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Administrator Guide: Simple Doc Organizer

SDO-ADMINGUIDE.ENG DRAFT

UNDER CONSTRUCTION

1. Copyright

© 2015 Simple Doc Organizer, all rights reserved.

http://www.simpledocorganizer.com/

This document and the technology to which it belongs are distributed on licenses that restrict their use, copying, distribution or alteration. No part of this document should be reproduced anywhere without the proper written authorization of Simple Doc Organizer.

2. Preface

This tutorial is for Administrators of the Simple Doc Organizer. This document should be used as a guide to help aid the installation, configuration and even resolution of problems.

3. Conventions

DMSDocument Management System
SDOSimple Doc Organizer
SDO-EESimple Doc Organizer – Enterprise Edition
SDO-HESimple Doc Organizer – Home Edition
ServerHost with Archives (Database + Documents) and Data generic tables with DMS configurations. Could be based on Windows or Unix O.S. (eg.: Linux).
ClientWorkstation or application acess terminal computer.
Documents RepositoryLocal where the files are stored (database + Document Files)
GUIGraphical User Interface
WindowsOperating system from Microsoft. Simple Doc Organizer is compatible with Windows 7,8,8.1 and 10.
FSFile System

4. Configuration Modes

The Simple Doc Organizer Enterprise Edition can be configured to be used in Single-Machine Mode or Multi-Machine Mode. The Free and Home Edition only can be configured as Single-Machine Mode.

4.1. Single-Machine Mode

In Single-Machine Mode, all application (Database + Application) is installed in just on computer. This computer acts as Client and Database Server Machine.

4.2. Multi-Machine Mode [Enterprise Edition (MySQL/FTP)]

Under construction

In Multi-Machine mode, you need at least two machines, or one machine acting as server and cient. In one machine, the Server or Data-storage, is installed the Database, and in the other Machines, the clients or the workstations, is installed the application to access Database.

This configuration is to be used within computer networks. Based on a client-server architecture, the Enterprise Edition could be used in many computers as you wish, the users can work in same Archives concurrently and in a collaborative way.

esquema_sdo-pe_multimachine.jpg

When you configure or define your DMS server, please always take in mind the following:
* Data Access Security

  • Scalability and Size of Storage
  • Network Access Velocity
  • Backup System
  • Availability of Data

5. Install Application

5.0 Pre-requirements

For Home Edition, please check pre-requirements here.

For Enterprise Edition, please check pre-requirements here.

Enterprise edition need to be installed or configured using a MySQL and FTP services (MySQL/FTP).

5.1. Install Home Edition(s)

To install Home Edition please follow this link.

5.2. Install Application Enterprise Edition [MySQL/FTP mode]

Enterprise Edition can also be configured using a MySQL and FTP server, this means you need to install or have available in your server a FTP service and MySQL database engine service. The documents are stored in the FTP server and DBs in MySQL.

5.2.1 Prepare DMS Server for SDO-EE

We will use as e.g. XAMPP to configure or prepare the Server to use SDO. XAMPP is a tool that already have FTP and MySQL services.

Follow the next steps:

  • Launch control panel and start MySQL and FTP services

  • Configure FTP Server (click in Admin button on control panel). Add a new user and configure root folder with permissions to read and write folder and files.

  • Configure a new account to MySQL Server or use default one (root with empty pass). We suggest you to create a new account with privileges to create new databases.
  • You are now ready to start SDO installation.

5.2.2 Install Application on Workstation and Setup DMS Server

The Configuration or Setup of DMS Server is done using a wizard that is started on client machines after installation of application.

To install application please follow please follow this link.

6. DMS Configuration

6.1 Users and Permissions Administration [Enterprise Edition]

To access to Users Administration you need to Login in application and click in Administration button positioned at right upper corner, then select Admin. Users pane. You need Administration permissions to do this action.

You can Add a new user, Remove a old one or Edit data of some specific user or, lock some one. The Lock option allow to you block the access to some specific user without remove him.

6.1.1 Archives Access

When you add a normal user, you need to select the Archives that user can access, otherwise, if user is not administrator, the user will not have access to Archives by default.

Inside Admin. Users form, select the Access Archives tab and click in check-box of wish Archive that you want grant access.

6.1.2 Users Permissions [Enterprise Edition]

You can define the permissions for each user inside SDO, an administrator can have total permissions to do everything, but a regular user not, so you need to define the permissions that better fit to each one.

Inside Admin. Users form, select the Permissions tab and click in check-box of wish task that you want grant permission.

Explanation of each permission key:

  • Create Documents - Allows user create or import new documents inside SDO
  • Change Documents - Allows user modify,change,update or rename any document
  • Delete Documents - Allows user delete or remove documents
  • Open Documents - Allows user open with a external windows application any document
  • Index/Classify Documents - Allows user classify any document
  • Create Folders - Allows user create dossiers or folders
  • Change Folders - Allows user modify,change, update or rename folders
  • Delete Folders - Allows user remove a folder or dossier
  • Edit Tables - Allows user to insert, edit, import or export table records
  • Move Documents - Allows user move documents between folders or dossiers
  • Export Documents/Folders - Allows user to export, publish or print documents

6.2 Archives Managing

6.2.1 Archives Creation

To create a new Archive, you need to login in application without select any Archive. Please note that you need to be administrator to have rights to create Archives.

sdo40_20.jpg

After login, click in Archive button (as showed in bellow image), then in New Archive. The form to create an Archive will be showed…

You can create Multi-Mask or Single-Mask Archives, in case of Single-Mask you need to select the mask you want to use in all Archive, in case of Multi-Mask you don't need to restrict the mask because you will be able to use how many you want.

In case you pretend to encrypt documents in the repository, you need to activate the Encryption option. This will allow create Encrypted Dossiers.

6.2.1.1 Users Access to Archives [Enterprise Edition]

Click in Archive→Archive Security then select the users that you want grant access.

6.2.2 Archives Export/Import

To Export/Import an Archive, you can use the 'Admin. Archives' form or just using the Archive menu options. Let's for e.g. explain using the Archive menu options.

To Export an Archive, just login into Archive, click in Archive→Export Archive and select the path to export.

To Import an Archive, just login into SDO without select any Archive, go to Archive→Import Archive and select the folder where Archive was stored.

6.2.3 Archives Admin. & Optimizing

The Archive(s) Admin. allows to you optimize the Archive(s) as for e.g. re-index all content of documents, re-index records indexes to speed-up access, etc…

To access to Archive(s) Admin., login in SDO (don't choose any archive in login, just put your username and password) then go to Administration → Admin. Archive(s), select the Archive you want and lock it to access related options.

PS: Don't forget in the end to unlock the Archive to put Archive available again to all users…

6.2.4 Archives Removal

Please be careful, you're entirely responsible for the Archives removal!
It is always a good idea to make sure you perform regular backups of your Archives.

6.2.4.1 Archives Deletion or Removal [Enterprise (FOX Pro/Shared FS), Home or Free Edition(s) ]

It's very easy remove an Archive in Enterprise (FOX Pro/Shared FS), Home or Free Edition, just browse your Archives repository and delete the proper folder of the Archive you want to eliminate! The name of Archive Folder is equal to Archive code.

6.2.4.2 Archives Deletion or Removal [Enterprise Edition (MySQL/FTP)]

In SDO-EE it's not possible to automatically remove a Archive from DMS or System to prevent accidentally deletion, but it's possible to disable an Archive using SDO Archives Administrator. The complete deletion from DMS or System need to be manually and at your own risk.

To Deactivate an Archive, login in SDO (don't select any archive in login, just put your username and password), then go to Administration → Admin. Archive(s)

Select the Archive to deactivate and click on Lock button then just click on 'Disable Archive' button.

The Archive will be disable from SDO. The Archive will be renamed to <Archive_Name>_off and erased from SDO list (but will remain intact in the MySQL and FTP repository).

If you want to complete delete Archive from System, you need to remove root folder from FTP repository (e.g.: /SDO_DMS/DMS_ARCHIVES/DEMO_off) and then, remove DB (e.g.: demo_off) from MySQL (use e.g. MySQL Query Browser).

The bellow image shows how to use MySQL Query Browser to complete remove the Demo Database from MySQL repository.

6.3 Workflows Managing [Enterprise Edition]

Under Administrator form, click in Workflows tab.

Check the following video casts from old versions (similar to current version):

6.4 Document Templates Managing

Under Administrator form, click in Templates tab.

The Documents Templates allows to you create templates or add templates to add as a new document into SDO Archive, this is very useful for e.g. to create a template for meeting minutes, a customized or blank office document, etc…

6.5 Classification Masks Managing

6.5.1 Import/Export & Remove Masks in SDO

With Masks Admin. you can import new masks created by yours or downloaded from SDO website.

You can also export masks to use in other SDO Document Management System with Export option.

The Remove option allow to you delete or complete remove a Mask from your SDO system.

6.5.2 Download & Creation of Classification Masks

Please check the following video casts:

7. Backups & Restore

For Backup & Restore we advice to you to use a special program to do that. You have a lot of specialized backup software in internet for free.

In this section, we will explain how to do the Backup & Restore in manual way.

7.1 Backups & Restore [ Home or Free Edition(s) ]

7.1.1 Backup

Copy or backup the following folders:

  • Database Folder (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer HE\SDO_DMS\DMS_ARCHIVES)
  • DMS Data Folder (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer HE\SDO_DMS\DMS_DATA)
  • License file (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer HE\lic.dat)
  • Checkout Documents (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer\CHECKEDOUT) - If you have checked out documents

7.1.2 Restore

To restore, just unpack or copy the backup files or folder over old ones, or, use the restore option of your backup & restore software!

7.2 Backups & Restore [Enterprise (FOX Pro/Shared FS)]

7.2.1 Backup

Copy or compress the following folders:

Database and Data Folder (e.g.: C:\SDO_DMS) on Database Server machine:

  • DMS Archives Folder (e.g.: C:\SDO_DMS\DMS_ARCHIVES)
  • DMS Data Folder (e.g.: C:\SDO_DMS\DMS_DATA)

On Client/Workstation machines:

  • Config File (e.g.: C:\Users\<username>\Documents\Simple Doc Organizer EE\SDO-CONFIG.ini) - If you want keep your settings configuration file
  • Checkout Documents (e.g.: C:\Users\<username>\Documents\Simple Doc Organizer EE\CHECKEDOUT) - If you have checked out documents
  • License File (e.g.: C:\Users\<username>\Documents\Simple Doc Organizer EE\lic.dat) - If you want keep your license file

7.2.2 Restore

To restore, just unpack or copy the backup files or folder over old ones, or, use the restore option of your backup & restore software!

7.3 Backups & Restore [Enterprise Edition (MySQL/FTP)]

For Backup & Restore we advice to you to use a special program to do that. You have a lot of specialized backup software in internet for free.

In this section, we will explain how to do the Backup & Restore in manual way, and what it's import to Backup.

7.3.1 Backup

7.3.1.1 Backup Workstations

On each client workstation, copy or backup the following files/folders:

  • Config File (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer EE\SDO-CONFIG.ini) - If you want keep your settings configuration file
  • Checkout Documents (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer EE\CHECKEDOUT) - If you have checked out documents
  • License File (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer EE\lic.dat) - If you want keep your license file

7.3.1.1 Backup DMS Server

In DMS Server you need to backup the SDO FTP Root folder, this means, the folder defined to store SDO repository in FTP server, and all MySQL Databases of Archives and SDO DMS.

E.g.: your FTP root folder in server is c:\ftp\SDO_DMS and you have created 2 Archives, called (same as code) DEMO1 and DEMO, so, you need to backup the folder c:\ftp\SDO_DMS and dump the MySQL databases demo1 and demo (Archives DBs) and sdo_dms (DMS DB).

There're a lot of tools to do MySQL and FS backups in web, but, if you need help, you can contact us to support@simpledocorganizer.com.

7.3.2 Restore

7.3.2.1 Restore DMS Server

In case of crash or corruption of your SDO system, you can do the restore process in the system by steps.

  • Crash or corruption of some Archive

If some Archive crash, you just need to restore the proper Archive, for e.g., you have an Archive with code DEMO, so, go to your Archives FTP root folder (e.g.: c:\ftp\SDO_DMS\DMS_ARCHIVES\), remove the subfolder DEMO and copy there the backup copy. For MySQL part, remove DEMO DB and restore there the backup DB.

  • Crash or corruption of DMS

If for e.g. you create a DMS system with name SDO_DMS, the SDO create a MySQL DB in System with same name and a root folder on FTP server with same name too, so, just restore the proper folder (e.g. c:\ftp\SDO_DMS\DMS_DATA) and SDO_DMS MySQL Database.

  • Crash of everything

Follow steps 1 and 2.

7.3.2.1 Restore SDO Workstations

Remove application from system and try reinstall again, then, copy the backup files to proper configuration directories (e.g.: C:\Users\DemoUser\Documents\Simple Doc Organizer EE\…)

sdo-admg.txt · Last modified: 2015/10/23 15:26 by admin
 
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