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Epicor ERP

Epicor Information Worker


Administration for Epicor ERP
Course
10.0.700.2

Disclaimer
This document is for informational purposes only and is subject to change without notice. This document and its
contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its
date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with
regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a
particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is
likely to be unique in their requirements in the use of such software and their business processes, users of this document
are always advised to discuss the content of this document with their Epicor account manager. All information contained
herein is subject to change without notice and changes to this document since printing and other important information
about the software product are made or published in release notes, and you are urged to obtain the current release
notes for the software product. We welcome user comments and reserve the right to revise this publication and/or
make improvements or changes to the products or programs described in this publication at any time, without notice.
The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of
any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage
of the solution(s) described in this document with other Epicor software or third party products may require the purchase
of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements
in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws
and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly
Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of
platform and product compatibility in this document shall be considered individually in relation to the products referred
to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also
stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible
with both of the products running at the same time on the same platform or environment. Additionally platform or
product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and
Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs
released by third parties after the date of publication of this document. Epicor is a registered trademark and/or
trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other
trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation 2014.
All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of
Epicor Software Corporation.

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Revision: July 25, 2014 2:08 a.m.
Total pages: 21
course.ditaval

Epicor Information Worker Administration for Epicor ERP Course

Contents

Contents
Epicor Information Worker Administration for Epicor ERP Course.....................................4
Before You Begin....................................................................................................................5
Audience.........................................................................................................................................................5
Prerequisites....................................................................................................................................................5
Environment Setup..........................................................................................................................................5

Overview.................................................................................................................................7
Security Configuration...........................................................................................................8
Benefits of Configuration Manager......................................................................................9
Starting Configuration Manager.........................................................................................10
Configuration Manager Overview......................................................................................11
Create and Deploy an Information Worker Configuration...............................................13
Workshop - Create a Configuration...............................................................................................................13
Workshop - Export an Epicor BAQ..................................................................................................................14
Workshop - Import an Epicor BAQ.................................................................................................................14
Workshop - Add a Business Entity..................................................................................................................15
Workshop - Create a Menu Item....................................................................................................................16
Workshop - Deploy the Configuration............................................................................................................17
Workshop - Test the Business Entity in Microsoft Outlook..............................................................................17

Troubleshooting...................................................................................................................19
Conclusion.............................................................................................................................20

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Epicor Information Worker Administration for Epicor ERP Course

Epicor Information Worker Administration for Epicor ERP Course

Epicor Information Worker Administration for Epicor ERP


Course
This course reviews the Epicor Information Worker administrative side. Epicor Information Worker is a desktop
productivity application that allows people who use Microsoft Office to view and update data from applications
configured to work with Epicor Information Worker. This helps increase productivity and improve real-time
decision-making by offering easy access to data stored in applications.
This course reviews required administrative configuration. The majority of the course explains the Epicor Information
Worker Configuration Manager, followed by a section on troubleshooting data synchronization issues.
The Epicor Information Worker Configuration Manager is an application that configures Epicor application business
activity queries (BAQs) so people who use Epicor Information Worker can access data in Microsoft Office
applications via the Epicor menus and commands.
There are shipping configurations that come with Epicor Information Worker. However, an organization may
want to create their own views and want them accessible in the Epicor Information Worker menu structure. The
Epicor Information Worker Configuration Manager allows you to create a new configuration file which you can
deploy to your Information Worker server.
Upon successful completion of this course, you will be able to:
Understand Information Worker administration and the implications of different configurations.
Use Information Worker Configuration Manager.
Modify Information Worker configuration settings.
Deploy a modified configuration.

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Epicor Information Worker Administration for Epicor ERP Course

Before You Begin

Before You Begin


Read this topic for information you should know in order to successfully complete this course.

Audience
Specific audiences will benefit from this course.
System Administrator
IT/Technical Staff

Prerequisites
In order to successfully complete this course, the following prerequisites must be met.
Experience with Epicor business activity queries (BAQs).
Complete the Epicor Information Worker 9.05 for Epicor 9.05 course.

Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
If IW is already in production use, you must install the IW server components on a different server in order to do
this course without affecting the production IW installation.
The following steps must be taken to successfully complete the workshops in this course.
1.

Verify the following or ask your system administrator to verify for you:
Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support

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Before You Begin

Epicor Information Worker Administration for Epicor ERP Course

> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.
2.

Install the Information Worker server using the procedures in the Epicor Installation Guide.

3.

Assign your Windows user credentials to the manager account in your Epicor application.
a.

Log into your Epicor application. For User name and Password, use epicor and epicor . These
credentials allow you the administrative rights needed for this task.

b.

Navigate to System Management > Company Maintenance > User to open the User Account
Maintenance program.

c.

On the Details sheet, type manager in the User ID field and press Tab to display the settings for the
manager user account.

d.

In the Domain and Domain User ID fields, type your Windows user name and domain name.

e.

Click File > Save.


It takes approximately five minutes for your change to be activated.

4.

From a computer with Microsoft Office 2007 or above, open a web browser and go to
http://yourIWservername/informationworker replacing yourIWservername with your Information
Worker server computer name.

5.

Follow the instructions on the client download page to download and install the Information Worker client.

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Epicor Information Worker Administration for Epicor ERP Course

Overview

Overview
Use Epicor Information Worker Configuration Manager to configure Epicor application business activity
queries (BAQs) so people who use Epicor Information Worker can access data in Microsoft Office applications
via the Epicor menus and commands.
The following diagram shows an overview of an Information Worker installation, which includes Information
Worker clients, the Information Worker server with its Information Worker Configuration Manager utility, and
the Epicor server that provides application data to the Information Worker clients.

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Security Configuration

Epicor Information Worker Administration for Epicor ERP Course

Security Configuration
Security in Epicor Information Worker is controlled by the Epicor ERP application.
Each user must be set up as a user in the Epicor application with single sign-on capability. In the Epicor application
User Account Maintenance program, you do not need to select the Require single-sign on check box for each
user account record, but the Domain and Domain User ID fields must be set with the Windows credentials of
each user.
IW users are granted same access to Epicor data as they are granted when using the regular Epicor client.
Note For more information on setting up users with single sign-on, refer to the application online help
for User Account Maintenance.

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Benefits of Configuration Manager

Benefits of Configuration Manager


Epicor Information Worker is used to access Epicor application data in Microsoft Outlook, Word and Excel. When
the Epicor Information Worker client is installed on a computer that also has Microsoft Office, the Epicor
application-specific menu items are added to the Office applications. Most menu items are related to business
entities. Business entities are a class (type) of record whose columns are determined by an Epicor business activity
query (BAQ). For example, Customers is an Epicor application business entity. A Customers record has columns
such as address, customer ID, credit hold, and territory. When you import the Customers business entity into
Microsoft Outlook, you view the column data in a form.
The BAQs used by Epicor Information Worker are shipped as a part of the standard system BAQs. The Epicor
Information Worker installation package contains default configuration program files that include a list of business
entities that match the Epicor Information Worker BAQs. The shipped configuration files are created by Epicor
developers using the Configuration Manager. The shipped configurations are applied during the Epicor
Information Worker installation.
When and why would an Epicor Information Worker installation administrator create and deploy different
Information Worker configurations using Configuration Manager? The following are reasons for using
Configuration Manager:
The Configuration Manager is always used for initial configuration of the Information Worker installation.
Unique BAQs exist and you want to make the them available to Information Worker as business entities.
You want to display BAQ parameters that were not visible before to Information Worker users.

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Starting Configuration Manager

Epicor Information Worker Administration for Epicor ERP Course

Starting Configuration Manager


Starting Configuration Manager
Navigate to the Information Worker Configuration Manager application from your Epicor Information Worker
server.
Path: Start > Programs > Administrative Tools > Information Worker Configuration Manager.
The Configuration Manager is a Microsoft Management Console (MMC) application. The MMC tree hierarchy
organization may look familiar from using other MMC applications.
From the Help menu, select Help Topics. When the online Help file opens, expand the Information Worker
Configuration Manager book and browse through the topics. In the Configuration Manager, press F1 to access
help related topics on a particular form or node. There also is a section explaining the Microsoft Management
Console.

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Epicor Information Worker Administration for Epicor ERP Course

Configuration Manager Overview

Configuration Manager Overview


There are several nodes found in the Configuration Manager you can use to modify an Epicor Information Worker
installation.
Configuration Manager is a user interface for creating configuration files used by IW. If you are interested in
looking at the main configuration file, you can find your deployed configuration files here: C:\Program Files
(x86)\Common Files\Epicor Software Corporation\Information Worker\versionnumber\Configuration Files\Custom
Configurations. Configuration Manager is used by Epicor developers and therefore show some elements that
end users do not use.
Let us look at and describe some of the configuration nodes from the top going down
Data Source
This node is where you configure the connection from IW to your Epicor server.
Business Entities
Under Business Entities are the configuration links to the Epicor BAQs that determine the data records synchronized
by IW. This is an area in which you would be working if you were customizing your IW installation.
Icons
This node specifies the icons used in the Information Worker menus.
Help Files
This node is where you specify the Information Worker online help files to be included in the IW installation.
Outlook, Word and Excel
These nodes configure the menus and other technical workings of the Information Worker - Office add-in.
Generally end-users only work with the menu nodes.
Adapters
Adapters are code libraries that enable Epicor business activity queries BAQs to display in Microsoft applications.
In general, you use the generic adapter for business entities you create (for Outlook), unless you create a business
entity that meets the requirements listed in the Advanced Requirements for Information Worker BAQs. You can
search for these requirements in the online Help. In that case you may use the Appointment, Contact or Task
adapters. Do not use the Epicor ERP specific adapters for entities based on BAQs you create or select an adapter
to view or select which business entities are associated with it.
Commands
Commands call to application code that start a specific action and are part of the Configuration Manager because
that is where they are created. Commands are assigned to menu items. The addition of new commands is only
supported for Epicor developers. Assign the List command to new views in the menu editors.
Menus and Toolbars
The menus and toolbars node displays the current menus and toolbars in use for the configuration. Select a menu
or toolbar to edit it, or from the Action menu, select New to create a new one.

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Configuration Manager Overview

Epicor Information Worker Administration for Epicor ERP Course

Synchronization Setting
You can establish whether you synchronize automatically (without having to click a Synchronize button) and the
length of the synchronization interval. If you change the settings, it sets initial synchronization settings for everyone.
Note The synchronization setting is only available for Microsoft Outlook.

Data Explorer Context Menu


The Data Explorer context menu displays the current menu being used for Microsoft Word and Excel for
documents and business entities. If the configuration already has menus or toolbars, select a current one to edit,
or from the Action menu, select New to create a new menu.
Validation Results
Every time you select Validate from the Action menu for configuration items that support validation, all
informational or warning items are listed under Validation Results.

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Epicor Information Worker Administration for Epicor ERP Course

Create and Deploy an Information Worker Configuration

Create and Deploy an Information Worker Configuration


In these workshops, you will use the Information Worker Configuration Manager to create an Information Worker
configuration, and then deploy the configuration to make a new business entity available on the Epicor Import
menu in Microsoft Outlook.
Since this course focuses on using the Information Worker Configuration Manager, you will work with a copy
of an existing Epicor business activity query (BAQ) rather than creating a new one. There are other Epicor University
courses available that cover designing and creating BAQs. Requirements for BAQs that are run through Information
Worker are detailed in the Information Worker online help.

Workshop - Create a Configuration


In this workshop, create the Information Worker configuration that will be used in the other workshops.
Navigate to Information Worker Configuration Manager.
Menu Path: Start > Programs > Administrative Tools > Information Worker Configuration Manager.
1. In the console tree, expand the Information Worker Configuration Manager > Configurations node.
Information Worker configurations are located under this node.
2. In the Configurations node, right-click the Epicor node and select Create Copy.
A new Copy of Epicor node displays.
3. Select the Copy of Epicor node.
The Configuration Details pane displays.
4. In the Name field, enter XXX_Configuration (where XXX are your initials).
5. In the renamed XXX_Configuration node (where XXX are your initials) select the Data Source node
The Connection details pane displays.
6. In the Connection details pane, click Test Connection. If an error displays:
a. Ensure that your Windows user credentials are correctly mapped to the manager user in your Epicor
application.
b. Verify that the Use default login credentials option is NOT selected if you are logged onto the machine
where you are working using Windows user credentials other than those that you mapped to the manager
user in your Epicor application.
c. If your login credentials are correctly set up, contact your system administrator for help in determining
cause of the disconnection.
7. In the Configurations node, right-click the XXX_Configuration node (where XXX are your initials) and
select Save.

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Create and Deploy an Information Worker Configuration

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8. Exit Information Worker Configuration Manager.

Workshop - Export an Epicor BAQ


In this workshop, export a BAQ. The exported BAQ will be used in the next exercise to create a copy.
In your Epicor client, navigate to the Business Activity Query Designer.
Menu Path: System Management > Business Activity Queries > Business Activity Query
Important This program is not available in the Epicor Web Access.

1. In the Query ID field, search for and select zIWCustomer.


2. From the Actions menu, select Export BAQ.
The Export Business Activity Query window displays.
3. Click Export to File.
A file/folder selection window displays.
4. In the File name field, enter XXX_Customers (where XXX are your initials).
5. Click Save.
6. In the Export Business Activity Query window, click Export.
The export process begins. When the export is complete, a message displays in the Export process messages
pane.
7. When the export is complete, click Close.
8. Remain in the Business Activity Query Designer for the next workshop.

Workshop - Import an Epicor BAQ


In this workshop, import a BAQ, using the import action to create copy.
1. In the Business Activity Query Designer, from the Actions menu, select Import BAQ.
The Import Business Activity Query window displays.
2. Click Import File.
A file/folder selection window displays.
3. Search for and select the XXX_Customers file (where XXX are your initials) that you created in the previous
workshop.
4. Click Open.

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Epicor Information Worker Administration for Epicor ERP Course

Create and Deploy an Information Worker Configuration

5. In the New Query ID field, enter XXX_IWCustomers (where XXX are your initials).
6. Select Show in Designer.
7. Click Import.
The import process begins. When the import is complete, a message displays in the Import process messages
pane.
The New Query ID field displays the new BAQ name, which is XXX_IWCustomers in this example (where
XXX are your initials).
8. When the import is complete, click Close.
9. Exit the Business Activity Query Designer.

Workshop - Add a Business Entity


In this workshop, add a new business entity to your Information Worker configuration.
Navigate to Information Worker Configuration Manager.
Start > Programs > Administrative Tools > Information Worker Configuration Manager
1. In the console tree, expand the Information Worker Configuration Manager > Configurations node.
Information Worker configurations are located under this node.
2. In the Configurations node, expand the XXX_Configuration > Data Source node (where XXX are your
initials).
3. In the XXX_Configuration > Data Source node, right-click the Business Entities node and select New.
The Select a Definition For Your Business Entity window displays.
Note You may first be prompted for user credentials. This would typically happen if you are logged
onto the machine where you are working using Windows credentials other than those that you
mapped to the manager user in your Epicor application at the time that you set up the training
environment. When prompted, enter the Windows user credentials that you have mapped to the
Epicor manager user.

4. Search for and select the XXX_IWCustomers BAQ (where XXX are your initials).
5. Click Select to import the BAQ and create the business entity.
The new XXX_IWCustomers business entity (where XXX are your initials) is added to the Business Entities
node.
6. Working in the console tree, from the XXX_Configuration > Data Source > Business Entities node,
select XXX_IWCustomers (where XXX are your initials) to display its Business Entity pane.
7. In the Business Entity pane, make the following adjustments to the configuration details:
a. In the Adapter field, verify Generic Adapter displays.
b. In the Display Column field, select Customer.

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Create and Deploy an Information Worker Configuration

Epicor Information Worker Administration for Epicor ERP Course

c. In the Primary key field, select LobId.


d. In the Sync Filter Column field, select LobVersion displays.
8. Expand the XXX_Configuration > Data Source > Business Entities > XXX_IWCustomers node (where
XXX are your initials).
9. Right-click the Parameters node, and select New.
The Parameter Properties window displays.
10. In the Parameter Properties window, define the new parameter:
a. In the Column field, select Customer.Name.
b. In the Display name field, enter CustomerName.
c. In the Operation field, select Begins.
d. Select Visible to users .
e. Click OK.
The Customer.Name parameter is added to the list in the Parameters pane.
11. Again, right-click the Parameters node, and select New.
The Parameter Properties window displays.
12. In the Parameter Properties window, define the new parameter:
a. In the Column field, select Customer.SysRowID.
b. In the Display name field, enter LobID.
c. In the Operation field, select In.
d. In the Default value field, enter * (an asterisk).
e. Click OK.
The LobID parameter is added to the list in the Parameters pane.
13. Remain in Information Worker Configuration Manager for the next workshop.

Workshop - Create a Menu Item


In this workshop, add the new business entity as an Outlook 2007 toolbar menu item in the Information Worker
configuration.
Do this workshop only if you are deploying Information Worker in Outlook 2007, or if your deployment includes
both Outlook 2007 and 2010 or 2013.
You can skip this workshop if you are deploying Information Worker only on Outlook 2010 or 2013. The new
business entity will be added automatically to the Import menu on the Epicor tab in Outlook 2010 or 2013
ribbon.

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Epicor Information Worker Administration for Epicor ERP Course

Create and Deploy an Information Worker Configuration

1. In the console tree, expand the Information Worker Configuration Manager > Configurations node.
Information Worker configurations are located under this node.
2. In the Configurations node, expand the XXX_Configuration > Outlook > Toolbars node (where XXX
are your initials)
3. From the Toolbars node, select Epicor.
The menu editor pane displays.
4. In the menu editor's tree, expand the Import node.
5. From the Import node, select Customers.
6. Click Insert and select Insert Business Entity Element.
A blank menu item is added below the Customers node.
7. In the Caption field, enter XXX_IWCustomers (where XXX are your initials).
8. In the Business Entity field, select your new entity XXX_IWCustomers (where XXX are your initials).
9. In the Command list, select Import Data.
10. Remain in Information Worker Configuration Manager for the next workshop.

Workshop - Deploy the Configuration


In this workshop, deploy the new Information Worker configuration to make your new business entity available
in Microsoft Outlook.
1. In the console tree, expand the Information Worker Configuration Manager > Configurations node.
Information Worker configurations are located under this node.
2. In the Configurations node, right-click the XXX_Configuration node (where XXX are your initials)and
select Deploy.
3. In the Configuration deployed successfully message, click OK.
4. Exit Information Worker Configuration Manager.

Workshop - Test the Business Entity in Microsoft Outlook


In this workshop, run a test import of the new business entity in your Microsoft Outlook application.
1. Open Microsoft Outlook.
Important Close and re-open Outlook if it was already running when you deployed your Information
Worker configuration in the previous exercise.

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2. From the Epicor tab (Outlook 2010 or 2013) or Epicor Information Worker toolbar (Outlook 2007), click
Import and select the XXX_IWCustomers menu item (where XXX are your initials).
The Information Worker Explorer - XXX_IWCustomers window displays (where XXX are your initials).
3. In the criteria window, leave criteria blank and click Next.
A list of customers displays.
4. To test your new business entity, in the Import column, select the check box next to any customer and click
Finish.
In the Mail pane, under the Epicor folder, the XXX_IWCustomer folder displays (where XXX are your
initials).
5. Select the XXX_IWCustomers folder (where XXX are your initials).
In the right pane, the imported customer data displays.
6. Exit Microsoft Outlook.

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Epicor Information Worker Administration for Epicor ERP Course

Troubleshooting

Troubleshooting
If issues with the Microsoft applications occur during data synchronization, enable logging for Epicor Information
Worker to help locate the issues.
Back up the configuration file - To copy the configuration file, right-click in the Information Worker
Configuration Manager, and select Create Copy. You can also include all the content in the Information
Worker Configuration Manager directory in your nightly network back-up process.
Enable Information Worker logging - Depending on the state of the Information Worker synchronization
(success/failed), there are a few types of logging available.

If you click the synchronization icon in the failed state, the Synchronization Errors form displays and lists
the issues encountered. Correct the errors listed and attempt the synchronization process again.

If you right-click the synchronization icon in the success state, select Show Synchronization Log to review
messages in the log and open records affected by error warnings.
For each of the add-ins there is a configuration file: Epicor.Infoworker.Outlook.dll.config,
Epicor.Infoworker.Excel.dll.config, and Epicor.Infoworker.Word.dll.config. These are located in the
Information Worker Outlook Client program directory (default path is C:\Program Files (x86)\Common
Files\Epicor Software Corporation\Information Worker\version#).
Open the configuration files, using a text editor, such as Notepad, and set the various property values to 4
to receive the most logging. The default location for the InfoWorker.log file is in the root of the client folder.
You can change this location by changing the initializeData="InfoWorker.log" setting. For example,
initializeData="C:\Documents and Settings\username.DOMAIN\Local Settings\Temp" is a good path for the
Windows Vista operating application.
The errors listed determine the troubleshooting required. You may have to correct data issues.
As you deploy additional content, situations occur where the data does not display as expected once you deploy
it to the Information Worker client. The following describes how to determine the source of the issue when data
is not synchronizing.
1.

Check the Business Activity Query (BAQ) in the Epicor client


If information does not appear, check the BAQ and security for the user. If it displays in the Epicor client,
proceed to the next step.

2.

Check in Epicor Information Worker


If the data does not display in Information Worker, the most likely cause is synchronization of selected
records. Try manually importing a single record.

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Conclusion

Epicor Information Worker Administration for Epicor ERP Course

Conclusion
Congratulations! You have just completed the Epicor Information Worker Administration course.

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Additional information is available at the Education and


Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.