Upgrading to Document Manager 2.7

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1 Upgrading to Document Manager July 2013

2 Trademarks Document Manager and Document Manager Administration are trademarks of Document Logistix Ltd. TokOpen, TokAdmin, TokImport and TokExRef are registered trademarks of Document Logistix Ltd. All other trademarks acknowledged. Copyright Statement Copyright 1999 to 2013 by Document Logistix Ltd. All rights reserved. Upgrading to Document Manager 2.7, No part of this document may be reproduced, copied or transmitted in any form or by any means without the written permission of Document Logistix Ltd. Document Logistix Ltd believes that the information in this document is accurate at the date of release but accepts no responsibility for any loss arising from omissions or inaccuracies contained herein. Information within this document is subject to change without notice. For more information on this or other Document Logistix products, please contact Document Logistix Ltd. Contact Details Document Logistix Ltd UK Main Address: 8 Copperhouse Court Caldecotte Milton Keynes MK7 8NL United Kingdom Telephone Main Lines: (United Kingdom) (+44) (0) Telephone Support Lines: (United Kingdom) (+44) (0) Information: Support: Fax: (United Kingdom) (+44) (0) Web: Document Logistix LLC USA Main Address: 3616 Far West Boulevard Suite Austin TX USA Telephone Main Lines: (USA) Information: Support: Fax: (United States) (+1) (512) i

3 DM2.7-Upgrade Upgrading to Document Manager 2.7 Software Release This guide describes version the process to upgrade from Document Manager 2.5/2.6 to Document Manager 2.7. As the software evolves, this guide may not reflect exact screen or procedure changes, but the core process and functionality remains the same. ii

4 Contents Upgrading to Document Manager 2.7 Contents 1 PREFACE About this Guide Intended Audience Related Documents Conventions Definitions INTRODUCTION Overview Moving Document Manager to a New Server Additional Document Logistix Modules BACKING UP YOUR DOCUMENT MANAGER DATABASES EMPLOYING A TEST ENVIRONMENT Test Environment Minimum Requirements Test Environment Prerequisites Testing the Upgrade Document Manager Server in the Test Environment Restoring the Document Manager Database to a Test Environment Creating the Test Storage Locations and Adding Documents Uninstalling the Document Manager Client Applications Activating the Document Manager 2.7 License in the Test Environment Installing the Document Manager 2.7 Client Applications in the Test Environment Connecting to a Copy of your Existing Document Manager Database Changing Storage Locations Checking that Document Manager 2.7 Behaves as Expected in Test Troubleshooting UNINSTALLING THE DOCUMENT MANAGER CLIENT APPLICATIONS FROM THE SERVER ACTIVATING THE DOCUMENT MANAGER LICENSE Completing Offline License Activation INSTALLING THE DOCUMENT MANAGER 2.7 CLIENT Installing the Document Manager 2.7 Client on the Server Machine Checking Database Connection Details and Storage Locations Testing that Document Manager 2.7 Behaves as Expected iii

5 Contents Upgrading to Document Manager Installing the Document Manager 2.7 Client on User Workstations Uninstalling Existing Document Manager Client Software from User Workstations Installing the Document Manager 2.7 Client on Workstations INDEX iv

6 Preface Upgrading to Document Manager Preface This section provides an introduction to this guide. 1.1 About this Guide This guide describes the general procedure for upgrading to Document Manager 2.7 from an earlier version of Document Manager. 1.2 Intended Audience This guide is intended for those people responsible for installing and configuring the Document Manager system, for example, system administrators. Readers should have a detailed knowledge of installation procedures and be familiar with the Document Manager software. 1.3 Related Documents For more information on installing Document Manager, refer to the following: Document Manager Installation Guide. For more on using Document Manager, refer to: Document Manager User Guide. For information on administrating Document Manager, refer to: Document Manager Administration Guide. 1.4 Conventions Throughout this manual, a number of conventions are used. The list below details these: On-screen items, including buttons, tabs, menu items, field names and dialog box names are shown in bold, for example, click the Save button. Keys or key combinations that you have to press on the keyboard are shown in upper case and in angled brackets, for example: <CTRL> + <X>. User input (information that you have to enter), object names and references to completed fields are in single quotation marks, for example, enter the value %PROMPT. Cross-references are in italics; for example, see 1.4 Conventions on page 1 for more information. 1

7 Preface Upgrading to Document Manager 2.7 Variables are displayed in italics in angled brackets, for example, select Delete <annotation type> (in this instance, <annotation type> should be replaced by the name of the selected annotation). Additional information is provided using icons to draw attention to them: NOTE: Notes are used to give supplemental or important information about the subject matter. WARNING: Warnings are used to provide important pieces of information. TIP: Tips are used to suggest shortcuts or things to do to make using Document Manager products easier Definitions The following terms are used in this guide: Document Manager: The Document Manager program from Document Logistix. Refer to the Document Manager User Guide for more information. Document Manager Administration Module: The Document Manager Administration Module from Document Logistix enables system administrators to configure Document Manager. This has been abbreviated to the Administration Module in this guide. Refer to the Document Manager Administration Guide for more information. Application Documents: Refers to documents within Document Manager that are associated with a PC application, for example a Microsoft Office Word document. These documents will open in their associated application on a user s PC. Image Documents: Refers to documents in Document Manager that are saved in image file formats. These documents will open in the Image Viewer. Storage Locations: The physical area on a server machine in which the files for the Document Manager documents reside. This can be a dedicated server. Document Manager Client Applications: The programs that enable users to connect to the Document Manager database to access documents and manage the Document Manager system; that is, the Document Manager desktop client and the Document Manager Administration Module. Additional Document Logistix products are available to further enhance the document management process. For more information about them, please refer to our Website, or speak to an authorised reseller. 2

8 Introduction Upgrading to Document Manager Introduction This guide describes the recommended procedure to upgrade a Document Manager system to version 2.7 from versions 2.5 and 2.6. WARNING: This guide details a generic procedure for upgrading to Document Manager 2.7, including the steps that should be followed to ensure a successful upgrade. It is not possible to consider every situation, including customisations. If you are not confident that you can successfully upgrade using these steps, please contact Document Logistix (see Contact Details on page i). 2.1 Overview The following is an overview of the procedures to complete the upgrade: 1. Back up your Document Manager databases. 2. Restore a copy of the Document Manager database to a Test Environment. 3. Uninstall the existing Document Manager client applications from the server in the Test Environment. 4. In the Test Environment, activate the new license on the Document Manager server. 5. Install the new Document Manager 2.7 client on the server in the Test Environment. 6. Run the Document Manager Administration Module to connect to the copy of the existing database and update Storage Locations. 7. Check that Document Manager behaves as expected in the Test Environment. 8. If Document Manager 2.7 works correctly in the Test Environment, repeat steps 1 to 7 for the Live Environment (ignore step 2 you will not need to restore a copy of your Document Manager database as it will already exist in the Live Environment). You will need to contact Document Logistix to reactivate your license for the Live Environment (see Contact Details on page i). 9. Uninstall the old Document Manager client on the client workstations in the Live Environment. 10. Install the new Document Manager 2.7 client from the DMClient share onto the Live client workstations. 2.2 Moving Document Manager to a New Server If you have installed Document Manager on a single server alongside the SQL Server databases and Storage Area and want to move Document Manager to a new physical server as well as upgrading, you will need to move the Document Manager databases and all of your documents to the new 3

9 Introduction Upgrading to Document Manager 2.7 server. If your database server and Storage Area are on separate machines to the Document Manager Server, you will need to ensure that they are accessible to the new Document Manager Server. Contact Document Logistix for help with moving your Document Manager Server (see Contact Details on page i). 2.3 Additional Document Logistix Modules If you have additional modules installed in your Document Manager system, you will need to uninstall them before upgrading. The procedures for these can be complex; therefore, if you have any modules installed, please contact Document Logistix for further assistance (see Contact Details on page i). Below is a list of Document Logistix modules: Search Service Import Service Sorting Office Mail Archive Service ecopy Document Manager Web Basic Custom integrations, e.g. Exchequer TokERM TokFax 4

10 Backing Up your Document Manager Databases Upgrading to Document Manager Backing Up your Document Manager Databases Before starting the upgrade procedure, you need to ensure that the SQL Server databases that hold your Document Manager data are backed up. Your Document Manager databases need to be backed up in case the upgrade process is unsuccessful or there are unexpected results after performing the upgrade. In addition, the Document Manager database should be backed up so that it can be restored to a Test Environment. Typically, there are two databases in the Document Manager system: Document Manager Database: for example, DocumentManager Configuration Database: for example, DMcfg, IDMcfg or TokOpenCfg These databases may have different names because it is possible to choose your own names when installing Document Manager Enterprise Edition. In some setups, both the configuration data and Document Manager data may be held in the same database, although this is not recommended. If this is the case, contact Document Logistix for assistance with the upgrade procedure. To back up your SQL Server database, you need to log in to SQL Server Management Studio and follow the instructions there to back up databases. The steps detailing how to back up databases from SQL Server Management Studio are beyond the scope of this guide. For more information, try one of the following: Go to the MSDN library home page and search for backing up a SQL database or similar phrase: Visit this page for backing up databases in SQL Server 2005: Click the drop-down arrow next to Other Versions at the top of the page to choose a different SQL Server version. If there is a problem after the upgrade procedure, your backed-up database will need to be restored. You can then roll back to the previous system state. 5

11 Employing a Test Environment Upgrading to Document Manager Employing a Test Environment To ensure that you are confident in performing the upgrade procedure and to check that the upgraded software works with your existing data, you should utilise a Test Environment. Test environments come in a number of different configurations, such as virtual machines or full server systems and as a result, the instructions for building a test environment are beyond the scope of this document. However, it is strongly recommended that you test the upgrade procedure before performing it in a Live Environment. In order to test the upgrade procedure, you will need back up and then restore a copy of your Document Manager Database to your Test Environment using SQL Server Management Studio. You should also copy a small subset of your documents to the Test Environment to check that you can open documents in Document Manager. The Test Environment should be physically separate from your Live Environment; it must have no network connection to the Live Environment. 4.1 Test Environment Minimum Requirements The Test Environment should have the same specifications as your Live Environment with regards to the machine performance and the operating system used. These should be as follows: Operating systems one of the following: Windows Server 2003, dual-core CPU, 2 GB RAM (4 GB RAM is recommended) Windows Server 2008, dual-core CPU, 2 GB RAM (4 GB RAM is recommended) Windows XP Professional Service Pack 3 (SP3), with 512 MB RAM Windows Vista Business and Ultimate editions, 1 GB RAM Windows 7 Professional, Enterprise and Ultimate editions, 1 GB RAM Storage: You should also have sufficient space to hold your Document Manager Database and some test documents. The Test Environment can have the Document Manager Server and Storage Area on the same machine. However, if the environment is to be networked, it will require: 10-megabits-per-second (Mbps) network interface (minimum) For more information on minimum requirements, refer to the Document Manager Installation Guide. 6

12 Employing a Test Environment Upgrading to Document Manager Test Environment Prerequisites IMPORTANT: Before performing the Document Manager installation in your Test Environment, you will need to contact Document Logistix for a test license (see Contact Details on page i). The license will need to be reactivated when you are ready to upgrade in your Live Environment. Your existing license will not work for Document Manager 2.7. The prerequisites for the Document Manager Test Environment are: Microsoft.NET Framework version 3.5 SP1 Microsoft SQL Server 2005 or SQL Server 2008: This needs to be the same version as used in your Live Environment. You will need to have the username and password for the SQL Server Login to hand when connecting to your database (see Connecting to a Copy of your Existing Document Manager Database on page 9). SQL Server User: If you use SQL Server authentication in your Live Environment, you must create a SQL Server user with dbcreator Server Role and the same username and password. Local and remote connections : For SQL Server 2005, these must be enabled in the SQL Server Surface Area Configuration tool. TCP/IP Protocol: For SQL Server 2008, this must be enabled in the SQL Server Configuration Manager. For more information on these prerequisites, refer to the Document Manager Installation Guide. 4.3 Testing the Upgrade This section describes the steps you should perform to check that the Document Manager 2.7 software works with your existing database Document Manager Server in the Test Environment The Test Environment should have the same version of Document Manager Server installed as that used in your Live Environment. If not already installed in the Test Environment, install Document Manager Server from your existing installation CD. You should use the same details for the Storage Locations and database connection as those in the Live Environment. IMPORTANT: If installing Document Manager Enterprise Edition, do not choose to install the sample database during the installation steps. If you do, it may overwrite the copy of your Live Database. If installing Document Manager Business Edition, you must ensure that you install the Document Manager Server Software prior to restoring your existing database to Test. Refer to the Document Manager Installation Guide for more on installing the Document Manager Server. 7

13 Employing a Test Environment Upgrading to Document Manager Restoring the Document Manager Database to a Test Environment After backing up your Document Manager database in SQL Server Management Studio, copy the backup to a suitable location in your Test Environment and restore the copy using SQL Server Management Studio in Test. IMPORTANT: Only the Document Manager Database needs to be copied to the Test Environment. The Configuration Database will be created when the Document Manager 2.7 Administration Module is run. If both the Document Manager Database and Configuration Database are held in the same table for Document Manager Enterprise Edition, contact Document Logistix for assistance. Do NOT connect to the database from the Test Environment you can potentially suffer live data loss Creating the Test Storage Locations and Adding Documents If you have not already done so in your Test Environment, create duplicates of Storage Locations that are used in your Live Environment and copy a small number of documents from your Live Environment to these locations. IMPORTANT: It is extremely important that your Test Storage Locations have the same details as those used in your Live Environment. If they do not, the copy of your Live Database may not work as expected in Test. Make a note of the paths and folder names; you will need them to specify your Storage Locations in the Document Manager Administration Module (see Changing Storage Locations on page 12). NOTE: Documents that have not had their physical files copied to the test Storage Locations will still be displayed in the Document Manager user interface (with their index information) but cannot be opened or viewed. If you try to open them, an error message will be displayed Uninstalling the Document Manager Client Applications Before installing the 2.7 Client applications, you need to uninstall the existing client applications on your Test Server. See 5 Uninstalling the Document Manager Client Applications from the Server on page 15 for how to do this. 8

14 Employing a Test Environment Upgrading to Document Manager Activating the Document Manager 2.7 License in the Test Environment Follow the procedure detailed in 6 Activating the Document Manager License on page 16 to enable your Document Manager 2.7 License. You will need a valid test license to complete these steps Installing the Document Manager 2.7 Client Applications in the Test Environment Install the Document Manager 2.7 Client Applications on the Test server as described in 7.1 Installing the Document Manager 2.7 Client on the Server Machine on page 26. You can then run both the Document Manager Administration Module and Document Manager Client on the server Connecting to a Copy of your Existing Document Manager Database After installing the Document Manager 2.7 Client Applications in the Test Environment, the details for the copy of your existing database should have been automatically detected, provided none of the details were changed. If they were not, you need to add the connection details in the Document Manager Administration Module, so that you can see your Document Manager drawer structure and access documents. Your SQL Server Login details will be required to connect to the database. To check the database connection details: 1. On the Document Manager Server, click Start and select Document Manager Admin. 2. Enter a login reason and click OK. The Document Manager Administration Module displays. 3. Click Databases on the Administer tab. The Document Manager Databases dialog box displays: 9

15 Employing a Test Environment Upgrading to Document Manager 2.7 If a database is displayed, you can highlight it and click Modify to verify that it has the correct details for your existing database. If there are no databases displayed, you will need to add the details of your database: 4. Click the Add button to add the connection details for your existing Document Manager Database: IMPORTANT: Ensure you enter the details to connect to a COPY of your existing database in your Test Environment, and not your actual Live database. 5. Enter an Alias for the database. This will be displayed to Document Manager users, for example, when logging in. 6. Select your method for connecting to the database: If you have an ODBC data source configured, choose MS-SQL ODBC DataSource: i. Click Select Database to select your data source in the Select ODBC Data Source dialog box and click OK. ii. Enter the Username and Password for the ODBC data source in the Document Manager Database Connection dialog box. Go to step 7 to continue. 10

16 Employing a Test Environment Upgrading to Document Manager 2.7 If you use a DSN-less connection string, select the MS-SQL DSNLess Connection String option and click the Connection button. The Data Link Properties dialog box displays: i. Click the drop-down list under Select or enter a server name to select the database server name and, if it has been configured, the instance name. You can click Refresh if the name does not appear on the list, or type the details. ii. Select Use a specific user name and password and enter the User name and Password for the SQL Server Login used to connect to the server. iii. Under Select the database on the server, click the drop-down arrow and select the existing Document Manager database. iv. Click OK to save your changes. v. In the Document Manager Database Connection dialog box, enter the password again for the SQL Server Login in Password. 7. Click the Test Connection button. 8. If the Connection Test is successful, click OK to close the message. If the test fails, you will need to change some of your details and try again. 11

17 Employing a Test Environment Upgrading to Document Manager Click OK to save changes and exit the Document Manager Database Connection dialog box. The newly added database is displayed in the Document Manager Databases dialog: When the connection to the existing Document Manager database is established, you need to ensure the Storage Locations are correct Changing Storage Locations In Test Environment, run the Document Manager Administration Module and ensure the Storage Locations match the actual locations in the Test Environment. To change Storage Locations: 1. In the Document Manager Administration Module, click Storage Locations on the Administer tab. The Storage Locations dialog box displays with the paths pointing to your Live locations: 12

18 Employing a Test Environment Upgrading to Document Manager Select each storage location in turn and click Modify to change the paths to point to the correct directories in Test and click OK to save. When finished, the Storage Locations dialog box should show your Test locations: 3. Click Close to exit the Storage Locations dialog box. Once the connection is established to the existing Document Manager database and the Storage Locations are updated, you can test that Document Manager 2.7 works correctly Checking that Document Manager 2.7 Behaves as Expected in Test To check that Document Manager 2.7 operates as expected with your existing database, do the following: Open at least one image document and one application document to test that you can view them. These need to be in the subset of documents you copied to the Test Storage Locations. Ensure the relevant application for the application document is installed in the Test Environment; for example, use Adobe Reader for a PDF document. Scan some documents into the system using the Scan application (accessed using the Scan button on the Administer tab) and check that they have been saved to Document Manager correctly. Import a few test documents using the Import feature in Document Manager. 13

19 Employing a Test Environment Upgrading to Document Manager Troubleshooting If Document Manager 2.7 does not appear to work correctly with your existing database, check below to see if you can resolve the issue: Error connecting to Document Manager Configuration database (using Tokopen.ini settings) If you see the above message, ensure that the correct TokOpen.ini file is located in the Document Manager folder within the Document Logistix installation directory. If the Document Manager installation file was run from a location other than the DMClient share on the Document Manager Server, the TokOpen.ini file will not contain the correct connection settings. If you see the above error, try copying the TokOpen.ini file from the DMClient share on the Document Manager server and pasting into the Document Manager installation directory (for example, C:\Program Files\Document Logistix\Document Manager ). If this is successful on the Document Manager server, you can distribute the TokOpen.ini file from the DMClient share to any affected Document Manager client workstations. If after copying and pasting the correct TokOpen.ini file, you still cannot connect to Document Manager, contact Document Logistix for further assistance (see Contact Details on page i). 14

20 Uninstalling the Document Manager Client Upgrading to Document Manager Uninstalling the Document Manager Client Applications from the Server Once you are happy that the upgrade works for your existing Document Manager Database in Test, you can perform the upgrade procedure in your Live Environment. Before upgrading to Document Manager 2.7 in your Live Environment, you need to remove the old versions of the client applications from the server machine. IMPORTANT: Make a note of your SQL Server Login and database details before removing the client applications you will need them to connect to your database in Document Manager 2.7. To remove the Document Manager Client applications from the Document Manager Server: 1. On the Document Manager Server machine, click Start and select Control Panel. 2. In the Control Panel, click the Uninstall a program link under Programs: NOTE: The name and location of the uninstall option is dependent on the operating system of the Document Manager server. 3. Select the Document Manager program and, depending on your operating system, click Uninstall or Remove: NOTE: If you have an older version of Document Manager, the client Name may be displayed as Infonic Document Manager. 4. Click Yes to confirm you want to uninstall the Document Manager client programs. 5. Close the Control Panel. You now need to activate the Document Manager license on the server machine. 15

21 Activating the Document Manager License Upgrading to Document Manager Activating the Document Manager License IMPORTANT: Before following the steps in this section, you will need to install the DLX License Manager application. Contact Document Logistix for the necessary installation files (see Contact Details on page i). The DLX License Manager must be installed in the Document Manager Server installation folder, at the same level as DMClient. Typically, the server installation folder has the path C:\Program Files\Document Logistix\Document Manager Server\. You will also need to contact Document Logistix to update your license; your existing license will not work for Document Manager 2.7. Before installing the Document Manager 2.7 Client applications, you need to activate your license. Licenses are activated using the DLX License Manager application To activate the license: 1. Click Start and select Program Files > Document Logistix > License Manager. 2. In the DLX License Manager, click the Update License button: 16

22 Activating the Document Manager License Upgrading to Document Manager The Import License wizard starts. Select the Activate Serial Number option: 4. The Serial Number page displays. Enter your Serial Number and click Next: 17

23 Activating the Document Manager License Upgrading to Document Manager 2.7 The License Manager attempts to connect to the Document Logistix license server: If the machine on which you have Document Manager installed has an Internet connection and can successfully connect, go to step 5 below to complete the license activation. If the machine on which Document Manager is installed cannot connect to the Internet, you need to complete the offline activation procedure. The Offline Activation page opens and displays your serial number and an activation code: Copy the serial number and activation code and paste to a suitable location, for example, a text file. Follow the steps in 6.1 Completing Offline License Activation on page 21 below. NOTE: If you need to activate your license using the offline procedure, you need to have an account for the Document Logistix self-service portal. If you do not, contact your reseller or Document Logistix to obtain an account. 18

24 Activating the Document Manager License Upgrading to Document Manager After entering your Serial Number and clicking Next, the License Manager connects to the Document Logistix license server to check the status of your serial number: 6. When the wizard successfully connects to the server, the Terms and Conditions page is displayed. If you agree to the terms, select I agree to the terms and conditions, then enter your Name and a valid Address and click Next. The wizard connects to the Document Logistix license server again to activate your license. 19

25 Activating the Document Manager License Upgrading to Document Manager Once the license is activated, the Database Licensed page displays. Click Finish to complete the license activation process: The new license is displayed in the DLX License Manager: 8. Click to exit the DLX License Manager. 20

26 Activating the Document Manager License Upgrading to Document Manager Completing Offline License Activation If the server on which Document Manager is installed cannot connect to the Internet, you will need to complete the offline activation process to activate your license. This section details how to complete the offline activation process. NOTE: If you need to activate your license using the offline procedure, you must have an account for the Document Logistix self-service portal. If you do not, contact your reseller or Document Logistix to obtain an account. To complete offline activation: 1. On a machine with an Internet connection, enter the address for the Document Logistix Self-Service Portal in the web browser address bar: https://service.document-logistix.com/. 2. On the Self-Service Portal Home page, click Activate Your Serial Number: 3. Locate the serial number and activation code copied in step 4 on page 17 above, for example, in a text file. 4. Copy the Serial Number and Activation Code and paste in the relevant fields. Click Next: 21

27 Activating the Document Manager License Upgrading to Document Manager Enter your login details for the self-service portal in Username and Password. Then click Logon: 6. On the Terms and Conditions page, enter your name and a valid address and if you agree to the terms, click I Agree to the Terms and Conditions: 7. Your release code is then displayed. Select all of the code and copy it. Click the Logout link to exit the Self-Service Portal: 22

28 Activating the Document Manager License Upgrading to Document Manager Click Start and select Program Files > Document Logistix > License Manager to start the DLX License Manager. 9. In the DLX License Manager, click the Update License button: 10. In the Import License wizard, select the Complete Offline Activation option and click Next: 23

29 Activating the Document Manager License Upgrading to Document Manager On the Offline Activation page in the Import License wizard, enter the release code in the Release Code box. Click Next: 12. The Database Licensed page displays. Click Finish: 24

30 Activating the Document Manager License Upgrading to Document Manager 2.7 Your license is now activated and is displayed in the DLX License Manager: 13. Click to exit the DLX License Manager. 25

31 Installing the Document Manager 2.7 Client Upgrading to Document Manager Installing the Document Manager 2.7 Client Initially, you need to install the Document Manager 2.7 Client on the server machine to check that the installation has been successful. Once this is done, you can then proceed to installing Document Manager 2.7 on user workstations. 7.1 Installing the Document Manager 2.7 Client on the Server Machine To install the Document Manager Client on your Document Manager server machine, follow the steps in Table 1 below: Step Description Screenshot Step 1 On the Document Manager server, open Windows Explorer and navigate to the DMClient share: Type \\<Machine Name>\DMClient in the address bar, replacing <Machine Name> with the Document Manager Server machine name. Copy the new 2.7 installation file, DLX_DocumentManager_Client_x86.exe, to the DMClient share. Step 2 NOTE: Before installing the Document Manager 2.7 Client software, ensure that the Tokopen.ini file is located in the DMClient directory. Double-click on the file DLX_DocumentManager_Client_x86.exe. If prompted to grant permission to run the file, click Run. Step 3 If all prerequisites have been installed, the client setup will begin. The Welcome page displays. Click Next. 26

32 Installing the Document Manager 2.7 Client Upgrading to Document Manager 2.7 Step Description Screenshot Step 4 The Destination Folder page displays. If you want to change the default installation directory, click the Change button. Click Next. Step 5 The Ready to Install the Program page indicates the client is ready to be installed. Click Install. Step 6 When the InstallShield Wizard Completed page displays, the client applications have been successfully installed. Click Finish. Table 1: Installing the Document Manager Client on the Server 27

33 Installing the Document Manager 2.7 Client Upgrading to Document Manager Checking Database Connection Details and Storage Locations When the Document Manager 2.7 Client applications have been installed on the Document Manager server, you should run the Administration Module and ensure the connection details for your existing database and the Storage Locations are correct. To check database connection details: 1. On the Document Manager Server, click Start and select Document Manager Admin. 2. Enter a login reason and click OK. The Administration Module is displayed. 3. Click Databases on the Administer tab. Note that the Administer tab will be slightly different to your existing version because there are new features added in version 2.7. The Document Manager Databases dialog box displays: If a database is displayed, you can highlight it and click Modify to verify that it has the correct details for your existing database. If there are no databases displayed, you will need to add the details of your database: 4. Click Add to add the connection details for t existing Document Manager Database: 28

34 Installing the Document Manager 2.7 Client Upgrading to Document Manager Enter an Alias for the database. This will be displayed to Document Manager users, for example, when logging in. 6. Select your method for connecting to the database: If you have an ODBC data source configured, choose MS-SQL ODBC DataSource: i. Click Select Database to select your data source in the Select ODBC Data Source dialog box and click OK. ii. Enter the Username and Password for the ODBC data source in the Document Manager Database Connection dialog box. Go to step 7 to continue. If you use a DSN-less connection string, select the MS-SQL DSNLess Connection String option and click the Connection button. The Data Link Properties dialog box displays: i. Click the drop-down list under Select or enter a server name to select the database server name and, if it has been configured, the instance name. You can click Refresh if the name does not appear on the list, or type the details. ii. Select Use a specific user name and password and enter the User name and Password for the SQL Server Login used to connect to the server. 29

35 Installing the Document Manager 2.7 Client Upgrading to Document Manager 2.7 iii. Under Select the database on the server, click the drop-down arrow and select the existing Document Manager database. iv. Click OK to save your changes. v. In the Document Manager Database Connection dialog box, enter the password again for the SQL Server Login in Password. 7. Click the Test Connection button. 8. If the Connection Test is successful, click OK to close the message. If the test fails, you will need to change some details and try again. 9. Click OK to save your changes and exit the Document Manager Database Connection dialog box. The newly added database is displayed in the Document Manager Databases dialog box: When the database details have been checked or updated, you can check that the Storage Location details are correct. 30

36 Installing the Document Manager 2.7 Client Upgrading to Document Manager 2.7 To check the Storage Location details: 1. In the Document Manager Administration Module, click Storage Locations on the Administer tab. The Storage Locations dialog box displays: 2. Ensure that the locations shown match your live Storage Locations. If they do not, select each in turn and click Modify to change the paths to point to the correct directories. 3. Click Close to exit the Storage Locations dialog box Testing that Document Manager 2.7 Behaves as Expected To check that Document Manager 2.7 operates as expected on the Document Manager server: Open some documents to test that you can view them. If you attempt to open application documents, you must have the associated application installed on the server. 7.2 Installing the Document Manager 2.7 Client on User Workstations After installing the Document Manager 2.7 client software on the server and testing that the software behaves as expected, you can begin to install the Document Manager 2.7 client on the required workstations. Ensure the existing Document Manager client software is removed from the user workstations before installing Document Manager 2.7 from the DMClient share on the Document Manager server. 31

37 Installing the Document Manager 2.7 Client Upgrading to Document Manager Uninstalling Existing Document Manager Client Software from User Workstations The steps below assume the operating system on the user workstation is Windows 7. To remove the Document Manager Client applications from a user workstation: 1. On the user workstation, click the Start button ( ) and select Control Panel. 2. In the Control Panel, click Programs and Features: 3. Select the Document Manager program and click Uninstall: 4. Click Yes to confirm you want to uninstall the Document Manager client programs. After removing the existing Document Manager client applications from your user workstations, you can install the Document Manager 2.7 Client Installing the Document Manager 2.7 Client on Workstations To install the Document Manager Client on your user workstations, follow the steps in Table 2: Step Description Screenshot Step 1 Follow the instructions below to begin the Document Manager Client Installation: 1. On the user workstation, open Windows Explorer. 2. Type \\<Machine Name>\DMClient in the address bar (replace <Machine Name> with the Document Manager Server machine name). 3. Press <ENTER> or click the arrow to the right of the address bar. NOTE: Before installing the Document Manager 2.7 Client software, ensure that the Tokopen.ini file is located in the DMClient directory. 32

38 Installing the Document Manager 2.7 Client Upgrading to Document Manager 2.7 Step Description Screenshot Step 1 (cont.) 4. Double-click on the installation file for Document Manager 2.7, DLX_DocumentManager_Client_x86.exe. If prompted to grant permission to run the file, click Continue. Step 2 Any prerequisites needed for the setup will be installed first. For example, the Microsoft.NET Framework 3.5 SP1 is required. If prerequisites need to be installed, click Install (Internet connection required) and follow the onscreen instructions. Step 3 After all prerequisites have been installed, the client setup will begin. The Welcome page displays. Click Next. Step 4 The Destination Folder page displays. If you want to change the default installation directory, click the Change button. Click Next. 33

39 Installing the Document Manager 2.7 Client Upgrading to Document Manager 2.7 Step Description Screenshot Step 5 The client application is ready to be installed. An option to go back is available, to make changes. Click Install. Step 6 When the InstallShield Wizard Completed page displays, the client application has been successfully installed. Click Finish. Once the Document Manager client has been installed, you have the option of installing additional modules, such as the Office Add-in and Filing Assistant. Document Logistix recommends installing both the Office Add-in and Filing Assistant components to maximise efficiency in using the Document Manager application. For more information on other modules, including the Office Add-In, see the Document Manager User Guide. Some modules require additional license features. The Document Manager user documents are located in the default installation path C:\Program Files\Document Logistix\Document Manager\Manuals\ and include the following: Guide to Document Management Document Manager User Guide Document Manager Administration Guide Screen Scrape Guide Workflow and Approvals Guide Document Retention Module Admin and User Guide Table 2: Installing the Document Manager Client on Workstations Once the Document Manager 2.7 client is installed, users can click the Start button ( Document Manager to launch the application. ) and select 34

40 Index Upgrading to Document Manager 2.7 Index..NET Framework... 7 A Activating Document Manager 2.7 Test Environment... 9 Activating Document Manager Licenses Activation Code Additional Modules... 4 B Backing Up Databases... 5 C Changing Storage Locations Checking Document Manager , 31 Configuration Database... 5 Connecting to your Existing Document Database... 9 Contact Details... i Conventions in Use... 1 Copying the Document Manager Database to Test... 8 Creating the Test Storage Locations... 8 D Data Link Properties Dialog Box... 11, 29 Databases Backing Up... 5 DLX License Manager DMcfg... 5 DMClient Share Document Logistix Modules... 4 Document Manager 2.7 Client Installing in Live Installing in Test... 9 Installing on Server... 9, 26 Installing on User Workstations Document Manager Client Applications Uninstalling from Live Server... 8, 15 Document Manager Database... 5 Document Manager Database Connection Dialog Box... 10, 28 Document Manager Databases... 5 Document Manager Server in the Test Environment... 7 DocumentManager Database... 5 E Environment Prerequisites Test Environment... 7 Error Connecting using TokOpen.ini I IDMcfg... 5 Import License Wizard Installing the Document Manager 2.7 Client Live Server... 9, 26 Test Environment... 9 User Workstations Introduction... 3 L Local and Remote Connections... 7 M Manual Conventions... 1 Minimum Requirements Test Environment... 6 Moving to a New Server... 3 N Network Interface Speed Test Environment... 6 O Offline License Activation Operating Systems... 6 S Self-Service Portal

41 Index Upgrading to Document Manager 2.7 SQL Server... 7 SQL Server Management Studio... 5 Storage Test Environment... 6 Storage Locations Changing Creating... 8 Storage Locations Dialog Box Support... i T Table of Contents...iii TCP/IP Protocol... 7 Test Environment... 6 Test Environment Minimum Requirements... 6 Test Environment Prerequisites... 7 Testing the Upgrade... 7 TokOpenCfg... 5 Troubleshooting U Uninstalling Existing Document Manager Clients Uninstalling the Document Manager Client Applications From Server... 8, 15 36

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