RJS Monitor. User Guide RJS Software Systems Document Version

Transcription

1 User Guide RJS Monitor 2012 RJS Software Systems Document Version RJS Software Systems 2970 Judicial Road, Suite 100 Burnsville, MN Phone: Fax: Sales Support Website:

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3 2012 RJS Software Systems This guide is protected under copyright law, furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by RJS Software Systems. RJS Software Systems assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide. This guide is licensed for use under the terms of the Creative Commons Attribution Non-Commercial 3.0 License. This license allows users to copy, distribute, and transmit the guide for noncommercial purposes only so long as (1) proper attribution to RJS Software is given as the owner of the guide; and (2) any reuse or distribution of the guide contains a notice that use of the guide is governed by these terms. The best way to provide notice is to include the following link. To view a copy of this license, visit Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. Printed: October 2012

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5 Table of Contents Preface... 1 What Is in This Guide... 1 About RJS Software Systems... 1 What Is Not in This Guide... 1 Document Conventions and Symbols... 2 Contacting RJS Software Systems... 2 Introducing RJS Monitor... 5 About RJS Monitor... 5 Installing and Licensing RJS Monitor... 5 Opening the RJS Monitor Administration Application... 5 Touring RJS Monitor... 6 Configuring RJS Monitor... 9 Configuring the RJS Monitor Settings... 9 Setting Up an Inbox Setting Up a Filter Setting Up a Destination Starting and Stopping RJS Monitor Appendices Appendix A: Using the Log Appendix B: Changing the Idle Time Index v

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7 Preface Welcome to the RJS Monitor User Guide. This guide is document version For more information on document version, see Document Conventions and Symbols below. What Is in This Guide About RJS Software Systems What Is Not in This Guide Document Conventions and Symbols Contacting RJS Software Systems What Is in This Guide This user guide provides detailed information on how to install, configure, and start RJS Monitor. Here is what this guide includes: Section 1 Preface describes this user guide, how to find the information you need, and how to contact RJS Software Systems. Section 2 Introducing RJS Monitor describes RJS Monitor, shows you where to find installation and licensing instructions, shows you how to open it, and introduces its interface. Section 3 Configuring RJS Monitor shows you how to change RJS Monitor's settings and how to set up inboxes, filters, and destinations. Section 4 Starting and Stopping RJS Monitor shows you how to set up, start, and stop the RJS Monitor service so that it can monitor inboxes and distribute file attachments based on your configuration. Appendices The Appendices show you how to view RJS Monitor's log and change the service's idle time. About RJS Software Systems RJS Software Systems helps companies go paperless by automating business processes and digitally managing the entire lifecycle of their business information. We provide solutions that help you capture, manage, distribute, and route documents digitally, and we provide you with the tools you need to keep that information safe and secure. Learn more about RJS Software Systems at What Is Not in This Guide This user guide does not describe how to use: services. Operating systems or servers. 1

8 RJS Monitor User Guide WebDocs - iseries Edition or WebDocs - Windows Edition. For information on WebDocs - iseries Edition, see For information on WebDocs - Windows Edition, see Document Conventions and Symbols This user guide conforms to the following conventions: In step-by-step procedures, the following are in bold type: buttons, icons, tabs, or words that you click, and keys that you press. For example: On the Document tab, click Delete Page. In step-by-step procedures, a selection in a drop-down list that you should choose is in bold type, but when you have more than one equally valid choice in a drop-down list, those selections are in italic type. In step-by-step procedures, words, letters, numerals, or symbols that you type into a text box or field are in both bold and italic type. For example: Type GO RJSIMAGE on a command line. The document version, shown on the first page of this guide, denotes both the RJS Monitor software version this guide represents and document draft for the release. Document version is in the format X.Y.ZZ.N, where X.Y.ZZ represents the RJS Monitor software version and N represents the document draft number. For example: If the document version is noted as , then the information in this guide is current as of RJS Monitor version 1.0.0, and this guide is the first release of the guide for that version. Typically with RJS Monitor, as with most software applications, there are several ways to accomplish the same thing. This guide shows one simple way to perform an action, usually by clicking. RJS Software Systems is referred to as RJS Software in every section of this guide except the introduction and index. The folder paths in this guide assume that the name of the Program Files folder is Program Files (x86). Depending on whether you are running a 32-bit or 64-bit operating system, your Program Files folder may not include (x86). Contacting RJS Software Systems Please do the following before contacting RJS Software Systems for technical support: Gather and organize as much information as possible about the problem. If you have not already done so, check this guide's table of contents and index for information that addresses your concern. 2

9 Preface Telephone (available on business days from 8:00 a.m. to 5:00 p.m. Central Time) Sales/Technical Support: General: Fax: Technical Support: Website Company: Technical Support: 3

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11 Introducing RJS Monitor This section provides a summary of RJS Monitor, where to find installation and licensing instructions, how to open it, and an overview of its interface. About RJS Monitor Installing and Licensing RJS Monitor Opening RJS Monitor Touring RJS Monitor About RJS Monitor RJS Monitor is automated document-distribution software that monitors inboxes for file attachments and then distributes the attachments to a directory or to WebDocs document-management software. After you configure RJS Monitor, RJS Monitor runs in the background as a Windows service to find and distribute the documents you need. With RJS Monitor, you can: Monitor any number of inboxes. Find attachments of any file format. Convert attachments from PDF to TIFF, or vice-versa. Distribute attachments to a local or network directory. Distribute attachments directly to WebDocs. Installing and Licensing RJS Monitor For installation instructions, see: For licensing instructions, see: Opening the RJS Monitor Administration Application RJS Monitor itself runs as a Windows service in the background. To make changes to how RJS Monitor runs, you need to open the RJS Monitor Administration Application. If you installed RJS Monitor in the default location on the PC server, open the RJS Monitor Administration application by clicking: Start > All Programs > RJS Software > RJS Monitor > RJS Monitor Admin. 5

12 RJS Monitor User Guide Touring RJS Monitor You set up and change how RJS Monitor runs by configuring the settings in the RJS Monitor Administration application. The RJS Monitor Administration application has settings on two tabs: The Settings Tab This diagram shows you the Settings tab: Use the Settings tab to: Configure the database settings. Configure the log settings. Set up the mail server credentials. Set up which file formats to convert and distribute. Set up the WebDocs credentials. 6

13 Introducing RJS Monitor The Inbox Set-Up Tab This diagram shows you the Inbox Set-Up tab. You use the Inbox Set-Up tab by working in three areas: 1. The Inbox Set-Up Area Use the Inbox Set-Up Area to: Add inboxes to be monitored. Choose after-processing options. 2. The Filter Set-Up Area Click each inbox to display that inbox's filters in the Filter Set-Up Area. Use the Filter Set-Up Area to: Choose the scope of each filter. Set the priority of each filter. Enter selection criteria for the filter. 7

14 RJS Monitor User Guide 3. The Destination Set-Up Area Click each filter to choose where to distribute the attachment files that meet that filter's selection criteria. Use the Destination Set-Up Area to either: If you're distributing attachment files to a directory, choose the directory. If you're distributing attachment files to WebDocs, type the values for search keys. 8

15 Configuring RJS Monitor RJS Monitor's configuration settings determine how RJS Monitor finds, converts, and distributes file attachments. This section shows you where find RJS Monitor's configuration settings and how to set them. This section is divided into the following topics, which you should follow in order: 1. Configuring the RJS Monitor Settings 2. Setting Up an Inbox 3. Setting Up a Filter 4. Setting Up a Destination Configuring the RJS Monitor Settings The RJS Monitor settings determine how RJS Monitor connects to the database that stores filter settings, mail server, destination, and more. To configure the RJS Monitor Settings: 1. Open RJS Monitor Administration and click the Settings tab. The settings display. 2. Configure the Database Settings: a. Edit the database settings based on the following descriptions: For... Server For the Microsoft SQL Server database, type... The connection to the database server. Depending on how you configured Microsoft SQL Server, use either the format server\instance or server, where server is the Microsoft SQL Server name and instance is the Microsoft SQL Server instance name. Neither the server name nor the instance name are case-sensitive. Username A user name that has access to the RJS Monitor database. Best Practice: Use sa. 9

16 RJS Monitor User Guide For... Password For the Microsoft SQL Server database, type... The password for Username. Note: RJS Monitor encrypts the password. b. Click Test to test the database connection. 3. Edit the Logging Settings based on the descriptions in the following table: For... Log Debug For the logs, choose... Whether to log additional debugging information: Check to log debugging information. Uncheck to log only errors and records of the documents that are distributed. Best Practice: Only check this box if you are having issues with RJS Monitor and need to log additional information. Log File Directory The directory to save the log to: If the directory is on the RJS Monitor server, click Browse and choose the directory. If the directory is a network directory, type the UNC path. By default, the logs save to C:\Program Files (x86)\rjs Software\RJS Monitor\Logs. Note: Log files are broken up by day. 10

17 Configuring RJS Monitor For... Error Directory For the logs, choose... The directory to save attachments that generate errors to: If the directory is on the RJS Monitor server, click Browse and choose the directory. If the directory is a network directory, type the UNC path. By default, attachments that generate errors save to C:\Program Files (x86)\rjs Software\RJS Monitor\Logs. To resolve errors in distributing file attachments, check the log file to identify the error. Then go to Monitor > Run Error Directory to try to distribute all attachments in the error directory again. Attachments that are successfully distributed are deleted from the error directory; attachments that still generate an error remain in the error directory. 4. Edit the Mail Server Settings based on the descriptions in the following table: For... Mail Server IP Port For the mail server that RJS Monitor is monitoring, type... The IP address. The port. Note: Most mail servers use port Edit the Monitor Settings based on the descriptions in the following table: 11

18 RJS Monitor User Guide For... Temp Directory For the files RJS Monitor converts and distributes, choose... Where on the RJS Monitor server to store temporary files by clicking Browse. By default, temporary files save to C:\Program Files (x86)\rjs Software\RJS Monitor\Temp. Note: RJS Monitor deletes temporary files after the is processed. Output As Which files to distribute and how to convert them: Choose this option... To distribute these file formats... And convert to this file format... Original All The same format as the original documents TIFF PDF and TIFF TIFF TIFF - Split by Page PDF and TIFF TIFF, where each page of a multipage PDF or TIFF is a separate TIFF file PDF PDF and TIFF PDF 6. Configure the WebDocs Settings: a. Choose whether you are distributing to: WebDocs - Windows Edition WebDocs - iseries Edition Neither: distributing to a directory b. If you are distributing to WebDocs, edit the WebDocs settings based on the descriptions in the following table: 12

19 Configuring RJS Monitor For... Webservice URL User Name Password For the WebDocs system you are distributing to, type... The web-service URL. A user name that has access to all the folders and Document Types you are distributing to. The password for the user name. c. Click Test to test the WebDocs connection. 7. Click Apply to save changes. 8. Continue to Setting Up an Inbox. Setting Up an Inbox This topic shows you how to set up RJS Monitor to monitor an inbox for file attachments to convert and distribute. If you have not yet configured RJS Monitor, see Configuring the RJS Monitor Settings before you set up an inbox. To set up an inbox: 1. In the RJS Monitor Administration application, click the Inbox Set-Up tab. The Inbox Set-Up tab displays. 2. In the first row of the Inbox Set-Up Area, type the information for the inbox that RJS Monitor will monitor, based on the following descriptions: Name For... For the inbox that RJS Monitor will monitor, choose... A name or description. Address The address. Password The password to log in to the address. Note: RJS Monitor encrypts the password. 13

20 RJS Monitor User Guide For... After Processing For the inbox that RJS Monitor will monitor, choose... What to do with an after its file attachments have been successfully converted and distributed: None - convert and distribute the attachments again the next time RJS Monitor monitors this inbox. Note: Only use this option for testing. Save - save an EML file of the and its attachments to the directory you choose in Save to Folder and then delete the . Delete Save to Folder If you chose Save in After Processing, the path to a directory on the RJS Monitor server to save the EML file of the and its file attachments to. 3. Return to step 2 to set up as many inboxes as you need monitored. 4. Continue to Setting Up a Filter to choose which attachments from this inbox to convert and distribute. Setting Up a Filter This topic shows you how to set up a filter in RJS Monitor. A filter specifies the exact file attachments within s that RJS Monitor converts and distributes. If you have not yet set up an inbox, see Setting Up an Inbox before you set up a filter. You can filter file attachments by four selection criteria: The file name of the attachment. The contents of the body of the . The From address of the . The subject of the . To set up a filter: 1. On the Inbox Set-Up tab, click the inbox to set up a filter for. The filters for this inbox display in the Filter Set-Up Area. 14

21 Configuring RJS Monitor 2. In the first row of the Filter Set-Up Area, set up the filter information based on the following descriptions: For... For this filter, choose... Scope This Inbox - apply to the inbox you clicked in step 1. All Inboxes - apply to all the inboxes in the Inbox Set-Up Area. This filter will display in the list of filters for each inbox. Priority The priority, where 1 is highest priority and 100 is lowest priority. RJS Monitor assigns each file attachment to the highest-priority filter that matches. For example: If a file attachment meets the selection criteria for two filters, one with priority 1 and another with priority 2, RJS Monitor assigns the file attachment to the filter with priority 1. The file attachment is then distributed only according to the priority-1 filter. It is never distributed with the priority-2 filter. Attach Criteria and Attachment Text To filter attachments by file name: 1. In Attach Criteria, choose whether the file name: Begins With the text you choose. Contains the text you choose. Ends With the text you choose. 2. In Attachment Text, type the text that is in the file name of attachments you want to distribute. For example: This filter distributes all attachments whose file name begins with "Invoice": 15

22 RJS Monitor User Guide For... Body Criteria and Body Text For this filter, choose... To filter attachments by body: 1. In Body Criteria, choose whether the body: Begins With the text you choose. Contains the text you choose. Ends With the text you choose. 2. In Body Text, type the text that is in the body of s whose attachments you want to distribute. For example: This filter distributes all file attachments that are in an whose body contains the word "Invoice": From Criteria and From Text To filter attachments by the 's From address: 1. In From Criteria, choose whether the From address: Begins With the text you choose. Contains the text you choose. Ends With the text you choose. 2. In From Text, type the text that is in the From address of s whose attachments you want to distribute. For example: This filter distributes all file attachments that are in an from an RJS Software address: 16

23 Configuring RJS Monitor For... Subject Criteria and Subject Text For this filter, choose... To filter attachments by the subject: 1. In Subject Criteria, choose whether the subject: Begins With the text you choose. Contains the text you choose. Ends With the text you choose. 2. In Subject Text, type the text that is in the subject of s whose attachments you want to distribute. For example: This filter distributes all file attachments that are in an whose subject contains the word "Invoice": 3. Return to step 2 to set up as many filters for the inbox as you need. 4. (Optional) Best Practice: Set up a catch-all filter to convert and distribute any file attachments that the other filters do not. A catch-all filter is useful for saving copies of file attachments, if: The s have typographic errors in the filter search criteria. You might have unexpected attachment files that you want to sort later manually. Use the following settings for the catch-all filter: Set Scope to All Inboxes. Set Priority to 100 so that this will be the last filter applied to inboxes. Leave all the criteria and text fields blank. 5. Continue to Setting Up a Destination to choose where to distribute the attachments from this filter. Setting Up a Destination This topic shows you how to set up a destination in RJS Monitor. A destination is the place where RJS Monitor distributes converted file attachments from a filter. If you have not yet set up a filter, see Setting Up a Filter before you set up a destination. 17

24 RJS Monitor User Guide To set up a destination: 1. On the Inbox Set-Up tab, click the filter to set up a destination for. The destination for this filter displays in the Destination Set-Up Area. 2. In Output To, choose whether to distribute attachments from this filter to a directory or WebDocs. If you choose to distribute to a directory, enter the directory information: For... Directory To distribute to... A directory on the RJS Monitor server, click Browse and choose the directory. A network directory, type the UNC path. If you choose to distribute to WebDocs, enter the WebDocs information: 18

25 Configuring RJS Monitor For... Doc Type The Document Type: Choose for WebDocs... For WebDocs - Windows Edition, type the Key for the Document Type, not the name: For WebDocs - iseries Edition, type the Document Type name, not the description: Folder The folder to distribute to: For WebDocs - Windows Edition, type the folder ID, not the folder name: For WebDocs - iseries Edition, type the folder name, not the description: Separate levels of folder names with a slash. For example: o o To distribute documents to the level-one folder above, type AP. To distribute document to the level-two folder above, type AP/INVOICES. 19

26 RJS Monitor User Guide For... Title Choose for WebDocs... The title. Either type a title or choose a variable from the drop-down list: @Attachment Inserts this attribute into the document title... The 's From address. The subject. The file-attachment name. The first 250 characters of the body. For example: If you RJS Monitor uses the subjects as the WebDocs titles for converted file attachments. Key 1-30 The values of the search keys you are using. Note: WebDocs - iseries Edition allows search keys 1-10; WebDocs - Windows Edition allows search keys Either type each search key or choose a variable from the drop-down list: @AttachmentN Inserts this attribute into a search key... The 's From address. The subject. The file-attachment name. The first 250 characters of the body. For example: If you in Key 1, RJS Monitor uses the 's From address as the first WebDocs search key. 3. Continue to Starting and Stopping RJS Monitor to begin distributing attachments based on your configuration. 20

27 Starting and Stopping RJS Monitor This section shows you how to start the RJS Monitor service so that it can find and distribute attachments based on your configuration. When you start RJS Monitor, you are starting a Windows service. Before you can start the service, you need to configure it. Then, when you start the service, it finds attachments in the inboxes you specified, converts them, and distributes them based on your set-up. Then the service idles for 1 minute before beginning its cycle again. The service continues to find, convert, and distribute attachments until you stop it. If you need to continuously monitor inboxes, you may never stop the service. Note: To change the 1-minute idle time, see Appendix B: Changing the Service's Idle Time. This section is divided into the following: Configuring the RJS Monitor Service (Optional) Testing the RJS Monitor Service Starting RJS Monitor Stopping RJS Monitor Configuring the RJS Monitor Service For the service to run, you need to configure it. There are two parts of configuring the service: Assigning a Windows log-on account. (Optional) Setting the service to start again automatically when the server is rebooted. To configure the service: 1. Click Start > Control Panel > Administrative Tools > Services. Services displays. 21

28 RJS Monitor User Guide 2. Scroll down to RJS Monitor. 3. Right-click RJS Monitor and click Properties. The service's properties display. 4. Click the Log On tab. Log On displays. 5. Choose to log on as This account and: a. Click Browse and choose an account that has access to: All output folders. The temporary folder. The log folder. b. In Password, type the password for this account. c. In Confirm Password, retype the password. 22

29 Starting and Stopping RJS Monitor 6. (Optional) Best Practice: Set the service to start again automatically when the server is rebooted. Under General in Startup Type, choose Automatic. 7. Click OK. The service is assigned to the Windows log-on account you chose. Testing the RJS Monitor Service As a best practice, test the RJS Monitor service before you start it. To test the RJS Monitor service: 1. Under Monitor, click Run Once. RJS Monitor runs once and distributes attachments with the filter criteria you set up. 2. Check the directories or WebDocs folders you distributed to and make sure that RJS Monitor distributed attachments the way you want it to. Starting RJS Monitor To start the RJS Monitor service: 1. Under Monitor, click Start. 23

30 RJS Monitor User Guide The service is started. Note: You can now close the RJS Monitor Administration application. The RJS Monitor service continues to run in the background until you stop RJS Monitor. Stopping RJS Monitor To stop the RJS Monitor service: 1. Under Monitor, click Stop. The service is stopped. 24

31 Appendices The following appendices provide supplemental information: Appendix A: Using the Log Appendix B: Changing the Idle Time Appendix A: Using the Log This topic shows you how to view RJS Monitor's log. RJS Monitor records all file attachments it finds, converts, and distributes in its log. If you are having issues with RJS Monitor, you can also configure RJS Monitor to log debugging information. To view the log: 1. In RJS Monitor Administration under Log, click View Log. Today's log opens in the server's default text-editing program, such as Microsoft Notepad. Note: Log files for previous days are saved in the directory you chose in Log File Folder. Appendix B: Changing the Idle Time This topic shows you how to change the idle time for the Windows service. The idle time is the amount of time that the RJS Monitor service idles between finding, converting, and distributing attachments. The default idle time is 1 minute. To change the idle time: 25

32 RJS Monitor User Guide 1. On the RJS Monitor server, open the RJS Monitor program files folder. By default, this folder is C:\Program Files (x86)\rjs Software\RJS Monitor. 2. Open Settings.xml in a text-editing program, like Microsoft Notepad. Settings.xml displays. 3. Change the number between <Wait> and </Wait> to the new number of minutes. 4. Save Settings.xml. The idle time is changed. 26

33 Index 20 A Address (for Inbox) After Processing Option Assigning Service to Windows Log-On Account Attach Criteria Attachment File Name Filtering by Attachment Text B Body Criteria Body of Filtering by Body Text C Catch-All Filter Changing Idle Time Choosing Log Directory Output Format Save-To Directory Temporary Directory Configuring... 9 Catch-All Filter Database Settings... 9 Destination Monitor Settings Filter Inbox Logging Settings Mail Server Settings Service WebDocs Settings Contacting RJS Software Systems... 2 Converting D Database Connection Testing Database Settings Configuring... 9 Debugging Setting Debug Mode Viewing Log Deleting Destination Configuring Directory Distributing to Distributing To a Directory To WebDocs Doc Type E Monitor Settings Configuring EML File Saving Error Directory F Filter By Attachment File Name By Body of By From Address By Subject of Catch-All Filter Configuring Filter Set-Up Area... 7 Folder From Address Filtering by From Criteria From Text I Idle Time Changing Inbox Configuring Inbox Filters Tab... 7 Inbox Set-Up Area... 7 Index Key Installing... 5 K Key L Log Configuring Viewing Log Debug Log File Directory Logging Settings Configuring

34 RJS Monitor User Guide M Mail Server IP Mail Server Settings Configuring Microsoft SQL Server Configuring Database Settings... 9 N Name (for Inbox) O Opening... 5 Output As Output Format Converting Output Set-Up Area... 8 Output To P Password For Inbox For Microsoft SQL Server Database For WebDocs PDF Files Converting to TIFF Port Priority R RJS Monitor... 5 Interface Areas Defined... 6 RJS Software Systems... 1, 2 Contacting... 2 Technical Support... 2 Run Error Directory S Save to Folder Saving EML File Scope Search Key Server... 9 Service Changing Idle Time Configuring Starting... 21, 23 Stopping Testing Setting Up Catch-All Filter Destination Filter Inbox Settings Tab... 6 Starting RJS Monitor... 21, 23 Stopping RJS Monitor Subject Criteria Subject of Filtering by Subject Text Support... 2 T Technical Support... 2 Temp Directory Testing Database Connection WebDocs Connection Windows Service TIFF Files Converting to PDF Title Troubleshooting... 2 Setting Debug Mode Technical Support... 2 Viewing Log U User Name For Microsoft SQL Server Database... 9 For WebDocs V Variables Version... 2 Viewing Log W WebDocs Configuring Settings Distributing to WebDocs - iseries Edition... 1 WebDocs - Windows Edition... 1 Webservice URL Windows Log-On Account Assigning to Service Windows Service Changing Idle Time Configuring Starting... 21, 23 Stopping Testing