Administrator Guide. How to install OpusFlowCRM on a NT Network and/or a Terminal/Remote Server. OpusFlowCRM is a product of:

Transcription

1 Administrator Guide How to install OpusFlowCRM on a NT Network and/or a Terminal/Remote Server. OpusFlowCRM is a product of: OpusFlow BV. Schenkeldijk LN Zuid- Beijerland The Netherlands Tel.: +31 (0) Fax: +31 (0) info@opusflow.nl

2 Index Introduction... 2 Installation on workstations... 3 Install the REG-file... 3 Running the Setup... 4 Configuration Settings... 5 Exchange server... 6 OpusFlowCRM Contacts folder... 7 Database... 8 Documents storage root Template location...11 Scanned images Autosave / Group folders...12 Installation en Remote/Terminal Servers...13 Flexible workplaces...14 Administrator Guide OpusFlowCRM 1

3 Introduction OpusFlowCRM is a multifunctional document- and contact management solution which has Outlook as its central base. By working with OpusFlowCRM, making and maintaining documents and contacts will be made much easier. OpusFlowCRM will help you with your daily routine without having to learn a new work method. In this manual we will explain step-by-step how to install OpusFlowCRM on the workstations in a NT Network and/or a Terminal/Remote Server. Before installing OpusFlowCRM, the next conditions will have to be met: - On the workstations and the Terminal/Remote Servers, all the latest service packs of Windows and Office have been installed; - During installation, all user names and passwords are available; - Users have sufficient rights to register these files: * regsvr32 /s "M:\Program Files\OpusFlowCRM\CRMControls.ocx" * regsvr32 /s "M:\Program Files\OpusFlowCRM\OpusFlowCRM.dll" "M:\Program Files\OpusFlowCRM" is the install directory. This can also be done on another location; - On the file server exists a OpusFlowCRM directory where all users have access/read/write rights; - Users have sufficient rights to add an Outlook COM Addin to Outlook; - Users have read- and write rights to the registry key: "HKEY_CURRENT_USER\Software\OpusFlowCRM"; - Users have read- and write rights to the registry key: "HKEY_LOCAL_MACHINE\Software\OpusFlowCRM" (only during installation. After that, read rights are sufficient); - In the Public Folders of Exchange exists an OpusFlowCRM folder where all users have read- and write rights. Administrator Guide OpusFlowCRM 2

4 Installation on workstations Install the REG-file Before running the setup on every machine it is very important that a REG file is added to the registry. This REG file will point every machine automatically to the same location where the central settings are stored. This way every new user or machine starts up with the right settings (database location, documents location, etc) without having to set them manually. Never install this REG file on laptops or offline PC s because they have personal settings for their local database and local documents root!!! A sample REG file can be downloaded here: You first will have to manually change the sample REG file to the locations on your file server, before adding it to the register. You can open and edit the file with Notepad. You will have to change these 3 locations to existing directories on the machines and file server. INIPath: This setting should point to a directory on the file server. We advise to make a sub-directory called INI in the OpusFlowCRM directory on the file server, you made earlier, and point this setting to that sub-directory. In this directory the central Configuration Settings file will be placed by OpusFlowCRM, so all users have the same settings (database location, documents store root, etc.). All users have to have read rights to this directory. INIPathUser: In this directory the personal Configuration Settings file will be placed by OpusFlowCRM. This setting can be pointed to the local install directory, the My Documents directory, etc. LOGFile: In this directory the logfiles will be placed. IMPORTANT: In a REG file all back slashes have to be doubled! After editting the REG file, you can save it and the double click it to add it to the registry. After the registration of the REG file, we advise you to verify the existince of the registry settings, before continuing. Administrator Guide OpusFlowCRM 3

5 Running the Setup After adding the REG file to the registry and having verified the actual existince of the registry keys, the setup can be ran: (workstation with one user) (workstation with more users and Terminal/Remote servers) At these locations you can always download the latest version of the software. To update to a newer version, you will never have to uninstall the previous one. You can run the new setup over the current version without losing any data. After downloading the setup, you can choose the language in which you want OpusFlow to start (can be changed after installation). Before starting the actual installation, you will have to agree to the license agreement. The last screen before starting the actual installation process is the screen where you can change the installation directory (Default: C:\Program Files\OpusFlowCRM ). Administrator Guide OpusFlowCRM 4

6 After the setup for one user on a workstation, the computer has to restarted (OpusFlowCRM is automatically activated for that user). After the setup for more then one user per workstation, and Terminal/Remote servers it is not necessary to reboot, because activation of OpusFlowCRM is done per Windows/User session at the startup of that session. When the computer is restarting or a new session is started, you have to follow the OpusFlow activation procedure and after that start MS Outlook. Configuration Settings After adding the REG file to the registry, running the setup on all machines (workstations and servers), and restarting the computer (or starting a new Windows/User session) we can now set the Configuration Settings. First we will have to go to the install directory of OpusFlowCRM (f.e. C:\Program Files\OpusFlowCRM ). From this directory we have to copy the folders Database, Documents en Templates to the OpusFlowCRM folder on the file server. Next to these folders, we already had the folder INI to store the central Configuration Settings file, and we advise you to also make a folder Installation were we can keep the latest setup, the Install.reg file, etc. We advise you to add these directories to your backup procedure! Administrator Guide OpusFlowCRM 5

7 Exchange server If you have an Exchange server, there are also 4 Outlook folders that have to be copied (to the OpusFlowCRM folder in the Public Folders of Exchange). These folders can be found as subfolders of the default Calendar, Contacts, Tasks list, and Journal. The result should be as follows: On all these 4 Public Folders all OpusFlowCRM users should have Owner rights. This can be set by right mouse click on a folder --> Properties --> Permissions. More information about installing OpusFlowCRM on a Exchange Server can be found here: swf.html Administrator Guide OpusFlowCRM 6

8 When OpusFlowCRM is activated for the user as whom you are logged in, you can set the Configuration Settings in Outlook: Tools --> Options --> OpusFlowCRM : OpusFlowCRM Contacts folder This setting has only to be changed if you are working with an Exchange Server. It has to be pointed to the contact folder OpusFlowCRM you copied into the Public Folders. To make sure the content of this folder (OpusFlowCRM address cards) is exactly the same as the OpusFlowCRM database in which the users are working, OpusFlowCRM has a Auto Sync tool. This tool is started by default for every user and can be found in the SysTray: On an Exchange Server this tool may only run for one user or session, so it should be switched off manually for all the other users or session. This can be done by right-clicking the Auto Sync icon and choose Settings. At that screen, the three checkboxes at the bottom should be unchecked. After stopping the Auto Sync tool, it will not start up automatically. Manually the Auto Sync tool can be started from the OpusFlowCRM toolbar in Outlook: Synchronisation --> Synchronise automatically. Administrator Guide OpusFlowCRM 7

9 Database All the data in OpusFlowCRM, except the actual files, is stored in an (Access) database. To make sure that all OpusFlowCRM users are working with the same data, you have to point the data to the database on the shared file server. If we have imported your contacts for you into the database, we will provide the database file OpusFlowCRM.mdb. Otherwise you can start with an empty database (and import contacts with the OpusFlowCRM import wizard). In the screen above you can point to the database file in the OpusFlowCRM\Database directory on the file server. AutoBackup is checked by default but should be unchecked if you are already backing up the OpusFlowCRM directory on the file server. Documents storage root. With OpusFlowCRM there are 3 basic ways in how to save documents. You can determine this with the setting Documents storage root. In this screen you can choose how and where you want to save the documents that are stored in OpusFlowCRM. By default this setting is pointed to the Documents directory in the installation directory, but this has to be changed to the Documents directory we have copied to the OpusFlowCRM folder on the file server. Administrator Guide OpusFlowCRM 8

10 Here you can choose how you want OpusFlowCRM to store the documents: 1.Use projects/document types and/or subfolders to save documents. With this option it is possible to divide all your documents according to the structure your company desires. Every time a document is saved, OpusFlowCRM will ask the user to make a choice and OpusFlowCRM will make that directories under the root folder you choose, to save the documents. With the setting Use Company directories checked, OpusFlowCRM will first make a folder with the company name and there save the document in the subfolder/project/document type that the user chooses. Without this setting this will be the directory structure: [Root folder] \ [Project or document type] \ [Subfolder]. With this setting this will be the directory structure: [Root folder] \ [Company Name] \ [Project or document type] \ [Subfolder]. Administrator Guide OpusFlowCRM 9

11 Maintaining the document types and subfolders, and the choice f.e. to only use subfolders can be made in the Edit menu in the OpusFlowCRM toolbar. 2. Use Windows Explorer to save documents. If you do not want users to get the Document type/subfolders screen when saving documents, you can also choose to save documents with an Explorer screen. OpusFlowCRM will then not built its own directories according to the choices, but the users can only save documents in an already existing directory structure. If you choose the option Only on the network, users can only save documents under the selected directory (f.e P:\OpusFlowCRM\Documents ). With the option Everywhere the users can also select different drives and locations. This setting can by used when the company already has a directory structure or will design one for the OpusFlowCRM documents. By using option 1, OpusFlowCRM will built the directory according to the choices the users make. Option 2 will only allow saving documents in directories that already exist. Setting user rights on directories (read/write/delete, etc.) will be more easier to maintain with this option. 3. No choices made (save directly under the storage root, without choices for the user). With this option, the documents will be saved without a selection screen for the user, so directly in the root directory. (f.e P:\OpusFlowCRM\Documents ). The setting Use Company directories, will automatically make a directory with the company name (f.e P:\OpusFlowCRM\Documents\OpusFlow ) to save the document, but will also not show a screen to the user. Administrator Guide OpusFlowCRM 10

12 Template location When making and merging letters (Word), s (HTML) or spreadsheets (Excel) from OpusFlowCRM, the users can choose from templates to automatically generate these documents. By default the selection screen that will be shown to the user will be C:\Program Files\OpusFlowCRM\Templates, but when OpusFlowCRM is used with more users, it is advisable to maintain all templates in one directory on the network. We already copied the default template directory to the OpusFlowCRM directory on the network (with some example templates). Now we will point the setting for templates to this folder, so that all users will work with the same templates. Scanned images. With the scan-and distribute module, OpusFlowCRM can automatically read scanned images from a directory and then: - link them to (a) contact(s); - send / distribute them per ; - save them in the OpusFlowCRM documents structure. The directory that is to be used can be set here: Administrator Guide OpusFlowCRM 11

13 Autosave / Group folders. In this screen can be determined if and how you want s to be automatically saved, and (with an Exchange server) can be pointed to the OpusFlowCRM public Group folders. The Save Mail settings will let you determine the settings for the autosave mail function. You can choose to not save , to automatically save all (from or to addresses in OpusFlowCRM), or to save a dialog to the user to manually choose a project/document type and/or subfolder or directory to save the . THESE SETTINGS HAVE TO BE SET PER USER! The CRM settings have only to be changed when an Exchange Server is used. The settings for Calendar, Journal and Tasks should be pointed to the Outlook folders we copied to the public folders before. Administrator Guide OpusFlowCRM 12

14 Installation en Remote/Terminal Servers When installing OpusFlowCRM on a Remote or Terminal Server (f.e. Citrix), the first thing to do, is installing the REG file (More info on installing the REG file: See Page 3) After that, this setup must be downloaded and installed: (More info on running the setup: See Page 4) On this location you can always find the latest version of the software. Uninstalling is never necessary! The setup can be installed over the current version, but the server has to be rebooted. After installing the setup (reboot is not necessary the first time), OpusFlowCRM has to be activated per user. This activation has to be done at the start of the user session. For the activation there are 2 files that have to be registered: First CRMControls.ocx and then OpusFlowCRM.dll. These files can be found in the install directory of OpusFlowCRM. To execute this registration we use regsvr32.exe. The command lines can be placed in a batch file, or can be added to the login script of the user. In the example above you see an example of the command lines in a batch file. (The second line connects the P-drive to the OpusFlowCRM directory on the file server) The switch option /s stands for silent which means that the user will not receive a message whether or not the registration was successful. To test if the registration was successful, you can remove the /s switch option. To uninstall OpusFlowCRM for a user/session you can change the /s switch option into /u. The OpusFlowCRM toolbar will be have to removed manually from its Outlook. A sample OCRM.bat file can be downloaded here: The file can be edited by right clicking and choose Edit, or opening it from Notepad. Administrator Guide OpusFlowCRM 13

15 Flexible workplaces. The installation of OpusFlowCRM on machines used for flexible workplaces, is almost the same as the installation on a Remote/Terminal server. 1) First the REG file will have to be installed on ever machine. This way the same settings are used for every user on every machine (See Page 3); 2) This setup has to be installed. This way all OpusFlowCRM components will be present on the machine but not yet registered/activated (See Page 4); 3) Activation has to be done per user/windows login. This way it is possible that some users of the same computer have OpusFlowCRM and some users have not (See Page 3). 4) The settings has to be set once for one user, and from then will be the same for all OpusFlowCRM users of the network (See Page 5). Administrator Guide OpusFlowCRM 14