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DocuWare System Consultant

Base Training
Agenda

Day 1 Day 3
DocuWare Review – Clients and Administration Create email notifications
DocuWare Review – Modules Create Auto Index
DocuWare Installation Create Document Trays
DocuWare User Management
Create Connect to Outlook
DocuWare User Synchronization
Create Smart Connect (Index and Search)

Day 2
Day 4 / 5
Processing Incoming Invoices
DocuWare Forms
Planning a DocuWare File Cabinet
Workflow Manager
Create File Cabinet and Rights
Create Task Lists DocuWare Printer

Create Stamps Version Management

Create DocuWare Import Request

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DocuWare System Consultant
Base Training

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Document Management with DocuWare

Documents and files File Cabinet

Acquire Document tray


DocuWare in General
DocuWare at the Client

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DocuWare at the Client

DocuWare Web Client

Supported Browsers
• Internet Explorer
• Firefox
• Chrome

Needed features
• HTML / HTML 5
• Java Script

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DocuWare at the Client

DocuWare Desktop

Apps
• Scan
• Smart Connect
• Printer
• Import
• Edit & Send
• Connect to Outlook
• Windows Explorer Client

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DocuWare at the Client

Windows Explorer Client

Document access using Windows Explorer


Features
• Copy
• Rename
• Store with Drag`n`Drop

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DocuWare at the Client

DocuWare Administration

Installation with DocuWare Setup


Base configuration

Separated in
• System
• Organization

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DocuWare at the Client

DocuWare Configuration

Installation with DocuWare Setup


Web based configuration

http://<servername>/docuware/settingsui

Needs
• Silverlight
• HTML 5

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DocuWare at the Client

Workflow Designer

Installation with Desktop Apps Setup

User interface to create Workflow structures

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DocuWare in General
DocuWare at the Server

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DocuWare at the Server

Authentication Server

Tasks
• Authentication
• License management
• Ticket mechanism
• Settings management

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DocuWare at the Server

Content Server

Tasks
• Features of file cabinet
 Documents
 Search, Store, Edit, Delete
 Lock document access
 File cabinet rights

• Full text
 Create text shots

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DocuWare at the Server

DocuWare Platform Service

IIS hosted interface


Infrastructure for
• Web Client
• Viewer
• OCR
• Document imaging

• DocuWare Mobile

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DocuWare at the Server

Job Server

IIS hosted application


DocuWare Desktop Server Component
• Processes the document tasks from DocuWare
Desktop Clients
 Printer
 Scan
 Import
 Smart Connect

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DocuWare at the Server

Workflow Server

File Cabinet tasks System task


• Synchronization • Backup
• Export
• Migration Organization tasks
• Conversion • User synchronization
• Restore • Thumbnail
• Delete
• DocuWare Request

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DocuWare at the Server

Fulltext Server

Tasks
Creates and updates full text catalogues
Search features:
• by relevance
• for phrases
Based on:
• Apache Tomcat
• Apache Lucene project
• Apache Solr

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DocuWare at the Server

Full text process

Content Full text Full text


Client
Server Server Index

Storage
Database
location

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DocuWare at the Server

Thumbnail Server

Task
Creates and saves document thumbnails
• In the database

Thumbnail available at
• Viewer
• Document tray
• File cabinet

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DocuWare at the Server

Notification Server

Tasks
Event based management of
• E-Mail notifications
• Workflow Instances

Based on
• Storage
• Change index

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DocuWare at the Server

Workflow Engine

Tasks
Access to workflow database
Save designed workflows
Manage workflow instances

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DocuWare at the Server

Connect to Mail

Tasks
Import E-Mails directly from IMAP Servers
• Supports
 Googlemail
 Exchange (Web Service)
 Exchange 2007, 2010, 2013
 IMAP
Mails are stored as EML or PDF

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DocuWare at the Server – TCP Ports

Internal Communication External Communication


Authentication Server 9000 Thumbnail Server 9015
Content Server 9001
Workflow Server 9002 Web Service Server 9007
CONNECT to SAP 9004 Web Service Server 9008
Notification Server 9005 OCR Service 9010
Thumbnail Server 9006 Tomcat 9012
Workflow Engine 9018
CONNECT to Mail 9019

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DocuWare in General
System requirements

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DocuWare – System requirements

Operating System

DocuWare Services and Clients


• Windows 7 SP1
• Windows 8
• Windows 8.1
• Windows Server 2008 SP2
• Windows Server 2008 R2
• Windows Server 2012
• Windows Server 2012 R2

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DocuWare - System requirements

Database

DocuWare Internal Database


MS-SQL Server
MySQL
ORACLE

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DocuWare - System requirements

Storage

Enterprise
EMC Centera
NetApp

Professional
Jukebox

Business
File system

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DocuWare - System requirements

Web Server

Microsoft Internet Information Services (IIS)


IIS 7 and above
• Needed features (automatically installed)
 IIS 6 Management Compatibility
 Windows Authentication
 HTTP-Redirect

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DocuWare in General
Client
Applications  Web Client DocuWare
 DocuWare Configuration Administration Workflow
 Mobile Clients Designer
Windows Explorer
 DocuWare Desktop
Client

HTTP
Web
Server
Platform Service, Job Server, Settings Service
TCP HTTP
.NET

TCP
Backend Content
Workflow
Server Authentication Server Workflow Thumbnail Notification
Engine
Server Full text Server Server Server
Server
Server

TCP TCP
Infrastructure
File directories User Directory Databases
Windows / Linux / Sun / EMC Centera / Active Directory / NT Domain / LDAP Microsoft SQL / Oracle / MySQL
NetApp / Jukebox

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Scaling

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DocuWare Server Versions

Business
• File Cabinet size – one disk with 4 GB
• No external select lists
• Almost no modules

Professional
• User synchronization
• File cabinet synchronization

Enterprise
• Two licenses for every DocuWare server
• Encrypted document storage
• Irrevocable delete

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DocuWare Modules

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DocuWare Modules

Barcode & Forms

Barcode recognition
• Page splitting
• Index enhancement
Native and OCR recognition

Used in
• DocuWare Printer
• DocuWare IMPORT
• DocuWare Scan
DocuWare Modules

DocuWare Printer

Virtual printer
• Creates PDF/A
• Document identification
• Text extraction
• Split print job
• Storage to file cabinet or document tray
DocuWare Control
DocuWare Modules

DocuWare Import

Monitor folders in file system


Import to file cabinet and document tray
With DocuWare Import license
• Indexing with
 DocuWare Control
 MFP metadata
DocuWare Modules

DocuWare Scan

Scan application
• Change document page order
Import configurations can be used
• Dynamic and fixed values
• Storage to file cabinet and document tray
Scanner interface
• TWAIN
• WIA
DocuWare Modules

Autoindex

Assign index data to stored documents


Connection to external Databases
• MySQL
• MSSQL
• ORACLE
• ODBC
Unique value for comparison
DocuWare Modules

Task Manager

E-Mail Notification
• Generates E-Mails at storage and/or change of
index data
Lists / Task lists
• Administrator creates predefined searches and
assigns them to users
Save search as list
• User creates own searches and can save them
Save search as link to desktop
DocuWare Modules

Workflow Manager

Document-based business processes


• Rules for document handling
• Optimize business processes
• Assign tasks to individuals or groups
• Define events, documents and users to start a
workflow
• Track it all through a workflow history
DocuWare Modules

DocuWare Forms

Electronic Forms
• Web Based
• Merge Forms
• Assign to Workflow processes
DocuWare Modules

Smart Connect

Easily integrates into third-party applications


Smart Search
• Import search words from third-party
application
• Direct display of stored documents
Smart Index
• Import index words third-party application
• Store or Info dialog get automatically indexed
DocuWare Modules

DocuWare Request

Stand-alone solution for DocuWare documents


• Creates an autonomous copy of DocuWare
documents
• Can be used without DocuWare software
• Built-in searchable browser
• Creation can be scheduled
DocuWare Modules

DocuWare Mobile

Access to documents via Smartphone


DocuWare Mobile (Plus) II
• iPhone and iPad App
HTML 5 client
• Android
• Blackberry
DocuWare Mobile for Windows Phone
• Windows Phone 7
• Windows Phone 8 and RT
DocuWare Modules

PaperScan

Free App
Use your iPhone, iPad or Android device to scan
paper document with flat-bed quality
Organize scans and compile them into multi-page
PDFs
Push them to
• Dropbox
• Email
• Printer
• DocuWare (DocuWare Mobile license)
DocuWare Modules

DocuWare Online

Manage documents in the Cloud


Benefits
• No maintenance of hardware or software
• Always available – from anywhere
• No worrying about backups and long-term
archiving
White Paper available
DocuWare Modules

Intelligent Indexing

Web-based service
• Automatically captures metadata from scanned
documents
• System learns from feedback
DocuWare Modules

Connect to Outlook

COM Add-in for Microsoft Outlook


Store emails
• To basket or file cabinet
• Index enhancement
Send and store
Special attachment options

Search for stored documents


DocuWare Modules

Connect to Mail

Server-based email archiving


Supports
• Googlemail
• Exchange (Web Service)
• IMAP
Imports mail to
• File cabinet
• Document tray
Mails are stored as EML or PDF
DocuWare Modules

Connect to SharePoint

Search
• In SharePoint and DocuWare
 Federated Location
Store
• DocuWare as Record Center
DocuWare Modules

Connect to SAP

Digital archiving for SAP with DocuWare


• Store and assign documents to business
objects
• Support for SAP barcode standard scenarios
for incoming documents
• Integration of archived documents in SAP
Business Workflow scenarios
• Archive documents in original format
DocuWare Modules

Connect to MFP

CONNECT to
• RICOH
• OKI
• TOSHIBA
• XEROX
• SHARP
DocuWare Modules

SDK

DocuWare development interfaces


• DocuWare Platform .NET API
• URL Integration

Interfaces with Support until Q1/2016


• GAPI
• Toolkit, Toolkit.net
• JAPI, Web Services
• Validation
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DocuWare Installation

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Training VM

Preconfigured environment

Windows 7
• Service Pack 1
• .Net Framework 4.5
• Silverlight 5
DocuWare Setup
• DocuWare 6.9

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Training VM

Preconfigured environment

E-Mail Client
• MS Outlook
ERP System
• Peters Invoice

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Training VM

Active Directory Users

Sales
• Peter Sanders, Sales
• Fred Winner, Director Sales
Finance
• Peggy Jenkins, Senior Accountant
• Elizabeth Cash, Director Finance
Production
• Brian Ford, Director Production

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DocuWare Installation

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Installation task

IIS

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Installation task

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Installation task

DocuWare

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Installation task

DocuWare

Server Components
Client Components

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Installation task

DocuWare

Desktop Apps

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User management

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DocuWare User

Login Name
Password
Email Address
Absence
Network ID
• Used for Windows login
Rights

Functional File
rights
rights cabinet
Stamp Administrative General

DocuWare
Add field Search
Configuration
DocuWare
Change dialog Store
Administration

Workflow Manager Create profile Delete

… … …

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Profile

DocuWare System
System
administrator
(profile)
Organization
Functional
profile File Cabinet
File cabinet profile Index filter profile

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DocuWare Role

Central right management


• Connects
 Users
 Groups
• with
 File cabinet profiles
 Functional profiles
User Jenkins

Role Finance

Profile File cabinet Function

Right Read Stamp


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Example for user management

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Example

Peter
Company Engineering

Departements Sales Finance Production

Employees Sanders Winner Cash Jenkins Ford

Read / Read / Read / Store Read / Store Read /


Document righs Stamp Stamp / Edit / Edit Stamp
Task

Requirement

How often would you use these objects?


• Groups
• Roles
• Functional profiles
• File cabinet profiles

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File cabinet profile - company departement

File cabinet Document


Pool

File cabinet profile Sales Finance Production

Roles Sales Finance Production

Groups and Group - Profile - Group - Profile - Group - Profile -


Sales Sales Fiance Finance Production Production
functional profiles
File cabinet profiles for every right

Document
File cabinet Pool

File cabinet profiles Edit


Edit Store
Edit

Read
Read
Read

Roles Sales Finance Production

Groups and Gruppe - Profil - Gruppe - Profil - Gruppe - Profil -


Vertrieb Vertrieb Buchhaltung Buchhaltung Produktion Produktion
Functional profiles
Task

Create following objects

• Groups
• Roles
• Functional profiles for
 Production
 Sales
 Finance
Connect
• Roles and groups
• Roles and functional profiles

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User management
User synchronization
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Task

Synchronise the Active Directory groups with DocuWare groups

Sales

Fiannce Production

DocuWare
External user directory

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User synchronization

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Installation manual

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Why use an installation manual?

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Installation manual

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Why use an installation manual?

Installation manual template

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Planning a DocuWare System

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Incomming invoices

Current approach at Peters Engineering

Assigned Approved

--------- Ford
Invoice
---------
Jenkins Assigned
Rejected

Enters invoice

Winner
Accounting
Think about a possible
solution with DocuWare

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Task

Design a file cabinet

Use file

3 – File Cabinet 1.xlsx

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DocuWare Configuration

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Task

File cabinet

Create a storage location for documents


Create a file cabinet
Create file cabinet profiles
Connect file cabinet profiles and roles
Task

Document trays

Create a storage location for document trays


Create a document tray location
Create a „private“ document tray
• Assign the document tray to all roles and users
Create a „public“ document tray
• Assign the document tray to Jenkins and Admin

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Task

DocuWare Import

Create an import configuration with barcode


separation
• Barcode recognition
• Document type
• Status
Create an import job
Task

List

Create a new list for Peggy Jenkins

Search criteria
• Document type
• Status
Task

Stamp with external select list

Create a storage location for file connections


Create a file connection
Create a select list
Create a stamp for Peggy Jenkins
• Cost Center assignment
 Form field for cost center and with select
list
Create a stamp for Ford and Winner
• Approved

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Task

Further lists

Create following lists


• Fred Winner
 Invoices 32200
• Brian Ford
 Invoices 21000
• Peggy Jenkins
 Approved invoices
Task

AutoIndex

Create an ODBC connection for Peters Invoice


Access-DB
Create a database connection for Peters Invoice
Create an Autoindex workflow
• Use new database connection
• Barcode is matchcode
• Index Data
 Company
 Date, Due Date
 Invoice number, Amount
Task

E-Mail Notification

Create an E-Mail notification for Brian Ford and


Fred Winner
• Send mail, when a new invoice is assigned to
their cost center
 Ford = 21000
 Winner = 32200

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Task

DocuWare Printer

Create a DocuWare Printer configuration, which


is used automatically, when an outgoing invoice
is printed from Peters Invoice Access-DB.
Task

DocuWare Control

Get DocuWare Printer to directly store the


document „Offer Flying Tom Germany.docx“ from
C:\Demo Data Peters Engineering in a document
tray
Index data
• Company = Flying Tom
• Document type = Offer out
• Subject = Offer Flying Tom
Task

Connect to Outlook

Create a store configuration for emails


Create a quick search configuration for mails,
which were stored from the same sender

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Task

Smart Connect

Create a Smart Search configuration


• For Peggy Jenkins
 Use data from Peters Invoices
 Barcode number
Create a Smart Index configuration
• Peggy Jenkins wants to store invoices
manually
 Index data should be readout from Peters
Invoices
Task

DocuWare Request

Create a DocuWare Request for stored invoices


• Export files as original

Try to restore the Request files back to the same


file cabinet
Task

Intelligent Indexing

Download the needed XML configuration file from


our homepage
• www.docuware.com -> Partner Portal -> Login -
> My Account -> Profile
Install the XML in DocuWare Configuration
Enable Intelligent Indexing in a document tray

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Task

DocuWare Mobile

Enable the lists of Peggy Jenkins for DocuWare


Mobile
Check out the HTML5 mobile client with a
HTML5 Browser (e.g. Chrome)
• http://<server>/docuware/mobile2
Task

Connect to Mail

Create a mail monitor for the inbox of user admin


with IMAP
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DocuWare Workflow Manager

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Workflow Manager

Components

Workflow
Workflow Designer
Engine

Workflow
Tasks
Workflow Instance

Doc.-Type: Invoice in
Status: New
New
Document

Changed Notification Server Workflow Engine


index data

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Substitution rules

• Ordered list of DocuWare users

10000 20000 21000 21100 21200


President Engineering Manufacturing Logistics Production

1. Peter King Paul Kennedy Brian Ford Paul Kennedy Paul Kennedy
Out of office
2. Jane Golding Peter King Paul Kennedy Peter King Peter King

3. Brian Ford Marc Knox Brian Ford Brian Ford


Out of office Out of office Out of office

Tasks are automatically reassigned if active user is „Out-of-office“

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Task

Substitution rules

Create substitution rules


• Finance
 Jenkins
 Cash
• 21000
 Ford
 Jenkins
• 32200
 Winner
 Jenkins
Substitution lists

Subsumes substitution rules to groups

Summary for workflows


As select list for form fields

• 21000 - Production - Brian Ford


Cost •

22000 - Construction - Michael Genius
31000 - Finance - Elizabeth Cash
Center •

31100 - Purchasing - Frank Huber
32200 - Sales - Fred Winner

• 21000 - Production - Brian Ford


Invoice in • 32200 - Sales - Fred Winner
• Accounting

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Task

Substitution lists

Create substitution lists


• Finance
 Substitution Rule
 Finance
• Cost Centers
 Substitution Rules
 21000
 32200
Activities
Start • New Document / Changed index data

Assign to • User, Role, Substitution Rule, variable

Task • Decisions for one user

Parallel Task • Decisions for multiple users

If …else • Condition

Email • Send mail

Assign data • Write data to variable or index value

Call web service • Connect to web service

End
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Task

Workflow – Invoice in

Assign Check Pay


Start Assign to End
cost center invoice invoice
Document
Substitution list: Assign cost
Type: Approved Payed
Finance center
Invoice in

Substitution
Status: Assign to form
rule: Rejected
New field
Finance

Assign to
substitution rule
Finance
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Further tasks

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Task

File cabinet logging

Create file cabinet logging


• Create database logging destination
• Create logging agent
 Monitor document access

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Task

Index filter

Create an index filter for all users of file cabinet


• Users should not see documents, which have
the status „deleted“
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Microsoft SQL Server

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General database information

Datafile
Database1
Logfile

SQL
Datafile
Instance 1 Database
2
Logfile

MS-SQL
Server Datafile
Database
SQL 1
Logfile
Instance 2


General database files

Files

Database data files


• Data file is called Primary (or MAIN) Data File
(*.MDF)
• Further data files of one database are called
Non-Primary Data File (*.NDF)
Database logfiles
• Log Data File (*.LDF)
• Should be only one log file
Database settings

Basic settings of database files

Pre-allocate to a reasonable initial size


Auto growth MDF
• Set to at least 50 MB steps
• Restrict growth
Auto growth LDF
• Set to 50 MB steps
• Limit its size to 2 GB
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MS-SQL Server – Maintenance plan

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Maintenance plan

Important options

Check database integrity


Reorganize index
Update statistics
Back up database (Full)
Back up database (Transaction log)
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Differential Backup
4
t9

Log
t8

Log
t7

Log
Differential Backup
3
t6

Log
t5

Log
t4

Log
Differential Backup
2
t3

Log
t2

Log
t1

Log
Full DB Backup
1
DB Creation
Backup

File1

File2

File3

Log
Time t
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Internet Information Service (IIS)

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Internet Information Service

IIS Version vs. Windows Version

• Windows Server 2008


7.0 • Windows Vista

• Windows Server 2008 R2


7.5 • Windows 7

• Windows Server 2012


8.0 • Windows 8

• Windows Server 2012 R2


8.5 • Windows 8.1
Application pools

w3wp.exe

Pool

.NET

Process
Identity

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Internet Information Services
https / SSL

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Internet Information Services


Internet Information Services


Internet Information Services


Internet Information Services


https://www.surveymonkey.com/s/en2015

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Thank you for your attention!