Sage Document Management Version User's Guide

Transcription

1 Sage Document Management Version 15.1 User's Guide

2 Version 15.1 This is a ublication of Sage Software, Inc. Coyright Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage roduct and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc. or its affiliated entities. All other trademarks are the roerty of their resective owners. Your use of this document and the Sage roduct(s) described herein is governed by the terms and conditions of the Sage End User License Agreement ( EULA ) or other agreement that is rovided with or included in the Sage roduct. Nothing in this document sulements, modifies or amends those terms and conditions. Excet as exressly stated in those terms and conditions, the information in this document is rovided by Sage AS IS and Sage disclaims all exress, imlied or statutory warranties of any kind, including but not limited to the warranties of merchantability, fitness for a articular urose or of noninfringement. No imlied license is granted to you under any Sage intellectual roerty or trade secret right. Sage reserves the right to revise, sulement or remove information in this document at any time without notice to you or others. Sage End User License Agreement: htt://na.sage.com/sage-na/eula Last udated: Setember 24, 2015

3 Contents Introduction 1 Suorting documentation 1 About this guide 1 Suort and assistance 2 Online hel 2 Training 2 Technical assistance 2 Chater 1: Overview 3 Installation notes 3 Chater 2: Frequently Asked Questions 5 Chater 3: Before You Install 9 Domains 9 Comatible software 9 Ugrade aths 9 System requirements 10 Terminal Services 11 Virtual environments 11 File system 12 Ports 12 Mail servers 12 Other requirements 12 Prerequisite software 12 Internet Information Service (IIS) 13 Microsoft Office 14 Chater 4: Install to a Server 15 Installing for the first time 15 Sage Document Management Version 15.1 User's Guide Page iii

4 Contents DocuVault installation destination ath 15 Other first-time considerations 15 Ugrading Document Management 16 Installing to a server 17 Installing DocuVault 17 Installing Document Management 18 Setting u the DocuVault rinter driver 18 Ugrading DocuVault indexes 18 Chater 5: Install to a Workstation 20 Before you install 20 Installing to a workstation 20 Installing the Document Management client 20 Installing to a Terminal Server 20 Setting u the DocuVault rinter driver 21 Final installation stes 21 Chater 6: Document Management Security 22 Set u security in Sage 300 Construction and Real Estate 22 Document Management security 23 Assigning oerator and rivileged oerator rights 25 Change Document Management uses and registration 25 Change the Administrator assword 26 Chater 7: Use Document Management 27 Print or scan an item into Document Management 27 Scan a document 28 Destroy DocuVault documents 28 Locate the Document History Log 28 Classify a document 29 Send a document from the Inbox or Query Results window 29 Send a document from the Scan window 29 Retrieve a document 30 Burn documents to CD or DVD 30 Sage Document Management Version 15.1 User's Guide Page iv

5 Contents Work with native Microsoft Office files 31 Set u and work with rules-based routing 33 Set u batch aroval s 38 Send attachments to DocuVault 39 Chater 8: System Guidance and Maintenance 40 Backing u and restoring DocuVault 40 Manual backu 41 Automated backu 42 Restore a backu 43 Validating DocuVault integrity 44 Do not actively scan for viruses 45 Obtaining full-control user rights 45 Assigning full-control user rights 45 Comlying with Windows User Account Control (UAC) requirements 46 Printers 46 Scanners 47 Managing disk sace 47 Moving DocuVault to a new server 49 Sage Document Management Version 15.1 User's Guide Page v

6 Introduction Suorting documentation Along with this User's Guide, see the following documentation for additional information that will hel you install and use version 15.1: The Installation Checklist contains a brief descrition of the stes involved in ugrading your software. The Release Notes rovide details about new features, database changes, resolved issues, and known issues. You can access a comlete library of suorted roduct documents. About this guide Use this guide to learn how to install the software as well as learn about using Document Management. Conventions used in this document This document uses the following conventions: The names of windows, fields, and other features dislayed by the software are bold. Text that you tye into the windows is bold, as in the following examle: Tye Miscellaneous for Amount Tye. Names of keys are shown in caitals; for examle, ENTER, TAB. A lus sign (+) between two key names indicates that you should ress both keys at the same time; for examle, SHIFT + TAB. The names of buttons that you can click with your mouse are bold and enclosed in brackets; for examle, [OK] and [ Post]. TIP: Helful information to make your exerience better. NOTE: Information of articular interest, such as information not included in stes. CAUTION: Information that can hel you avoid a costly or time-consuming error. IMPORTANT: Information that is of critical imortance. Sage Document Management Version 15.1 User's Guide Page 1

7 Introduction Suort and assistance Online hel Online hel, which rovides information about rocedures as well as items in the windows. To access the hel in the software: In a window, click the [Hel] button, click (the hel icon button), or ress F1 to dislay the hel toic for that window. In the Deskto, select Hel > Alication Hel, and then choose the desired alication. To aid you in finding information, the online hel for each alication includes the following tabs: Contents tab with an outline of the hel with links to the hel toics. Index tab with keywords that link to hel toics related to that keyword. Search tab, where you can tye text and click [Search] to locate that text in the hel toics. Training Sage University offers live and recorded online training sessions to hel you get the most out of your software. To access Sage University, either: From an alication, select Hel > Web Resources > Sage University. From Deskto, select Tasks > Sage 300 Construction and Real Estate > Web Resources > Sage University. From your browser, visit htt:// Contact your business artner for local training. Technical assistance When you need assistance, refer to the How do I get technical suort for Sage 300 Construction and Real Estate? article to determine which service works best for you. Sage Document Management Version 15.1 User's Guide Page 2

8 Chater 1: Overview Document Management is an alication that electronically stores, organizes, shares, and retrieves your documents. Document Management accets all documents that can be rinted or scanned. It stores these documents in a DocuVault database that maintains original coies of the documents even though you might rint, , fax, send, classify or route the documents dozens of times. Document Management organizes documents based on information that you enter in a Classification ane. In this ane, you assign classifications such as the job number or roerty name to a document. If you own other Sage 300 Construction and Real Estate alications, you can select from Sage 300 Construction and Real Estate data, which makes the classification rocess even faster and more consistent. Document Management shares documents through its send and features. You can send documents to the inboxes of other Document Management oerators (in which case they can further classify the documents), or you can documents to anyone. In addition, you can set u a rules-based routing system that allows you to automate document reviews and arovals. Document Management retrieves documents based on both classification fields and document text. For examle, you can retrieve documents that are for a secific job or roerty and that contain the word concrete. In summary, Document Management offers secure storage, many ways to classify documents, communication features, and time-saving queries. It is a owerful ally in a document-filled business world. NOTE: DocuVault is the database that the Document Management alication uses to store the documents. CAUTION: If you install DocuVault on a server with the Windows Server 2012 oerating system (64 bit), DocuVault rinter and native file functionality will only be available on Document Management client workstations with a 64-bit oerating system. Installation notes Ugrade aths See Ugrade aths on age 9 for detailed information about the ugrade aths. Batches sent to DocuVault during Accounting installation During an Accounting ugrade from version 9.8 or earlier to 12.1 or later, Accounts Payable invoice batches that are in the Document Management Scan queue will be locked. These batches are then automatically moved from the Scan queue to DocuVault during the installation of DocuVault 12.1 or later. If you want to send these batches to an Inbox rior to the ugrade, you must comlete that action before installing Sage 300 Construction and Real Estate. Installing RAM on a comuter with DocuVault You cannot install more than 64G of RAM on a comuter where DocuVault is installed. Sage Document Management Version 15.1 User's Guide Page 3

9 Chater 1: Overview Avoid installing IIS on a domain controller Document Management and DocuVault require that Internet Information Service (IIS) be installed and active on the DocuVault and Accounting servers if they are searate. See Internet Information Service (IIS) on age 13 for more information. For security and erformance reasons, Microsoft recommends that you avoid installing IIS on a domain controller. Domain controllers that include IIS, such as Windows Small Business Servers, may require custom configuration to work with DV and DM. To avoid these issues, we recommend that you do not install DocuVault or Document Management on a Windows Small Business Server or domain controller. Installing to a Terminal Server It is no longer necessary to use Add/Remove Programs to start an installation on a terminal server. You can now download and install rograms on a terminal server using the instructions in the following ages. Sage Document Management Version 15.1 User's Guide Page 4

10 Chater 2: Frequently Asked Questions Is Document Management 64-bit comliant? Yes. Both Document Management and DocuVault are 64-bit comliant for all suorted oerating systems. While the DocuVault database is 64-bit comliant, it does require the Internet Information Services alication ool to function in 32-bit mode. For more information, see Internet Information Service (IIS) on age 13. For assistance with configuring IIS, see your system administrator. Can I install DocuVault on a server with Windows Server 2008? Yes. DocuVault is comatible with Windows Server For a comlete list of suorted oerating systems, see the System Requirements article in the Sage Knowledgebase. What rights do I need for Document Management and DocuVault? To install Document Management and DocuVault, you must have administrator rights. Unlike other Sage 300 Construction and Real Estate roducts, you can only oen Document Management through the Sage Deskto. Therefore, you must have the same rights to Document Management that you have for Sage 300 Construction and Real Estate. To use Document Management, you must have full control of secific files and folders on the local workstation. This is because you must be able to create or modify files in your [Drive]:\Winnt and [Drive]:\Windows system folders. For more information, see Assigning full-control user rights on age 45. You do not need secial rights to use DocuVault, because it runs as a service. Can I install DocuVault to a location other than the Sage 300 Construction and Real Estate server? Yes, you can install DocuVault to a server with Windows Server 2008 or Windows Server 2012 that is different than the server that hosts Sage 300 Construction and Real Estate. However, you must install Document Management to the same server as other Sage 300 Construction and Real Estate roducts. If you install DocuVault to a searate server, Document Management will romt you for the DocuVault server name during installation. Can I install DocuVault on a workgrou-only network? No, we do not suort a workgrou-only network configuration. DocuVault requires domain services or active directory services on the local area network. Sage Document Management Version 15.1 User's Guide Page 5

11 Chater 2: Frequently Asked Questions If Document Management stos resonding during the workstation installation, how can I resolve this? Try the following: Verify that you have full user rights to the arent folder of the alication data folders containing files needed so that Timberline Office can run correctly. For Accounting and Management alications, the default location is [Drive]:\ProgramData\Sage on Windows Vista, Windows 7, and later oerating systems. Turn off anti-virus software and unnecessary rograms before you install. Which files and folders do I need access to in order to use Document Management? To use Document Management, you must have full control of files and folders on the file server, terminal server, and workstations that have Document Management installed. For a list of files and folders, see Assigning full-control user rights on age 45. What security rights do I need in order to set u Document Management oerators? To use Settings in Document Management, you must be a security administrator AND an alication administrator for Sage 300 Construction and Real Estate. In addition, you must be a Privileged Oerator in Document Management to set u and manage Document Management oerators. See Chater 6: Document Management Security, on age 22 for detailed information. What determines the use of a DocuVault license? DocuVault bases its licensing on the workstation name. For each workstation that is oen, Document Management uses one license. When you rint to DocuVault from a Microsoft Office rogram, DocuVault uses an extra license until you close the Microsoft Office rogram. See Change Document Management uses and registration on age 25. What are the best batch settings when Otical Character Recognition (OCR) is enabled? When you select the OCR-Enabled format (DM > Scan > Batch Setting > General), the recommended batch settings (DM > Scan > Batch Setting > Scan) are a 300 di (dots er inch) resolution and a BW (1-bit) (black and white) or a Grayscale (8-bit) color. How do I troubleshoot roblems that occur when I start Document Management? Search the Sage Knowledgebase or chat with a Suort reresentative. Sage Document Management Version 15.1 User's Guide Page 6

12 Chater 2: Frequently Asked Questions What file tyes can I send as attachments? Any file tye can be sent as an attachment from select Sage 300 Construction and Real Estate Project Management tasks. Only the following file tyes can be reviewed in Document Management: ASCII: *.txt Microsoft Excel: *.xls, *.xlsx Microsoft PowerPoint: *.t, *.tx Microsoft Word: *.doc, *.docx PDF: *.df RTF: *.rtf Image tyes: *.jeg, *.ng, *.bm, *.tif, *.tiff, *.jg, *.gif In the rules-based routing feature, can I batch my aroval s so I receive one eriodically instead of multile s? You can batch your aroval s. This enables you to receive one that contains a collection of individual s instead of receiving a series of individual s. The batch is sent eriodically based on settings you secify. For detailed instructions about rules-based routing, see Set u and work with rules-based routing, on age 33 You can set u your batch references in Batches DM > Settings > Oerator Details > Routing Notification by selecting Scheduled In Batch from the list. You can then use the Windows Task Scheduler to schedule the notifications, as follows: 1 Oen Start > All Programs > Accessories > System Tools > Task Scheduler. 2 In the Actions anel, oen Create Basic Task. 3 Enter a name, such as John Smith's schedule. Click [Next]. 4 Select how often you want to receive your batch of . Click [Next]. 5 Enter the time of day you want to receive your batch of . Click [Next]. 6 In Action, select Start a rogram. Click [Next]. 7 In Program/scrit browse to [Drive] :\Program Files\Timberline Office\Shared\SendSummaryRoutingNotifications.exe. 8 In Add arguments, enter -a for everyone or enter the individual's address. Click [Next]. 9 Click [Finish]. Sage Document Management Version 15.1 User's Guide Page 7

13 Chater 2: Frequently Asked Questions Is Document Management comatible with Microsoft Office 2010? As of the 9.8 release, Document Management is comatible with the 32-bit version of Microsoft Office NOTE: The 64-bit version of Microsoft Office is not comatible with Document Management, as several DM features do not work in that environment. Note, however, that the 32-bit version of Microsoft Office can be installed on 64-bit oerating systems. Refer to Microsoft Office documentation for more information. Can the DocuVault be used in a virtual environment? Yes. To use DocuVault in a virtual environment, you must emloy a USB redirection rogram such as USB Anywhere. The redirection rogram enables the virtual comuter to use the hysical USB rotection device. Sage does not rovide customer suort for USB redirection rograms. Please contact rogram vendor with questions. Sage Document Management Version 15.1 User's Guide Page 8

14 Chater 3: Before You Install This information requires advanced knowledge of your network. Contact your system administrator for assistance. Domains You must install Document Management on a client/server network that is art of a domain and has domain services rovided by a Windows server. A domain consists of a collection of comuters on a Microsoft Windows Server network that share a common domain database and security olicy. Restrictions: You cannot install Document Management on a eer-to-eer network. You cannot install Document Management on a stand-alone comuter. Domain controller Avoid installing IIS on a domain controller Document Management and DocuVault require that Internet Information Service (IIS) be installed and active on the DocuVault and Accounting servers if they are searate. See Internet Information Service (IIS) on age 13 for more information. For security and erformance reasons, Microsoft recommends that you avoid installing IIS on a domain controller. Domain controllers that include IIS, such as Windows Small Business Servers, may require custom configuration to work with DV and DM. To avoid these issues, we recommend that you do not install DocuVault or Document Management on a Windows Small Business Server or domain controller. Comatible software You must install one or more of the following rograms before you install Document Management 15.1: Sage 300 Construction and Real Estate 15.1 Sage Estimating 15.1 Ugrade aths If your Sage 300 Construction and Real Estate (Accounting) and Document Management roducts are on version 13.1 or 14.1, you can ugrade them directly to version If your roducts are on version 12.1 or earlier, you must ugrade both roducts to 13.1 or 14.1 and ugrade your data before ugrading both roducts to version 15.1; refer to the following table. Sage Document Management Version 15.1 User's Guide Page 9

15 Chater 3: Before You Install Ugrade from Ugrade ath for Accounting with Document Management 14.1 or Install Accounting version Install DocuVault and Document Management version 15.1, the native file rint driver, and ugrade DocuVault or Ugrade Accounting to either version 13.1 or Ugrade DocuVault and Document Management to version 13.1 or 14.1 (to match Accounting). 3 Ugrade your accounting data. 4 If alicable, ugrade your Inventory, Purchasing, and Service Management data by oening those alications. 5 Ugrade DocuVault data by oening the scan settings. 6 Install Accounting version Install DocuVault and Document Management version 15.1, ugrade the native file rint driver, and ugrade DocuVault Ugrade Accounting to version Ugrade DocuVault and Document Management to version Ugrade Accounting to either version 13.1 or Ugrade DocuVault and Document Management to version 13.1 or 14.1 (to match Accounting). 5 Ugrade your accounting data. 6 If alicable, ugrade your Inventory, Purchasing, and Service Management data by oening those alications. 7 Ugrade DocuVault data by oening the scan settings. 8 Install Accounting version Install DocuVault and Document Management version 15.1, ugrade the native file rint driver, and ugrade DocuVault. System requirements Refer to the System Requirements article in the Sage Knowledgebase for information about: Hardware requirements Suorted oerating systems Software requirements Sage Document Management Version 15.1 User's Guide Page 10

16 Chater 3: Before You Install 32-bit and 64-bit oerating systems The DocuVault database can be installed on a 32-bit or 64-bit server-class oerating system. While the DocuVault database is 64-bit comliant, it does require the Internet Information Services (IIS) alication ool to function in 32-bit mode. For assistance with configuring IIS, see your system administrator and see Internet Information Service (IIS) on age 13. IMPORTANT: When DocuVault is installed, it enables 32-bit alications on the SageAPool for IIS. IIS 6.0 does not allow for the creation of searate alication ools which use 32-bit and 64-bit simultaneously. This is not an issue with IIS 7.0 and later. If you install DocuVault on Windows Server 2008 and use MS Office 2007 or later, you must configure DocuVault to run under an administrative user account. Avoid installing IIS on a domain controller. See Domain controller on age 9 for more information. Document Management is comatible with both 64-bit and 32-bit versions for all suorted oerating systems, with the excetion of Window XP X64. For a comlete list of suorted oerating systems, see the System Requirements article in the Sage Knowledgebase for information about: IMPORTANT: We no longer suort the Microsoft Windows XP or Microsoft Server 2003 oerating systems due to changes in Microsoft suort for these old oerating systems. * See the recommendation for the Domain controller on age 9. Terminal Services You can use Document Management and DocuVault with Terminal Services. Terminal Services configuration We do not suort the Remote Administration Mode of Terminal Services with Sage 300 Construction and Real Estate roducts, because it is a artially configured version of Terminal Services. Scanning in a Terminal Services environment If you use Document Management in a Terminal Services environment, you need third-arty scanner redirection software that is TWAIN-comliant and that allows Terminal Services access to scanners that are attached directly to remote comuters. We do not test these roducts. Virtual environments To use DocuVault in a virtual environment, you must emloy a USB redirection rogram such as USB Anywhere. The redirection rogram enables the virtual comuter to use the hysical USB rotection device. Sage does not rovide customer suort for USB redirection rograms. Please contact the rogram vendor with questions. Sage Document Management Version 15.1 User's Guide Page 11

17 Chater 3: Before You Install File system Microsoft Windows NTFS file system is required on the comuter where DocuVault is installed. Ports NOTE: Using Microsoft Windows NTFS file system to comress data or rogram files causes Document Management to run very slowly. We recommend you do not use the comression feature in NTFS for DM. Configure firewalls to allow communication to the following orts: (for DocuVault) 515 (for DocuVault rinter) 80 (for IIS and DocuVault) (for Sage Service Host) Mail servers We test Document Management in a Microsoft Exchange Server environment. Document Management suorts Simle Mail Transfer Protocol (SMTP) and Post Office Protocol (POP). Other requirements 17-inch monitor at 1024 x 768 resolution (recommended) Scanner that is TWAIN-comliant (required to scan documents) USB ort at server for USB security key MAPI-comliant, SMTP server (required for rules-based routing) Prerequisite software NOTE: You must install Sage 300 Construction and Real Estate or Sage Estimating before you install Document Management. DocuVault installs the following third-arty comonents automatically as needed during the installation on most oerating systems. Software Microsoft Windows Installer 3.1 Notes This is a required installation and configuration service. Sage Document Management Version 15.1 User's Guide Page 12

18 Chater 3: Before You Install Software ASG DocuVault.NET 3.5 and.net 4 Notes This is the database that Document Management uses to store files. If.NET 4 is not resent on your system, it is automatically installed excet on the Windows 8.1 and Windows Server 2012 oerating systems. For Windows 8.1, and Windows Server 2012, you must enable.net 3.5 before installing DocuVault. For instructions, see htt://cdn.na.sage.com/sag /install_dotnet_3-5.html. The following rerequisites are required, but not installed automatically with Document Management or DocuVault: Internet Information Service (IIS) Microsoft Office Make sure that they are installed and that IIS is enabled before installing DocuVault. Internet Information Service (IIS) IIS must be installed and active on the DocuVault and Accounting servers if they are searate. IIS may be installed with a comuter s oerating system. Even though it is installed, it may be turned off. DocuVault will not install or ugrade on a comuter unless IIS is resent. Activating IIS To verify that IIS is installed and active on the DocuVault server: 1 Oen Control Panel > Administrative Tools > Comuter Management > Services. 2 Verify that World Wide Web Publishing Service is resent and started. If IIS is not already installed on the DocuVault or Accounting server, you can install it from your original oerating system CD. Install the version of IIS that is comatible with your oerating system, as shown in the following table. OS Version IIS Version Windows Vista 7.0 Windows Server Windows Windows Server 2008 R2 7.5 Windows Windows Server Sage Document Management Version 15.1 User's Guide Page 13

19 Chater 3: Before You Install Microsoft ISA Server uses an Internet configuration scrit which revents Document Management from accessing DocuVault through the IIS service. If you use the Microsoft ISA Server firewall client on your workstations, disable the use of configuration scrits in Internet Exlorer as follows: 1 In Internet Exlorer, oen the Tools > Internet Otions > Connections tab. 2 Click [LAN Settings]. 3 Clear Use automatic configuration scrits. 4 Click [OK], and close Internet Exlorer. 5 Close and reoen the Sage Deskto. IMPORTANT: When DocuVault is installed, it enables 32-bit alications on the SageAPool for IIS. IIS 6.0 does not allow for the creation of searate alication ools which use 32-bit and 64-bit simultaneously. This is not an issue with IIS 7.0 and later. Do not install IIS on a domain controller. See Domain controller on age 9 for more information. Microsoft Office Install Microsoft Office 2003 or later on the DocuVault Server. If you want to imort, route, and work with documents such as Word and Excel in the original file format, you must install Microsoft Office on the DocuVault server before installing DocuVault. A workaround exists should you ski this ste and subsequently want to oen and work with MS Office files. See Work with native Microsoft Office files on age 31 for more information. Sage Document Management Version 15.1 User's Guide Page 14

20 Chater 4: Install to a Server If you are installing for the first time, you will need to comlete a few extra stes to set u your system. If you are ugrading, you can ski to age 16. Installing for the first time DocuVault installation destination ath When you install DocuVault for the first time, the folder you enter as your Destination Folder will include the Document Management database. You may not want to accet the default DocuVault location, which is normally the C: drive that is tyically artitioned for system files. Other first-time considerations Read and understand Chater 3: Before You Install. If you have Accounting and Management or Estimating roducts, install DocuVault to the server that contains Accounting or Estimating roduct databases. Although not recommended, you can install DocuVault on a server that does not contain Sage 300 Construction and Real Estate. If you do, you must rovide the server name during the installation of Document Management. IIS must be active on both servers. Learn more about IIS at Internet Information Service (IIS) on age 13. When you install DocuVault for the first time, the folder you enter as your Destination Folder will include the Document Management database. You may not want to accet the default DocuVault location, which is normally the C: drive that is tyically artitioned for system files. You should install DocuVault on a server that can accommodate future database growth. The DocuVault database grows at a faster rate than does your Sage 300 Construction and Real Estate data. Assign full-control user rights to all folders that contain Document Management and DocuVault rogram files and data files. Install Microsoft Office 2003 or later on the DocuVault Server. If you want to imort, route, and work with documents such as Word and Excel in the original file format, you must install Microsoft Office on the DocuVault server before installing DocuVault. A time-consuming workaround exists should you ski this ste and subsequently want to use Microsoft Office functions in your files. See Work with native Microsoft Office files on age 31 for more information. Configure the firewall to allow Cyress ort communication. See Ports on age 12. If you receive a firewall warning message during the installation of DocuVault, work with your network administrator to allow the DocuVault to communicate through your firewall software. For examle, if a Microsoft Windows Firewall Security Alert window aears, confirm with your network administrator that you wish to roceed. Then, select Unblock this rogram and click [OK]. Activate Internet Information Service (IIS) DocuVault requires IIS to be installed and active on the DocuVault server. To learn more about IIS, see Internet Information Service (IIS) on age 13. Sage Document Management Version 15.1 User's Guide Page 15

21 Chater 4: Install to a Server Quit all rograms and services for the duration of the installation. This includes rograms that may be running in the background such as anti-virus, , and backu rograms. Do not remove the USB security key at any time before or during the installation. Locate your registration name and activation code. You can find your activation codes online. Log on to htts://customers.sagenorthamerica.com and click Suort > Self-Service > My Products. Exand your roduct suite, and click View Details. Ugrading Document Management IMPORTANT: Document Management 15.1 includes changes to DocuVault indexes, which may take a long time to comlete. We recommend that you lan the timing of your Accounting and Document Management ugrades so they will comlete during non-work hours. Back u all Document Management data. For more information, see Backing u and restoring DocuVault on age 40. Check your temorary folders and urge items from the following two locations: X:\Windows\Tem %Tem% NOTE: In order to urge the %Tem% folder, either log into the server with the same user ID that the Cyress service is logging in as (since this is the location that the Cyress service is writing the tem DM files to) or locate the folder under the following ath: C:\Users\[user ID]\AData\Local\Tem (for the rofile that the Cyress service is logging in as). Read the Ugrade aths section.(as well as other sections) of Chater 3: Before You Install on age 9. You must first install Sage 300 Construction and Real Estate 15.1 before you install Document Management Performing the Sage 300 Construction and Real Estate data ugrade before installing Document Management is otional. Do not remove the USB security key at any time before or during the installation of Document Management. Locate your registration name and activation code. You can find your activation codes online. Log on to htts://customers.sagenorthamerica.com and click Suort > Self-Service > My Products. Exand your roduct suite, and click View Details. Sage Document Management Version 15.1 User's Guide Page 16

22 Chater 4: Install to a Server Installing to a server Use the following instructions for both initial installations and ugrades. Installing DocuVault 1 Attach the USB security key to a USB ort on your server. 2 At the server that will contain DocuVault, log on with full administrative rights. Full administrative rights are defined as write access to the Windows registry and all folders on the comuter (including rights to the root of all hard disks). If you do not know whether you have full administrative rights, ask your network administrator for assistance. You can also ask your network administrator to log on with the network administrator ID before you start the installation. 3 Follow the instructions you received in the 15.1 Document Management download notice. Oen the 151_Rev1_DocumentManagement folder and double-click Install.exe to begin the installation rocess. 4 In the installation window, click Install DocuVault, and then follow the on-screen romts. 5 At the end of this art of the installation, when the InstallShield Wizard Comleted window aears, click [Finish]. 6 In the Document Management Uses and Registration window, enter your user name, enter your assword, and click [Aly]. After validation is successful, click [Next]. User name The name you enter here becomes DocuVault administrator for function and maintenance. Click [Browse] to oen a window that lists all users on the domain. Select a user with local administrative rivileges on the DocuVault server. Password Enter the assword that you used when you set u this user name as an administrator. The assword you enter here does not exire. You must udate this assword manually if your system requires a eriodic assword change. For more information about changing the assword, see Change Document Management uses and registration on age Enter your Registration name, enter your Activation code, and then click [Activate]. After your software is activated successfully, click [Close]. 8 If you will not install Document Management on this server, install the DocuVault rinter driver now. Ski to Setting u the DocuVault rinter driver on age 18 before installing Document Management. Sage Document Management Version 15.1 User's Guide Page 17

23 Chater 4: Install to a Server Installing Document Management Install Document Management at the server that contains Accounting and Management or Estimating roducts. 1 Follow the instructions you received in the Document Management 15.1 download notice. Oen the 151_Rev1_DocumentManagement folder and double-click Install.exe to begin the installation rocess. 2 In the installation window, click Install Document Management. Follow the on-screen romts to begin the installation. NOTE: If you installed DocuVault to a server that does not contain Accounting and Management or Estimating roducts, a DocuVault Location window aears. In this window, tye the name of the server that contains DocuVault, and then click [Next]. 3 During the installation, an Enable CD/DVD Burning Feature window aears. To install this feature, which lets you burn documents to a CD or DVD, select This feature will be installed on local hard drive. After you decide whether to install this feature, click [Next]. If you are ugrading Document Management and the CD/DVD burning feature is currently installed, you must choose to install this feature. If you use a 64-bit oerating system such as Windows Server 2008, you must manually install the driver to burn documents to CD or DVD: a Oen the Gears folder. On Windows 2008, oen C:\ProgramData\Sage\DocumentManagement\Gears. b Double-click Driver_installer_x86_x64_.exe and follow the romts. 4 At the end of this art of the installation, an InstallShield Wizard Comleted window aears. Click [Finish]. 5 Install the DocuVault rinter driver, as exlained in the next section. Setting u the DocuVault rinter driver 1 In the installation window, click Install and set u DocuVault and native file rinter driver. 2 A DocuVault Printer Driver Setu window aears. Click [Start]. 3 A Hardware Installation window aears that says the software has not assed Windows Logo testing or does not contain a Microsoft digital signature. Click [Continue Anyway] or [Yes]. 4 A DocuVault Printer Driver Setu window aears that says You have successfully installed the DocuVault rinter driver. Click [Finish]. 5 Restart all rograms and services that you shut down for the installation. Ugrading DocuVault indexes Document Management 15.1 requires changes to DocuVault indexes, which may take a long time to comlete. 1 In the installation window, click Ugrade DocuVault. Sage Document Management Version 15.1 User's Guide Page 18

24 Chater 4: Install to a Server 2 Follow the on-screen romts to erform the ugrade. Sage Document Management Version 15.1 User's Guide Page 19

25 Chater 5: Install to a Workstation Before you install You must first install Sage 300 Construction and Real Estate before you install Document Management. Performing the Sage 300 Construction and Real Estate data ugrade before installing Document Management is otional. See the Ugrade aths on age 9. NOTE: The Accounting workstation installation no longer includes an otion to erform a artial install to integrate with Estimating. Full Accounting installations are required for Estimating-only workstations. This is to ensure that the security otions required by Document Management are available. For more information, refer to the Sage 300 Construction and Real Estate User's Guide. If you are ugrading, back u all Sage 300 Construction and Real Estate alication and data files. Quit all rograms and services for the duration of the installation. This includes Sage 300 Construction and Real Estate and rograms that may be running in the background, such as antivirus, , and backu rograms. Installing to a workstation At a workstation that has Accounting and Management or Estimating roducts, install the Document Management client and set u the DocuVault rinter driver. Start this installation and setu rocedure from a file on the server, as described below. Installing the Document Management client 1 At the workstation, log on with full administrative rights. Full administrative rights are defined as write access to the Windows registry and all folders on the comuter (including rights to the root of all hard disks). If you do not know whether you have full administrative rights, ask your network administrator for assistance. You can also ask your network administrator to log on with the network administrator ID before you start the installation. 2 Click [Start] > Run. 3 In the Run window, click [Browse]. 4 In the Browse window, browse to the location on the server where you installed Accounting and Management roducts. For examle, browse to [Drive:] \9.5\Accounting\WININST\dmClient\Install.exe. 5 Double-click Install.exe and follow the on-screen romts. Installing to a Terminal Server Deending on how you are using your terminal server, follow the instructions for installing to a server on age 15 and installing to a workstation on age 20. Sage Document Management Version 15.1 User's Guide Page 20

26 Chater 5: Install to a Workstation Setting u the DocuVault rinter driver 1 In the installation window, click Install and set u DocuVault and native file rinter driver, and then click [Start]. 2 A Hardware Installation window aears that says the software has not assed Windows Logo testing or does not contain a Microsoft digital signature. Click [Continue Anyway] or [Yes]. 3 A DocuVault Printer Driver Setu window aears that says You have successfully installed the DocuVault rinter driver. Click [Finish]. 4 After you finish the installation, be sure to log off of the workstation and then log back on. Final installation stes 1 On this workstation, restart all rograms and services that you shut down for the installation. 2 Reeat the installation rocedure on each workstation. 3 Comlete the security setu if necessary before you begin to use Document Management. See Chater 6: Document Management Security on age 22 for instructions. Sage Document Management Version 15.1 User's Guide Page 21

27 Chater 6: Document Management Security Read the following toics on security considerations, then follow the stes in Document Management security on age 23 to set u security. You must configure security between Sage 300 Construction and Real Estate and Document Management only once. If you have already comleted the security set-u, you can ski to Chater 7: Use Document Management on age 27. Ugrade Path You must ugrade to Document Management 9.8 or 12.1 in order to install See Ugrade aths on age 9 for more information. Set u security in Sage 300 Construction and Real Estate You must enable Sage 300 Construction and Real Estate Security in order to use Document Management (DM). If you do not use security with Document Management, you can temorarily enable Sage 300 Construction and Real Estate security to set u Document Management, and then disable it. Sage 300 Construction and Real Estate Security Administration is available from Deskto. It includes two roles: a Security Administrator and an Alication Administrator. The erson who sets u Document Management must be both in order to configure DM users and settings in DM. When you set u Sage 300 Construction and Real Estate Security Administration, you must assign the DM rivileged oerator who is resonsible for configuring DM users and settings to both roles. More resources Read the chater on security in the Sage 300 Construction and Real Estate User's Guide. To learn more about security in Document Management select Hel > Alication Hel > Document Management. On the Index tab of the Document Management Hel window, tye security and select about security in DM to oen the Learn About Security in Document Management toic. To learn more about Sage 300 Construction and Real Estate security, from the Deskto Hel menu, select Alication Hel > TS-Main. On the Content tab of the Hel Toics: TS-Main window, oen the Security > What do you want to do? toic. Sage Document Management Version 15.1 User's Guide Page 22

28 Chater 6: Document Management Security Document Management security If you have not already configured security, there are two setu aths to take: If you are ugrading from 9.4 or earlier, you must install 9.8 or 12.1 before installing Comlete the security wizard after installing 9.8. The security wizard guides you through the rocess of maing existing DM oerators to Sage 300 Construction and Real Estate users. DM contains a wizard ( Tasks > Setu Security) that walks you through the rocess of setting u this one-time maing. You can then manage DM oerators and configure DM security in Document Management. If you do not already use Sage 300 Construction and Real Estate Security Administration, for examle you own Accounting, and just urchased Document Management: a Create a corresonding user account in Sage 300 Construction and Real Estate Security Administration for each DM user before you can configure DM. See the chater on security in the Sage 300 Construction and Real Estate User's Guide for instructions on creating Security Administration users accounts. b After setting u the user accounts in Security Administration, you must then ma the new Sage 300 Construction and Real Estate users to your DM oerators. After Sage 300 Construction and Real Estate users have been maed to DM oerators, you can then manage DM oerators and configure DM security as normal in DM. Setting u Document Management security 1 Click [Start] > Programs > Sage > Sage 300 Construction and Real Estate > Deskto. 2 In the Tasks ane, oen the Sage 300 Construction and Real Estate > Document Management > Setu Wizard task. NOTE: If the Setu Wizard has already been comleted, you can oen Document Management > Settings, select Oerators in the list on the left of the Settings window, and ski to ste 6. 3 Close the Tasks and My Tasks anes by clicking the close button in the title bar of each ane. The Setu Wizard now aears in the entire Deskto window. 4 Click [Next]. The Documents ste aears. The document grous are selected based on the Sage 300 Construction and Real Estate alications you have installed. 5 Click [Next]. The Oerators ste aears. 6 In the Available oerators list, select the users who require access to Document Management. Click [Add]. The selected names move to the Document Management oerators list. NOTE: The list of Available oerators dislays all of the Sage 300 Construction and Real Estate users that have been set u to include network credentials. You can select multile users by holding the CTRL key while selecting the user names. If a name does not aear in the list, that Sage 300 Construction and Real Estate user may not be set u with roer Windows credentials. Work with your network administrator to create an account for that erson. 7 Click [Next]. The Privileged Oerators ste aears. Sage Document Management Version 15.1 User's Guide Page 23

29 Chater 6: Document Management Security 8 From the Document Management oerators list, select the oerators to set as Privileged oerators. Click [Add]. The oerator s name then aears in the Privileged oerators box. Privileged oerators have unlimited ermissions in Document Management, including access to all documents entered in Document Management. You must select at least one rivileged oerator. 9 Click [Next]. The Power Oerators ste aears. Power oerators have all the same rights as an oerator with added administration rights. Power oerators can manage the list of oerators, but are restricted from managing document security and task security. You are not required to have ower oerators set u in Document Management. 10 Click [Next]. The Oerator Details ste aears. The Name must be filled in for each oerator. Enter an Address for an oerator to allow notification when documents are sent to the oerator s inbox. 11 Click [Next]. The Security ste aears. In this window, you can set u Oerator Level and Document Tye security. When you set u Oerator Level security, you set rights for the oerator or role to secure, view, and route the document. When you set u Document Tye security, you select the oerators and roles that can access a secific document tye. 12 Click [Next]. The Grous ste aears. Grous are otional, but they allow you to route the same document to multile oerators. For examle, creating an Accounts Payable grou for your Accounts Payable accountants allows you to route an invoice once to reach all of them. a Click [New Grou]. b In the box to the left of the New Grou button, tye a grou name, and ress ENTER. c Select the Document Management oerators that you want in the grou and click [Add]. d Tye an address in the Notification box. Document Management sends a notification to the address in the Notification box. You can secify a grou address, but the address cannot contain saces. 13 Click [Next]. The ste aears. To enable notification for oerators, you must enter a valid Server, Port, and Default sender . Document Management uses the information in the Server and Port boxes to connect to your server. The Default sender becomes the From attribute in a notification . If you are unsure of this information, contact your network administrator for assistance. 14 Click [Next]. The End ste aears. 15 Click [Finish]. Your settings are saved and alied to the Document Management DocuVault. Sage Document Management Version 15.1 User's Guide Page 24

30 Chater 6: Document Management Security Assigning oerator and rivileged oerator rights Oerators have restricted rights in Document Management. For examle, oerators only have access to the queues and documents secified in Settings (Tasks > Document Management > Settings). Privileged oerators have unlimited rights. For examle, rivileged oerators have access to all queues, all inboxes, all queried documents, the Settings task, and the ermanent delete feature. You must have at least one rivileged oerator. Power oerators have all the same rights as an oerator with added administration rights. Power oerators can manage the list of oerators, but are restricted from managing document security and task security. You are not required to have ower oerators set u in Document Management. Change Document Management uses and registration DocuVault bases its licensing on the workstation name. For each workstation that is oen, Document Management uses one license. When you rint to DocuVault from a Microsoft Office rogram, DocuVault uses an extra license until you close the Microsoft Office rogram. CAUTION: Do not remove the USB security key before or during this rocess. 1 At the DocuVault server, select [Start] > All Programs > Sage > Sage 300 Construction and Real Estate > Reorting and Other Tools > Document Management > Change Uses and Registration. 2 A Document Management Uses and Registration window aears next. Enter your Registration name and Activation code. 3 On the Set u DocuVault administrator tab, enter: User name The user name you enter here will be set u as the DocuVault administrator for function and maintenance. Click [Browse] to oen a window that lists all users on the domain. Select a user with local administrative rivileges on the DocuVault server. Password Enter the assword that you used when you set u this user name as an administrator. The assword you enter here does not exire. If your system requires a eriodic assword change, you must udate this assword manually; see Change the Administrator assword (the next section). 4 Right-click Cyress, and select Restart. 5 A Document Management Uses and Registration window aears that says You have successfully activated Document Management. Click [Finish]. Sage Document Management Version 15.1 User's Guide Page 25