. 2. Open Microsoft Internet Explorer. 3. On the Tools menu click Manage Add-ons. Clicking Manage Add-ons opens the Manage Add-ons page. 4. In the Show list, click All add-ons to display Dataflight FYI Reviewer Control under LexisNexis in the Name column. 5. Double-click the Dataflight FYI Reviewer Control to open the More Information page.

105 Administrating FYI Server Click the Remove button and then click the Close button on the More Information page. The FYI Reviewer ActiveX control is now deleted. 7. Click the Close button to close the Manage Add-ons page. 8. Close and relaunch Microsoft Internet Explorer, and reinstall the FYI Reviewer ActiveX control. For step-by-step instructions for installing the FYI Reviewer ActiveX control, see To install the FYI Reviewer ActiveX control. After the ActiveX control is reinstalled, the FYI Reviewer logon page displays. 9. If the logon page does not display after several minutes, please restart your browser.

106 106 Upgrading FYI Reviewer To upgrade FYI Reviewer, simply reinstall the FYI Reviewer ActiveX Control and redistribute it to users or update the hosted Web page where you are publishing FYI Reviewer to users and inform them when they need to update their version. Users will be alerted when an update is available when they access FYI Reviewer. A message prompt displays on screen with the following information. When users receive the following update prompt, direct them to always update by clicking on the prompt, and then clicking OK in the next message box. Users then need to close their browser window and reopen FYI Reviewer in order for the update to take effect. Distributing FYI Reviewer to users Users cannot access FYI Reviewer without having the FYI Reviewer Internet address distributed to them, a license assigned to them in the FYI Administration Console, and a user account in the databases they need to access. You must also ensure that port settings are open for inbound and outbound traffic. If you have firewalls in place and specify that users can only log on from designated locations, then users are only able to access FYI Reviewer from locations that you designate within the FYI Server s Administration Console. If you have firewalls in place to secure access, you will want to ensure that users are only allowed to access FYI Reviewer from restricted locations. If FYI Server is installed on Windows 7 and you have created a.fyi file for distribution to users running Windows 7, both Windows 7 machines must have the default Windows Firewall turned off in order to view the file. FYI Reviewer Distribution Checklist:

107 Administrating FYI Server 107 Checklist: FYI Reviewer Distribution Template Prepare an template for distributing FYI Reviewer to users to ensure that this process is fast and easy the next time a user needs access. Include the Internet address for FYI Reviewer in the . Instruct users to add the Web site as a trusted site in Microsoft Internet Explorer and make sure that the Enable Protected Mode option is not selected. Logons and Passwords Include the user s logon and password, as well as the server and port addresses they need to access FYI Reviewer through the FYI Server. FYI Reviewer Instruct users to click on the Internet address you provided to launch their Internet browser and open FYI Reviewer. Ask them to set this link as a favorite within their browser. Once users have entered their logon and password, and entered the server address, the FYI Reviewer application should launch so they can get started in FYI Reviewer. * If a user receives an error message stating that the server is unreachable or other message or pop-up, instruct them to contact you. The error is probably due to an incorrect server address and you will need to verify whether the port setting is correct and open. Security Remind users that they can only access FYI Reviewer from designated and secure locations. If firewalls are implemented, users will not be able to log in at their hotel rooms, court rooms, or other locations that are not secured from within the FYI Server. Inform users that if they try to access FYI Reviewer from an unsecure location, they will receive an error message or will be unable to log on. Inform users of the user session time allotment you have designated for them. Users should know that when their user session timeout period is nearly finished, they will receive an announcement indicating that they should save their work. If a user is logged on, but not actively working, the FYI Server will then perform a hard kill disconnecting them from FYI Reviewer and they risk losing data. To re-open a user session, a user should save their work and log back onto FYI Reviewer, thereby opening a new user session period.

108 108 Checklist: FYI Reviewer Distribution Ensure users have the correct server IP address and port numbers to enter when logging on to FYI Reviewer. Distributing the FYI file to users Users cannot access remote databases without having the.fyi file distributed to them. You must also ensure that the port setting is entered in the FYI Admin Console and is open for inbound and outbound traffic. The.fyi file does not need to be redistributed to users unless the serial number or port address changes. If FYI Server is installed on Windows 7 and you have created a.fyi file for distribution to users running Windows 7, both Windows 7 machines must have the default Windows Firewall turned off in order to view the file..fyi Distribution Checklist: Checklist:.FYI Distribution Template Prepare an template for distributing the FYI file to users to ensure that this process is fast and easy the next time a user needs access. Include the.fyi file in the and instruct users to save the.fyi file to their desktop. Logons and Passwords Include the user s logon and password, as well as the server or host name, they need to access the application through the FYI Server. Launching After users have saved the.fyi file to their desktop, they can double-click the.fyi file to launch the application. Once users have entered their logon and password, and entered the server address, should launch so they can get started using the application. *If a user receives an error message stating that the server is unreachable or other message or pop-up, instruct them to contact you. The error is probably due

109 Administrating FYI Server 109 Checklist:.FYI Distribution to an incorrect server address and you will need to verify whether the port setting is correct and open. Security Inform users of the user session time allotment you have designated for them. Users should know that when their user session timeout period is nearly finished, they will receive an announcement indicating that they should save their work. If a user is logged on, but not actively working, FYI Server will then perform a hard kill disconnecting them from and they risk losing data. To re-open a user session, a user should save their work, exit and re-launch the application, thereby opening a new user session period. Working with.fyi files In the FYI Admin Console, you can create.fyi files that allow users to launch and open remote databases through the FYI Server. A full version of needs to be installed on the client's computer and Internet access needs to be available. Users can access images if Image (Opticon) is installed on their computer. The.fyi file contains the connection information needed to address the FYI Server and request the database. The.fyi file includes the server IP address and port number, which can be viewed in a text editor program. Users can access the.fyi file when you them the.fyi file pointing to the database, along with their user name and password. If you are running Windows 7 and have trouble opening a.fyi file, the file may have been created with FYI Server on Windows 7. In order to view the file, the default Windows Firewall must be turned on both Windows 7 machines. When working with.fyi files, consider the following:.fyi files can be viewed in a text editor program where you can manually change the server name, port listing and database description. Do not modify the serial number contained in the.fyi file as this invalidates the file..fyi files cannot be opened with a single-seat network license. There is no limit to the number of.fyi files that can be generated. When distributing.fyi files from a concatenated set, only the primary database needs to be published to a.fyi file, as long as the other joined databases are registered to the FYI Admin Console. If you are using Native Viewer, production and printing is not available for.fyi

110 110 files. This must be done local to the database by the and/or FYI Server Administrator. A new.fyi file is needed when the following occurs: The port address changes A database is unregistered or registered The server s IP address changes Verifying connectivity Reference the Connectivity Checklist for FYI Server to ensure that you have completed all necessary steps to ensure connectivity channels for servers, databases, and users. Connectivity Checklist: Checklist: FYI Server Connectivity Servers Is FYI Server installed? Is the FYI Administration Console Server installed? Did you remember to set up a valid administrator account in Microsoft Windows? Did you set up your firewall ports for FYI traffic? Databases Did you register your database in the FYI Admin Console? Is the Yes option selected in the Online field for the database? Did you associate your databases to the client and matter that applies for each database? *FYI Reviewer users cannot access databases unless they are associated with a matter. *Clients are for organizational purposes only. Have you implemented the necessary IP address restrictions? Did you specify a database administrator on the Management tab in the FYI Admin Console?

111 Administrating FYI Server 111 Checklist: FYI Server Connectivity Do you have a valid user account? Users Do you have users associated to a database in the FYI Admin Console? Did you save a.fyi file for users and note the URL for FYI Reviewers? Have you set the maximum number of open databases for each user? Does each user have a valid ID and password, and does it match any used for authentication? Have you enabled accounts to FYI Server and.fyi or FYI Reviewer? Do you have an FYI Reviewer license for each user? Have you installed locally for each.fyi user? Have you verified that your Internet connection is working and that users can download the ActiveX Control? Have you made sure your users are not using a proxy server? Supporting reviewers It will be important to have a basic understanding of how certain aspects of.fyi and FYI Reviewer impact your users. As FYI Server administrators, you will need to know the user interface distinctions between and FYI Reviewer users in order to assist them as needed.

112 112 User Interface Distinctions for.fyi and FYI Reviewer FYI Reviewer looks and works nearly identical to. The following table outlines the differences between each application. User Interface Distinctions for.fyi and FYI Reviewer FYI Reviewer Description

113 Administrating FYI Server 113 User Interface Distinctions for.fyi and FYI Reviewer The user interface is designed for reviewer functionality only. databases are viewed within a Microsoft Internet Explorer browser window. FYI Reviewer includes the Standard toolbar and does not include the Menu toolbar. Associated databases display in the My Matters panel in the Databases task pane in FYI Reviewer, and are accessed by clicking on them in the menu tree. The Databases task pane has both a Current Server and Current Database panel displaying current logon information for each. Native Viewer is a separate software application and viewed in a separate application window. If using Image to view images, Image is embedded in the FYI Reviewer application and viewed within the browser window Reviewers can only import transcript files. Databases can be concatenated for single sessions from the Databases task pane. You cannot run productions from FYI Reviewer..FYI Description The application includes both reviewer and administrator functionality for this stand-alone application. users view both the Menu and Standard toolbars, and can view menu commands depending on how security is applied, except for the Modify command on the File menu, which is always restricted. Associated databases are opened for each individual.fyi file distributed in the Databases task pane in and accessed by clicking on tabs in the primary window. The Databases task pane has a Current Database panel displaying the active database. Native Viewer is a separate software application and viewed in a separate application window.

114 114 User Interface Distinctions for.fyi and FYI Reviewer Image (Opticon) is a separate software application and viewed in a separate application window. Working with image viewers FYI Reviewer has the option to utilize alternative viewers. Viewer options can be viewed by clicking the Tools button on the Standard toolbar and clicking the Viewer tab. Supported im age v iewers include: Embedded image viewer (FYI Reviewer only) Native Viewer (external only) Image (Opticon) IPRO IPRO Thin Client When working with image viewers in either FYI Reviewer or through a.fyi file, your reviewers must understand how the image viewer can impact their review. Users can determine whether the viewer selected in the Viewer field applies to all users or only to themselves by what the user selects in the Apply user settings to field, and whether the selected view applies to all databases or only an individual database by what the user selects in the Apply database settings to field.

115 Administrating FYI Server 115 When working with im ages, consider the following: Native Viewer must be installed on the users local machine. Spooling results for images viewed through the FYI Server are retained on the server. Image (Opticon) defaults to 75%, but you can go as low as 35%. The default setting is adjusted in the Scaling factor field on the Viewer tab in the Preferences dialog box. The viewer in FYI Reviewer has preferences of the same scale, per user-level property, but the images deliver much faster if you adjust this number to a lower setting. Printing images on FYI Server Although printing options are available, printing is not recommended while using FYI Reviewer or through a.fyi file. Images always print in full resolution over the Internet

116 116 regardless of scaling factor settings that have been designated for each reviewer. Printing can cause latency issues, impacting the searching speeds of others. The better option is to have reviewers contact a database administrator who can print images for them by not utilizing FYI Server resources. If images do need to be printed in FYI Reviewer from the embedded image viewer, select the Print button in the Image task pane on the left. To print individual images, right-click on the image and click Print. If you are having trouble printing with FYI Reviewer and you are using Internet Explorer 7 or 8, make sure that the Enable Protected Mode option is not selected for trusted sites on the Internet Options Security tab. This ensures Native Viewer and Image documents are displayed properly and printing is available. When printing im ages on FYI Serv er, consider the following: We recommend that users refrain from printing images via the Internet from.fyi databases and FYI Reviewer because they are printed in full resolution and can take a long time. If users choose to print images from remote databases, no footprint of the image is left behind on the workstation, only a snapshot file that contains the hyperlink to the.snp file on the server. About concatenation for reviewers Concatenation is joining more than one database together, allowing you to view multiple databases as if they were one. FYI Reviewer users can concatenate multiple databases for a

117 Administrating FYI Server 117 single session right from the Databases task pane under My Matters. By clicking on the red box to the left of each database name, a check mark will appear noting the selections. After selecting the databases to concatenate, clicking Open button, opens the selected databases as a concatenated set for that session only. To clear the concatenation, the user can either log out and log back into FYI Reviewer or simply recheck one single database and select the Open button again. About snapshots Snapshots are a point-in-time picture of a user s work history and helps them track and preserve both search history and search results. Saved snapshots can easily be restored to see what the contents of a database were on a particular day and what search results were found at that moment in time. Snapshots only store historical data, such as searches, the last record selection, and the last sort performed during a user s session.

118 118 When a saved snapshot file is restored, automatically opens the databases associated with the file, with all queries and sorts preserved. These snapshots files can only be restored in the original database they were created in. Users may also choose to have the Auto-restore feature turned on which is a similar feature to saving a snapshot. This snapshot file contains that last record selection and last record viewed at the end of a session, so when users next access they can resume. The Auto-restore feature is enabled by default. The Auto-restore feature settings are defined on the General tab in the Preferences dialog box (Tools > Preferences) in FYI Reviewer. M anaging User Accounts About managing user accounts If you are using external authentication and have users set up in Microsoft Active Directory, we strongly encourage you to add these users first to a database. When using FYI Server, users must have security enabled and logons required (at a minimum) in the databases they are accessing through the FYI Server. When you add users in this manner, you can simply synchronize the database in the FYI Admin Console on the Management tab and update the user list with new reviewers. Then you only need to verify the new users to ensure they are properly associated to clients and matters, and then enable their accounts.

119 Administrating FYI Server 119 We recognize that smaller organizations, which are running the FYI Server on a LAN and only using security, may use the application differently and set up users in the FYI Admin Console before adding users to databases. We strongly encourage you to consider otherwise, implementing a process that involves set up in Active Directory and/or a database first to ensure consistency in implementation and also to reduce confusion or errors. Users who are added to the FYI Admin Console as a user first, but were not previously imported along with a registered database, must also be entered in the database and given proper rights and permissions to access it (with security enabled and logons required). Otherwise, users will automatically be granted read only field rights and limited menu access.

120 120 Managing user accounts inv olv es the following: Adding additional user contact information Enabling accounts Setting the maximum number of open databases Assigning users to matters and clients Changing user passwords Deleting users

121 Administrating FYI Server 121 Enabling and disabling accounts Viewing user associations Once users are imported into the FYI Admin Console, their association to clients and matters is dependant on how you organize and associate the database to the clients and matters. You can gain an instant view of a user s associations on the Management tab. For more information about database associations, see Registering databases. User perm issions include access to the following: Databases Matters Clients To view user associations to clients, matters, and databases: The Member of side tab displays a hierarchical list of all clients, matters, and databases associated with the selected user. You can access the Member of side tab for users from the Matters and Tree side tabs on the Management tab. 1. On the Management tab, click the Users or Tree side tab. 2. Do one of the following: If you clicked the Users side tab, in the Users panel, click the applicable user. If you clicked the Tree side tab, click the applicable user in the Clients, Matters, or Databases folder. 3. Click the Member of side tab.

122 122 Setting user permissions in FYI Once users are imported into the FYI Admin Console, you need to enable their accounts depending on how they will access FYI Server. You can also limit the maximum number of concurrent session they can open and add any additional contact information needed. Users accounts are enabled on the General side tab for users on the Management tab in the FYI Admin Console. FYI Server User Properties Reference the FYI Server User Properties table when enabling user accounts in the FYI Admin Console. FYI Server User Properties Setting Description Account Enabled This field determines whether the user account is active.

123 Administrating FYI Server 123 FYI Server User Properties Setting Description When set to No, users are unable to access any resources on the server. When set to Yes, users are able to log on to the server, if no other settings prevent them from doing so. FYI Enabled This field determines whether the user can access databases in FYI Reviewer. When set to Yes, users can log on to FYI Reviewer to access matters and open databases, if no other settings prevent them from doing so. When set to No, users receive an error message indicating their account is not enabled for FYI Reviewer when they try to open a database in FYI Reviewer. Enabled This field determines whether users can access databases using a FYI file. When set to Yes, users are able to open databases hosted on the FYI Server in using FYI files. When set to No, users receive an error message indicating the account is not enabled for when they try to open the.fyi file in. To set up user permissions in FYI: You can set up user permissions in FYI from both the Matters and Tree side tabs on the Management tab. 1. On the Management tab, click the Users or Tree side tab. 2. Do one of the following: If you clicked the Users side tab, in the Users panel, click the user account you want to enable, and click the General side tab. If you clicked the Tree side tab, in the Users, Databases, Matters, or Clients folder, click the user account you want to enable, and click the General side tab.

124 124 If you are only using security, you can set the user's password on the General side tab. 3. To set a password for the user, click the Password button. Clicking the Password button opens the Change password dialog box.

125 Administrating FYI Server 125 In the New password and Confirm new password field, type the user password and click OK. User passwords cannot be changed when using external authentication. Adding the user's contact information is optional, and what you enter should be based on your organization s user account guidelines. 4. In the user contact information fields, type in the user's full first and last name, company, phone number, and In the Account enabled field, select the Yes option to activate the account, or select the No option to deactivate the account. The Account enabled field defaults to Yes. 6. In the FYI enabled field, select the Yes option to allow the user access to FYI Reviewer, or select the No option to disable access. The FYI enabled field defaults to No. 7. In the enabled field, select the Yes option to allow access to using.fyi files, or select the No option to disable access. The enabled field defaults to Yes. The Max open databases fields determine the maximum number of databases a user can open at the same time from the same IP address. These two field can be set for users who share their accounts with co-workers. Concatenated databases are read as one database. 8. In the Max open databases () field, type the maximum number of databases the user can open from the same IP address in. The Max open databases () field defaults to In the Max open databases (FYI) field, type the maximum number of database the user can open from the same IP address in FYI Reviewer.

126 126 The Max open databases (FYI) field defaults to 5. The user s account information is automatically saved to the FYI Server and any application access should now be enabled. 10. Repeat these steps for all users imported into the FYI Admin Console. Updating the users list The user list in the FYI Admin Console is automatically updated when a registered database in FYI Server is synchronized with a database. When this process occurs, new users entered in a database are added in FYI Server and deleted users are removed. If a database is already associated with a client or matter, the synchronization process will also update the list of users associated with the database. Refreshing the User List The Auto refresh on button in the FYI Admin Console allows you to view who is currently connected to the FYI Server. For example, when a user logs on to FYI Reviewer and opens a database, their name displays in bold in the Users folder on the Tree side tab on the Management tab. Additionally, users currently logged into a database have their names displayed in bold in the Databases folder. Toggle the Auto refresh button to turn this feature on or off.

127 Administrating FYI Server 127 Inserting Domain Users We recommend that you follow the guidelines for implementing users outlined in the About setting up user security topic, which is to set up user accounts in Microsoft Active Directory or a database first and then import the users into the FYI Server when registering databases. For more information about registering databases, see Registering databases. Deleting users in FYI Server Users can be manually deleted from the both the Users and Tree side tabs. Deleting users from a database in the FYI Admin Console automatically deletes the user from the database and any associated clients and matters in the FYI Admin Console. The user will also be automatically deleted from the database the next time the database is synchronized with FYI

128 128 Server. When you delete a user from the Users side tab or the Users folder on the Tree side tab, the user is deleted from the FYI Server and any associated databases, matters, and clients. When a user is deleted from a database in the Databases, Matters, or Clients folders, the user is only deleted from the selected database. To manually delete users: 1. On the Management tab, click the Users or Tree side tab. 2. Do one of the following: If you clicked the Users side tab, in the Users panel click the user you want to delete, and in the Tasks pane, click Remove user. If you clicked the Tree side tab, right-click the user you want to delete, and click Delete user. You can also delete users by right-clicking the user you want to delete in the Users panel and clicking Delete user. 3. Do one of the following: If you are deleting a matter from the Users side tab or the Users folder on the Tree side tab, click Yes when asked: The user is deleted from the FYI Server and any associated databases. If you are deleting a matter from a database in the Databases, Matters, or Clients folder on the Tree side tab, click Yes when asked Are you sure you want to remove the association to the following user: [user name]?. The user is only deleted from the selected database. Enabling and disabling accounts Individual user accounts can be enabled to access FYI Reviewer and.fyi. You can also temporarily disable any account without having to recreate the user account in the FYI Admin Console. Disabling an account does not remove the user from the database when it is synchronized in the FYI Admin Console.

129 Administrating FYI Server 129 To enable and disable user accounts: 1. On the Management tab, click the Users or Tree side tab. 2. Do one of the following: If you clicked the Users side tab, in the Users panel, click the user account you want to enable or disable, and click the General side tab. If you clicked the Tree side tab, in the Users, Databases, Matters, or Clients folder, click the user account you want to enable or disable, and click the General side tab. 3. In the Account enabled field, select the Yes option to activate the account, or select the No option to deactivate the account. The Account enabled field defaults to Yes. 4. In the FYI enabled field, select the Yes option to allow the user access to FYI Reviewer, or select the No option to disable access.

130 130 The FYI enabled field defaults to No. 5. In the enabled field, select the Yes option to allow access to using.fyi files, or select the No option to disable access. The enabled field defaults to Yes. The account changes are automatically saved in the FYI Server. Changing passwords in FYI Server If you need to change a password for a user, you can change it for individual databases or all registered databases associated with the user. Passwords can be changed from both the Users and Tree side tabs on the Management tab in the FYI Admin Console. When you change a password from the Users side tab or the Users folder on the Tree side tab, the password is automatically changed for all registered databases associated with the user. When you change a password from the Clients, Matters, or Databases folder on the Tree side tab, you have the option of changing the password for only the selected database or for all registered databases associated with the user. If you are using external authentication, such as Microsoft Active Directory, user passwords cannot be changed from the FYI Admin Console. User passwords can only be changed in the FYI Admin Console if is the authentication type. If a user is having trouble logging on to FYI Reviewer or, there is no preset default lockout for a number of failed user log on attempts. Users need to notify their system administrator if they repeatedly cannot log on to FYI Reviewer or. The administrator will need to verify whether the user name and password are correct or if a license seat needs to be renewed. To change a user's password: 1. On the Management tab, click the Users or Tree side tab. 2. Do one of the following: If you clicked the Users side tab, in the Users panel, right-click on the user account, and click Change password. If you clicked the Tree side tab, in the Users, Databases, Matters, or Clients folder, right-click the user account, and click Change password. 3. Clicking Change password opens the Change password dialog box.

131 Administrating FYI Server 131 You can also open the Change password dialog box by clicking the Password button on the General side tab for a selected user on the Management tab. In the New password and Confirm new password field, type the new user password. 4. When you are changing a user's password from the Clients, Matters, or Databases folder, if you only want to change the user's password for the selected database, leave the Change password for every database check box blank. To change the password for all the databases associated with the user, select the Change password for every database check box. The Change password for every database check box is automatically selected when you change a user's password from the Users folder. 5. Click OK. 6. Click Yes to confirm the change. M anaging User Sessions About managing user sessions From the Connections tab in the FYI Admin Console, you can monitor and manage user activity and time allotments for user sessions. The Connections tab displays all users currently connected to the FYI Server. Each user s current status is displayed for the application and version being used, what database is being accessed, the IP address being used, and their status. Most user status displays as idle while logged on. The current duration of a user session is displayed, as well as the remaining time before their allotment expires. You can modify time allotments for user sessions, as needed. You can also use the Connections tab to send broadcast messages and disconnect users, including administrators.

132 132 Select the Server side tab to administer user sessions for the FYI Server. Select the Administration side tab to administer the FYI Administration Console Server. Setting user connection options You can define the user connection options for both the FYI Server and FYI Administration Console Server on the Connections tab in the FYI Admin Console. To set user connection options: 1. On the Connections tab, do one of the following: Click the Server side tab to set the user connection options for the FYI Server. Click the Administration side tab to set the user connection options for the FYI Administration Console Server. 2. Click the Options button to open the Connection options dialog box.

133 Administrating FYI Server 133 The Refresh rate field determines how often, in seconds, the user connection list refreshes on the Connections tab. The Refresh rate field defaults to 3 seconds. 3. In the Refresh rate field, type or scroll to how often you want the list to be refreshed. The Idle session timeout field determines how long, in minutes, a session can be idle before the FYI Admin Console automatically closes the session connection and disconnects the user. The Idle session timeout field defaults to 480 minutes. To disable time-outs, set the Idle session timeout field to 0 minutes. The Idle session timeout can also be set on the Settings tab in the FYI Admin Console. For more information. see Adjusting time-outs. 4. In the Idle session timeout field, type or scroll to how long a user session can be idle before the session times out. 5. Make sure that the Auto refresh button is toggled to on. When the Auto refresh function is turned on, user connections list on the Connections tab will automatically refresh at the rate you specified in the Connection options dialog box. Extending user sessions User sessions expire when the software sits idle for the time specified on the Connections tab. You can manually extend a user session back to the default time-out period, or enter a zero to disable time-outs. For more information about defining the default time-out period and disabling time-outs, see Setting user connection options. If a user time-out period expires, the FYI Administration Console automatically alerts the server with a soft kill announcement. Users who are logged in, but not actively working in a database, may risk losing editing updates if a hard kill is performed when their user session expires. For more information about disconnecting users, including soft and hard kills, see Disconnecting user sessions. You can extend user time-outs for users in the FYI Server and FYI Administration Console

134 134 Server on the Connections tab in the FYI Admin Console. To manually extend user time-outs: 1. On the Connections tab, do one of the following: Click the Server side tab to extend a users session on the FYI Server. Click the Administration side tab to extend a users session on the FYI Administration Console Server. 2. In the user listing, click the applicable user connections. To select multiple connections, use SHIFT+click or CTRL+click. 3. Click the Extend button. Clicking the Extend button resets the session time-out to number of minutes entered in the Idle session timeout field in the Connection options dialog box, and updates the time-out minutes displayed in the Expiration column. The Idle session timeout can also be set on the Settings tab in the FYI Admin Console. For more information. see Adjusting time-outs. Sending broadcast messages To alert users that you need to perform administrative tasks and that they need to exit the application, you can send a broadcast message notifying them of the task and how much time they have before it occurs. If a user does not respond to the notice, you then have the option to disconnect them using a soft or hard kill. You can send broadcast messages to users on the FYI Server and FYI Administration Console Server from the Connections tab in the FYI Admin Console. To send a broadcast message: 1. On the Connections tab, do one of the following: Click the Server side tab to broadcast a message to users on the FYI Server. Click the Administration side tab to broadcast a message to users on the FYI Administration Console Server. 2. In the user listing, click the applicable user connections. To select multiple connections, use SHIFT+click or CTRL+click.

135 Administrating FYI Server Click the Broadcast button to open the Message Broadcast dialog box. 4. In Caption field, type a description for the notification. The Caption field defaults to FYI Server Notification. 5. In the Body field, type the message you want to broadcast. 6. In the Type field, select the type of message you are broadcasting: Informative Warning Urgent 7. Click the Send button to broadcast the message to the selected user connections. The selected users immediately receive a message prompt onscreen with an icon indicating the type of notification and the content of your message.

136 136 Disconnecting user sessions If a user does not respond to a broadcast message to exit the system or you have an emergent need for users to exit the system immediately, you can manually disconnect them using a soft or hard kill. Soft kill (Recommended) - Sends a message to the server requesting it to close all files, save data, and end user sessions. This method does not save data currently being edited by users. The shutdown time-out in seconds is set under Server Settings on the Settings tab in the FYI Admin Console. Hard kill - Immediately disconnects users and does not guarantee that files will be closed or session data saved. If some files remain open, check to ensure that there are not any contention problems. You can disconnect user sessions on the FYI Server and FYI Administration Console Server from the Connections tab in the FYI Admin Console. For more information about time-out settings on the Settings tab, see Adjusting time-outs. To disconnect user sessions: 1. On the Connections tab, do one of the following: Click the Server side tab to disconnect user sessions on the FYI Server. Click the Administration side tab to disconnect user sessions on the FYI Administration Console Server. 2. In the user listing, click the applicable user connections. To select multiple connections, use SHIFT+click or CTRL+click. 3. Click the arrow next to the Kill button, and click Soft kill or Hard kill. We recommend always execute a Soft kill first to attempt to gracefully close the user connections before performing a hard kill. 4. Do one of the following: If you clicked Soft kill, click Yes when asked Are you sure you want to kill the selected session?. If you clicked Hard kill, click Yes when asked Are you sure you want to force-kill the selected session?. Clicking Yes disconnects the selected user connections.

137 Administrating FYI Server 137 A Hard kill performed while a user is performing a long-term process, such as packing, indexing, or running a CPL, can result in possible database corruption. M onitoring Server Status About monitoring server status The overall status of FYI Server can be monitored from the Server tab in the FYI Admin Console. You can also stop and start the servers and set server options from the Server tab. The Serv er tab allows you to instantly v iew the following: Current CPU load percentage Amount of memory being used Number of users currently logged on to the server Amount of server traffic (received and transmitted in bites per second) Amount of disk memory being used by processes

138 138 Each bar graph displays color indicating how resources are currently being used. Green in a bar graph indicates resources used by the FYI Server. Blue in a bar graph indicates overall resources used by the operating system. The lower portion of the Server tab displays the usage for the past 24 hours, with the latest information on the far right. Click on a bar graph to change it to a line graph and toggle to change the graph views. Starting and stopping FYI Server You can start and stop the FYI Server from the Server tab in the FYI Admin Console. To stop the FYI Server:

139 Administrating FYI Server On the Server tab, click the Stop button. 2. Click Yes when asked Are you sure you want to stop the server?. When you click the Yes, all live connections are immediately dropped and all databases are closed. Any data currently being edited by a user will be lost. Before shutting down the server, we strongly advise you to send a broadcast message to any users with live connections. For more information about broadcast messages, see Sending broadcast messages. To start the FYI Server: On the Server tab, click the Start button. Setting the refresh rate You can adjust the refresh rate for the server status graphs on the Server tab in the FYI Admin Console, allowing you to control the number of seconds between updates. To refresh the graphs on the Server tab: 1. On the Server tab, click the Options button to open the Server options dialog box. The Automatic refresh check box determines whether the graphs on the Server tab are automatically refreshed. The Automatic refresh field determines how often, in seconds, the status graphs refresh on the Server tab. The Automatic refresh field defaults to 3 seconds.

140 Select the Automatic refresh check box, and type or scroll to how often you want the graphs to be refreshed. 3. Click OK to save the settings. Setting watchdog services In the event that servers stop for any reason, you can set watchdog services to automatically restart both the FYI Server and the FYI Administration Console Server. When the watchdog services are enabled, the watchdog service can send an alert to the database administrator when it restarts a server. We recommend that you enable both the FYI Server and the FYI Administration Console Server watchdog services. You can enable and disable watchdog services on the Server tab in the FYI Admin Console. By default, the watchdog services are enabled for both servers. For more information about setting up watchdog messages, see Adding additional administrators. To enable watchdog restart services: 1. On the Server tab, click the Options button to open the Server options dialog box. 2. Select the FYI Server check box to enable the FYI Server watchdog service. 3. Select the FYI Admin Server check box to enable the FYI Administration Console Server watchdog server. If you need to disable the watchdog services, clear the check box for the applicable server. 4. Click OK to save the settings.

141 Administrating FYI Server 141 Applying Advanced Server Settings About applying advanced server settings You can adjust server settings, including memory cache usage, indexing performance limitations, and server port addresses, for the both the FYI Server and the FYI Administration Console Server on the Settings tab in the FYI Admin Console. Before making any changes to the server settings, we recommend you read all topics in this module. Adjustments to the server settings can affect user access and server performance. FYI Serv er settings include: Server port address Session idle and shutdown time-outs Indexing Snapshot path Authentication type selection Public databases Adm inistration Serv er settings include: Server port address Idle session and disconnected time-outs

142 142 At the bottom of the tab, you can click the Apply button to save all changes made since the last time they were saved, and you can click the Revert button to undo all changes made since the last time they were saved. Adjusting port settings Ports for users and administrators are set in the installation wizard when you are installing FYI Server. Typically, default settings are accepted during installation and are later adjusted as needed on the Settings tab. You can, however, select any port your network needs. Port defaults include: Port used by FYI Reviewer and to connect with registered databases. This default port is selected because it s commonly left open for use with SSL connections.

143 Administrating FYI Server 143 Port used by FYI Administration Console to manage the FYI Server. This default port is selected because it s not commonly used and unlikely to conflict with other services. To lookup the host name and IP address information, open a command prompt, type ipconfig /all, and press Enter. Considerations for changing the port address: Port address changes are immediate Send a broadcast announcement to affected users before modifying the port address Will not log out currently connected FYI Reviewer users until services are restarted Will invalidate any previously distributed.fyi files for users. The.fyi file needs to be recreated and redistributed to users. To modify the FYI Server port address: 1. Before changing the FYI Server's port address, send a broadcast message to inform users of the port change and that the server will be restarted for this process. Inform users they need to save their work and exit the application. For more information about broadcast messages, see Sending broadcast messages. 2. Click the Settings tab. 3. In the Server Settings section, click the port number in the Listening port row, and type or scroll to the new port number. 4. Click Apply to save your settings. 5. Click Yes to confirm the change. 6. Stop and restart the FYI Server. To restart the FYI Server, click the Server tab and click the Stop button, click Yes to confirm, and then click the Start button. For more information, see Starting and stopping FYI Server.

144 144 When you change the FYI Server port address, all users are disconnected when the server is restarted. The users will receive the following message: 7. For FYI Reviewer users, remind users to enter the new port number after the IP address in the Server field the next time they log on. For FYI users, create and distribute a new database.fyi file. The previously distributed.fyi file references the old port address, so the file can no longer be opened in. For more information about creating and distributing.fyi files, see Publishing databases and Distributing the FYI file to users. To change the FYI Administration Console Server port address: 1. Before changing the FYI Administration Console Server's port address, send a broadcast message to inform users of the port change and that the server will be restarted for this process. Inform users they need to save their work and exit the application. For more information about broadcast messages, see Sending broadcast messages. 2. Click the Settings tab. 3. In the Administration Console Server Settings section, click the port number in the Listening port row, and type or scroll to the new port number. 4. Click Apply to save your settings. 5. Click Yes to confirm the change. 6. Stop and restart the FYI Server. To restart the FYI Server, click the Server tab and click the Stop button, click Yes to confirm, and then click the Start button. For more information, see Starting and stopping

145 Administrating FYI Server 145 FYI Server. When the FYI Administration Console Server port address is changed and you restart the FYI Server, all FYI Server users and any administrator user connections, except for the one you are using, will be disconnected. The FYI Server users will receive the following message: 7. For FYI Admin Console users, remind users to enter the new port number in the Port field on the Connect tab in the FYI Admin Console the next time they log on. Adjusting time-outs On the Server tab, you can adjust the following time-out settings: Idle session The Idle session timeout feature allows you to set the number of minutes the FYI Server and/or FYI Administration Console Server allows a session to sit idle before closing the connection and disconnecting the user. When a user's connection status on the Connections tab in the FYI Admin Console displays as Idle, the user is typically editing or reviewing records in FYI Reviewer or.fyi, or working in the FYI Admin Console. The Idle session time-out feature can be set on the Settings and Connections tabs in the FYI Admin Console. For more information about modifying the setting on the Connections tab, see Setting user connection options. Shutdown You can adjust the number of seconds the FYI Server waits before ending a session in FYI Reviewer or.fyi by changing the Shutdown timeout (in seconds) setting on the Settings tab. Sessions are ended when FYI Server services are stopped/restarted on the Server tab or when an individual user session is disconnected on the Connections tab. When a user s session ends, FYI Server first attempts a soft kill, which sends a message to the server requesting it to close all files, save data, and end the user's session. Soft kills do not save data currently being edited by the client. If a time-out occurs while a user is performing a long-term process, such as packing, indexing, or running a CPL, possible database corruption may occur.

146 146 Disconnect You can adjust the number of seconds the FYI Server waits before disconnecting users' connections to the FYI Admin Console by changing the Disconnected timeout (in seconds) setting on the Settings tab. Sessions are ended when FYI Server services are stopped/ restarted on the Server tab or when an individual user session is disconnected on the Connections tab. When a user s session ends, FYI Server first attempts a soft kill, which sends a message to the server requesting it to close all files, save data, and end the user's session. Soft kills do not save data currently being edited by the client. If a time-out occurs while a user is performing a long-term process, such as packing, indexing, or running a CPL, possible database corruption may occur. For more information about starting and stopping the FYI Server, see Starting and stopping FYI Server. For more information about broadcast messages and disconnecting sessions, see Sending broadcast messages and Disconnecting user sessions. To modify the idle session time-out setting on the Server tab: 1. Click the Settings tab. 2. Do any of the following: To modify the time-out for the FYI Server, in the Server Settings section, click the timeout minutes in the Idle session timeout (in minutes) row, and type or scroll to the number of minutes a user session can be idle before the session times out. To modify the time-out for the FYI Administration Console Server, in the Administration Console Server Settings section, click the time-out minutes in the Idle session timeout (in minutes) row, and type or scroll to the number of minutes a user session can be idle before the session times out. The Idle session timeout (in minutes) setting defaults to 480 minutes. To disable timeouts, set the Idle session timeout (in minutes) field to 0 minutes. 3. Click Apply to save your settings. To modify the shutdown time-out setting: 1. Click the Settings tab. 2. In the Server Settings section, click the time-out seconds in the Shutdown timeout (in seconds) row, and type or scroll to the number of seconds FYI Server waits before ending a session in FYI Reviewer or.fyi.

147 Administrating FYI Server 147 The Shutdown timeout (in seconds) setting defaults to 30 seconds. We recommend a shutdown of 4 minutes (240 seconds) for FYI Reviewer users, allowing them to save their work and exit the application. 3. Click Apply to save your settings. To modify the disconnected time-out setting: 1. Click the Settings tab. 2. In the Administration Console Server Settings section, click the time-out seconds in the Disconnected timeout (in seconds) row, and type or scroll to the number of seconds FYI Server waits before disconnecting users' connections to the FYI Admin Console. The Disconnected timeout (in seconds) setting defaults to 0 seconds. When Disconnected timeout (in seconds) is set to 0, the setting is disabled. We recommend a shutdown of at least 30 seconds for FYI Admin Console users. One second is the minimum accepted value. 3. Click Apply to save your settings. Adjusting indexing settings Indexing settings for the FYI Server affect performance and capacity. We recommend that you read the entire topic before making any changes. On the Settings tab, you can adjust the amount of memory the FYI Server uses for indexing. Indexing cache memory is only used during the indexing and reindexing process, then the memory is released back to the operating system when indexing is complete. Large memory allocations index databases faster. However, it is important to consider how many clients or users will index or reindex a database at the same time. Do not over-commit memory to indexing instances. To calculate the indexing cache: We recommend you leave at least 512 MB of RAM free and allow the rest to be used by indexing when needed. To calculate the indexing cache, take the amount of memory you have available, subtract 512 MB, and divide the remainder by the number of users you will allow to index at one time. Use that number for the Indexing cache (MB) setting. Set the maximum number of users allowed to index concurrently in the Maximum indexing instances setting. Indexing is processor intensive. We recommend that you allow only one indexing process per processor, reserving the additional processor for general purposes. Count each Xeon or Pentium HT processor as two processors. For instance, if you have dual

148 148 Xeon server with 2GB of RAM, you could set the Maximum indexing instances setting to 3 and the Indexing cache setting to 512 MB. If you want to allocate more memory to the index cache for faster performance, then lower the number of indexing instances to avoid overcommitting memory. To modify the indexing cache and instances: 1. Click the Settings tab. 2. In the Server Settings section under Indexing settings, click the megabytes in the Indexing cache (MB) row, and type or scroll to the indexing cache that you calculated in megabytes. 3. The Indexing cache (MB) setting defaults to 128 MB. The Maximum indexing instances setting controls the number of simultaneous indexing processes allowed. The number of instances entered for this setting should be low to ensure processing is done on the server. 4. In the Maximum indexing instances row, click the number and instances, and type or scroll to the new number of instances. 5. Click Apply to save your settings. If two users are concurrently indexing, the allocated indexing cache is per user. For example, if the Indexing cache (MB) is set to 679 MB, both users are allocated 679 MB of cache. Adjusting dictionary cache settings The Dictionary cache (MB) setting controls the amount of memory the dictionary cache uses to process list files. We recommend a dictionary cache setting of 32 MB for the FYI Server. A server allocation smaller than 32 MB can cause contention between client sessions. Dictionary Cache is used to process list files including: Database dictionary Database key file Stopword files Files for spell checking Miscellaneous.LST files Security files Password files

149 Administrating FYI Server 149 To modify the dictionary cache size: 1. Click the Settings tab. 2. In the Server Settings section under Indexing settings, click the megabytes in the Dictionary cache (MB) row, and type or scroll to the dictionary cache size you want to use in megabytes. The Dictionary cache (MB) setting defaults to 32 MB. 3. Click Apply to save your settings. Setting the snapshot path The Snapshot path setting is the directory location where you want.snp files to be stored on the FYI Server. We recommend this setting always be on the database server s C:\ drive. With the Snapshot path setting enabled for users, each time a user exits the application, a snapshot of the session is automatically taken. Snapshot files allow users to restart a session from where they left off. Users can also save snapshots of their session at any time. A shortcut file is saved on their local computer and the snapshot file is saved on the FYI Server, as specified in the Snapshot path setting. Snapshots can only be restored in the original database. For more information about snapshots in, see Saving and restoring snapshots in the Using module. To set up the snapshot path: 1. Click the Settings tab. 2. In the Server Settings section, click the snapshot directory in the Snapshot path row. 3. Click the ellipsis (...) button to open the Select a folder that will contain the Snapshot files dialog box. 4. Navigate to and select the folder where you want to store the snapshot.snp files, and then click OK. This location should be on the FYI Server s C:\ drive. Clicking OK adds the directory path to the Snapshot path row. 5. Click Apply to save your settings.

150 Check the snapshot directory occasionally to delete old and unused snapshot files. You can also schedule a job on the Jobs tab to automatically delete old snapshots. For more information about scheduling jobs, see Adding and managing jobs. Setting authentication types Although there are four options in the Authentication type list, these can be divided into two categories: security and external authentication through Microsoft Windows (depending on your version of Microsoft Windows Server). In choosing external authentication, you gain the use of policies, including but not limited to password expiration, renewal, and format. When the authentication type is external to, such as Microsoft Active Directory, the FYI Server uses the external authentication logon name to determine the user's database rights, field rights, and menu security. If the user's external authentication logon name is not added to the database, the user will not have access to the database. Dual authentication, authenticating users against more than one server, can only be set for a maximum of two Active Directory LDAP servers. The Auxiliary authentication server setting is not available for the External by Domain or External by NT Server options. When authenticating users against an Active Directory server in a domain other than where FYI Sever is located, make sure that the FYI Server is running on Windows Server 2008 R2. If a database administrator account is specified on the Management tab in the FYI Admin Console, the FYI Server then copies the users from and adds them to the FYI Admin Console for that specific database. This allows you to use external security to set password policies, including expiration, renewal, and format. Before changing the authentication type to an external method, check the databases and add user names and rights as needed. For more information about authentication types, see About setting up user security. To set the authentication type to : 1. Click the Settings tab. 2. In the Server Settings section, click the authentication type in the Authentication type row.

151 Administrating FYI Server Click the arrow to open the authentication type list, and click. When is selected, FYI Server uses the a database's.sec file to authenticate users. 4. Click Apply to save your settings. 5. Remember to adjust port settings as specified for each authentication type, and update IP addresses if they change. To set the authentication type to External by domain: 1. Click the Settings tab. 2. In the Server Settings section, click the authentication type in the Authentication type row. 3. Click the arrow to open the authentication type list, and click External by domain. When External by domain is selected, FYI Server allows for user authentication against an NT domain controller without an Active Directory. 4. Click in the Authentication server row below External by domain, and type the authentication server name, such as a company or work group name (.com or IP address entries are not acceptable). 5. Click Apply to save your settings. 6. Remember to adjust port settings as specified for each authentication type, and update IP addresses if they change. External by domain authentication typically requires use of several ports: 137 TCP, 138 UDP, 139 TCP, and 445 TCP. Ensure that your firewall is not blocking these ports. To set the authentication type to External by NT Server: 1. Click the Settings tab. 2. In the Server Settings section, click the authentication type in the Authentication type row. 3. Click the arrow to open the authentication type list, and click External by NT Server. When External by NT Server is selected, FYI Server allows for user authentication against a stand alone server (member server). A member server is a server that meets all of the following requirements: The server is running a Microsoft Windows 2000/XP Professional/Windows 2003 Server operating system The server is part of a domain The server is not a domain controller

152 Click in the Authentication server row below External by NT Server, and type the authentication server name, such as mypdc.company.com or an IP address. 5. Click Apply to save your settings. 6. Remember to adjust port settings as specified for each authentication type, and update IP addresses if they change. The port addresses typically required by External by NT Server authentication include: 137 TCP, 138 UDP, 139 TCP, and 445 TCP. Ensure that your firewall is not blocking these ports. To set the authentication type to External by Active Directory LDAP: 1. Click the Settings tab. 2. In the Server Settings section, click the authentication type in the Authentication type row. 3. Click the arrow to open the authentication type list, and click External by Active Directory LDAP. When External by Active Directory LDAP is selected, FYI Server uses Microsoft Windows Active Directory to authenticate users. (Microsoft Windows 2000 or later) 4. Click in the Authentication server row below External by Active Directory LDAP, and type the authentication server name or an IP address. 5. (Optional) Click in the Auxiliary authentication server row to set a second authentication server, and type the authentication server name or an IP address. When authenticating against an internal and an external domain, make sure that the same username does not appear in both domains. 6. Click Apply to save your settings. 7. Remember to adjust port settings as specified for each authentication type, and update IP addresses if they change. The firewall ports that need to be open for Active Directory include: 389 (LDAP,) 636 (secure LDAP,) and NetBIOS ports for the change password feature. If both the LDAP and Auxiliary server options are set, both server names are displayed when using the Insert Domain Users option for the Users tab in the FYI Admin Console.

153 Administrating FYI Server 153 Accessing public databases This setting enables or disables access to public databases. Databases without security enabled in are considered public databases. When the Show public databases setting is enabled, users can see the database in the My Matters panel in FYI Reviewer and the.fyi databases grant access to all users without prompting them for a user ID or password. By default, Show public databases is set to Yes to allow people to view the sample database for internal training purposes. For more information about public databases, see the Setting Up Security Options section in the About managing security and FYI topic. To enable and disable access to public databases: 1. Click the Settings tab. 2. In the Server Settings section, click Yes or No (whichever is currently displayed) in the Show public databases row. 3. Click the arrow and click Yes to show or No to hide public databases. 4. Click Apply to save your settings. Scheduling Jobs About scheduling jobs Common administrative tasks can be managed on the Jobs tab. New jobs can be added to run automatically at scheduled intervals and existing jobs can be removed, disabled, edited, and run manually. Setting up these actions in advance allows you complete control in managing your schedule and ongoing maintenance tasks, freeing your time for other needs. Scheduled job activities can be automatically updated on the Jobs tab as changes are recorded by the server. On the Jobs tab, use the Auto refresh feature to automatically update jobs displayed, or click the Refresh button to manually update the listing. You can also schedule jobs to run using Windows Task Scheduler to save server resources and manage load balancing. Job processing uses server RAM. To monitor any memory drain when certain jobs are running, check the Memory bar graph in the Server tab. Too much processing on the FYI Server can bring the server down. Watchdog services will restart the server but user sessions will be shutdown. Each user needs to log back on to regain access.

154 154 From the Jobs tab you can schedule the following tasks: Reindexing of one or all databases Indexing of one or all databases Packing of one or all databases Packing of one or all dictionaries Deleting old snapshot.snp files saved on the server Snapshot.snp files store users search history and can be large. Review these files periodically, and delete any that have not been accessed within an established timeframe, such as 30 days. For more information about snapshots, see Setting the snapshot path.

155 Administrating FYI Server 155 Indexing and reindexing considerations Indexing will not occur if a user is logged into a database. The system will not kick a user out, but rather reassign the scheduled task to run at the next interval. We recommend that you ensure all users have exited the system and take the database offline before indexing is scheduled to occur. Reindexing affects users differently than indexing. If the reindexing process starts when a user is still logged into a database, they can remain logged in. Users who wish to continue working while the database is being reindexed may find that the searching speed slows during this timeframe. We recommend that you perform all indexing and administrative tasks offline in a full version of (not a FYI file) so processing occurs on a local machine and not the FYI Server. For more information about taking databases offline, see Taking databases offline. If you re using a v8.2x database, you cannot index, reindex, or pack your database using the Jobs tab. To perform these actions on the Jobs tab, you need to upgrade the database to v9.5x or later and be using FYI Server v3.5x or later. FYI Server v4.x and v5.x are only compatible with v10.x databases. For more information, see the Updating Considerations section in the Preparing for FYI topic. To reindex databases using Microsoft Windows Scheduled Tasks: To reindex a database, we recommend that you run the Programming Language (CPL) script, ReindexingDaemon_v10.xx.cpl, to automate this process for you when the job is scheduled to run. These processes need to be run as scheduled jobs in Microsoft Windows Scheduled Tasks instead of the FYI Admin Console so you do not consume resources on the FYI Server for administrative tasks. We recommend always performing administrative tasks locally so reviewers have ample resources for searching and editing records. Also be sure to run this CPL when you do not have reviewers actively updating records in a database. If you have some databases using v8.x and some databases using v9.5x, you will need two different instances of the Reindexing_daemon.cpl, a text file specific for each version, and separate tasks in the Windows Scheduled Tasks. The version of is specified in the Windows Scheduled Tasks. Before running the ReindexingDaemon_v10.xx.cpl using Microsoft Windows Scheduled Tasks, make sure that the ReindexingDaemon_v10.xx.cpl file is pointing to all the databases you want to reindex. For more information, see the instructions for running the ReindexingDaemon_v You also need to make sure that the user used for the task in Microsoft Windows Scheduled Tasks is also a user in all of the databases that will be reindexed using the ReindexingDaemon_v10.xx.cpl. In the Security dialog box, you can create the user and not grant this user any field or menu access. The scheduled CPL will still be able reindex the databases listed in the.txt file you created for the CPL.

156 156 For more information about scheduling jobs using Microsoft Windows Scheduled Tasks, see Using Windows Scheduled Tasks. Using Windows Scheduled Tasks You can automate administrative tasks using the Microsoft Windows Scheduled Tasks with CPLs like the ReindexingDaemon_v10.xx.cpl. These tasks need to be scheduled with the.exe file and modified to include the designated CPL you want to run. For more information about CPLs, see About the Programming Language Reference in the Programming Language module. To schedule CPLs to run with Windows Scheduled Tasks: 1. From the Start menu, click Control Panel, double-click Scheduled Tasks, and doubleclick Add Scheduled Task to open the Scheduled Task Wizard dialog box. 2. Click Next and in the Application column, click [version #] (the version you select, must match the database version on which you will be performing the task), and then click Next.

157 Administrating FYI Server Type the name for the scheduled task, and in the Perform this task field, select how often you want the CPL to run, and then click Next. The task name box defaults to the program name you selected. If you selected the Daily, Weekly, Monthly, or One time only option, clicking Next opens a dialog box for specifying the details for the option your selected, such as start time, days, months.

158 Define the applicable start time, frequency, and/or start date, and click Next. 5. In the Enter the user name field, type the applicable user name with permissions for running the task. The Enter the user name field, defaults to your user name. 6. In the Enter the password and Confirm password fields, type the password associated with the user name, and click Next.

159 Administrating FYI Server Select the Open advanced properties for this task when I click Finish check box, and then click Finish. Clicking Finish opens the scheduled task properties dialog box.

160 In the Run field after the.exe directory, type a space and then type the CPL directory and file name with a quotation at the beginning and ending of the directory path, and then click OK. Make sure that there is a space between the.exe directory and the quoted CPL directory path. For example: "C:\Program Files\LexisNexis\\.exe "C:\Program Files\LexisNexis\ 10\CPL\ReindexingDaemon_v10.xx.cpl" Adding and managing jobs Automate your administrative tasks on the Jobs tab where they can be set to run at scheduled intervals, as needed. Once scheduled, you can easily edit, disable, or remove a job whenever necessary. You can also manually start any scheduled job, if you need it to run immediately.

161 Administrating FYI Server 161 The Maintenance job is a built-in job that comes with FYI Server and performs basic server maintenance. It cannot be removed from the Job list. To add a new job: 1. On the Jobs tab, click the Add button. Clicking the Add button opens the Name dialog box.

162 In the Name field, type the job name. 3. In the Description field, type the job description. 4. Click Next to open Actions dialog box.

163 Administrating FYI Server In the Available actions list, click the action you want to include in the job. 6. If the job is not for all databases, in the Database field, click the database you want the action run on. If you are deleting old snapshots, in the Days prior field, type the number of days that a snapshot file remains unaccessed, before it is automatically deleted. 7. Click the Add button to add the action to the Selected actions (in order) list. The job performs each action in the order the actions are displayed in the Selected actions (in order) list. To change the order of actions in the list, click the action you want to move, and click the Move up or Move down button to modify the action order. 8. If your job contains multiple actions, and you want the job to continue running the other actions if an action in the job fails, select the Continue running all actions if action(s) fail check box. 9. Click Next to open the Frequency dialog box. 10. Define the job frequency settings, and click Finish. Remember to send broadcast announcements to users prior to scheduled tasks for tasks that will affect their access to the FYI Server. For more information, see Sending broadcast messages. To manually run a job:

164 On the Jobs tab, click the job you want to run. 2. Click the Run now button. To manually cancel a job: 1. On the Jobs tab, click the currently running job that you want to cancel. 2. Click the Cancel button. To edit a job: 1. On the Jobs tab, click the job you want to edit. 2. Click the Edit button to open the Name tab in the Edit job dialog box. You can change the name or description of the job on the Name tab. 3. To modify job actions or the order in which the actions run, click the Actions tab. 4. To change the time, date or frequency of a job, click the Frequency tab. 5. When you are finished editing the job, click OK to save your changes.

165 Administrating FYI Server 165 To disable a job: 1. On the Jobs tab, click the job you want to disable. 2. Click the Disable button. Clicking the Disable button disables the job and moves the job to the Inactive jobs list on the Jobs tab. To enable an inactive job, click the job and click the Enable button. To delete a job: 1. On the Jobs tab, click the job you want to delete. 2. Click the Remove button to permanently delete the job.

166 166 Troubleshooting jobs If you created a job for deleting old snapshots, but old snapshots are not being deleted, the Microsoft Windows registry setting for the Last Access file attribute may be disabled on the machine hosting the FYI Server. By default, the Last Access file attribute is disabled for NTFS-based operating systems, such as Microsoft Windows Vista, to improve the NTFS (NT File System) performance. When the Last Access file attribute is disabled, the Delete old snapshots action will not run for a job in FYI Server. Before enabling the Last Access attribute, refer to Microsoft Windows documentation to determine whether you should activate the Last Access attribute, and consult with your Network Administrator before changing the Last Access attribute setting. To determine whether the Last Access file attribute is disabled: 1. On the Start menu, click Run to open the Run dialog box. 2. Type cmd in the Open field and click OK to open the cmd.exe command prompt. 3. Type fsutil behav ior query disablelastaccess and then press Enter. When disablelastaccess = 0, the Last Access attribute is enabled. When disablelastaccess = 1, the Last Access attribute is disabled. To enable the Last Access file attribute: 1. On the Start menu, click Run to open the Run dialog box. 2. Type cmd in the Open field and click OK to open the cmd.exe command prompt. 3. Type fsutil behav ior set disablelastaccess 0 and then press Enter. 4. Restart the computer. You must restart the computer for the change to take effect. M anaging Logs About managing logs The Log tab displays server activities recorded by the FYI Administration Console Server and the FYI Server. Activities include user log on and off time, administrative jobs such as database

167 Administrating FYI Server 167 packing and indexing, and detected errors. Server activities are automatically saved as text files in the server's Working Path folder. These log files can be read by text editor program and imported into a spreadsheet or database for future analysis. The log files can also be reloaded back into the FYI Admin Console for review. The default directory for the Working Path folder is C:\Documents and Settings\All Users \Application Data\LexisNexis\FYI Server 5\Working Path (Windows XP) or C:\ProgramData \LexisNexis\FYI Server 5\Working Path (Windows 7) From the Log tab you can: Select the server to view activities and major errors Open and review log files Save activities as text files to the server for future analysis Customize server log options for maximum log lines, refresh rate, retention, and start new settings Clear log activities

168 168 We recommend you start a new log every seven days. Remember to also set the option for the FYI Administration Console Server as well, perhaps for every 30 days. Viewing activities The server activities are listed on the Log tab for both the FYI Administration Console Server and the FYI Server. Select either side tab to view server activities. FYI Server Activities The Log listing has six columns of server information as outlined in the FYI Server Activities table: FYI Server Activities Log Tab Columns Description Type A single letter indicating the message type: O Open C Close X Exit (log off) L Log on S Server Start T Server Terminate (shut down) I Information E Error W Warning! Severe error Session ID A unique session ID assigned when logging on IP The user s IP address User The user s logon name Date/Time The date and time of the log entry

169 Administrating FYI Server 169 FYI Server Activities Log Tab Columns Description Description A description of the action To refresh the Log tab: The server activities list on the Log tab can be automatically updated as changes are recorded by the server: To automatically refresh the activities displayed on the Log tab, make sure that the Auto refresh button is toggled to on. When the Auto refresh function is turned on, the server activities list on the Log tab will automatically refresh at the rate specified in the Server log options dialog box. To manually refresh the activities displayed on the Log tab, on the Log tab, click the Refresh button. When the Auto refresh feature is turned on, the Log tab does not need to be manually refreshed. Setting server log options Server log options are defined on the Server log options dialog box. We recommend you start a new log every seven days. Remember to also set the option for the FYI Administration Console Server as well, perhaps for every 30 days. To set the server log options: 1. Click the Log tab. 2. Do one of the following: To set the server log options for the FYI Server, click the Server side tab. To set the server log options for the FYI Administration Console Server, click the Administration Console side tab. 3. Click the Options button to open the Server log options dialog box.

170 170 The Maximum log lines to view field controls the maximum number of lines displayed on the Log tab. The default setting is 1000 lines. For slow client connections, set this option to a low number to maintain reasonable performance. If you want to view all information that occurs on a given day, you may need to increase the number of lines in the Maximum log lines to view field to ensure that lines are not overwritten when the maximum number of lines is reached. 4. In the Maximum log lines to view field, type or scroll to the maximum number of lines to include in the log file. The Refresh rate field controls how often the server activities are updated on the Log tab. Changes are sent to the Log tab when they are available. The default setting is 1 second. Slower connections can benefit from a longer interval. 5. In the Refresh rate field, type or scroll to how often, in seconds, the server activities list refreshes on the Log tab. The Start a new log file every field controls how often a log file is created. By default, a new log file is started or rotated, every day. Therefore, each log file contains entries from one day. To include entries from more than one day, increase the number of days for this option. We recommend creating a new log file for the FYI Server every seven days, and creating a new log file for the FYI Administration Console Server every 30 days. 6. In the Start a new log file every field, type or scroll to how often, in days, you want to start a new log file. The Previous logs to retain field controls the maximum number of log files to retain. Log files over this limit are deleted. The setting defaults to 7 days. To retain all log files, type 0 in the Previous logs to retain field. 7. In the Previous logs to retain field, type or scroll to how many logs to retain on the server. 8. Click OK to save the settings.

171 Administrating FYI Server 171 Opening log files Log files for the FYI Server and FYI Administration Console Server are automatically saved in the Working Path folder on the FYI Server. Log files are retained in the Working Path folder for the number of days specified in the Previous logs to retains field in the Server log options dialog box. The default directory for the Working Path folder is C:\Documents and Settings\Application Data \LexisNexis\FYI Server 5\Working Path (Windows XP) or C:\ProgramData\LexisNexis\FYI Server 5 \Working Path (Windows 7). To open a log file in the FYI Admin Console: 1. Click the Log tab. 2. Click the Open button to open the Open log file dialog box. 3. Click the log file you want to open, and click OK. Clicking OK opens the log file on the Custom side tab on the Log tab. The Custom side tab is only visible on the Log tab when a retained log file is opened.

172 172 Saving log file activities The server activities displayed in the Log tab can be saved to a file. These log files are formatted as tab delimited text files and can be imported into spreadsheets and databases. They can also be saved as other file types for further analysis. All log files are saved in the server's Working Path folder. The default directory for the Working Path folder is C:\Documents and Settings\All Users \Application Data\LexisNexis\FYI Server 5\Working Path (Windows XP/) or C:\ProgramData \LexisNexis\FYI Server 5\Working Path (Windows 7). To save all activities displayed on the Log tab: 1. Click the Log tab. 2. Do one of the following: To save the server log activities for the FYI Server, click the Server side tab. To save the server log activities for the FYI Administration Console Server, click the Administration Console side tab. 3. Click Save to open the Save As dialog box. You can also right-click any activities and click Save to open the Save As dialog box. By default, the.log files are saved to the Working Path folder. 4. In the File name field, type the log file name. 5. Click Save. To save selected activities displayed on the Log tab: 1. Click the Log tab. 2. Do one of the following: To save the server log activities for the FYI Server, click the Server side tab. To save the server log activities for the FYI Administration Console Server, click the Administration Console side tab. 3. Select the activities you want to save. To select multiple activities, use SHIFT+click or CTRL+click. 4. Right-click a selected activity and click Save selection to open the Save As dialog box. 5. Click Save to open the Save As dialog box. By default, the.log files are saved to the Working Path folder. 6. In the File name field, type the log file name. 7. Click Save.

173 Administrating FYI Server 173 To copy selected activities to the clipboard: 1. Click the Log tab. 2. Do one of the following: To copy the server log activities for the FYI Server, click the Server side tab. To copy the server log activities for the FYI Administration Console Server, click the Administration Console side tab. 3. Select the activities you want to copy. To select multiple activities, use SHIFT+click or CTRL+click. 4. Right-click a selected activity and click Copy to clipboard. 5. Paste the activities to another program. Deleting log files In the FYI Admin Console you can delete all log files in the Working Path folder from the Server log options dialog box. If you want to delete individual log files, you will need to manually delete the log files from the Working Path folder in Microsoft Windows Explorer. To delete all log files from the Working Path folder: 1. Click the Log tab. 2. Do one of the following: To delete the logs for the FYI Server, click the Server side tab. To delete the logs for the FYI Administration Console Server, click the Administration Console side tab. 3. Click the Options button to open the Server log options dialog box.

174 Click the Clear all logs button. 5. Click Yes when asked Are you sure you want to remove all previous log files?. 6. Click OK. All.log files are deleted from the Working Path folder and the server log activities on the selected side tab are cleared from the Log tab. Backing Up FYI Server About backups and data recovery When considering the management of backup and planning data recovery methods for FYI Server, you need to distinguish between the products: FYI Server and. For information about backing up SQL Server and other supporting products, refer to your organization s internal guidelines or source documentation. Please read all the topics in the Backing Up FYI Server topic to ensure that you are not missing any relevant information. If regular backups are not scheduled, you can possibly risk losing data. Backups for FYI Serv er include the following: FYI.db file Admin Authentication.dcb file Registry settings

175 Administrating FYI Server 175 Backups for.fyi and FYI Rev iewer users include the following: databases Security settings Tags List files, queries, and other supporting files Most FYI ASPs and large firms and organizations should already have backup and data retrieval planning outlined and implemented, as well as disaster recovery protocols. Determining backup schedules for FYI Server depends on the number of databases and users you have to manage. If you have numerous users accessing databases and running tasks, you may want to consider scheduling backups twice daily. If you only have a few databases with a handful of users accessing them, you may be able to set backup schedules to once a week. Do not perform live backups if you are using backup software that locks files, even briefly. This has been known to cause read/write functions to the database files to fail, and can cause file synchronization or corruption issues. Check with your IT group and/or backup solution provider to verify that no file locking occurs before scheduling any backups on FYI and files that are in use. Be aware that anti-virus, firewall, and backup software can often interfere with network traffic and the locking of files, and in effect could cause FYI Server software to crash. Backing up FYI.db files The FYI.db file holds all settings for the FYI Admin Console, links to the database, and includes the database name. As a standard practice, you can always export a copy of your database to make a backup. You can also create a backup copy of the FYI.db file by stop and restarting the FYI services in the FYI Admin Console. If your FYI.db is corrupted and irretriev able, you will lose the following: All license tracking for your users Security settings: must re-enter all users and re-apply security permissions Administrator accounts: must reinstall FYI Server and reset administrator accounts Client, matter, and database structure: must rebuild folders and organize databases per matter Each time you stop and restart the services, the FYI Server repairs and compacts the FYI.db file. Then it automatically recreates a backup file (UUID). When you stop the services, the lock on the FYI.db file is removed and the file is recoverable. We recommend that you regularly make backup copies of the FYI.db file if administrators are performing tasks in the FYI Admin Console that affects information you want stored in the

176 176 FYI.db file, such as registering and removing databases, managing logs, setting up network maps. Back- Up Considerations: We encourage you to back up your primary databases every night. If you have secondary databases that are not accessed as much, consider backing them up on a weekly basis. If you are performing full nightly backups, you need to take your databases offline. You can conduct incremental backups. Remember to make time for backup copies of your Snapshot files so they can be restored for reviewers; backing up this file can be a time consuming task given that some.snp files reach terabyte size Always back-up your FYI.db files before performing any updates to any products or services that run on the server that hosts the FYI Server. Do not use live backups as it may corrupt your databases. Do not copy and paste the.dcb file because Windows could corrupt it. To back up the FYI.db file: 1. In the FYI Admin Console, click the Server tab. 2. Click the Stop button to stop the FYI Server services. 3. To recover the file, locate the directory folder where FYI Server is installed. The default location is C:\Documents and Settings\All Users\Application Data\LexisNexis\FYI Server 5 (Windows XP) or C:\ProgramData\LexisNexis\FYI Server 5. The last 10 nightly backups are automatically stored in this directory. Here is an example of what a backup file name may look like: 084f1be2-63e3-4bdd9732-f458cd28aa6b.db 4. Select the latest version of the.db file for the date and time when services were stopped and rename the file or move it to a different directory location. 5. Rename the file to FYI.db. 6. In the FYI Admin Console, on the Server tab, click the Start button to restart the FYI Server services. When you restart the services, it relinks to the new FYI.db file. Every time you restart services, the FYI Server looks for a FYI.db file in the install directory.

177 Administrating FYI Server 177 Backing up authentication files For the FYI Admin Console, you will also want to ensure that you back up copies of the Admin Authentication.dcb file. This file is a database that contains no data, but retains all administrative settings except passwords. You will want to ensure that at least one administrator has access to this file. If you find yourself without a backup copy or with a corrupt file, contact Technical Support for assistance. Backing up registry settings The FYI Server holds all root registry settings for FYI Server. The registry settings are stored in the following directory in the Microsoft Registry Editor: HKEY_LOCAL_MACHINE\SOFTWARE\LexisNexis\FYI (32-bit) HKEY_LOCAL_MACHINE\Software\Wow6432Node\LexisNexis\FYI (64-bit) To make a backup copy of your registry settings, do one of the following: In the Registry Editor, right-click the FYI folder, and click Export. In the Registry Editor, click the FYI folder, and on the File menu, click Export. Disaster recovery protocols Protecting your organization s data in the event of a natural or man-made disaster is essential to ensuring that data retrieval occurs in a timely fashion with limited impacts for conducting business. We recommend that you have data recovery protocols in place at an offsite location. Many vendors have data hosted and archival environments with a variety of services to choose from. With FYI Server, you may want to keep an inactive copy as a failover means of ensuring access to your data. Internally, you will want to mirror hard drives on your servers and may want redundancy for the SQL Server. The FYI Server license key associated with the MAC address is going to be different for backup copies on the server. You must update the license keys in these databases in order to recover them. If you don t have one, you and all users will be locked out of the database. You may also lose user account information that indicates whether user accounts were previously disabled or active. Contact Sales at or LitigationSalesGroup@ReedElsevier.com to obtain separate license keys for your backup server. Turn off FYI Server services before entering a new license key, and then restart services.

178 178 FYI Serv er com ponents to m irror: The FYI Server directory by default, it is located in the following directory: C:\Program Files\LexisNexis\FYI Server 5 (Windows XP/Windows 7) The FYI Server application directory is located in the following directory: C:\Documents and Settings\All Users\Application Data\LexisNexis\FYI Server 5 (Windows XP) C:\ProgramData\LexisNexis\FYI Server 5 (Windows 7) The FYI Server application directory includes the necessary fyi.db file, which maintains a list of registered databases, users, and other essential information. The registry keys, including all keys under the top-level key: HKEY_LOCAL_MACHINE\SOFTWARE\LexisNexis\FYI (32-bit) HKEY_LOCAL_MACHINE\Software\Wow6432Node\LexisNexis\FYI (64-bit) The services settings for both servers. The services settings are located in the Services Control Panel (Start > Control Panel > Administrative Tools > Services). These settings include the system user name and password used to access network shares. About backing up databases There are a couple of options for backing up your databases. Before backing up your database, you need to determine how long the backup process may take, given the size of the database files. The backup process could take many hours, so having a solid estimate helps you plan backup maintenance schedules. Research the network s automatic server backups and how it may impact database files. Database files automatically backed up in this manner often take longer to restore, therefore, they are probably not a practical method to rely on as your sole source for database copies. Do not perform live backups if you are using backup software that locks files, even briefly. This has been known to cause read/write functions to the database files to fail, and can cause file synchronization or corruption issues. Check with your IT group and/or backup solution provider to verify that no file locking occurs before scheduling any backups on, Image, and FYI files that are in use. Be aware that anti-virus, firewall, and backup software can often interfere with network traffic and the locking of files, and in effect, could cause, Image, and FYI Server software to crash. It is best practice to use the following methods for routine backup procedures: Verify that you are not backing up your databases while they are in use either by tape or by manually making a copy. Any locking of files while users are updating those same files can produce erroneous results. Using snapshots on your data storage devices can reduce these effects because they do not lock the files.

179 Administrating FYI Server 179 To create a backup of a database, use the Export Wizard provided in. Exported databases do not include security or tag history. To retain security in your back up, you can also replicate the database. To include tag history, run the TagSaver.cpl and TagHistoryandStoreIt.cpl. Either way, you are storing a backup of your database files in the event they need to be restored later. When backing up databases, you should also consider the following: Replication of your database files within has a longer processing time, but this method retains security settings. If security is applied, back up the.sec files Back up tags using the TagSaver.cpl and TagHistoryandStoreIt.cpl Do not forget to copy over your list files, queries, exported security, and.gat files, etc. Verify that your antivirus does not scan any of the following file types:.trk,.key,.dct,.dir,.fzy,.layout,.sec, Backing up tags may take days for some databases, and loss of tagging information can jeopardize a case review. Please make time to research and test this process so you understand how to best schedule this task regularly. Related Topics Exporting databases Exporting delimited text files Replicating databases Setting up security Backing up tags Storing tag history About database files Data recovery and retrieval Protecting your organization s data in the event of a natural or man-made disaster is essential to ensuring that data retrieval occurs in a timely fashion with limited impacts for conducting business. We recommend that you have data recovery protocols in place at an offsite location. Many vendors have data hosted and archival environments with a variety of services to choose from. Things to consider for data recov ery and retriev al: Manual backups that are scheduled on a regular basis that store data in a secure, offsite location in a controlled environment Incremental secure backups or data mirroring/clustering Backup rotation storage of files and databases

180 180 Environments that include comprehensive, around-the-clock network/server monitoring of network traffic with industry-leading technologies for intrusion and protection detection Environments that implement 24-hour surveillance requiring with an infrastructure that imposes keycard, fingerprint, and/or retina scan access Environments that operate on full redundancy, in addition to stand-alone power generation, and can support heavy transactional processing Vault storage specifically designed for long-term data storage with additional services for online viewing access About archiving databases Archiving of databases is standard practice for corporate environments, and you will want to adhere to those guidelines with databases. You may want to make additional archives for maintenance reasons too, ensuring that you have adequate archive files for case history and research. Reviewers are known to come back, even years later, and want to research a case history if they are working on a similar one. Many vendors offer vault storage and web repository environments for data retrieval in the event of a disaster, or merely to restore data from an archive library. Another consideration for you is to think about creating a database archive using. Because the storage capacity for records is vast, an archive library may work well for your organization in researching old records and case history data. Minimum Required Files for Archiving Task File Type Use.dcb Database Primary database control block..ndx Index Fixed field and document status storage..tex Text Full-text paragraph field storage. Archiv ing Guidelines: Run the Tag To Field command in the Tag and Issue Management dialog box, and the TagHistoryandStoreIt.cpl to track and manage tags in a field. There are three minimum files needed to archive a database:.dcb,.ndx,.tex. Remember to turn off security so the file is accessible by others. Export to a delimited text file because it is a universal archive format that is retrievable in years to come. Ask yourself whether you really need to archive images; these files are huge and require adequate media storage. Move files to a long-term, archive-quality media. Schedule data destruction per corporate policies; determine how long do you need to keep the copies.

181 Administrating FYI Server 181 Keep an updated list of archive files for you or another administrator to reference. Troubleshooting Isolating issues Reference this section to review troubleshooting information and common issues that you can resolve or isolating the issue so a support analyst can better assist you, perhaps avoiding a call to Technical Support or your FYI ASP. If you find yourself challenged with the FYI Admin Console, FYI Reviewer, or.fyi working properly, we have provided you with a checklist to help you isolate where a problem resides. FYI Troubleshooting Checklist Reference the following checklist to help isolate and resolve issues. If you determine that you are experiencing issues related to hosted data, please also review items noted in the FYI ASPs Checklist in the Resolving common issues topic. Checklist: FYI Troubleshooting Connectivity Firewall Issues Is the port open to both inbound and outbound? Is the port in use by another service? Did you verify if there is a client firewall? Administrative Issues Is the account enabled? Is the client enabled? Did you implement a hierarchy? Network Access Issues Did you verify whether the FYI Server is using a valid administrative Microsoft Windows account? Hyperlinks do not work Have you checked the UNC path on the server? Did you create a text-level tag over the hyperlink?

182 182 Checklist: FYI Troubleshooting Images Have you checked the UNC paths in the imagebase? Software Versions Do you need to reinstall ActiveX? Are you using and Image (Opticon) for production when using.fyi files? Tagging Are you backing up tags regularly? If tags are disappearing or acting strange, did you perform the following? 1. Inform clients/users 2. Take database offline immediately 3. Backup database 4. Export database 5. Run Tools > Manage Tags/Issues > Validation 6. Run Tools > Manage Tags/Issues >Tag to Field 7. Close database 8. Delete tag and.trk file 9. Run Tools > Manage Tags/Issues > Field To Tag Latency Issues Client Is it just the client? Are network connection speeds too slow? Is the network losing packets? Have you noted any firewall issues? Are multi-page TIFFs being used? Are native files being reviewed? Server Is it every client? Is the network losing packets?

183 Administrating FYI Server 183 Checklist: FYI Troubleshooting Is more hardware power required? Have you noted any firewall issues? Resolving common issues Avoid time-consuming s and calls to Technical Support and FYI ASPs by resolving issues on your own. Here is a list of the most frequent issues that clients run into while administrating FYI Server and the steps you can take to fix them yourself: Installation Issues Please refer to the Troubleshooting FYI Server installation topic in the Installing FYI Server module for more information. Error Codes and Messages For a complete listing of error codes and their solutions, see Error messages. Is the Server Running? FYI Server is comprised of two Microsoft Windows services: FYI Admin Server 5 and FYI Server 5. A Windows service is simply an application that runs in the background. The FYI Server services are located in the installation directory: C:\Program Files\Lexisnexis\FYI Server 5\FYI Admin Console 5.exe C:\Program Files\LexisNexis\FYI Server 5\FYI Admin Server 5.exe Both services must be running in order to properly administer the FYI Server. Before proceeding with the troubleshooting module, please ensure the FYI Server 5 and FYI Admin Server 5 services are running. FYI Administration Console Server There are two ways to tell if the FYI Administration Console Server is running. If you have access to the server s Windows Task Manager dialog box, you will see the FYI Admin

184 184 Server 5 service running on the Processes tab. If you only have access via the FYI Admin Console, you should be able to connect to the administration server if the FYI Admin Console is running. The FYI Administration Console Server is configured to run on startup of Windows. However, you can manually start and stop the server from the Services dialog box in Windows (Control Panel > Administrative Tools > Services). The service is listed as FYI Admin Server 5. FYI Server There are two ways to tell if the FYI Server (FYI database server) is running. If you have access to the server s Windows Task Manager dialog box, you will see the FYI Server 5 service running on the Processes tab. Otherwise, you can check the status of the FYI Server by logging on to the FYI Admin Console and checking the status on the Server tab. The Server tab displays how long the FYI Server has been running. Along with the FYI Administration Server Console, the FYI Server is also configured to run on startup of Windows. You can stop and start the server from the FYI Admin Console or from the Services Services dialog box in Windows (Control Panel > Administrative Tools > Services). This server is listed as FYI Server 5. Connection Issues Several factors may interfere with the client connections to the FYI Servers. The majority of issues come from configuration of network firewalls. Testing the Firewall If you think you are having connection issues, the first step is to determine whether it is a firewall issue. You can perform a simple test to see if a connection can be established between the client and the server. 1. On the Start menu, click Run to open the Run dialog box. 2. Type cmd in the Open field and click OK to open the cmd.exe command prompt. 3. Type telnet [server IP address] [FYI listening port], and press Enter. For example, if the IP address is and the port number is 443, type telnet The default FYI listening port number is 443, make sure that you type the correct port number if your port number is different from the default. Notice there is a space between the server IP address and the port number.

185 Administrating FYI Server 185 To find the IP address, open a command prompt, type ipconfig /all, and press Enter. If there are no network or firewall issues, you should see the following response from the server. Notice that the first line is unencrypted and displays, Dataflight FYI, and the rest of the text is encrypted. Double-Checking the IP Address Double-check that the IP address used to connect to the FYI Server is reachable from the client. The telnet test, described in the Testing the Firewall section, will confirm this. If the client and server both sit on the same internal network, you can use an internal IP address or host name. However, if the server sits on a different network, you will have to use an IP address that is visible from the client. Many networks use NAT (Network Address Translation) to translate an internal IP address into an external one. This allows users to access resources on other networks. Check with your network administrator to find out the exact IP address needed. Firewalls and FYI Servers By default, the FYI Servers listen to port 443. This can be configured during setup and on the Settings tab in the FYI Admin Console. The listening port is essentially a communication portal, and needs to be open in order for communication to pass between the FYI Server and clients. For FYI Servers, port 443 is the default since this is the port people use for secure web traffic (HTTPS). Many companies already allow traffic to pass through this port so most of the time you do not need to adjust these settings. However, there may be some

186 186 instances where port 443 is closed to traffic due to strict security protocols. For more information about adjusting port settings, see Adjusting port settings. If you unable to open a.fyi file on a Windows 7 machine, the file may have been created using FYI Server installed on a Windows 7 machine. The default Windows Firewall must be turned off on both machines in order to access the file. Contact your FYI Administrator. Common Firewall Issues You will need to take the following issues into consideration: 1. Is port 443 (or the selected port) open to incoming and outgoing traffic? Your firewall must allow inbound and outbound communication on the FYI Server port. Verify that the client-end does not have a firewall blocking inbound and outbound traffic. 2. What rules, if any, are being applied to the port? Ensure that your firewall does not apply filtering rules to packets coming in and out of the FYI Server port. Some firewalls can check communication packets to ensure they are formatted specifically for the protocol assigned to the port. For example, if you use the default port 443, a firewall may ensure that HTTPS packets pass through the port. If no HTTPS packets are detected, the firewall will close the connection. Since FYI uses port 443 and is not HTTPS, some firewalls have been known to cut the communication link between the server and client even after the connection has been established. 3. Is the port being used by another server? Since port 443 is a standard Internet communication port, there may be another server application listening to port 443, such as a Web server. Verify that FYI Server is the only server application listening to the given port. 4. Does the client have a software firewall installed? Some client-end software firewalls have been known to cause problems with communication between the FYI Server and client. Firewalls, such as ZoneAlarm and Norton Internet Firewall, can block outbound communication from the client. Be sure that the client applications can communicate on the given port. 5. Is there a server firewall set? The FYI Admin Console allows you to filter client connections based on IP address. Verify that this server firewall allows the client to access the server. By default, the FYI Server allows all client connections (Base IP = and Subnet Mask =

187 Administrating FYI Server ). IP addresses listed on the Firewall tab in the FYI Admin Console are relative to the FYI Server. If your server sits on a different network than the client, be sure you are not filtering out connections based on the internal client IP address. User Access If you unable to open a.fyi file on a Windows 7 machine, the file may have been created using FYI Server installed on a Windows 7 machine. The default Windows Firewall must be turned off on both machines in order to access the file. Contact your FYI Administrator. If you are able to connect to the FYI server using the telnet test detailed in the Testing the Firewall section and you are still having issues connecting, you may be experiencing administrative issues such as a disabled account. User Lock-outs In the FYI Admin Console, you can select whether users can log into a database using.fyi or FYI Reviewer. You can also disable user accounts altogether. If a user receives one the following messages, check the user's settings on the General side tab on the Management tab in the FYI Admin Console. If the Account enabled field is set to No, the user will receive: If the FYI enabled field is set to No and the user attempts to access a database in FYI Reviewer, the user will receive: If the enabled field is set to No and the user attempts to access a database in.fyi, the user will receive:

188 188 For more information about managing and enabling user accounts, see About managing user accounts. FYI Reviewer Access If user account is properly enabled and the user still cannot log on to FYI Reviewer, there may be an issue with database association or security access. If a user cannot log on to FYI Reviewer, they will receive the following message: The user may be trying to access a database that has not been associated to a matter. FYI Reviewer requires that all databases be assigned to at least one matter. For more information about associating databases to matters, see Publishing databases. The FYI Reviewer message may also display if a user name or password is not recognized. First, verify that it s not an authentication issue and ensure the user account information is accurate on the Management tab in the FYI Admin Console and the Security dialog box (File > Administration > Security) in for the database.

189 Administrating FYI Server 189 For more information about user names and passwords, see About FYI and security. Network Access Issues In order for the FYI Server service to access databases on network servers it must be given access just like a normal user. Even if you are able to register the database successfully on the FYI server, users may still not have access to the database if the FYI Server service cannot access network resources. In order to allow access to databases that reside on network resources, you need to run the FYI Server service as a network user. In order to do so, you need to set up a dedicated service account in Microsoft Windows. This administrator account must be the same as the one used to access the FYI Admin Console. For more information see To set up a dedicated service account in the Installing FYI Server topic. Imaging Issues Version Compatibility FYI Server and FYI Reviewer versions 4.x and 5.x are compatible with version 10.x and Image version 5.x. FYI Server and FYI Reviewer version 3.x are compatible with 2007, version 9.5x, and Image version 4.5x. Imaging Settings To adjust image settings, you do not need to make any changes in, however you may need to initially create settings in FYI Reviewer. To modify the image settings in FYI Reviewer: 1. In FYI Reviewer, open the database associated with the images. 2. On the Standard toolbar, click the Tools button to open the Preferences dialog box. 3. Click the Viewer tab.

190 190 You can apply the viewer settings to the current user or all users in the database, and can apply the viewer settings to only the current database or all databases. Viewer settings that are applied to all databases are stored the local user s registry settings. Viewer settings that are applied to a specific database impacts all users that access the database. The viewer information is stored in the.ini file of the selected database. 4. In the Apply user settings to field, select your Current user (user name) or All users. 5. In the Apply database settings to field, click Current database (database name) or All databases. 6. In the Viewer field, click the application you want to use as the default image viewer for. Internal Image (Opticon) CPL ( Programming Language)

191 Administrating FYI Server 191 IPRO IPRO Thin Client <none> <Use Global Settings> Depending on which application you click in the Viewer field, other fields may be displayed in the Viewer to launch section. To use Image as the default viewer: 1. In the Viewer field, click Image (Opticon). When you click Image (Opticon), the Application path field is displayed on the Viewer tab. 2. Click the ellipses (...) button next to the Application path field, to open the Open dialog box. 3. Browse to and click the Image.exe executable file, and click Open. Clicking Open adds the application's file path to the Application path field. To execute a CPL when you click the View Image button in : The CPL ( Programming Language) viewer option is intended for programmers and systems integrators who have knowledge of programming languages and technical expertise. FYI Reviewer can execute a CPL program when clicking the View Image (camera) button on the Dynamic toolbar in the Browse, Edit, or Table view, or right-clicking highlighted text and clicking View image. The CPL program can then pass the image key to another program through DDE or as a startup parameter. The CPL program you select needs to take the appropriate action to bring up the viewer and the proper image. The CPL program should check the clipboard by using the paste() function. If nothing is in the clipboard, your program should use the data in the image-key field. You need to check the clipboard because the end user can highlight text in the Edit or Browse view and send it to your program with the right mouse button. Your program must not perform any screen displays. For information about DDE functions which may be useful to your program, see About CPL Functions topic in the Programming Language module. 1. In the Viewer field, click CPL. When you click CPL, the Viewer CPL field is displayed on the Viewer tab. 2. Click the ellipses (...) button next to the Viewer CPL field, to open the Open dialog box. 3. Browse to and click the.cpl CPL file you want to execute when you click the

192 192 View Image button in FYI Reviewer, and click Open. Clicking Open adds the CPL file path to the Viewer CPL field. To use IPRO as the default viewer: 1. In the Viewer field, click IPRO. When you click IPRO, the Application path and Viewer CPL fields are displayed on the Viewer tab. 2. Click the ellipses (...) button next to the Application path field, to open the Open dialog box. 3. Browse to and click the IPRO.exe executable file, and click Open. If IPRO is not running when the View Image button is clicked, requests Microsoft Windows to start the program using the program path and file name entered in the Application path field. 4. Click the ellipses (...) button next to the Viewer CPL field, to open the Open dialog box. 5. Browse to and click the applicable.cpl CPL file, and click Open. You can download the CPL script from Clicking Open adds the CPL file path to the Viewer CPL field. For more information about the IPRO viewer and setup options, see the IPRO documentation. To use IPRO Thin Client as the default viewer: 1. In the Viewer field, click IPRO Thin Client. 2. When you click IPRO Thin Client, the Alternate project name field is displayed on the Viewer tab. 3. In the Alternate project name field, enter the alternate project name. For more information about the IPRO Thin Client viewer and setup options, see the IPRO documentation. 7. Click OK to save your settings.

193 Administrating FYI Server 193 Blurry Images If your images seem blurry or displayed at a low-resolution, try adjusting the scaling factor for images. You can adjust the scaling factor in FYI Reviewer or Image. To adjust the image scaling factor in FYI Reviewer: 1. In FYI Reviewer, open the database associated with the images. 2. On the Standard toolbar, click the Tools button to open the Preferences dialog box. 3. Click the Viewer tab. 4. In the Scaling factor section, move the slider adjust the image scaling factor for the transfer of images across the Internet from the server to the client computer.

194 194 The lower the scaling factor, the faster the images are downloaded from the server. However, the lower setting translates to lower image quality. 5. Click OK to save your settings. To adjust the image scaling factor in Image: 1. On the Tools menu, click Preferences. 2. In the Preferences dialog box, click the FYI tab. 3. Move the slider to increase or decrease the scaling factor for transfer of images across the Internet from the server to the client computer. The lower the scaling factor, the faster the images are downloaded from the server. However, the lower setting translates to lower image quality. The Use local images first (default off) check box determines whether Image attempts to open images locally before attempting to open images from the server. By default, the check box is not selected, and Image will only open the images from the server. 4. To open local images first, select the Use local images first (default off) check box. 5. When finished, do one of the following: Click Apply to save the current settings, and make additional changes to other