SentryFile Document Management Administration Manual Last updated May 25 th 2004 This document is Copyright 1998 2004 CutCom Software Inc. All rights reserved.
Administrator s Manual 2
SentryFile Document Management Table Of Contents SentryFile Document Management... 1 Table Of Contents... 3 Overview... 4 Installation Procedure... 5 Configuring NT/2000 Authentication...81 Configuring Full-Text Search...90 Configuring Process Folders...98 Getting Assistance...99 3
Administrator s Manual Overview This administrator s Manual should be considered a supplement to the User s Guide. The purpose of this manual is to explain four of the more advanced features of SentryFile. These features are: Installation Procedure Configuring NT/2000 Authentication Configuring Full-Text Search Configuring Process Folders This manual is written for administrators with an IT background and assumes some knowledge of Windows NT/2000 User/Groups/Permissions. We also assume that the reader has some familiarity with Internet Information Server and Index Server. If you require assistance with these advanced features please do not hesitate to contact your SentryFile Authorized value added reseller for assistance. 4
SentryFile Document Management Installation Procedure Visit http://www.sentryfile.com to download the latest version of the SentryFile product. Use Try and Buy link to download the trial version of the product. You can unlock the software later by purchasing a registration code from sentryfile.com or your SentryFile Authorized Partner. Download the SentryFile Installer (sentryfile40.exe) and save it to the desktop of your server. Double click the installer file, follow the on-screen steps to install the software. Once the installation is complete, there are 5 configuration steps required before the software is ready to use. Step 1: Alter Folder Permissions Step 2: Alter Temp Permissions Step 3: Configure IIS Step 4: Configure Index Server Step 5: Test Your Installation 5
Administrator s Manual Step 1: Alter Folder Permissions Alter Folder Permissions SentryFile uses Internet Information Server included with you operating system to serve out the application pages to your users. Internet Information Server connects to your file system using two local windows usernames. These local usernames are IUSR_[your_computername] and IWAM_[your_computername]. These two local usernames must be given "full control" over your SentryFile installation folder (typically c:\sentryfile). 6
SentryFile Document Management Windows 2000 Server/Professional, Windows 2003 Server Click "My Computer" 7
Administrator s Manual Next, we need to locate your SentryFile installation Folder. Choose the hard disk that you used to install SentryFile. Typically this is "C" drive. 8
SentryFile Document Management Locate the "SentryFile" folder. 9
Administrator s Manual Right click the "SentryFile" folder and select "Properties". 10
SentryFile Document Management Click the "Security" tab and select "Add". Locate and select the "IUSR_[your_computername]" and "IWAM_[your_computername]" Click "OK". 11
Administrator s Manual Select the "IUSR_[your_computername]" account and check the "Full Control" checkbox. 12
SentryFile Document Management Select the "IWAM_[your_computername]" account and check the "Full Control" checkbox. 13
Administrator s Manual Windows XP Professional Click "Start" -> "My Computer" 14
SentryFile Document Management Next, we need to locate your SentryFile installation Folder. Choose the hard disk that you used to install SentryFile. Typically this is "C" drive. 15
Administrator s Manual Click the "Tools" menu and select "Folder Options". 16
SentryFile Document Management Select the "View" tab and uncheck the "Use simple file sharing" option. 17
Administrator s Manual Locate the "SentryFile" folder. 18
SentryFile Document Management Right click the "SentryFile" folder and select "Properties". 19
Administrator s Manual Click the "Security" tab and select "Add", then select "Advanced". Locate and select the "IUSR_[your_computername]" and "IWAM_[your_computername]" Click "OK". 20
SentryFile Document Management Click "Ok" to add the selected users. 21
Administrator s Manual Select the "IUSR_[your_computername]" account and check the "Full Control" checkbox. 22
SentryFile Document Management Select the "IWAM_[your_computername]" account and check the "Full Control" checkbox. 23
Administrator s Manual Step 2: Alter Temp Permissions SentryFile's PDF manipulation features require access to your Windows "Temp" folder. The process is very similar to Step 1. Whenever SentryFile accesses your local filesystem it uses the IUSR_[your_computername] and IWAM_[your_computername] user accounts. These two local usernames must be given "full control" over your Windows Temp folder (typically c:\windows\temp). 24
SentryFile Document Management Windows 2000 Server/Professional, Windows 2003 Server Click "My Computer" 25
Administrator s Manual Next, we need to locate your Windows Folder. Choose the hard disk that your Windows 2000 operating system is installed on. Typically this is "C" drive. 26
SentryFile Document Management Choose the "WINNT" folder. (Sometimes Windows is installed under the folder "Windows", select whichever exists) 27
Administrator s Manual Right click the "Temp" folder and select "Properties". 28
SentryFile Document Management Click the "Security" tab and select "Add", then select "Advanced". Locate and select the "IUSR_[your_computername]" and "IWAM_[your_computername]" Click "OK". 29
Administrator s Manual Select the "IUSR_[your_computername]" account and check the "Full Control" checkbox. 30
SentryFile Document Management Select the "IWAM_[your_computername]" account and check the "Full Control" checkbox. 31
Administrator s Manual Windows XP Professional Click "Start" -> "My Computer" 32
SentryFile Document Management Next, we need to locate your Windows Folder. Choose the hard disk that your Windows XP operating system is installed on. Typically this is "C" drive. 33
Administrator s Manual Choose the "Windows" folder. 34
SentryFile Document Management Right click the "Temp" folder and select "Properties". 35
Administrator s Manual Click the "Security" tab and select "Add", then select "Advanced". Locate and select the "IUSR_[your_computername]" and "IWAM_[your_computername]" Click "OK". 36
SentryFile Document Management Click "Ok" to add the selected users. 37
Administrator s Manual Select the "IUSR_[your_computername]" account and check the "Full Control" checkbox. 38
SentryFile Document Management Select the "IWAM_[your_computername]" account and check the "Full Control" checkbox. 39
Administrator s Manual Step 3: Configure IIS SentryFile uses Microsoft's Internet Information Server(IIS) to deliver the application pages to your users. In this step, we will create a new virtual directory for SentryFile within IIS and we will point this virtual directory to the SentryFile ASP pages. 40
SentryFile Document Management Windows 2000 Server/Professional, Windows 2003 Server Click "Start" -> "Settings" -> "Control Panel" 41
Administrator s Manual Choose "Administrative Tools". 42
SentryFile Document Management Choose "Internet Services Manager". 43
Administrator s Manual Locate "Default Web Site", then right-click it. Choose "New" -> "Virtual Directory". 44
SentryFile Document Management This starts the Directory Creation Wizard. Choose "Next". 45
Administrator s Manual Enter "SentryFile" as the alias. 46
SentryFile Document Management Next, we must locate the "Web" folder within your SentryFile Application folder. Typically this is "c:\sentryfile\web\". After you have located this folder and selected it click "Next". 47
Administrator s Manual Choose "Read" and "Run Scripts", then click "Next". 48
SentryFile Document Management Click "Finish" Important: Additonal Steps for Windows 2003 Server: 49
Administrator s Manual Windows 2003 defaults to disable ASP applications. This must be enabled by clicking on the "Web Service Extensions" item. This will display a listing of Available Web Service Extensions. Locate the "Active Server Pages" item. 50
SentryFile Document Management Once you have located the "Active Server Pages" item, click it, and press the "Allow" button. This will enable Active Server Pages applications on this server. 51
Administrator s Manual Windows XP Professional Click "Start" -> "Control Panel" 52
SentryFile Document Management Choose "Performance and Maintenance". 53
Administrator s Manual Choose "Administrative Tools". 54
SentryFile Document Management Choose "Internet Information Services". 55
Administrator s Manual Locate "Default Web Site", then right-click it. Choose "New" -> "Virtual Directory". 56
SentryFile Document Management This starts the Directory Creation Wizard. Choose "Next". 57
Administrator s Manual Enter "SentryFile" as the alias. 58
SentryFile Document Management Next, we must locate the "Web" folder within your SentryFile Application folder. Typically this is "c:\sentryfile\web\". After you have located this folder and selected it click "Next". 59
Administrator s Manual Choose "Read" and "Run Scripts", then click "Next". 60
SentryFile Document Management Click "Finish" 61
Administrator s Manual Step 4: Configure Index Server SentryFile uses Microsoft's Index Server to perform Full-Text searching. We must configure Index Server so that SentryFile can use it. Essentially we will point Index Server to the location where SentryFile documents will be stored. 62
SentryFile Document Management Windows 2000 Server/Professional, Windows 2003 Server Click "Start" -> "Settings" -> "Control Panel" 63
Administrator s Manual Choose "Administrative Tools". 64
SentryFile Document Management Choose "Computer Management". 65
Administrator s Manual Locate "Indexing Service", then right-click it. Choose "New" -> "Catalog". 66
SentryFile Document Management Enter "SentryFile" as the name, and set the location to the "Catalog" folder within the SentryFile application folder. This is typically "c:\sentryfile\catalog". 67
Administrator s Manual Locate the new "SentryFile" catalog under "Indexing Service" then expand it to display "Directories". Right-click "Directories" and select "New" -> "Directory". 68
SentryFile Document Management Next, we must locate the "Documents" folder within your SentryFile Application folder to set this value as the "Path" of the directory. Typically this is "C:\SentryFile\Documents\". Set the alias to "SentryFile". Then click "OK". 69
Administrator s Manual Click the "Indexing Service" option from the list, then click the "Play" (triangle) button located on the toolbar. This will start the Indexing Service. 70
SentryFile Document Management Windows XP Professional Click "Start" -> "Control Panel" 71
Administrator s Manual Choose "Administrative Tools". 72
SentryFile Document Management Choose "Computer Management". 73
Administrator s Manual Locate "Indexing Service", then right-click it. Choose "New" -> "Catalog". 74
SentryFile Document Management Enter "SentryFile" as the name, and set the location to the "Catalog" folder within the SentryFile application folder. This is typically "c:\sentryfile\catalog". 75
Administrator s Manual Locate the new "SentryFile" catalog under "Indexing Service" then expand it to display "Directories". Right-click "Directories" and select "New" -> "Directory". 76
SentryFile Document Management Next, we must locate the "Documents" folder within your SentryFile Application folder to set this value as the "Path" of the directory. Typically this is "C:\SentryFile\Documents\". Set the alias to "SentryFile". Then click "OK". 77
Administrator s Manual Click the "Indexing Service" option from the list, then click the "Play" (triangle) button located on the toolbar. This will start the Indexing Service. 78
SentryFile Document Management Step 5: Test Your Installation SentryFile has now been successfully installed onto your computer. Next you will need to test your installation. To do this open your "Microsoft Internet Explorer" and visit: http://localhost/sentryfile/default.asp or http://127.0.0.1/sentryfile/default.asp This will display the SentryFile Sign On screen. Your default username and password is: Username: admin Password: admin 79
Administrator s Manual The SentryFile Sign-On Screen. Thank you for choosing SentryFile! If you have any questions regarding this product please visit http://www.sentryfile.com. 80
SentryFile Document Management Configuring NT/2000 Authentication Many organizations have a Windows NT/2000 network already in place. SentryFile can leverage some of this infrastructure to simplify it deployment. Specifically, SentryFile can authenticate users against your Windows NT/2000 Domain. This relieves the need for users to memorize yet another username/password. This also relieves IT staff from having to retrieve lost passwords for users. To configure SentryFile for NT/2000 Authentication there are 5 steps: 1. Add NT/2000 usernames to the SentryFile Userlist. 2. Switch Authentication mode within SentryFile to Windows NT/2000 3. Set the appropriate permissions on the SentryFile application Folder. 4. Disable Anonymous access to SentryFile Virtual Directory in IIS 5. Test 81
Administrator s Manual Step 1: Add NT/2000 usernames to the SentryFile Userlist First you must add at least one username from your NT/2000 userlist into the SentryFile userlist. Log into SentryFile as a user who has the ability to add new users and access Global Options. Click Management then choose Users Add a user, enter the username as [NT/2000Domain]\[NT/2000Username], the password field is ingnored for NT/2000 Authentication. You can also use the Click here to import your Windows NT/2000 users into SentryFile link to import the users from your domain. 82
SentryFile Document Management NOTE: It is a good idea to leave some of your SentryFile username within the userlist. This way if you make a mistake with the next steps you will still be able to log back in later with a SentryFile username/password. 83
Administrator s Manual Step 2: Switch Authentication mode within SentryFile Next you must Click on Global Options Change Authentication Scheme to Windows NT/2000 Click Apply Changes Sign out of SentryFile 84
SentryFile Document Management Step 3: Set the appropriate permissions on application folder Use Windows explorer to locate the SentryFile application folder. This is typically C:\SentryFile, or d:\sentryfile. Right click on the SentryFile folder and choose Properties The following dialog will appear: 85
Administrator s Manual Use this dialog to add all the users that you want to be able to access SentryFile. The users that you choose must be given Full Control permissions on the SentryFile folder. Click OK 86
SentryFile Document Management Disable Anonymous access to SentryFile Virtual Directory in IIS Click Start -> Programs -> Administrative Tools -> Internet Services Manager Locate the SentryFile Virtual Directory Right click the SentryFile Virtual Directory and choose Properties Choose the Directory Security tab, then under Anonymous access and authentication control click the Edit. button. 87
Administrator s Manual Un-Check the Anonymous Access checkbox. Click OK. Close Internet Services Manager 88
SentryFile Document Management Step 5: Test Attempt to log into SentryFile again from a computer other than the server (Internet Explorer will use your server login account if you connect from the server). You will be prompted with the following: Enter your NT/2000 Username, password and domain. 89
Administrator s Manual Configuring Full-Text Search Full-Text Search allows users to search for documents by specifying keywords which exist within the document. This is an extremely powerful tool. SentryFile s Full-Text Search is based upon the Microsoft Index Server included with Windows 2000. You must have Index Server installed to use SentryFile s Full-Text Search features. Instruction on how to install Index Server are included with your Windows 2000 documentation. By default, Index Server support Microsoft Office Documents, HTML, text files etc However if you wish to perform full text retrieval on PDF documents you must download a plug in from Adobe, it s free of charge and is available here: http://www.adobe.com/support/downloads/detail.jsp?ftpid=1276 Once Index Server is installed and you ve installed the PDF plug-in from Adobe, you re ready to configure it for SentryFile. There are 3 steps involved: 1. Create the Catalog for SentryFile documents in Index Server 2. Enable Full-Text Searching within SentryFile. 3. Test 90
SentryFile Document Management Step 1: Create the Catalog in Index Server Click Start -> Settings -> Control Panel -> Administrative Tools -> Computer Management Expand the tree display and locate Indexing Service 91
Administrator s Manual Right Click on Indexing Service and choose New -> Catalog 92
SentryFile Document Management Set the name of the Catalog to SentryFile and the location to store the catalog C:\SentryFile\Catalog, adjust for the application path of your SentryFile Installation. 93
Administrator s Manual Now, expand the SentryFile catalog that you just created and locate the Directories folder. Right Click on the Directories folder and choose New -> Directory. 94
SentryFile Document Management The dialog box will appear. Enter C:\SentryFile\Documents\ as the path, and SentryFile as the Alias. Click OK 95
Administrator s Manual Step 2: Enable Full-Text Searching within SentryFile Now, log into SentryFile as a user who has access to Global Options. Click Management -> Global Options Place a Checkmark in the option for Enable Full-Text Search. Click Apply Changes 96
SentryFile Document Management Step 3: Test Now that Full-Text Search has been enabled you can begin testing. Please keep in mind that Index Server runs in the background and requires almost no maintenance. However, indexing server is not instantaneous, it requires time to read through each document and add the text to the index. Please be patient. You can monitor the number of documents that have been indexed by using the Computer Manager in Control Panel on the server. 97
Administrator s Manual Configuring Process Folders Process folders allow you to integrate third party application into SentryFile. Essentially, how it works is when a user uploads a document and Process Folders is enabled, the user is given the option to move a file to the Process Folder. Essentially, SentryFile is handing off the document to a location where another application can pick it up. This is called the In box (c:\sentryfile\documents\in\). When the third party application is finished with the file it place the file in the Out box(c:\sentryfile\documents\out\). SentryFile picks up the file from the Out box and places it back within the system. Typically this sort of technique is used to convert TIF image files to OCR d PDF files with a third party application such as Adobe Capture Server. Enabling Process Folders is a one step job. Simply, log into SentryFile as a user with Global Options access. Place a checkmark in the Enable Process Folders box and click Apply Changes. After this is complete you must still configure your third party application to Watch the In folder. For more information on Process Folders please contact your SentryFile Authorized Value Added Reseller. 98
SentryFile Document Management Getting Assistance SentryFile offers a wide range of support options to meet any requirement. First, we offer a variety of Free support resources. These are Free in-version updates Free Online Training Videos Free Support Knowledge Base Free Live Chat with Customer Support Reps (When Available). Free Support Forum All free support resources can be accessed by visiting: http://www.sentryfile.com/support/ These resources are typically more than enough to answer any questions you may have. However, if you require additional one-on-one assistance we offer Premium Support. These support services include: Direct Email Support Telephone Support WebEx Remote Desktop Support Premium Support is offered on an hourly fee basis. Visit SentryFile.com to see current pricing. 99
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