Create!archive 6.2.1 - Bottomline Technologies

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Create!archive 6.2.1 - Bottomline Technologies

Create!archive 6.2.1

Administrator Reference Manual


Create!archive 6.2.1 Administrator Reference Manual

Copyright Bottomline Technologies, Inc. 2007.

All Rights Reserved

Printed in the United States of America

Information in this document is subject to change without notice and does not

represent a commitment on the part of Bottomline Technologies. Bottomline

Technologies makes no warranties with respect to this documentation and

disclaims any implied warranties of merchantability or fitness for particular

purpose.

Bottomline Technologies

325 Corporate Drive

Portsmouth, NH 03801

Telephone: (603) 436-0700

Fax: (603) 436-0300

Email: btinfo@bottomline.com

Internet: www.bottomline.com

October 9, 2007

SWR-CAA621-REFMAN


. . . . .

TABLE OF CONTENTS

Chapter 1: Introduction to Create!archive . . . . . . . . . . . . . . . . . . . . . . 15

About This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Who Should Read This Manual? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

How This Manual is Structured . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Prerequisites for Using This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Accessing this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Create!archive Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Installed Create!archive Components . . . . . . . . . . . . . . . . . . . . . . . . . 19

Create!archive port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Create!archive server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Create!archive web portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Other Software Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

The Design Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

The Server Module. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Director. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Adobe Acrobat Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Distilling Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Input File Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

About Archives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Chapter 2: Installing and Configuring Create!archive port . . . . . . . . 23

Create!archive port Overview . . . . . . . . . . . . . . . . . . . . . . . 24

Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Installing Create!archive port. . . . . . . . . . . . . . . . . . . . . . . . 25

Entering License Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Reviewing License Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Adding Archive Printer Queues . . . . . . . . . . . . . . . . . . . . . . 27

Chapter 3: Installing Create!archive server . . . . . . . . . . . . . . . . . . . . . 29

Create!archive server Overview. . . . . . . . . . . . . . . . . . . . . . 30

Configuring Non-ODBC Compliant Databases . . . . . . . . . 31

Configuring Archive DSNs . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Setting the Database Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Create!archive server Requirements . . . . . . . . . . . . . . . . . . 32

Installing Create!archive server . . . . . . . . . . . . . . . . . . . . . . 33

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Sharing Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

UNC Path Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Specifying the Windows Identity . . . . . . . . . . . . . . . . . . . . . 35

Chapter 4: Creating and Configuring Archives . . . . . . . . . . . . . . . . . .37

Creating Archives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Configuring Archives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Setting a Watch Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Setting the Database Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Scheduling Indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Setting the DSN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Setting Database Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Adding Columns for Variables in the Index Table . . . . . . . . . . . . . . 44

Creating and Configuring JDE Media Objects Archives. . . . . . . . . 44

Testing an Archive Configuration . . . . . . . . . . . . . . . . . . . . 45

Chapter 5: Create!archive server Management Tasks . . . . . . . . . . . . .47

Scanning to Archive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Archiving External Documents . . . . . . . . . . . . . . . . . . . . . . . 49

Viewing Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Configuring Log File Settings . . . . . . . . . . . . . . . . . . . . . . . . 52

Pausing and Resuming Create!archive server. . . . . . . . . . . 54

Enabling Create!archive server . . . . . . . . . . . . . . . . . . . . . . 55

Configure ActiveX Download . . . . . . . . . . . . . . . . . . . . . . . . 56

Appendix A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Watch Folder Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Network Access to a Folder Messages . . . . . . . . . . . . . . . . . . . . . . . . 61

Documents do not move from the Watch Folder. . . . . . . . . . . . . . . . 62

Documents do not move from the Temp Folder . . . . . . . . . . . . . . . . 63

Problem Viewing Archive Documents . . . . . . . . . . . . . . . . . . . . . . . . 63

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Archive External Document Messages . . . . . . . . . . . . . . . . . . . . . . . . 64

Database Reprocessing Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Error Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Reprocessing Failed Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Archive Variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Types of Archive Variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Pre-defined Archive Variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Creating Archive Variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Archive Variable Naming Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Setting Archive Variable Information in Form Projects . . . . . . . . . . 69

Archive Variables in Create!form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Assigning Date Fields in Create!form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Mapping EnterpriseOne PDF Data to Archive Variables . . . . . . . . . . . . . . . . . . . . . . . . . 71

Assigning Date Fields in EnterpriseOne PDF Reports . . . . . . . . . . . . . . . . . . . . . 72

Appendix B: Configuring Create!archive Server . . . . . . . . . . . . . . . . . 75

Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Pre-Installation Requirements . . . . . . . . . . . . . . . . . . . . . . . 77

Document Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Archive Indexer Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

EMail Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

PDF Encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

ODBC Drivers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Installing Archiveany. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

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viii Create!archive 6.2.1 Administrator Reference Manual


Chapter 1:

Introduction

to

Create!archive

CHAPTER

INTRODUCTION TO CREATE!ARCHIVE

This chapter provides an introduction to the components of Create!archive

and explains how to prepare documents for use with Create!archive.

The following topics are covered:

• About This Manual

Create!archive Overview

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. . . . .

CHAPTER 1: INTRODUCTION TO CREATE!ARCHIVE

About This Manual

About This Manual

Who Should Read This Manual?

The Create!archive 6.2.1 Administrator Reference Manual is designed for

administrators of Create!archive. It provides instructions for using and

installing each of the Create!archive components.

How This Manual is Structured

Ensuing chapters are divided into the following components that make up

Create!archive:

• Installing and Configuring Create!archive port

• Installing Create!archive server

• Creating and Configuring Archives

Create!archive server Management Tasks

• General Supplementary Information

For information on installing, configuring and managing these components,

refer to the specific section.

Prerequisites for Using This Manual

This reference manual assumes you are familiar with Windows concepts and

terminology. You should also have an understanding of basic printer

operations, including the process used by the Windows print spooler. It will

also help if you have a good understanding of Windows file management

operations and of the database application to be used.

Accessing this Manual

This reference manual (Create!archive 6 Administrator Reference Manual.pdf) is

available online in Portable Document Format (PDF):

16 Create!archive 6.2.1 Administrator Reference Manual


CHAPTER 1: INTRODUCTION TO CREATE!ARCHIVE

About This Manual

• On the installation CD in the \Manuals folder.

• In the \Help folder.

• From the Create!archive server main menu, by selecting Help - User

Guide.

• From the Windows Start menu by selecting:

Programs - Create!form - Help - Create!archive

. . . . .

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CHAPTER 1: INTRODUCTION TO CREATE!ARCHIVE

Create!archive Overview

Create!archive Overview

Create!archive allows you to create electronic versions of all of your workflow

documents in PDF format. These documents can be stored and retrieved via a

database. Archiving documents electronically saves physical space and makes

searching and retrieving documents easy. The Create!archive workflow

process is summarized in the following flowchart.

Create!form

• The form projects are

designed.

• Data is mapped and

assigned to archive

variables.

18 Create!archive 6.2.1 Administrator Reference Manual

Application Server

• Can be Windows, UNIX, VMS or

OS/400.

• Outputs spool files to archive printer

queue.

• Director may be used to split spool files

into individual documents.

Create!form server

• Merges form projects with spool files.

• Embeds the archive variables and associated values.

Creates output documents in PDF or PostScript format.

Create!archive port

• Sends documents to the correct watch folder.

Create!archive server

• Monitors the watch folders.

• Distills any PostScript files to PDF format.

• Indexes archive documents.

• Stores archive documents.

Create!archive web portal

Create!archive web portal enables users to search and retrieve documents

over the Internet.


CHAPTER 1: INTRODUCTION TO CREATE!ARCHIVE

Create!archive Overview

Installed Create!archive Components

. . . . .

The following components are installed separately and form part of the

Create!archive process:

Create!archive port

Create!archive server

Create!archive web portal

Create!archive port

Spool files are sent to an archive printer queue by the host application. From

here, the Create!form server merges the spool files with form projects and

embeds archive variable values in the documents. The Create!archive port on

the printer queue is configured to direct the merged documents to specific

watch folders.

Create!archive server

Create!archive server monitors the watch folders for documents. Documents

arriving in the watch folder can be in PDF or PostScript format:

After they arrive in the watch folder, Create!archive server:

1 Distills any PostScript files to PDF.

2 Moves the PDFs to the \Watch\Temp folder.

3 Indexes the PDFs using the archive variables that are embedded in the

document.

4 Moves all documents to the archive store database.

Create!archive web portal

Create!archive web portal is a separately purchased component of

Create!archive server. It allows you to search for and retrieve archive

documents from anywhere in the world, using the Internet.

For more information, refer to the Create!archive 6.2.1 Web Portal Reference

Manual.

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CHAPTER 1: INTRODUCTION TO CREATE!ARCHIVE

Create!archive Overview

Other Software Requirements

The following products are also required for use with Create!archive.

The Design Module

You must use one of the Create!form form design products to design form

projects and to map and assign data to archive variables.

The Server Module

You must use Create!form server or Create!form server for PeopleSoft

EnterpriseOne to merge the spool file with the form projects, embedding the

archive variables and their associated values.

Note

Some of the features described in this reference manual are only available

when you are using the most recent server module.

Director

Director is an optional component that enables users to:

• split spool files into individual documents for archiving.

• send individual documents to the archive print queues, specifying which

form project to use.

Adobe Acrobat Reader

Acrobat Reader (version 6 or greater) is required to view archive documents

and the help files of Create!archive and other Create!form Inc. products.

You can install Acrobat Reader from the Create!archive setup installation

screen. Alternatively, locate the Acrobat Reader installation program on the

installation CD in the \Utilities\Acrobat Reader folder.

20 Create!archive 6.2.1 Administrator Reference Manual


Distilling Agent

CHAPTER 1: INTRODUCTION TO CREATE!ARCHIVE

Create!archive Overview

You will require a distilling agent to create PDFs. You can use:

Create!pdf server, a separately licensed and purchased component of the

Create!form Inc. suite.

• Adobe Acrobat Distiller.

Input File Requirements

. . . . .

All indexing and searching of archive documents is done via archive variables

that are embedded in the documents. If archive variables are not assigned

within the form project, it will not be possible to archive the documents.

Before you commence production printing, you will have to become familiar

with the different types of archive variables and how they are included in form

projects and embedded in documents. For more information, refer to Archive

Variables.

About Archives

An archive contains the following minimum components:

• a watch folder

• an archive store database and associated settings

An archive refers to the functioning together of these parts to form a storage

and retrieval system for electronic documents.

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CHAPTER 1: INTRODUCTION TO CREATE!ARCHIVE

Create!archive Overview

22 Create!archive 6.2.1 Administrator Reference Manual


Chapter 2:

Installing and

Configuring

Create!archive

port

INSTALLING AND CONFIGURING

CREATE!ARCHIVE PORT

CHAPTER

This chapter explains how to install and configure Create!archive port.

The following topics are covered:

Create!archive port Overview

• Installing Create!archive port

• Entering License Keys

• Adding Archive Printer Queues

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CHAPTER 2: INSTALLING AND CONFIGURING CREATE!ARCHIVE PORT

Create!archive port Overview

Create!archive port Overview

Create!archive port acts as the “go-between” used to deliver merged

documents from a form server to archive watch folders.

Printer queues are configured with the archive port and each queue can point

to a separate archive watch folder.

This chapter outlines the basic method of configuring Create!archive. In this

method, the form server module, Create!archive port, Create!archive server

and a distilling application are all installed on the same machine, which is both

the e-forms server and the archive server. Other configurations are also

possible.

Requirements

• A distilling application, either Adobe Acrobat Distiller or Create!pdf server,

which must be installed on the e-forms server.

Create!archive port must be installed on a Windows NT 4.0/2000/2003

platform.

• Administrator privileges to perform the installation.

Create!archive installation CD.

24 Create!archive 6.2 Administrator Reference Manual


CHAPTER 2: INSTALLING AND CONFIGURING CREATE!ARCHIVE PORT

Installing Create!archive port

Installing Create!archive port

. . . . .

It is necessary that the form server module is installed on the e-forms server

prior to installing Create!archive port.

To install Create!archive port

1 Log on to the e-forms server as a user with Administrator privileges.

2 Insert the Create!archive installation CD in the CD drive.

The Create!archive setup screen should be displayed automatically.

If the Create!archive setup screen does not display, run the CArchive.exe

program located in the root directory of the CD.

3 From the setup screen, click Install Products, then select Create!archive

port.

The Create!archive port installation program will start.

4 Continue through the installation program by clicking Next and following

the on-screen instructions.

When you have finished, you will return to the Create!archive setup screen.

5 From the main menu, click Exit to finish, or continue installing additional

products.

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CHAPTER 2: INSTALLING AND CONFIGURING CREATE!ARCHIVE PORT

Entering License Keys

Entering License Keys

Your software distributor may give you an evaluation license key, but for

continued operation of Create!archive port, you will require a permanent

license key. In order to issue you a permanent license key, you must inform

the distributor of your authorization code.

To view the authorization code

1 Start Create!form server or Create!archive server.

2 From the main menu, select Administration - License Keys.

The Create!form License Keys screen will be displayed with the

Authorization code displaying under the title bar:

Figure 2.1: The License Keys screen

Once you have notified your distributor of the authorization code, you will be

given a license key.

To enter a license key

1 From the Create!form License Keys screen, click Create.

2 On the resulting screen, type the license key you have been given and click

OK.

26 Create!archive 6.2 Administrator Reference Manual


CHAPTER 2: INSTALLING AND CONFIGURING CREATE!ARCHIVE PORT

Adding Archive Printer Queues

Reviewing License Details

. . . . .

To check that the license key information is correct and current, you can

review the license information in the Create!form License Keys screen.

To review license details

1 From the Create!form License Keys screen, select the license key you wish

to review and click Display.

The products enabled by the selected license key will be displayed, along

with the license expiration date and licensed number of printers, if

appropriate.

2 Click OK to close the screen and Exit to return to Create!form server.

Adding Archive Printer Queues

Each archive must have a dedicated printer queue on the e-forms server that

will be referred to as an archive printer queue. Each archive printer queue will

manage the output of all merged documents for that archive.

Each archive printer queue will be associated with an archive via the watch

folder they share. Archive printer queues must be configured to:

• direct output to the port: CpArchivePort.

• use a Generic/Text Only printer driver.

When you add a printer queue using the following procedure, these

requirements are met.

To add an archive printer queue

1 Start Create!archive port by selecting Start - Programs - Create!form -

Create!archive port.

The Configure Create!archive port screen will be displayed showing printer

names and associated archives.

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CHAPTER 2: INSTALLING AND CONFIGURING CREATE!ARCHIVE PORT

Adding Archive Printer Queues

Figure 2.2: The Configure Create!archive port screen

2 Click Create.

A prompt will display informing you that you are about to install a new

Windows printer using the Create!archive port and asking if you want to

continue.

3 Click Yes.

A new printer will be created.

4 It is recommended you re-name the new printer by typing over the name in

the Printer column.

5 Set the watch folder location by doing one of the following:

• In the Watch folder column, type in the full path.

• Click Settings and navigate to the folder.

The watch folder can be any folder on any machine. However, if it is not on

the e-forms server, it must be shared.

6 Click Close.

The archive printer queue you have added will automatically be configured to

use the Cfprint print processor, enabling it for use with Create!form server.

You will need to configure various production printing settings, such as the

form project directory. This is done from the Printer Settings screen, displayed

by right-clicking on a printer in Create!form server.

28 Create!archive 6.2 Administrator Reference Manual


Chapter 3:

Installing

Create!archiv

e server

CHAPTER

INSTALLING CREATE!ARCHIVE SERVER

This chapter provides an introduction to Create!archive server and

instructions for installation.

The following topics are covered:

Create!archive server Overview

• Configuring Non-ODBC Compliant Databases

• Configuring Archive DSNs

Create!archive server Requirements

• Installing Create!archive server

• Sharing Folders

• Specifying the Windows Identity

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CHAPTER 3: INSTALLING CREATE!ARCHIVE SERVER

Create!archive server Overview

Create!archive server Overview

Create!archive server archives documents that have been generated by

Create!archive port and retrieves those documents using the Create!archive

Web Portal. The following flowchart outlines the process:

PDF and PostScript files embedded with archive variables are sent to

the watch folder.

Create!archive server sends documents from the watch folder to the

Temp folder.

Create!archive server distills any PostScript files to PDF.

Create!archive server extracts the archive variable information

embedded in the PDFs and adds this information to the index table in

the database.

Create!archive server moves documents to the archive store database,

renaming the filenames in the process.

Users search the database and retrieve archive documents from the

archive store using the Create!archive web portal.

30 Create!archive 6.2.1 Administrator Reference Manual


CHAPTER 3: INSTALLING CREATE!ARCHIVE SERVER

Configuring Non-ODBC Compliant Databases

. . . . .

Create!archive server is the main interface where all archives are configured

and managed. The license, log file, Windows identity and archive settings are

all configured from this interface. It is also a window that allows you to view

current processing. The interface also reports on whether the service is

running or not and provides the ability to pause and resume the Create!archive

server. It also provides access to the Create!form Log Viewer.

Configuring Non-ODBC Compliant

Databases

This reference manual only covers the configuration of Create!archive for use

with ODBC-compliant databases. All configuration information that follows

refers only to ODBC-compliant setups.

Configuring Archive DSNs

To successfully store and retrieve index information, Create!archive server

requires access to an ODBC-compliant database. If the database you want to

use already exists, Create!archive will add tables to any you may have already

defined. Your existing data will not be affected.

The ODBC protocol uses Data Source Names (DSNs) to identify databases

and specific database drivers to connect and transact with them. Each archive

must be configured with a system DSN. It can be an existing DSN or a new

one can be configured along with the configuration steps.

Setting the Database Location

The database can be located anywhere on the network, as long as the DSN is

correctly configured to point to it. If the archive server is a different machine

than the e-forms server and the database application and/or the archive store

database, you should consider network traffic issues. A spread out

configuration will distribute the processing between different servers, but may

increase the amount of information being sent around the network.

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CHAPTER 3: INSTALLING CREATE!ARCHIVE SERVER

Create!archive server Requirements

Create!archive server Requirements

The basic Create!archive server requirements are:

Create!archive installation CD

• Microsoft Windows NT 4.0, 2000 or 2003

• Approximately 10 Mb of disk space

• The Microsoft ODBC Manager must be installed on the user system, unless

Create!archive is being used with SpyVision or Alchemy databases.

Create!form server must already be installed on the e-forms server.

• A valid license key. For information, refer back to Entering License Keys.

32 Create!archive 6.2.1 Administrator Reference Manual


CHAPTER 3: INSTALLING CREATE!ARCHIVE SERVER

Installing Create!archive server

Installing Create!archive server

To install Create!archive server

1 Log on as a user with Administrator privileges.

2 Insert the Create!archive installation CD into the CD drive.

The Create!archive setup screen should be displayed.

If Create!archive setup is not started automatically, run the CArchive.exe

program located in the root directory of the installation CD.

3 From the Create!archive setup screen, click Install Products, then click

Create!archive server.

The Create!archive server installation program will be started.

. . . . .

Note

If you have already installed another Create!form product on this machine,

the installation folder will already be defined and cannot be selected.

The default installation folder is C:\Program Files\Create!form.

4 Continue through the remaining screens until the install is complete.

You will return to the Create!archive setup screen.

5 From the main menu, click Exit to finish or continue installing additional

products, if required.

Sharing Folders

In order to use Create!archive across a network, any watch folders not located

on the archive server must be shared.

To share a folder

1 From Windows Explorer, select the folder you want to share.

2 From the Explorer menu, select File - Properties.

The Folder Properties screen will be displayed.

3 Click the Sharing tab.

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CHAPTER 3: INSTALLING CREATE!ARCHIVE SERVER

Installing Create!archive server

4 Click Share this folder.

5 In the Share Name field, type a share name for the folder or leave the

default name.

6 Click OK.

UNC Path Names

Where a share is enabled, Create!archive will convert the path to a UNC

pathname. A UNC pathname consists of the server name and the name of the

share folder, for example: \\Central server\archive store. During the process of

selecting folders that must be shared, Create!archive will inform you that

without a share, the archive will only be available locally and prompt whether

you want Create!archive to create the required shares (and convert path names

to UNC format).

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CHAPTER 3: INSTALLING CREATE!ARCHIVE SERVER

Specifying the Windows Identity

Specifying the Windows Identity

. . . . .

The Create!archive server and Cfservice can continue to run on your archive

server, even when you are logged off. However, in order to continue archiving

documents, Create!archive needs to impersonate a user who has the necessary

permission to run the service and access the archive components such as the

database and the folders.

To specify a Windows identity on the archive server

1 From the Create!archive server main menu, select Administration -

Windows identity.

2 In the Logon as user field, type the logon name.

Note

It is recommended that system administrators create a Create!archive user

or group with adequate permissions for use as the Windows ID.

Alternatively, you can type the name of the Administrator of the domain

where the archive server resides.

3 In the Domain field, type the name of the domain to which you normally

logon.

4 In the Password field, type the password to the account.

5 Click OK to save the settings for the Windows identity.

6 Continue configuring or click OK twice to return to Create!archive server.

When you are logged off from the archive server, Create!archive can continue

to index documents placed into the watch folder and move them to the archive

store using the identity you have specified.

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CHAPTER 3: INSTALLING CREATE!ARCHIVE SERVER

Specifying the Windows Identity

36 Create!archive 6.2.1 Administrator Reference Manual


Chapter 4:

Creating and

Configuring

Archives

CREATING AND CONFIGURING

ARCHIVES

CHAPTER

This chapter provides information on the configuration and administration of

Create!archive server.

The following topics are covered:

• Creating Archives

• Configuring Archives

• Testing an Archive Configuration

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Creating Archives

Creating Archives

Creating archives is done via the New Archive Wizard. After you have

completed the wizard, the archive will be functioning. To utilize the full range

of the Create!archive features, continue configuring the archive as described

in Configuring Archives.

To create an archive

1 From the Create!archive server main menu, select Administration -

Configure Archives.

The Configure Archives screen will be displayed.

Figure 4.1: The Configure Archives screen

2 Click Create.

The New Archive Wizard will be displayed.

3 Type a name to describe and identify your archive.

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Creating Archives

4 From the drop down, select the type of database the archive will use.

5 Click Next.

. . . . .

6 Click Browse and select the watch folder (from which Create!archive will

process incoming documents).

For more information, refer to Setting a Watch Folder.

7 Click Next.

8 Click Browse and select the location where archived documents will be

stored.

For more information, refer to Setting the Database Type.

9 From the drop down, select the DSN for the archive or select New DSN to

create a new DSN.

10 Use the check box to select whether you want to dynamically add fields for

new archive variables.

For more information, refer to Adding Columns for Variables in the

Index Table.

11 Click Finish.

The wizard will close and the new archive will be displayed in the

Configure Archives screen.

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Configuring Archives

Configuring Archives

The following sections describe the full range of archive configurations.

Setting a Watch Folder

For each archive, Create!archive server monitors a watch folder for archive

documents and processes them at set intervals determined by you. For these

processes to occur, you must define a watch folder, specify the type of

database you will be connecting to and schedule when processing occurs.

It is not necessary to use a particular path or call the folder “Watch”. Any

folder on any machine can be the watch folder as long as it has the appropriate

permissions in place and is the same folder configured for Create!archive port.

To set a watch folder

1 From the Configure Archives screen, select the archive and click Watch.

The Configure Watch screen will be displayed.

2 In the Watch folder field on the Watch Folder and Database Type tab,

type the full path and name of the watch folder or click Browse to create or

locate the watch folder.

Note

This path and file name must be the same as was defined for the watch

folder in Create!archive port. For more information, refer back to

Installing and Configuring Create!archive port.

3 Continue configuring or click OK twice to return to Create!archive server.

4 If the watch folder you set is not shared, when you exit the Archive

Configuration screen you will receive the following prompt:

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Configuring Archives

5 Click Yes to share the watch folder (if Create!archive and Create!form

server are located on separate machines) or No if all Create!archive

components are located on that machine.

Setting the Database Type

. . . . .

Create!archive supports most current versions of ODBC-compliant databases

and also communicates externally to Spyvision, Alchemy and Acorde.

To set a database type

1 From the Configure Archives screen, select the archive and click Watch.

The Configure Watch screen will be displayed.

2 In the Database type field on the Watch Folder and Database Type

tab, select the type of database you will be using.

3 Continue configuring or click OK twice to return to Create!archive server.

Scheduling Indexing

By default, Create!archive is set to process and index documents that appear

in the watch folder continuously.

It is possible to set the schedule to only process the documents in the watch

folder at regular intervals or for particular periods on specific days.

To schedule indexing

1 From the Configure Archives screen, select the archive and click Watch.

The Configure Watch screen will be displayed.

2 Click the Scheduling tab.

3 Select an option for when you want indexing to occur. Indexing options are:

• Continuously (as they appear in the watch folder) or;

• at regular times or regular periods of time. If you select the Stop at

check box, Create!archive will index continuously for the specified

period. If you clear the Stop at check box, Create!archive will index

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Configuring Archives

documents until none are left in the watch folder, regardless if more

appear later.

4 Continue configuring or click OK twice to return to Create!archive server.

Setting the DSN

Each archive must be configured with a system DSN to enable it to

communicate with its associated database.

To set the DSN

1 From the Configure Archives screen, select the archive and click Store.

The Configure Store screen will be displayed.

2 Click the Database tab.

3 From the ODBC DSN field, select a configured DSN or create a DSN by

selecting the New DSN option.

4 Continue configuring or click OK twice to return to Create!archive server.

Setting Database Passwords

Some database software, when used in conjunction with some authentication

methods, requires that you set database passwords for Create!archive. For

example, if you are using a SQL database in conjunction with SQL

authentication, you will need to set database passwords. If your database does

not utilize password security, you do not need to set database passwords.

If your database does utilize password security, you must specify the password

for indexing access, which allows writing to the database.

To set database passwords

1 From the Configure Archives screen, select the archive and click Store.

The Configure Store screen will be displayed.

2 Click the Database tab.

3 In the Indexer database username field, type the indexer authentication

username (required to write to the database).

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Configuring Archives

4 In the Indexer database password field, type the indexer

authentication password (required to write to the database).

. . . . .

5 Continue configuring or click OK twice to return to Create!archive server.

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Configuring Archives

Adding Columns for Variables in the Index

Table

When a database receives a document with variables other than those already

in the index table, you can set Create!archive to either:

• add new columns to the index table for the variables; or

• send the document to the error folder and provide an explanation in the

Create!archive server log. A new variable in a document may indicate the

document has been incorrectly archived and you may want to be alerted to

this. If you choose this method you must ensure the index table has the

variables you want.

To set whether columns are added for new variables

1 From the Configure Archives screen, select the archive and click Store.

The Configure Store screen will be displayed.

2 Click the Database tab.

3 Do one of the following:

• To add new columns select the Dynamically add fields for new

variables check box.

• To send the document to the error folder, clear the Dynamically add

fields for new variables check box.

4 Continue configuring or click OK twice to return to Create!archive server.

Creating and Configuring JDE Media Objects

Archives

For instructions on how to configure Create!archive to work with JDE Media

Objects, refer to Technical Note TNca11 Create!archive and JDE Media

Objects Configuration (located in the Technical Note directory on the

installation CD).

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Testing an Archive Configuration

Testing an Archive Configuration

. . . . .

Once you have finished configuring an archive, you should test that

documents are being indexed and stored correctly. To help test your archive,

sample archive documents have been installed in the \Create!archive\Samples folder.

To test the archive

1 Copy one or more of the sample archive documents to the folder you

defined as the watch folder.

2 Use Create!archive Search as described in the Create!archive 6 Web Portal

Reference Manual to locate the sample records.

3 If archiving did not occur as expected, refer to the Create!archive trace log

as described in Viewing Log Files.

4 To remove sample documents from the archive, do one of the following:

• Using the administrator version of Create!archive search, locate and

delete the sample documents.

• In Windows Explorer, navigate to and delete any sample archive

documents.

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CHAPTER 4: CREATING AND CONFIGURING ARCHIVES

Testing an Archive Configuration

46 Create!archive 6.2.1 Administrator Reference Manual


Chapter 5:

Create!archive

server

Management

Tasks

CREATE!ARCHIVE SERVER

MANAGEMENT TASKS

CHAPTER

This chapter provides instructions for performing everyday management tasks

associated with Create!archive server.

The following topics are covered:

• Scanning to Archive

• Archiving External Documents

• Viewing Log Files

• Configuring Log File Settings

• Pausing and Resuming Create!archive server

• Enabling Create!archive server

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Scanning to Archive

Scanning to Archive

Documents can be scanned to archive via HP Digital Sender and Kofax Ascent

Capture.

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Archiving External Documents

Archiving External Documents

. . . . .

Create!archive allows you to archive documents from outside the normal

workflow. You can archive any printable document to any archive (provided

there is a suitable application to open and print it).

Note

On any computer other than the archive server, you must have the

Archiveany component installed in order to archive external documents.

See the Technical Note on Configuring Create!archive for information

about installing this component.

To archive an external document

1 Do one of the following:

• In Windows Explorer, right-click the document that you want to

archive, and select Send to - Create!archive.

• From Create!archive search or Create!archive server, select File -

Archive External Document.

The Archive External Document screen is displayed. In the Document

to Archive field, type the full path of the file you want to archive, or

click Browse and select it.

2 In the Archive to use field, select the archive to which you want to send the

document.

3 Add a value for the ARC_DOCTYPE1 variable.

4 Add any other variable values as follows:

• Click Add. A new row is highlighted.

• In the Variable column, select the variable for which you want to add a

value.

• Place the cursor in the Value column and enter the value of the

variable.

5 Use the Delete button to remove any archive values that you don’t want.

6 Click Archive.

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Archiving External Documents

A prompt informs you that the file is being converted to PostScript, copied

to the watch folder, and processed by the Create!archive server.

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Viewing Log Files

Viewing Log Files

. . . . .

Like other Create!form Inc. products, Create!archive records a daily trace log

and service log. These logs record archive activity and help you trouble-shoot

errors. The trace log records information about Create!archive server. The

service log records information about Cfservice. For information on setting

where log files are stored, what events are recorded and when logs are deleted,

refer to Configuring Log File Settings.

Both logs are viewed through the Create!form log viewer. For information on

using and configuring Create!form log viewer, refer to Create!form log

viewer’s online help.

To view a log file

From the Create!archive server main menu, select either:

• View - Trace log or,

• View - Service Log.

Create!form log viewer will be launched with the log file you selected.

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Configuring Log File Settings

Configuring Log File Settings

From within Create!archive server, you can modify global log files settings,

including specifying a different location to store log files and choosing which

events should be recorded. You can also set what events Create!archive

records.

Note

Changes to these settings do not affect any other Create!form products.

To set the Create!archive global log file settings

1 From the Create!archive server main menu, select Administration - Log

File Settings.

The Log File Settings screen will be displayed.

Figure 5.1: The Log File settings screen

2 In the Path field, type the path where you want the log files to be stored or

click Browse to locate the folder you want.

3 In the Remove log files after field, select how many days you want the

log files to remain before Create!archive removes them. (The default is 7

days.)

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Configuring Log File Settings

. . . . .

Note

Selecting 0 (zero) in this field will cause log files to be removed at the end of

the day on which they were created.

4 In the Log a warning message if disk is full field, type the percentage

of disk space used before you receive a message. (The default is 90%.)

5 In the Stop logging if disk is full field, type the percentage of disk space

used before logging is stopped. (The default is 95%.)

6 In the Create!archive events to be recorded area, select which events

should be recorded within the log files.

Notes

• The Errors setting is usually appropriate for every day production

archiving.

• The Errors, Warnings, Successes, Information setting is useful during

the configuration stage, but produces very large log files during

production archiving.

7 Continue configuring or click OK twice to return to Create!archive server.

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Pausing and Resuming Create!archive server

Pausing and Resuming

Create!archive server

You can pause Create!archive server and/or individual jobs at any time. When

Create!archive server is paused, the watch folder is still monitored and

documents appearing there will be moved to a \Create!archive\Temp

folder until the service is resumed. The documents will be viewable in the

processing window of the Create!archive server.

To pause and resume Create!archive server

1 From the Create!archive server main menu, select Server - Pause or click

on the toolbar.

This operation is a global pause and will stop indexing from taking place.

2 From the main menu, select Server - Resume or click on the toolbar.

The indexing process will be resumed for all the jobs except any that you

individually paused.

To pause and resume individual jobs

1 While Create!archive server is paused, right-click on jobs in the server

window and select Pause.

2 To resume an individual job, right-click on it and select Resume.

Note

You can resume all individually paused jobs by right-clicking on one of

them and selecting Resume all.

To check documents as they pass through Create!archive server

1 Pause Create!archive server.

2 Pause individual documents.

3 Resume Create!archive server.

4 Resume individual documents.

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Enabling Create!archive server

. . . . .

Note

If you attempt to exit or close the Create!archive server while it is paused, a

warning will be displayed, informing you that you are about to leave the

server in a paused state. The following options will be given: leave the

server paused and exit, resume the server and exit or cancel the exit

operation.

Enabling Create!archive server

Create!archive server can be manually disabled and enabled and can also be

automatically disabled. This would typically occur after an error caused by an

external application. To identify and overcome the problem, refer to the trace

log and/or Cfservice log file.

To disable Create!archive server

From the Create!archive server main menu, select Server - Disable Server.

To enable Create!archive server

From the Create!archive server main menu, select Server - Disable Server.

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CHAPTER 5: CREATE!ARCHIVE SERVER MANAGEMENT TASKS

Configure ActiveX Download

Configure ActiveX Download

The following steps allows administrators to control when Client Users are

prompted to download ActiveX controls. Proper configuration ensures that

only those users with the proper privileges are prompted to download ActiveX

controls.

Users should be prompted to download ActiveX controls if they have the

following permissions:

• Print

• Fax

• Email

• Add/View Annotations

• View Annotations

• Import User List

If your Client system already has ActiveX downloaded on the machine and

you want to delete it, you will need to take the following steps.

To delete ActiveX controls on a Client machine

1 Open the Task Manager, click the Processes tab, in the image name column,

delete AcroRd32.exe.

2 Close all Internet Explorer windows.

3 Open your C:\WINDOWS\System32 directory and delete the following

files:

ArchiveFaxEmailPrint.dll

ArchiveFaxEmailPrint.inf

CfStickyNote.api

ipwssl6.dll

4 Open your C:\Program Files\Reader 8.0\Reader\plug_ins and delete the

following file:

CFStickyNote.api

56 Create!archive 6.2.1 Administrator Reference Manual


Appendix A

GENERAL SUPPLEMENTARY

INFORMATION

APPENDIX

This chapter provides supplementary information useful for managing

Create!archive. The following topics are covered:

• Glossary

• Troubleshooting

• Archive Variables

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. . . . .

APPENDIX A

Glossary

Glossary

application server

The system on which the spool file originates.

archive document

Archive documents are the end result of the Create!archive process.

They are Portable Document Format (PDF) files, stored in the archive

store and indexed in a database.

archive printer queue

A Windows Create!form server printer queue that is configured to send

output to Create!archive port.

archive server

The machine where Create!archive server is installed. It can be the same

or a different machine to the e-forms server.

Create!form

Create!form is the form design component. Custom e-forms are designed

using the Create!form application.

Create!form server

The application that merges the spool file with the form project.

design workstation

The Windows PC where Create!form design products are installed.

distilling application

A program used to distill PostScript files to Portable Document Format

(PDF).

e-forms server

The system on which the Create!form server is installed.

58 Create!archive 6.2.1 Administrator Reference Manual


APPENDIX A

Glossary

. . . . .

form project

A form project contains all the information required to archive a job. It

is designed on the design workstation.

ODBC

Open Database Connectivity, an “open” protocol which allows different

applications and databases to communicate with each other.

printer

Printer refers to a physical printer.

server application

The software from which the spool file originates.

spool file

The spool file is the original print job sent from the application server.

user machine

The user machine is where Create!archive search is installed. From this

machine, users can search and retrieve archive documents, and

optionally archive external documents.

watch folder

Create!archive server monitors watch folders for incoming archive

documents. As they are received, each document is indexed in the

archive database and moved to the archive store.

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. . . . .

APPENDIX A

Troubleshooting

Troubleshooting

This section lists some of the scenarios and messages you may encounter

while using Create!archive. The scenarios are grouped by subject matter or the

text that appears on the messages and include the following topics:

• Watch Folder Message

• Network Access to a Folder Messages

• Documents do not move from the Watch Folder

• Problem Viewing Archive Documents

• Archive External Document Messages

• Database Reprocessing Message

• Error Folder

• Error Folder

Watch Folder Message

Symptom

Possible Causes Action Required

The watch folder was not configured

in Create!archive port or is now no

longer a valid folder.

60 Create!archive 6.2.1 Administrator Reference Manual

In Create!archive port, set the watch folder

again as described in Installing and

Configuring Create!archive port.

Note that if the watch location has changed, it

will also need to be updated at the archive

server as described in Setting a Watch

Folder.


Network Access to a Folder Messages

Symptom

Possible Causes Action Required

The watch folder is not shared. This

message may appear multiple times

if there are multiple archives with

watch folders that are not shared.

APPENDIX A

Troubleshooting

It is not essential that the watch folder be

shared unless the archive server is on a

separate machine to the archive port.

• Click Yes to automatically create the share

and convert the path into a UNC path

name.

• Click No to keep the watch folder

non-shared with a local path name.

. . . . .

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APPENDIX A

Troubleshooting

Documents do not move from the Watch

Folder

Symptom Possible Cause Action Required

Archive jobs do not

move out of the watch

folder and no jobs appear

in the processing

window of

Create!archive server.

The watch folder

is not configured

correctly in the

archive or

Create!archive

port.

The archive server

is disabled or the

CfService is not

running.

62 Create!archive 6.2.1 Administrator Reference Manual

Ensure the watch folder for that

archive (as described in Setting a

Watch Folder) is the same watch

folder archive port is delivering the

documents to (as described in

Installing and Configuring

Create!archive port).

If Create!archive server is disabled

or the CfService is stopped,

messages will be displayed in the

title bar and main window of

Create!archive server.

• To enable the archive server,

refer to Enabling

Create!archive server.

• To start CfService, from the

Create!archive server main

menu, select File - Start

Service.


Documents do not move from the Temp

Folder

Symptom Possible Cause Action Required

Archive jobs do not

move out of the a “temp”

folder and jobs remain in

the Create!archive server

processing window.

Archive jobs do not

move out of the “temp”

folder, but are not held

up in the Create!archive

server processing

window.

Create!archive

server is in a

paused state.

The workflow has

been interrupted.

Problem Viewing Archive Documents

APPENDIX A

Troubleshooting

. . . . .

If Create!archive server is paused,

messages will be displayed in the

title bar and the first line of the

processing window.

To resume Create!archive server,

refer to Pausing and Resuming

Create!archive server.

1. Consult the log file to identify

the issue as described in

Viewing Log Files.

2. Disable the Create!archive

server as described in Enabling

Create!archive server.

3. Move the PDFs out of the temp

folder to another location.

4. Re-enable the archive server as

described in Enabling

Create!archive server.

5. Move the PDFs back into the

watch folder.

If the problem persists, contact

Create!archive support.

Symptom Possible Cause Action Required

Cannot retrieve archive

documents for viewing.

Lack of

permissions from

the search client

location.

Ensure the search client has

adequate permissions to

access (read) the storeshare

folder as described in this

section.

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. . . . .

APPENDIX A

Troubleshooting

Archive External Document Messages

Symptom

Possible Causes Action Required

There is a problem with the file you are

attempting to archive via the Archive

External Documents feature.

64 Create!archive 6.2.1 Administrator Reference Manual

1. Ensure the document you are attempting

to archive is a valid printable document.

2. Ensure the appropriate software is

installed to enable it to be printed as a

PostScript file. For example Microsoft

Word must be installed in order to

archive a Word document.


Database Reprocessing Message

Error Folder

Symptom

Possible Causes Action Required

A re-structure is in progress. No

changes to the archive configuration

can be made during this process.

APPENDIX A

Troubleshooting

. . . . .

When an archive document fails the indexing process, it is placed in the

“error” folder, located beneath the watch folder. The trace log should indicate

why the indexing procedure failed.

Reprocessing Failed Jobs

Wait until the re-structure is complete,

then make any necessary archive

configuration changes.

If this message keeps appearing then the

re-structure is incomplete and may require

manual intervention:

If the file create!archive.index exists in the

store folder, delete it.

When Create!archive fails to process a document, it places the document in

the \error folder. From here you can either reprocess or delete the

job.

To reprocess failed jobs

From the Create!archive server main menu, select Server - Reprocess

failed jobs.

To delete failed jobs

From the Create!archive server main menu, select the Server- Delete failed

jobs.

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. . . . .

APPENDIX A

Archive Variables

Archive Variables

Introduction

You can create your own archive variables or use pre-defined archive

variables. There are three different types of archive variables.

Types of Archive Variables

There are three types of archive variables, which are treated differently by the

databases. These three types are explained in the following table below:

Type

Date

Naming

Requirement

The text “DATE”

must follow

“ARC_DOC” in the

name.

For example:

ARC_DOCDATEINV

OC

66 Create!archive 6.2.1 Administrator Reference Manual

Treatment by Database

The database will treat values as a date,

enabling them to be displayed according to

regional settings.

For example the value: 010602 could be

displayed as: January 6, 2002 or 1/6/02

depending on the regional settings of the

user’s computer.


Type

Number

Text

Naming

Requirement

The text “NUMBER”

must follow

“ARC_DOC” in the

name.

For example:

ARC_DOCNUMBERI

NVOC

All variables that are

not date or number

variables, will be

treated as text

variables.

For example:

ARC_DOCINVOC

would be treated as a

text variable.

Pre-defined Archive Variables

Treatment by Database

APPENDIX A

Archive Variables

The database will treat values as a number,

meaning that numbers commencing with

one or more “0”s will be truncated.

For example the value: 010602 will be

displayed as: 10602.

The database will treat values as text strings

and will not alter them.

For example the value: 010602 will be

displayed as: 010602

The order of numeric values will be

different:

The value 55 will come before 7, but after

123

. . . . .

The following table lists the pre-defined archive variables, supplied with

Create!archive. They can be re-named or deleted.

Variable Name Suggested Use

To map data that describes the nature of the document, for

ARC_DOCTITLE example a company name, an invoice number or an

account number.

To map data that provides a document description, such

ARC_DOCSUBJECT as the type of document, a customer name or a customer

reference.

ARC_DOCLOCATION

To map data that describes the origin or destination of the

document, such as the “Ship to City”.

ARC_DOCTYPE1 To map data that defines the type of document, such as an

ARC_DOCTYPE2 invoice, statement or purchase order.

ARC_DOCDESC1 To map any other available data that provides information

ARC_DOCDESC2

about the document, such as “Items Ordered”, “Contact

Name” or “Shipping Method”.

Create!archive 6.2.1 Administrator Reference Manual 67

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68

. . . . .

APPENDIX A

Archive Variables

Variable Name Suggested Use

ARC_DOCDATE1 To map date information, such as an invoice date,

payment due date or a ship date. For information on

ARC_DOCDATE2 generating date variables refer to Assigning Date

Fields in Create!form.

ARC_DOCNUMBER1 To map numerical values such as a balance owing or a

total price. If the data assigned is non-numeric, a zero will

ARC_DOCNUMBER2

be returned.

To map the name of the someone who is involved in the

production of the document.

The ARC_DOCAUTHOR field is also available from

within Create!archive server. It can either use information

ARC_DOCAUTHOR that has been assigned in the spool file header with the

parameter %cpUser or it can be mapped from the data.

Refer to the Create!form Reference Manual for further

information on header parameters. This variable is not

available for EnterpriseOne PDF reports.

The ARC_DOCNAME variable is the filename given to

the PDF when it is indexed. It is not mapped from spool

ARC_DOCNAME file data. It is used to track and retrieve documents stored

in the archive store. It is unlike all other variables because

you cannot edit or change the value of this variable.

Creating Archive Variables

As well as using the pre-defined archive variables, it is also possible to create

your own archive variables Archive Variables in Create!form.

Archive Variable Naming Conventions

All archive variables must start with “ARC_DOC”. Number variables must

start with “ARC_DOCNUMBER”. Date variables must start with

“ARC_DOCDATE”.

68 Create!archive 6.2.1 Administrator Reference Manual


APPENDIX A

Archive Variables

. . . . .

Setting Archive Variable Information in Form

Projects

Before you can use Create!archive, you must first map the archive variables to

areas of data within the spool file. These variable mappings are later used by

Create!archive server for storing, indexing and searching.

This section provides basic information about setting archive variables in

form projects. It is divided into:

• Archive variables in Create!form as described in Archive Variables in

Create!form.

• Archive variables in Create!form for PeopleSoft EnterpriseOne as described

in Mapping EnterpriseOne PDF Data to Archive Variables.

For detailed information on working with forms, refer to the Create!form

Reference Manual.

Archive Variables in Create!form

This section describes how to use Create!form to map document data to

archive variables. For detailed information on working with form objects,

refer to the Create!form User Guide.

A data area is mapped using a pre-defined archive variable, which is in turn

used to provide indexing information to Create!archive. By default,

Create!form automatically creates data items as variables. To map data in

different ways or to modify the type of data for an existing variable name, you

will need to define the DataMap item before placing it on the form.

To create a new DataMap item and definition

1 In Create!form, ensure the DataMap window is active and click the

Selection tool in the Object tool bar.

2 Drag a box around the data you want to map and release the mouse.

The Item Entry dialog will be displayed.

Create!archive 6.2.1 Administrator Reference Manual 69

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70

. . . . .

APPENDIX A

Archive Variables

Figure 2.1: The Item Entry dialog.

3 In the Type drop-down, select Archive and choose one of the 12

pre-defined archive variables as described in Pre-defined Archive

Variables from the Variable list drop-down.

• To create an archive variable, select Archive from the Variable list

drop-down and type the name of the new variable in the Variable Name

field. For information on naming archive variables, refer to Types of

Archive Variables.

• You can also create new archive variables by selecting Expression in

the Type field, and creating an expression. This method gives great

flexibility to the data that is assigned to that archive variable and is

commonly used to prepare dates in the correct format as described in

Assigning Date Fields in Create!form.

4 Click OK to finish.

Assigning Date Fields in Create!form

To ensure that date variables are interpreted accurately by Create!form, you

must use the assign string function in a DataMap expression to provide the

correct date format. Date fields must be made available to Create!archive in

the format YYYYMMDD.

• For example, if the data beginning at row 9, column 84 was laid out as

‘25/04/2000’, you could use the following expression:

assign(”ARC_DOCDATE1”,concat(at(9,90,4),concat(at(9,87,2),at(at(9

,84,2))))

This expression concatenates the 4 characters from row 9, column 90; with the

2 characters at row 9, column 87 and row 9, column 84; and assigns the result

‘20000425’ to the variable ARC_DOCDATE1.

70 Create!archive 6.2.1 Administrator Reference Manual


APPENDIX A

Archive Variables

. . . . .

Note

For further information on creating valid expressions in Create!form, refer

to the Create!form Reference Manual.

Sample form projects are installed in the \Cf2Sample folder. You can

use these samples to experiment with mapping archive variables to data areas

within a form project.

Mapping EnterpriseOne PDF Data to Archive

Variables

EnterpriseOne PDF reports variables can be mapped to any one of a number

of pre-defined or user defined archive variables. This section describes how to

map EnterpriseOne PDF report variables to archive variables, for use with

Create!archive.

To map EnterpriseOne variables to archive variables

1 Select File - Set Archive Variables from the main menu.

The Map Archive Variables dialog will be displayed.

2 Select the archive variable you want to enable, by checking the box next to

the required name in the Archive Variable Name list.

It is also possible to create a user-defined archive variable by clicking

Create and entering the name for the new archive variable. This name must

begin with ARC_DOC to be accessible to Create!archive.

If the user-defined archive variable:

• is a date field, the name must start with ARC_DOCDATE.

• is a number field, the name must start with ARC_DOCNUMBER.

All other user-defined variables will be treated as text variables.

User-defined variables can be deleted by highlighting the variable and

clicking Remove.

3 In the Document Variable Name column, select the EnterpriseOne

variable from the drop-down list that you want to map to the selected

archive variable.

Create!archive 6.2.1 Administrator Reference Manual 71

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72

. . . . .

APPENDIX A

Archive Variables

The Content column displays the value of the first occurrence of the

selected document variable.

• Select from the drop-down list to map the selected archive

variable to a constant value. (In the Content column, enter the value

you want the content to be set to.)

To start the expression builder to set archive variables, click on the

expression tool in the Expression column of the Map Archive

Variables dialog.

For example, to use the expression builder to set the archive variable to the

value of a form variable on the last page of a spool file, the following

expression could be used:

“SYS_DOC_NUM_PAGES”==“SYS_DOC_PAGE_NUM”

If an expression is used, and the form variable selected does not exist on any

page where the expression evaluates to true, the last occurrence will be used.

If no expression is used, the first occurrence of the form variable will be

used.

Assigning Date Fields in EnterpriseOne PDF Reports

To ensure that date variables are interpreted accurately by Create!archive, you

must specify the exact date format when assigning a date variable.

To assign a date format in EnterpriseOne PDF Reports

1 After assigning a document variable to a date type, click Date Format.

The Set Date Format dialog will be displayed.

2 The data contained within the current variable is displayed in the Form

Variable Value box.

The Sample box displays today’s date in the currently chosen date format.

3 Set the date format used by the variable by choosing a data type for each

Date Field.

For example, to set Month, Day, Year as the date order, select Month in

Date Field 1; Day in Date Field 2; Year in Date Field 3; Not used in Date

Field 4.

Beneath each date format, indicate the sub-format by choosing the display

options and the separator used. When defining the format, ensure the form

variable value matches the format displayed in the sample.

72 Create!archive 6.2.1 Administrator Reference Manual


APPENDIX A

Archive Variables

The following example below shows the settings to use to define the date

format Wed 22-Mar-00:

Figure 2.2: An example of date format.

. . . . .

4 Click OK when you have finished defining the date format.

If the format you defined does not match the data within the EnterpriseOne

variable, a dialog informs you of the mismatch and allows you to return to

the Date Format dialog by clicking Cancel.

When your form project is put into production, the archive variables you

have defined will automatically be included in the merged document used

for archiving.

Note

The date string will be stored internally in the format YYYYMMDD.

If setting a user-defined variable as a date with a constant

value, it will be stored in the format entered in the content field, for example

11/22/2002 will not be stored as 20021122.

Create!archive 6.2.1 Administrator Reference Manual 73

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74

. . . . .

APPENDIX A

Archive Variables

74 Create!archive 6.2.1 Administrator Reference Manual


Appendix B:

Configuring

Create!archiv

e Server

CONFIGURING CREATE!ARCHIVE

SERVER

In this Appendix, we will discuss the following:

• Summary

• Pre-Installation Requirements

• Document Types

• Archive Indexer Account

• EMail Notification

• PDF Encryption

• ODBC Drivers

• Installing Archiveany

A PPENDIX

Create!archive 6.2.1 Administrator Reference Manual 75


76 APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

Summary

. . . . .

Summary

This document covers topics about Create!archive server that are not

discussed in the manual. This includes:

• Pre-installation requirements

• Document types

• The indexer account

• Email notification

• PDF encryption

• ODBC drivers

• Installing the archiveany component

76 Create!archive 6.2.1 Administrator Reference Manual


APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

Pre-Installation Requirements

Pre-Installation Requirements

. . . . .

It is recommended that the Create!archive Web Portal be installed before

installing and configuring the server module. The Web Portal installation now

handles configuring the database backend of Create!archive which includes

creating and configuring the database, the tables, and the management

account. Without the database backend configured the server module cannot

be setup properly.

Create!archive 6.2.1 Administrator Reference Manual 77

77


78 APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

Document Types

. . . . .

Document Types

All documents indexed by Create!archive server must have a document type

specified via ARC_DOCTYPE1. If a document type is not specified, the

document will be moved to the error folder and an error message will be sent

to the trace log.

78 Create!archive 6.2.1 Administrator Reference Manual


APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

Archive Indexer Account

Archive Indexer Account

. . . . .

When setting up an ODBC archive, it is highly recommended that the

management account created during the Web Portal installation (default

username is cfuser) be used to connect to the database and archive documents.

Using any other account to archive documents, including administrative

accounts, can yield undesired results.

Create!archive 6.2.1 Administrator Reference Manual 79

79


80 APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

EMail Notification

. . . . .

EMail Notification

Email notification has been added to Create!archive server. This feature will

send an e-mail whenever a document fails to be archived. This feature is

useful to automatically alerting administrators whenever there is a problem

with the server.

To configure this Email Notification

1 Open the Configure Archives window, select the archive, and click Watch.

2 In the Configure Watch window, click the Email Notify tab and this page

will appear:

3 To activate email notifications check the Send alert emails for failed jobs

check box, which will enable the rest of the fields.

4 Enter an SMTP server address, a destination e-mail address, and source email

address. If you leave the source e-mail address blank it defaults to the

destination e-mail address. To prevent flooding the administrators e-mail

box for every failed job, check the Limit 1 alert every … minutes checkbox

and specify an interval.

80 Create!archive 6.2.1 Administrator Reference Manual


APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

PDF Encryption

PDF Encryption

. . . . .

On-the-fly PDF encryption has been added to Create!archive server. The

feature is meant to mimic Create!form job ticket PDF encryption.

To configure PDF Encryption

1 Open the Configure Archives window, select the archive, and click Store.

2 In the Configure Store window, click the PDF Encryption tab and this page

will appear:

3 To activate PDF encryption check the Enable PDF password encryption

checkbox. The archive variables designated for PDF encryption are

ARC_OWNERPASSWORD for the owner password,

ARC_USERPASSWORD for the user password, and ARC_PERMISSION

to set the document's permissions.

4 Custom variables can be assigned by checking the User custom variables

checkbox. If any of the three variables are missing when the document is

being indexed, it will not be encrypted and it will be indexed like any other

document.

Create!archive 6.2.1 Administrator Reference Manual 81

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82 APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

PDF Encryption

. . . . .

Document permissions are set by passing a four digit number via the

permission variable. Here is the list of permissions that can be set:

• 1000 disable printing

• 0100 disable adding or changing notes of form fields

• 0010 disable making changes to the document

• 0001 disable selecting text or graphics

The permission code is created by adding all the desired permissions together.

Code 0000 wouldn't disable anything whereas code 1111 would disable

everything.

82 Create!archive 6.2.1 Administrator Reference Manual


ODBC Drivers

APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

ODBC Drivers

. . . . .

When setting up a DSN that will connect to a SQL Server database, it is

recommended that Microsoft's SQL Server drivers be used. When setting up a

DSN that will connect to an Oracle database, it is recommended that the

drivers installed by Oracle during the client installation be used.

Note

For Oracle 10g databases prior to version 10.1.0.3.1:

Setting up a DSN for an Oracle 10g database requires an ODBC driver that is

at least version 10.1.0.3.1. If an earlier version is being used then a patch

needs to be applied that addresses an issue with inserting into BLOB columns.

The patch updates the ODBC drivers to version 10.1.0.5.0. The patch files are

in the Oracle 10g R1 Instant Client Upg folder on the installation CD. Copy

the file instantclient10_1.zip to disk and extract the contents.

If the Oracle client being used is the Instant Client, then open

ODBC_IC_Readme_Win.html and follow the instructions for updating the

Instant Client to version 10.1.0.5.0.

If more advanced client tools are being used then only the ODBC DLLs need

to be updated. Browse to the client tool's BIN directory and overwrite the

following files:

• sqora32.dll

• sqoras32.dll

• sqresja.dll

• sqresus.dll

After upgrading the ODBC drivers, confirm that the drivers were properly

updated by opening the ODBC Data Source Administrator (Control Panels >

Administrative Tools > Data Sources), click the Drivers tab, and scroll to the

Oracle client just patched and check that the version is now 10.01.00.50.

Create!archive 6.2.1 Administrator Reference Manual 83

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84 APPENDIX B: CONFIGURING CREATE!ARCHIVE SERVER

Installing Archiveany

. . . . .

Installing Archiveany

In order for users to externally archive documents, they need to have the

archiveany component installed on their system. Once installed, the user will

be able to right-click on any printable document and in the popup menu select

Send To > Create!archive to externally archive the document into the system

after specifying archive variables and values. Perform the following steps to

install this component on any user machine:

• Share the Clients folder in the Create!archive folder on the archive server

machine so that any user can access it over the network.

• Log onto the user's machine and browse the network for the shared Clients

folder.

• Double-click the Setup.exe file to start the installer for the archiveany

component.

• When the installer prompts for a printer driver, select a PostScript driver

from the dropdown list or click New Driver… to create a new one. The

driver will be used for CfPSPrinter, a printer the installer creates which

generates PostScript files for the external documents being archived.

Note about DSNs on user machines:

In order for archiveany to retrieve the list of archive variables, a DSN with

the same name as the DSN on the archive server machine using the same

drivers has to be created on each user machine.

Note about archive variable dropdown list:

The archive variable dropdown list contains some non-archive variables. This

is due to the index table now having columns that aren't archive variables. If a

user attempts to index an external document using non-archive variables

those values will be ignored.

84 Create!archive 6.2.1 Administrator Reference Manual


. . . . .

I NDEX

A

Acorde 41

Adobe Acrobat Distiller 21, 24

Adobe Acrobat Reader 20

Alchemy 41

Appendix A

General Supplementary Information

Archive External Document Messages 64

Archive Variables 66

Archive Variables In Create!form 69

Assigning Date Fields in Create!form 70

Database Reprocessing Message 65

Documents Do Not Move From the Temp Folder 63

Documents Do Not Move From the Watch Folder 62

Error Folder 65

Glossary 58

Mapping EnterpriseOne PDF Data to Archive Variables 71

Network Access to a Folder Messages 61

Pre-defined Archive Variables 67

Problem Viewing Archive Documents 63

Reprocessing Failed Jobs 65

Setting Archive Variable Information in Form Projects 69

Troubleshooting 60

Watch Folder Message 60

Appendix B

Configuring Create!Archive Server 75

Archive Indexer Account 79

Document Types 78

Email Notification 80

Installing Archiveany 84

ODBC Drivers 83

PDF Encryption 81

Pre-Installation Requirements 77

Summary 76

Appendix C

Create!archive 6.2.1 Administrator Reference Manual 85

85


86

. . . . .

Configuring Create!Archive Server

Pre-Installation Requirements 76

Appenidx A

General Supplementary Information 57

application server 58

archive documents 58

samples 45

archive DSNs 31

archive printer queue 58

archive server, definition 58

archive variables see variables

archives 21, 58

creating 38

testing 45

archiving external documents 49

Authorization code

Create!archive port 26

C

Create!archive

components 19

overview 18

security 35

Create!archive port 18, 19

installing 25

license keys 26

overview 24

requirements 24

Create!archive server 18, 19, 31

components 31

enabling and disabling 55

installing 33

overview 30

pausing and resuming 54

requirements 32

Create!archive web agent 19

86 Create!archive 6.2.1 Administrator Reference Manual


Create!form 18, 58

variables 69

Create!form server 18, 58

Create!pdf server 21, 24

D

database

adding columns to a table 44

passwords 42

setting security 42

setting the type 41

types of 31

DataMap expression 70

date field variables 70

deleting failed jobs 65

Director 20

disabling Create!archive server 55

disk space warnings 52

distilling agent 21

DSN 31

E

enabling Create!archive server 55

error folder 65

error messages 60

F

failed jobs

deleting 65

reprocessing 65

folders

sharing 33

form project 59

. . . . .

Create!archive 6.2.1 Administrator Reference Manual 87

87


88

. . . . .

H

help 16

I

indexing

scheduling 41

L

license keys

Create!archive port 26

evaluation 26

log files

settings 52

viewing 51

M

messages 60

O

ODBC 31

P

pausing Create!archive server 54

pdf server see Create!pdf server

printers 59

adding queues 27

queues 27

prompts 60

Q

queues see printers

R

regional settings 66

reprocessing failed jobs 65

88 Create!archive 6.2.1 Administrator Reference Manual


esuming Create!archive server 54

S

sample archive documents 45

Scanning to Archive 48

security

database 42

server application 18, 59

spool file 59

Spyvision 41

T

testing archives 45

troubleshooting 60

U

UNC path names 34

user logon 35

user machine 59

V

variables 66

creating in Create!form 70

creating in Create!form for JDE OneWorld 71

date fields in Create!form 70

defining in Create!form for JDE One World 71

in Create!form 69

mapping OneWorld data 71

predefined 68

setting in form projects 69

W

warnings 60

watch folder 59

setting the 40

. . . . .

Create!archive 6.2.1 Administrator Reference Manual 89

89


90

. . . . .

Windows identity

specifying a 35

90 Create!archive 6.2.1 Administrator Reference Manual

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