Matrix Logic WirelessDMS Email Service 2.0 Version 2.0 August 2009. WHAT IS WDMS EMAIL SERVICE?...2 FEATURES OF WDMS EMAIL SERVICE...3 HOW DOES WDMS EMAIL SERVICE WORK?...4 REQUIREMENTS...5 Server Prerequesites...5 INSTALLING THE WDMS EMAIL SERVICE...6 Set up Email Addresses in edocs DM...6 Install WDMS Email Service...6 Install Matrix Logic Auto Profiling Service...6 Post Install Configuration...7 TESTING... 11 COMMAND LIST... 12 User Commands... 12 System Administrator commands... 12 TROUBLESHOOTING... 13 Logging... 13 CONTACTING MATRIX LOGIC CORPORATION... 14 Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 1
What is WDMS Email Service? WirelessDMS Email Service is a new component in the Wireless DMS suite from Matrix Logic. It is a successor to the WirelessDMS Email Module 1.0. It is specifically developed as a back-end component to respond to edocs DM requests from users via email. WirelessDMS Email Service is designed for integration with Microsoft Exchange. Learn more about the WirelessDMS Suite of products at: http://www.matrix-logic.com/wirelessdms Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 2
Features of WDMS Email Service Any Exchange email user can have access to their entire DM document collection. The following key features are provided: Easy search Recent edits Resolve DRF document references Request document copies Share documents as an attachment Create new documents from attachments or emails Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 3
How does WDMS Email Service work? WDMS Email Service is a Windows service application. It connects to your edocs DM repository and to your Exchange mail server. There is no dedicated client component, since requests and responses all go via Email. WDMS Email Service connects to your edocs DM repository via the edocs DM API. It connects to Microsoft Exchange via Exchange WebDAV over HTTP or HTTPS, much like Outlook Web access. The WDMS Device Server is typically installed wherever DM Webtop is installed, and it is very lightweight. It can also co-exist on a DM Indexer. The WDMS Email Service is a.net 2.0 Windows Service application. HTTPS or HTTP over intranet Exchange server WirelessDMS Email Service DM API (DCOM) DM server WirelessDMS Email Service requires edocs DM 5.x or DM 6.x and Microsoft Exchange 2003/2007 and runs on Windows XP or Windows 2003. Any connected email client is supported (Outlook, OWA, BlackBerry, iphone etc.) Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 4
Requirements SERVER PREREQUESITES The server should be Windows XP/2003 with.net Framework 2.0 installed. A connection to Exchange WebDAV (e.g. the ability to open Outlook Web Access from the server) DM API must be installed and configured on this machine also. Test it using DM Webtop or a similar DM API application to make sure that everything is working. This product works with edocs DM 5.x and 6.x A dedicated Exchange email account for the WirelessDMS Email Service. This account should have OWA access. We suggest something like dm or wdms. This is the account your users will email requests to. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 5
Installing the WDMS Email Service SET UP EMAIL ADDRESSES IN EDOCS DM WirelessDMS Email Service uses the PEOPLE.EMAIL_ADDRESS field in order to resolve the correct USER_ID in edocs DM. You should ensure that each WirelessDMS user has the correct email address setup in the PEOPLE table. INSTALL WDMS EMAIL SERVICE Run the provided setup file (SetupWDMSEmail.msi) on the server as an administrator (preferably the DM administrator). INSTALL MATRIX LOGIC AUTO PROFILING SERVICE The Matrix Logic Auto Profiling service is a separate component used by WirelessDMS to intelligently profile new documents in edocs DM without requiring a user to complete a profile. A runtime version is supplied with WDMS Email Service. See the Matrix Logic Auto Profiling Service Installation and Configuration Guide for more information on installing this component. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 6
POST INSTALL CONFIGURATION Now we need to configure the service to connect to DM and Exchange. Launch the WDMS Email manager: Start > Programs > Matrix Logic > WDMS Email Service > WDMS Email Service Manager. Enter your license key, or select Eval The WirelessDMS Email Service Manager appears: Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 7
Click on the Email Tab and fill in the settings. OWA Mailbox Username Password Outbound Filter (optional) Enter the URL for your Exchange WebDAV mailbox (OWA mailbox). e.g. (https://mymailserver/exchange/wdms) Username for the mail account (e.g. wdms@mycompany.com) Password for the above account Enter the domains that you would like to enable responses to. If a domain isn t in this list, WirelessDMS will NOT reply to it. Note: DO NOT USE your own mailbox to test WirelessDMS! As soon as the service starts it will read email, process it, and delete it. Use a test mailbox, or the real mail account you are going to use in production. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 8
Click on the DM Tab and fill in the settings: User ID Enter the User ID of a DM account. It must have access to all of the documents that any user will search for or retrieve. In most cases, it should be a DOCS_SUPERVISOR. (WirelessDMS Email Service will filter all requests based on the incoming users permissions). Password Library Password for the above account Enter the login Library for WirelessDMS Email Service to use. It will connect to remote libraries from this library Click Save on the toolbar, then click the Verify button to test the connection to DM Server. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 9
Click on the General Tab and fill in the settings: Logging Level Check email every x minutes Max search results Document export folder Initially, set the log level to Verbose for testing, then anywhere Medium or lower afterward. See Troubleshooting later in this document for more information on logging. This tells WirelessDMS how often to check for new messages. You can set this to a high number of minutes to reduce load if necessary, or perhaps use 1 minute for faster responses. You may cap search results by setting this maximum number. WirelessDMS Email Service allows users to create new documents in DM. It does this by packaging them and sending them to the Matrix Logic Auto Profiling Service. This folder is the path to an input folder monitored by the Matrix Logic Auto Profiling Service. See the Matrix Logic Auto Profiling Service Install and Administration Guide for more information. Finally, click to save your settings, then click to start the service. After a few moments, it will start. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 10
Testing Next, test the WDMS Email Service. From any email client, send a blank message with a subject of HELP to the WirelessDMS email account. Within a few minutes you should get a reply from the WirelessDMS Email Service with a list of commands. Click on the Status Tab in the WirelessDMS Email Service Manager. The statistics will appear as the service processes emails. The screen refreshes every 2 minutes, or you can manually refresh it for up to date statistics. If you do not get the correct responses, see Troubleshooting later in this document. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 11
Command list The following table lists the commands that WirelessDMS Email Service will respond to. Commands with a? preceeding them are system administration commands. USER COMMANDS Email Subject Line/Attachments HELP RECENT <any text> (anything), with an attached DRF file(s) (anything), with attached file(s) CREATE Response A message containing help is returned. This is the text file WDMSHelp.TXT contained in the Program Files\... directory. You should customize this to your needs, perhaps adding a Help Desk contact number etc. Returns a list of your recently edited documents Performs an Easy Search. This is like a content search in DM Webtop. Returns a list of documents in relevancy ranked order. Resolves the DRF (if security allows), and attaches the document(s) to the reply. Creates the attached file(s) as new documents in edocs DM. They are automatically profiled based on name, content and the user that emailed them. You may provide profiling clues on the subject like, like a Client and Matter number to provide better profiling fidelity. Creates a new MS WORD document using the body of the message as the content of the document. This is great for sending meeting notes from a smartphone. SYSTEM ADMINISTRATOR COMMANDS Email Subject Line/Attachments Response?ABOUT?ATTACHLOG?ATTACHAUDIT Sends information about the version and recent statistics. This is a great command for monitoring the service. Attaches the current log file (can be large!) Attaches the current audit file (can be large!). It is a CSV file. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 12
Troubleshooting LOGGING The WDMS Email Service saves a log file in: C:\Program Files\Matrix Logic\WDMSEmail\WDMSEmailLog.TXT You may also request the log by emailing the WDMS Email Service with the subject line of?attachlog This logs each request to the service. This is the primary source of troubleshooting. Severe events are also logged to the Windows Application Event log. The level of detail (1-minimum to 5-maximum) is set in the web.config file (see Installation for details). If the LogLevel is not specified in web.config, it will default to the most detail (5). Note: Logging Level 5 is extremely verbose and can result in a large log file very quickly! You may delete the log file at any time, and it will create a new one. Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 13
Contacting Matrix Logic Corporation Matrix Logic Corporation Learn more about the WirelessDMS Suite of products at: http://www.matrix-logic.com/wirelessdms Email us at: sales@matrix-logic.com Web: http://www.matrix-logic.com Matrix Logic Corporation +1 415 893 9897 www.matrix-logic.com Page 14