Docufide Client Installation Guide for Windows

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1 Docufide Client Installation Guide for Windows This document describes the installation and operation of the Docufide Client application at the sending school installation site. The intended audience is 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 normally installed on the computer where transcripts or other student record documents are printed. Alternatively, the software can be installed on a network print server, where the installed Docufide logical printer can be accessed as a shared network printer. The Client application software can be installed by using an installation program that is available through a link in the Download Center Web page in the Docufide Web site. Use this 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 school s 5-digit ID number (6-character ID for central district installs) that is provided by Docufide. The installed software consists of two components, a Docufide print driver and the Docufide Client application. The print driver and client application work together to retrieve student record data from the local application and send it over a secure (SSL) Internet link to the Docufide data center for processing. (See the Docufide Communications diagram on the last page of this document.) 1. Docufide Virtual Print Driver This is a Microsoft Windows -compliant 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 prints to the Docufide Secure Transcript or Docufide Secure Direct printer. The Docufide print driver performs a print to file operation, which passes transcript data to the Docufide Client application. The installation automatically installs the print driver and creates a logical printer that uses the Docufide driver. 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 minutes), sends queued transcript files to the Secure Transcript 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\ Page 1 of 9

2 And C:\Windows\System32\spool\ 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 Docufide s 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 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 Docufide logical printer to verify that the software is operational and provide the basis for the configuration of Docufide s data extraction process. When test transcripts are printed to the Docufide logical printer, they are automatically retrieved by the Client application and uploaded to the Docufide data center for processing. After the transcripts have been received at the data center, Docufide will confirm reception 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 and the target pc has been re-started, successful installation can be verified as follows: 1. The Docufide Client Application icon (a red 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 Docufide Secure Transcript or Docufide Secure Direct 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 Page 3 of 9

4 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. 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 Secure Transcript 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. Page 4 of 9

5 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 test transmission to the Secure Transcript server. A confirmation message will appear in the adjoining window indicating the success or failure of the transmission test and the time of completion. Figure 3. Check tab of client user interface When a transcript is printed to the Docufide 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. Normally, queued transcript files are uploaded from the pc to the Docufide servers at 15-minute intervals. This transmission interval can be set by selecting a value in the Files dropdown box in the System tab of the client user interface (see Figure 2). (We recommend that this interval should remain set at 15 minutes, unless a change is authorized by Docufide Technical Support.) For the purpose of sending test transcripts, the Start transmission button can be used to send any queued transcript 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 Secure Transcript 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 2000/2003//XP/Vista/2008 systems, the log in permission level for the installation process must be Administrator. 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 our Datacenter server IP address: Currently, versions of Windows 64bit Operating Systems are not supported by this installation. The original release of Windows 32bit and the 64bit are virtually indistinguishable. To determine what version you are using: Double-click on the System icon in Control Panel, or right-click on the My Computer icon and select Properties. In the System section, it will show "System Type: 32bit Operating System" if that is the installed version, then proceed installing the Docufide Client Application. If it is 64bit Operating System then you must stop the installation and install on a 32bit Operating System or contact Docufide for further support.. 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 anti-virus 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 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: Page 6 of 9

7 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 server IP address 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 securetranscript.docufide.com in this whitelist. (Under vista and 2008, telnet is disabled by default, to enable go to control panel Programs and Features Turn Windows Features on or off Telnet Client. If there is a double firewall on your system and on the campus network, make sure that port 443 is not blocked and securetranscript.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. 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 and log in as a user with Administrator privileges to complete the installation. 4. A Docufide logical 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). Page 7 of 9

8 The user should select install this driver software anyway 5. The file printed to the Docufide logical printer does not disappear from the Files queued for transmission list in the Client application user interface within 15 minutes 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). 6. After installation and restarting of the computer, 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 is temporarily disabled before beginning installation. 7. 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. Please direct any additional questions to Docufide Customer Service at: or from 8:00 am to 5:30 pm Pacific Time. Page 8 of 9

9 Page 9 of 9 Secure Transcript Client Installation Guide Feb 2009 Docufide, Inc Bundy Drive, Suite 300, Los Angeles, CA (310)