Docufide Client Application for edocs Installation Guide for Microsoft Windows

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1 Docufide Client Application for edocs Installation Guide for Microsoft Windows This document describes the installation and operation of the Docufide Client Application at the sending school installation site. The intended audience includes IT and network administrator personnel and others with a need to understand the technical characteristics of the installation process and software components. Software Installation The Docufide Client Application software is typically installed on the computer where transcripts or other student record documents are printed. Alternatively, in installations where student records are normally printed to a shared printer on a networked print server, the Docufide Client software can be installed on the print server. The Docufide Client Application software is installed using an installation program that is available through a link in the Download Center Web page on the edocs Web site. Use this download link to either perform the installation directly from the Internet or to download the installation module to a local PC for later use. The entire installation process should require from 10 to 20 minutes, depending on the available bandwidth of your Internet connection. During the installation process, please be prepared to enter the 5-to-7 digit sending institution ID number (or ID with a leading D character for district installations) that is provided by Naviance. The installed software consists of two components, a Docufide Virtual Print Driver and the Docufide Client Application. The print driver and client application work together to capture student record data and send it over a secure (SSL) Internet link to the edocs data center for processing. (An illustrated document flow is shown in the diagram on the last page of this document.) 1. Docufide Virtual Print Driver This is a Microsoft Windows based print driver that is designed to be used with the sending school s student records program. The driver installs and functions as a standard Windows print driver. Instead of printing the transcript to a physical printer, the user will print to the Naviance edocs virtual printer that is created during the installation process. This printer will be visible in the Windows Printers and Faxes list after the installation process has completed. 2. Docufide Client Application This application performs the following functions: accepts transcript data from the Docufide print driver creates a filename for the transcript data that includes the school id number, date and file creation time periodically (the default is every 15 seconds), sends queued transcript files to the edocs Data Center over a secure Internet link. The Docufide Client Application is a background task that requires minimal CPU resources and occupies a small memory footprint (about 52KB with the Java Virtual Machine). The program files for the client application are installed in the folders: C:\Program Files\Docufide\Docufide Client Application\ And C:\Windows\System32\spool\ Page 1 of 9

2 Any write-restrictions for these folders area that have been set by network administrators must be removed to allow the client application to function correctly. Network Requirements The Docufide Client Application communicates with the edocs data center servers through a secure (SSL) Internet link to ensure data security. To permit this transmission, any firewalls that control network communications traffic must be configured to permit HTTPS secure hypertext communication protocol, which uses port 443. For network installations that use proxy servers to control Internet traffic, configure the Docufide Client Application as follows: Open the client application user interface by right-clicking the padlock icon ( ) in the Systray and selecting the Setup option. Click the Proxy Server tab. Enable proxy server addressing by checking the Use proxy server for your LAN option. Enter the proxy server address and port number in the fields provided (See Figure 1 below) Click Apply then OK. Figure 3. Client Application Proxy Server Tab Page 2 of 9

3 Verifying a Successful Installation The final step of the installation process consists of printing a full set of transcripts to the Naviance edocs printer to verify that the software is operational and to provide the basis for the configuration of the data extraction process. When test transcripts are printed to the Naviance edocs logical printer, they are automatically retrieved by the Docufide Client Application and uploaded to the edocs data center for processing. After the transcripts have been received at the data center, reception will be confirmed via , usually within one business day. Although normally not required, it is also possible to verify program functionality through some simple checks on the pc where the Docufide software is installed. When the installation process has completed, successful installation can be verified as follows: 1. The Docufide Client Application icon (a padlock) will appear in the Systray, in the lower right-hand corner of the screen. This icon indicates the program is running and monitoring for the appearance of transcript data. 2. The Naviance edocs printer will appear in the Windows Printers list. 3. Prior to sending test transcripts, the client application s transmission confirmation feature can be enabled. This will allow the operator to confirm that the test transcripts have been successfully sent out through the school s network, and received by the Docufide data center servers. This feature can then be disabled after testing is completed. To enable this feature, follow these steps: Right click the Docufide Client application Systray icon and select Setup from the menu. This will open the program s user interface. Page 3 of 9

4 Figure 2. System tab of the client application user interface. Click the checkbox labeled Show transmission confirmation message. This will cause a Windows dialog to be displayed whenever a file is successfully transmitted by the client application to the edocs Data Center. The Show transmission failure message option will enable the popup message that informs the user whenever a message transmission failure occurs. While this transmission confirmation feature is enabled, notification will also appear on the screen at periodic intervals, indicating that heartbeat test transmissions have either succeeded or failed. The time interval controlling heartbeat test transmissions can be set through the client user interface by setting the value in the dropdown menu shown in Figure 2. Test transmissions that verify Internet connectivity can also be initiated through the client user interface on the Check tab, shown in Figure 3 below. Click the Test Now button to send a link test transmission to the edocs server. A confirmation message will appear in the adjoining window indicating the success or failure of the transmission test and the time of completion. Page 4 of 9

5 Figure 3. Check tab of client user interface When a transcript is printed to the Naviance edocs logical printer, it is queued for transmission and its file name is displayed in the window titled Files Queued for Transmission, as shown in Figure 3. Queued student record files are uploaded from the pc to the edocs servers at 15-seconds intervals. For the purpose of sending test documents, the Start transmission button can be used to send any queued test files immediately. When a file has been transmitted, its file name will disappear from the displayed list. Page 5 of 9

6 Installation Troubleshooting Steps Because of the variety of system and network architectures used in secondary school environments, occasional problems may arise during the installation or operation of the Docufide Client Application program. In most cases, such problems can be resolved through simple configuration setting changes. Items to check before installing: Confirm that all operating system components are up to date with the latest service packs, updates, patches, etc. On Windows 2003/2008/XP/Vista/Windows 7 systems, the log in permission level for the installation process must be Administrator. (note: please make sure you log off any other users during the installation session) If write access to folders in the Program Files area is restricted for security reasons, the registrar (or any user that prints transcripts on this pc) must be a member of a group that has Full Control access to the Docufide folder in Program Files and the spool folder in system32 directory. Firewall/proxy servers should be configured to permit SSL traffic (make sure port 443 is open). Packet filtering should allow traffic to and from the edocs Datacenter server IP address: Verify that a current version of the IE or Firefox browser is installed. All other Windows applications on the target pc should be closed during the installation process. If there is an active antivirus program running on the computer, we recommend disabling it during the installation process. If there is a local system firewall program running on the computer, make sure that the Docufide files STClientMon.exe, and STClientLoader.exe, upload.docufide.com and IP address are whitelisted/ allowed in your firewall applications list. Problem symptoms and resolution: 1. Unable to log in to School Administrator s area of the Docufide Web site If the message Unable to access this page appears when the administrator attempts to log in to the School Administrators area of the site, this indicates that the administrator s pc is unable to access secure Web pages. Things to check: Make sure that proxy server or firewall configuration settings are not preventing the pc from using port 443 for secure Internet access and that the URL securetranscript.docufide.com and upload.docufide.com and server IP address to are not restricted by these configuration settings. On a Windows pc, to determine if port 443 is blocked, open a DOS command window and type telnet login.icq.com 443 If a string of symbols is returned, the port is not blocked. If this command times out, the port is blocked. If your proxy server uses a whitelist, include the URL upload.docufide.com in that whitelist. (Under Win Vista, 7 and 2008, telnet is disabled by default, to enable go to control panel Programs and Features Turn Windows Features on or off Telnet Client. Page 6 of 9

7 If there is a double firewall on your system and on the campus network, make sure that port 443 is not blocked and upload.docufide.com is not blocked, and is whitelisted. Occasionally, problems arise with older versions of the Internet Explorer Web browser. If an older version of the browser is installed, we recommend upgrading to the most recent version. In the Tools Internet Options Advanced configuration settings for the browser, verify that the following security options are checked: i. SSL 2.0 ii. SSL 3.0 iii. TLS Unable to download installation module If an error message is received when attempting to download the installation module from the Docufide Web site, or the download appears to hang, check local firewall and proxy server settings to make sure that the downloading of files from a remote Web site has not been blocked. Depending on the speed of your Internet link, the download can take several minutes or longer, in some cases. Verify that data transmission is occurring during the download process by checking the local area network activity status. 3. Message Docufide driver already installed appears after the installation process has begun. This message will appear when a previously-installed Docufide driver has not been removed prior to the start of the installation. Use the latest Docufide Client Application to uninstall any previously- installed Docufide Client Application. Once the removal is completed, re-run the installer again. 4. After beginning the install process, the following message appears: The Docufide Client installation must be performed by a user who is logged in to the pc with Administrator privileges. This message indicates that the current logged-in user does not have the necessary privileges. Log out the current user and log in as a user with Administrator privileges to complete the installation. 5. A Naviance edocs logical printer does not appear in the Windows Printers list after the installation is complete This can occur when the user does not input the correct School ID number during the installation process, or if there is a loss of Internet connectivity during the installation process. 6. The file printed to the Naviance edocs logical printer does not disappear from the Files queued for transmission list in the Client application user interface within 15 seconds This is an indication that the Docufide Client application was unable to connect to the remote Docufide application server to send the transcript file. Check the computer s Internet connection and verify that communication through port 443 is not blocked by a firewall. Use the Test Now button on the Check tab of the client application user interface to check the Internet connection (Figure 3). 7. After installation, the Docufide Client icon does not appear in the Systray This indicates that the client program is not running. Verify that the installation process has completed correctly by confirming that the Docufide Client Application folder has been created in C:\Program Files\Docufide. Virus protection and firewall software can sometimes prevent correct installation of the client application. Make sure that antivirus, and firewall software are temporarily disabled before beginning installation. Page 7 of 9

8 8. After right-clicking the client s Systray icon and selecting Setup, the following message appears: Docufide Client is not running. The Client service was not correctly started when the pc was started up. This can be caused by a software firewall that is slow to initialize. From the Computer Management Services, stop and re-start the service STClientLoader. 9. The edudocs Printer does not appear in the Windows Printers list after the installation is complete This can occur when the user does not restart the pc after installing the Docufide Client Application or if the user said Yes to block the Docufide Client Application driver install. (A windows security message similar to the one here). The user should select install this driver software anyway Please direct additional questions to Naviance edocs Customer Service at: support@naviance.com or , option 2. (If calling from outside the U.S. or Canada, please dial , option 2.) Page 8 of 9

9 Sending Institution edocs Data Center School SIS The student document is printed to the edocs virtual printer. The document print file is uploaded through a secure Internet link by the edocs Client Application. edocs Server Application Student Document edocs Virtual Print Driver Secure HTTP Print File Source and Destination Identification edocs Database Driver Output Data edocs Client Application Delivery File Creation Update Online Reports Data edocs Data Communication Electronic Delivery to Receiving Institution Docufide Client Installation Guide for edocs Aug 2011 Docufide, Inc. Page 9 of 9