C ase Manag e m e n t by C l i e n t P rofiles Installation Manual Version 8.5 (w/sql Server 2005) T E C H N O L O G Y F O R T H E B U S I N E S S O F L A W
Table of Contents - 2 - Table of Contents SERVER SETUP... - 3 - INSTALLING SQL SERVER 2005... - 3 - ADDITIONAL SQL SERVER CONFIGURATION... - 4 - INSTALLING THE DATABASE AND FILE STRUCTURE... - 5 - CLIENT SETUP (FROM THE SERVER)... - 7 - CLIENT INSTALLATION (WORKSTATION CONFIGURATION)... - 10 - UPGRADE CONFIGURATION... - 11 - BACKING UP THE CLIENT PROFILES DATA... - 12 - OTHER DOCUMENTS AND SUPPORTING FILES... - 12 - SETTING UP A DATABASE MAINTENANCE PLAN... - 14 - BACKUP NOTIFICATION IN CPWIN... - 19 -
Server Setup Installing SQL Server 2005-3 - Server Setup Installing SQL Server 2005 Perform these steps to install a new instance of Microsoft SQL Server. Also, these instructions are listed here as a brief guide for installing Microsoft SQL Server. Please refer to the Microsoft documentation for a complete guide and requirements. Please note: You may skip these steps if you want to run the Client Profiles database from an existing server instance. If so, please be sure to verify that it is running in Mixed Mode authentication and that you know the password for the sa user. 1. Run the SQL Server installer. 2. Check I accept... from the End User License Agreement menu and choose Next. 3. From the Installing Prerequisites menu choose Install. Please note: If the prerequisites are already installed you will not see this menu and can skip step 4. 4. After the installation of the prerequisites are complete choose Next. 5. From the Welcome to Installation menu choose Next. 6. From the System Configuration menu choose Next. 7. Fill in the Name, Company and License fields from the Registration Information menu and then choose Next. 8. Select the components that you would like to install from the Components to Install menu and choose Next. Please note: To run Client Profiles you will need to check at least the SQL Server Database Services, Integration Services and Workstation Components checkboxes. 9. Leave Default Instance selected from the Instance Name menu and choose Next. 10. Select Use the built-in System account bullet field and check to have the SQL Server Agent start at the end of the setup from the Service Account menu and choose Next. 11. Select Mixed Mode and then enter and confirm the sa password from the Authentication Mode menu and choose Next. Please note: You will need to use this password again during the Client Profiles Server Installation. 12. From the Collation Settings menu choose Next. 13. From the Error and Usage Report Settings menu choose Next. 14. From the Ready to Install menu choose Install. 15. Once the installation is complete choose Next. 16. From the Completing Microsoft SQL menu choose Finish.
Server Setup Additional SQL Server Configuration - 4 - Additional SQL Server Configuration 1. Once the installation is complete select SQL Server Configuration Menu under Start\Programs\Microsoft SQL Server 2005\Configuration Tools. 2. Select Protocols for MSSQLSERVER under SQL Server 2005 Network Configuration 3. Verify that both TCPIP and Named Pipes are enabled. 4. Select SQL Server Agent under the SQL Server 2005 Services and verify that it is started and that the Start Mode is set to Automatic. 5. Install any of the latest Service packs available for the SQL Server. 6. Restart the server.
Server Setup Installing the database and file structure - 5 - Installing the database and file structure 1. Download the server installer from the location provided by the Client Profiles representative. 2. Double click on the server installer downloaded in the previous step. 3. Select a location to extract the installer to, enter it in the Destination folder field and choose Install. 4. After the files are extracted, browse to the location selected above and double-click on the setup.exe entering the password provided by Client Profiles. 5. From the Creating a list of SQL Servers menu choose Next. 6. From the SQL Server Connection Information menu leave the Server and User ID fields with filled in with the default information and enter the sa password set during the installation of SQL Server and choose Next. Please note: You may also specify an account that has SQL Server System Administrator rights.
Server Setup Installing the database and file structure - 6-7. Enter the location where you would like to create the data files from the SQL Server Directory Information menu and choose Next. This will be the location of your Documents, Forms, E-mails, etc. Depending on the usage of your firm, it could grow to a considerable size. For the purpose of this document we ll assume you selected C:\. It is also a good idea to keep the aforementioned CPShare directory structure. 8. Enter the location where you would like to create the database files from the SQL Server Database Information box, and choose Next. Please note: It is a good idea to leave this in the CPShare directory. 9. From the Client Profiles Server Database Installer menu choose Next. 10. Choose OK when you receive a message stating that the database may take a couple of minutes to complete. 11. Choose OK when you receive a message that the installation is complete.
Server Setup Client Setup (From the Server) - 7 - Client Setup (From the Server) Please note: Make a note of the name of the SQL Server instance prior to running the Client Installer. This is usually the computer name of the server that has SQL Server installed on it. 1. Browse to the C:\CPShare\CPWin\INSTALL\Client\Workstation Client 8.5 folder and double-click on the setup.exe. 2. This launches the preparing to install wizard. If prompted to reboot choose Yes. 3. From the Welcome to the Install Wizard menu choose Next. 4. From the Destination Folder menu you may change the location of the program files or just choose Next. 5. Leave Complete selected on the Select Type menu and choose Next. 6. Change the SQL Server Name field to the name of the SQL Server instance and leave the Database name as CPSQL from the Specify SQL Database menu and choose Next. 7. From the Ready to Install the Program menu choose Install. 8. From the Client Profiles Install Wizard Completed menu choose Finish.
Server Setup Client Setup (From the Server) - 8-9. Open Windows Explorer or My Computer and browse to the location of the CPShare folder that you selected during the server install. 10. Right-click on the CPShare folder and choose Sharing and Security. 11. Choose to share the folder, give it a share name of CPSHARE and keep this window open. 12. Choose Permissions and verify that each of the groups have rights to change files and choose OK. 13. Go under the Security tab and make sure that the Users group has Modify rights and choose OK. 14. Double-click on the Client Profiles icon and login as admin for the User name and admin for the Password. 15. Choose OK when you receive the Migration message and login again as admin for the User name and admin for the Password.
Server Setup Client Setup (From the Server) - 9-16. From within Client Profiles select File Locations under the Administration\System Setup menu. 17. Once under File Locations update the Directory/Folder Locations to point to the CPShare folder on your server and choose OK. Please note: In the UNC example above, you would need to replace SERVER with the correct name of your server. 18. Double click on the Firm Information option under Administration\System Setup. 19. Choose Detail, fill in the relative fields and save your changes. Please note: This info is extremely important as it is used to generate your license files. 20. At this point you ll need to call the Client Profiles support desk at (1.866.720.5005 option. 1) to get a proper license key code. 21. Once you have received the code go to the User Licenses tab under Administration\System Setup\Other Settings. 22. Fill in the appropriate user information, enter the Authorization Code and choose Submit.
Client Installation (Workstation Configuration) - 10 - Client Installation (Workstation Configuration) Please note: Make a note of the name of the SQL Server instance prior to running the Client Installer. This is usually the computer name of the server that has SQL Server installed. 1. Browse to the CPShare\CPWin\INSTALL\Client\Workstation Client 8.5 folder on your server and double-click on the setup.exe. 2. This launches the preparing to install wizard. If prompted to reboot choose Yes. 3. From the Welcome to the Install Wizard menu choose Next. 4. From the Destination Folder menu you may change the location of the program files or just choose Next. 5. Leave Complete selected on the Select Type menu and choose Next. 6. Change the SQL Server Name field to the name of the SQL Server instance and leave the Database name as CPSQL from the Specify SQL Database menu and choose Next. 7. From the Ready to Install the Program menu choose Install. 8. From the Client Profiles Install Wizard Completed menu choose Finish.
Upgrade Configuration - 11 - Upgrade Configuration Please note: You will need to be logged into the workstations as a user that has administrator rights before you will be able to perform the upgrade on each client. 1. Download the upgrade file from the location provided by the Client Profiles support department down to the CPShare\CPWin\Xfer folder on your server. 2. Double-click on the upgrade file and set the Destination Folder field to the CPShare\CPWin\Upgrade folder. 3. Choose Install and enter the password provided. Please note: Passwords are case sensitive. 4. Double click on the Client Profiles icon on your desktop. 5. Login as admin for the User name and admin for the Password. Please note: You may also use another valid Client Profiles login as well. 6. Login again if prompted and you will then see a CPSync box appear showing the status of the upgrade. 7. Once the upgrade is complete you will see the login screen again.
Backing up the Client Profiles data - 12 - Files to Include on the Tape Backup Backing up the Client Profiles data Files to Include on the Tape Backup The single most critical file is CPSQL.MDF. This file is found within the CPWin\SQLDATA folder. It contains all of the basic data which Client Profiles manages for you such as names and addresses of everyone you have stored in your Card File, all of your appointments, to-do items etc. Please note: It does not contain documents you generate for cases, but it does contain references to those documents so that Client Profiles can retrieve them for you on command. Files which are in use cannot be copied to tape using most tape backup software programs and the CPSQL.MDF file is going to be in use the entire time the database server is running. In order to back up the CPSQL.MDF file directly you must take your database server down. If this is coordinated with the timing of your tape backup you can then put the contents of the CPWin\SQLDATA folder on the tape. However, it is inconvenient to take your database server down each time you want to make a backup copy of your CPSQL.MDF file. Instead, you can setup a maintenance plan through SQL to make a daily copy of the database that is saved into a separate directory that can then be backed up. Please see the section named Setting up a Database Maintenance Plan for a sample maintenance plan that can be setup through SQL to make a copy of your database. Other Documents and Supporting Files The directory structure associated with Client Profiles is expansive. Not all of the directories need to be backed up to tape as they are static files which are used mainly during installation and can be found by going to www.clientprofiles.com. Files which change on a daily basis should be safeguarded on a tape. In addition to the database file there are other sets of files that need to be backed up. Critical Files The DocumentStore and Document Index folders contain e-mails that have been associated from Outlook into Client profiles. We recommend a complete backup of both the CPWin\DocumentStore and CPWin\Document Index folders and all of their subfolders. The Forms folder contains the templates used to quickly produce documents. We recommend a complete backup of the CPWin\Forms folder and all of its subfolders. The GatewayQ folder contains attachments to e-mail messages that have been received and sent through the Client Profiles E-mail Gateway. We recommend a complete backup of the CPWin\GatewayQ folder and all of its subfolders. The Macro folder contains important user files. We recommend a complete backup of the CPWin\MACRO folder and all of its subfolders. The Photo folder contains photo images from the Card File. We recommend a complete backup of the CPWin\Card File folder and all of its subfolders.
Backing up the Client Profiles data - 13 - Files to Include on the Tape Backup The Reports folder contains any custom Crystal Reports that have been written. We recommend a complete backup of the CPWin\Reports folder and all of its subfolders. The History folder contains a number of other folders, each containing up to several thousand documents which have been produced for your cases. We recommend a complete backup of the CPWin\History folder and all of its subfolders. If your firm uses any additional software in tandem with Client Profiles, for example, a bookkeeping information system, then it would be critical to back up those files along with the Client Profiles files mentioned above. Additionally, if your firm has chosen to create new folders within the CPWin structure you should carefully evaluate their contents to decide whether or not to back them up. In summary, here are the folders whose contents are considered critical: CPWin\SQLDATA or CPWin\SQLDATA\Backup if you are using SQL s maintenance plans; CPWin\DocumentStore; CPWin\DocumentIndex; CPWin\Forms; CPWin\GatewayQ; CPWin\History; CPWin\MACRO; CPWin\PHOTO; CPWIN\Reports; additional software and folders created by your firm which is deemed critical. Non-Critical Files (But You Might Want Them Anyway) Although the loss of any file can be inconvenient, some files are less important than others. The following files are not critical, but if you have ample space on your tape you might as well back them up. The CPWin\HowTo folder contains basic documentation for Client Profiles. These documents can be found at www.clientprofiles.com but you may also want to annotate them to be more specific to your firm. If you do this they should definitely be backed up. The CPWin\Install\Client folder contains an installation program which is used to put Client Profiles onto workstations. This program does change from time to time and the latest version is always available at the Client Profiles site but you may want to have it on tape. The CPWin\Utils and CPWin\Xfer directories are designed to keep a copy of tools which are sometimes needed to set up Client Profiles or which may have been sent to you from our offices. Very often these files have a short useful lifespan so backing them up is a judgment call. The CPWIN\Upgrade folder contains the extracted contents of newly released updates to Client Profiles. Files in this directory are placed there by you when an update is downloaded from our site. There is no need to backup this folder as the latest version of Client Profiles can be obtained from our site. In summary, here are the folders you may want to back up just for extra protection: CPWin\HowTo; CPWin\Install\Client; CPWin\Utils; CPWin\Xfer; and CPWIN\Upgrade Files You Can Safely Ignore Any folder or file not mentioned above is probably one which either can be found on an installation CD or can easily be downloaded from www.clientprofiles.com. If you are ever unsure whether or not to back up a file it is always better to include all files.
Backing up the Client Profiles data - 14 - Setting up a Database Maintenance Plan Setting up a Database Maintenance Plan Perform these steps to setup a database maintenance plan that will make a daily backup of your database into the CPShare\CPWin\SQLDATA\Backup folder. These instructions are listed here as a brief guide to setting up a maintenance plan. Please refer to the Microsoft documentation for a complete guide and instructions. Please note: The SQL Server Agent must be running for these plans to run automatically. Please see the Additional SQL Server Configuration section for instructions to verify it is running. Connecting to Microsoft SQL Server Management Studio To begin connect to the SQL Server Management Studio under Start\Programs\Microsoft SQL Server 2005.
Backing up the Client Profiles data - 15 - Setting up a Database Maintenance Plan Database Backup Please note: This plan will backup the complete database daily at 6:30 pm Monday thru Saturday. 1. Select the Maintenance Plans folder under Management. 2. Right-click and choose Maintenance Plan Wizard. 3. From the Select a Target Server menu enter CPSQL Database Backup for the Name and choose Next. 4. Check the Backup Database (Full) checkbox from the Select Maintenance Tasks menu and choose Next. 5. From the Select Maintenance Task Order menu choose Next. 6. From the Define Backup Task Menu do the following: a. Check CPSQL from the Databases drop down menu. b. Change the Folder field to the CPSHARE\CPWIN\SQLDATA\BACKUP. c. Choose Next 7. Change the schedule to run Weekly Monday through Saturday at 6:30 pm from the Select Plan Properties menu and choose Next. 8. From the Select Report Options menu choose Next. 9. From the Complete the Wizard menu choose Finish 10. From the Maintenance Plan Wizard Progress menu choose Close.
Backing up the Client Profiles data - 16 - Setting up a Database Maintenance Plan Log File Backup Please note: This plan will backup the log file of the database every two hours between 8:00 am and 6:00 pm Monday thru Saturday. 1. Select the Maintenance Plans folder under Management. 2. Right-click and choose Maintenance Plan Wizard. 3. From the Select a Target Server menu enter CPSQL Log Backup for the Name and choose Next. 4. Check the Back Up Database (Transaction Log) checkbox from the Select Maintenance Tasks menu and choose Next. 5. From the Select Maintenance Task Order menu choose Next. 6. From the Define Backup Task Menu do the following: a. Check CPSQL from the Databases drop down menu. b. Change the Folder field to the CPSHARE\CPWIN\SQLDATA\BACKUP. c. Choose Next 7. Change the schedule to run Weekly Monday through Saturday every 2 hours between 8:00 am and 6:00 pm from the Select Plan Properties menu and choose Next. 8. From the Select Report Options menu choose Next. 9. From the Complete the Wizard menu choose Finish 10. From the Maintenance Plan Wizard Progress menu choose Close.
Backing up the Client Profiles data - 17 - Setting up a Database Maintenance Plan Database Maintenance Please note: This plan will perform maintenance and an integrity check on the database once a week. 1. Select the Maintenance Plans folder under Management. 2. Right-click and choose Maintenance Plan Wizard. 3. From the Select a Target Server menu enter CPSQL Database Maintenance for the Name and choose Next. 4. Check the Check Database Integrity and Reorganize Index checkboxes from the Select Maintenance Tasks menu and choose Next. 5. From the Select Maintenance Task Order menu choose Next. 6. Check CPSQL from the Databases drop down menu from the Define Database Check Integrity Task menu and choose Next. 7. Check CPSQL from the Databases drop down menu from the Define Reorganize Index Task menu and choose Next. 8. Change the schedule to run Weekly on Sunday at 12:00 am from the Select Plan Properties menu and choose Next. 9. From the Select Report Options menu choose Next. 10. From the Complete the Wizard menu choose Finish 11. From the Maintenance Plan Wizard Progress menu choose Close.
Backing up the Client Profiles data - 18 - Setting up a Database Maintenance Plan Delete Old Files Please note: This plan will delete old backup files in the CPShare\CPWin\SQL Data\Backup folder. 1. Select the Maintenance Plans folder under Management. 2. Right-click and choose New Maintenance Plan. 3. Enter CPSQL Delete Old Backups for the Name and choose OK. 4. Change the schedule field to run Weekly Monday through Saturday at 7:00 pm. 5. Under the toolbox section drag the Maintenance Plan Clean Up Task into the White Area two times. 6. Right click on the first box and choose Edit. 7. Change the following from the Maintenance Plan Cleanup box. a. Enter the CPSHARE\CPWIN\SQLDATA\BACKUP directory in the Folder field. b. Enter bak in the File Extension field. c. Change the Delete files older then to 3 days. 8. Right click on the second box and choose Edit. 9. Change the following from the Maintenance Plan Cleanup box. a. Enter the CPSHARE\CPWIN\SQLDATA\BACKUP directory in the Folder field. b. Enter trn in the File Extension field. c. Change the Delete files older then to 2 days. 10. Close the Design window and choose Yes when asked to save changes.
Backing up the Client Profiles data - 19 - Backup Notification in CPWin Backup Notification in CPWin Please note: If SQL Server s maintenance plan does not make a backup copy of the database, the users added here will receive a notification letting them know to check for any problems. To get to this screen select the Backup Notification tab under Administration\System Setup\Other Settings. Check the Enable backup Notification checkbox. Select the weekend days that users in the firm will be entering information into Client Profiles. Select the users that will be notified if a backup has not occurred. Please see below for the following notices that the users will receive. If the Backup Notification is enabled and there are no backups that can be located the selected users will see this warning when they log into Client Profiles.
Backing up the Client Profiles data - 20 - Backup Notification in CPWin If the Backup Notification is enabled and the backup was not successfully completed on the previous night the selected users will see this warning when they log into Client Profiles. If the Backup Notification is enabled and there has not been a backup within the days specified under Other Settings the selected users will see this warning when they log into Client Profiles. To check and see when the last back occurred go to the Help\About screen in Client Profiles and you will see a section called Last Backup which lists the database along with the dates and times of beginning and end of the backup.