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DocPoint QuickStart Guide

How to Quickly Deploy DocPoint in Your Organization

February 3, 2008
Do-It! Software Ltd.
TABLE OF CONTENTS

Introduction ................................................................
................................................................................................................................
............................................... 3
Step 1: Choose a Database – Access or SQL? ................................................................................................
................................................ 4
Step 2: Initial Client/Server Installation ................................................................................................
........................................................ 5
Working
ing With an Access Database ................................................................................................
.............................................................. 5
Working With an SQL Database ................................................................................................................................
.................................... 6
Step 3: Create Workgroups and User Accounts ................................................................................................
.......................................... 7
Create User Workgroup ................................
................................................................................................................................
................................................... 7
Create User Accounts ................................
................................................................................................................................
........................................................ 8
Step 4: Create a Cabinet and Folder Structure ................................................................................................
............................................ 9
Create Filing Cabinets and Folders ................................................................................................
.............................................................. 9
Create Document Libraries................................
................................................................................................................................
........................................... 10
Step 5: Create Security Policies................................
................................................................................................................................
........................................ 11
Configure a Security Database ................................
................................................................................................................................
.................................... 11
Configure User Names and Access Permissions ................................................................................................
.................................. 12
Configure Passwords................................
................................................................................................................................
....................................................... 13
Step 5: Deploy
oy DocPoint In Your Organization ................................................................................................
......................................... 14
Install DocPoint on a User’s Computer ................................................................................................
.................................................... 14
Initialize DocPoint on a User’s Computer ................................................................................................
............................................... 15
DocPoint and SQL Server Express 2005 ................................................................................................
...................................................... 17
Requirements ................................................................
................................................................................................................................
..................................... 17
How to Attach a Blank DocPoint Database to the SQL Server ................................................................
........................................ 17
Connect DocPoint to the SQL Server Dat
Database................................................................................................
..................................... 27
Contact Us ................................................................
................................................................................................................................
................................................. 28

DocPoint™ QuickStart Guide Page 2


DOCPOINT™ QUICKSTART GUIDE
INTRODUCTION
This QuickStart guide provides detailed instructions on how to install the DocPoint Document
Management Solution in a multiuser environment.

Setting
ting up DocPoint on your server for the first time should take about 30 minutes.. After that,
installing DocPoint on each and every PC should take no longer than five minutes. Installing and
configuring DocPoint in a multi-user
user environment requires going tthrough
hrough these basic steps:

1. Decide what type of database to use: Access MDB or Microsoft SQL.


2. Install DocPoint on the first workstation.
3. Create workgroups and user accounts.
4. Create a cabinet and folder structure.
5. Create security policies.
6. Deploy DocPoint in your organization.

Choose a Install Create Create a


Create
databse: DocPoint workgroups cabinet and Deploy
security
Access or on the first and user folder DocPoint
policies
SQL? workstation accounts structure

DocPoint™ QuickStart Guide Page 3


STEP 1: CHOOSE A DATABASE – ACCESS OR SQL?
DocPoint is a client/server application that supports both Access MDB and Microsoft SQL
databases. If you already have an SQL Server we recommend using it with DocPoint. DocPoint also
works seamlessly with Microsoft SQL Express, which is a free version of Microsoft's SQL Server.
Using the free Microsoft SQL Express is recommended for the Professional and Corporate DocPoint
editions, and requires working knowledge of SQL Server
erver installation procedures and routine
database maintenance.

If you don't want to get into the cost


costs involved with setting up an SQL Server, you can use DocPoint
DocPoin
with an Access MDB database. Access databases are easy to install, require hardly any maintenance,
maint
and do not depend on advanced server installations on your network. With Access,ccess, you can have
DocPoint up and runninging in less than half an hour. You can easily migrate from an Access database
to SQL when you reach a point where the volume of data aand nd the number of concurrent users
impede performance. It is important to note that Access databases have limitations.
ons. You may
experience slow response time when working with a database of over 50,000 documents, or when
working with more than 15 concurrent users. In addition, Access databases are sensitive to user
mishandling, typically leaving DocPoint running when leaving the office, which prevents
prevent proper
backup.

step instructions on how to setup DocPoint with Microsoft SQL Server


For step-by-step
2005 Expresss please see DocPoint and SQL Server Express 2005 on page 17.

DocPoint™ QuickStart Guide Page 4


STEP 2: INITIAL CLIENT/SERVER INSTALLATION
DocPoint stores metadata, which is informat
information
ion about your information, in its database. The actual
files and documents are stored in their native format in one or more predefined locations.

WORKING WITH AN ACCESS DATABASE


1. Create the following directory structure on the file server:

2. Download thee latest version on DocPoint from


http://www.docpoint.biz/download_area.html
3. Install DocPoint on a workstation PC (not the file server). Make sure you close all office
applications before proceeding with the installation.
a. Double-click
click the setup package and fol
follow the on-screen
screen instructions.
b. Select where to install DocPoint. The default location is
'c:\program files\\do_it\docpoint'
c. Specify a storage location for the database and security information.
information This location
should be on a file se
server in your local area network, typically \\fs\\DocPoint\Dbase
4. Restart your PC and launch DocPoint.
5. Select Tools->Initialize from the menu to display the "Initialize" screen.
6. Select ‘MDB’ as the database format, and make sure the path to the database is the same as
you configured during installation, in step 3.c above.
7. Press the 'Link to Dbase' button to initialize DocPoint.
8. To proceed, continue to Step 3: Create Workgroups and User Accounts on page 7.

DocPoint™ QuickStart Guide Page 5


WORKING WITH AN SQL DATABASE
1. Create the following directory structure on the file server:

2. Download the latest version on DocPoint from


http://www.docpoint.biz/download_area.html
3. Install DocPoint on a workstation PC (not the file server).). Make sure you close all office
applications before proceeding with the installation.
a. Double-click
click the setup package and follow the onon-screen instructions.
ctions.
b. Select where to install DocPoint. The default location is
'c:\program files\\do_it\docpoint'
c. Specify a storage location for the database and security information. This location
should be on a file server in your local area network, typically \\fs\\DocPoint\Dbase
4. Attach a blank SQL database to the SQL Server by following instructions on page 17.
5. Start configuring DocPoint as described in Step 3: Create Workgroups and User Accounts on
page 7.

CHECKLIST
By now you should have accomplished the following:

 Step 1: Decided whether to use an MDB or SQL database.


 Step 2: Installed DocPoint on a workstation, setup the SQL server, and created
directories for the database, security information, and document repository.
repositor

DocPoint™ QuickStart Guide Page 6


STEP 3: CREATE WORKGROUPS AND USER ACCOUNTS
You need to create a user account for every person who requires access to information stored in
DocPoint. A workgroup defines a set of one user or more. The Personall Edition does not support
workgroups since it only supports a single user. The Professional Edition
dition supports multiple uses
and a single workgroup. In the Corporate
orporate Edition
dition you can create multiple workgroups. Using
workgroups, creates an inherent securi
security
ty system among DocPoint users For example, you can
create a three workgroups -- management, finance, and marketing. In such a setting, users in the
marketing workgroup will not have access to information created by users in the finance
workgroup, and vice versa. However, you can easily grant one of the three access privileges to users
in different workgroups and allow them to share information.

CREATE USER WORKGROUP


1. Select Tools->Workgroups
>Workgroups from the menu to display the "Workgroups" screen.
screen
2. Click on an empty row and specify a workgroup name.
3. Click on the Close button when you are done.

DocPoint™ QuickStart Guide Page 7


CREATE USER ACCOUNTS
1. Select Tools->User
>User Accounts from the menu to display the "User Account" screen.
2. Click on an empty row and specify the following:
• Active:
ive: Select the 'Active' check box to enable the user. You can deselect the `Active'
check box if you want to temporarily revoke the user's access privileges.
• Last name: Enter the user's last name.
• First name: Enter the user's first name.
• Title: Enter the user's title, for example 'Mr.'
• Position: Enter the user's position, for example 'Marketing Manager'.
• Email: Enter the user's email address.
• Workgroup: Select to which workgroup the user belongs to.
• Click ‘Close’ when you are done.

DocPoint™ QuickStart Guide Page 8


STEP 4: CREATE A CABINET AND FOLDER STRUCTURE
DocPoint has a flexible filing structure that adapts to the way you store information. DocPoint's
filing structure is based on a hierarchical cabinet/folders principle - cabinets that include many
folders. For example, a 'Marketing' cabinet can contain three folders, 'Brochures', 'Competitive
Analysis,' and 'Newsletters'. Each folder can contain more subfolders. This filing method is widely
used in paper-based
based offices, and can be quickly mirrored into DocPoint, presenting you with a true
paper-less office.

CREATE FILING CABINETSS AND FOLDERS


1. Select Tools->Cabinets
>Cabinets and Folders from the menu to display the "Cabinets and Folders"
screen.
2. Select the 'Explorer' tab.
3. Click on the topmost item in the cabinet and folder explorer.
4. Enter a name for the new cabinet in the 'New Cabinet Name' field.
5. Enter a description in the 'New Cabinet Description' field.
6. Press the 'Add New Cabinet' button.

DocPoint™ QuickStart Guide Page 9


CREATE DOCUMENT LIBRARIES
DocPoint stores your files and documents in their native format. You need to configure one or more
directories that will serve as your document repository. Document libraries are logical names that
are mapped to physical storage locations. For example, you can map a document library called
“finance” to the physical storage location “//fs/docs/finance/”. In this way, users cannot misplace a
file or document. Do not remove the built
built-in library called ‘SharedLib’.

To create a document library:

1. Select Tools->Document
>Document Libraries from the menu to display the "Document Libraries"
screen.

2. Press the Create button to display the "Create New Library" screen
screen.

3. Enter a name that describes the document library you want to create in the Library
description field.
4. Specify the full path available for files stored in the new document library in the Full path of
library field.
5. Press the Create button.

You can repeat the previous two stages to create additional document libraries, or press the
Cancel/Close button when you are done.

DocPoint™ QuickStart Guide Page 10


CHECKLIST
By now you should have accomplished the following:

 Step 1: Decided whether to use an MDB or SQL database.


 Step 2: Installed DocPoint on a workstation, setup the SQL server, and created
directories for the database, security information, and document repository.
 Step 3: Created workgroups and user accounts.
 Step 4: Created a cabinet/folder structure and setup document libraries.

STEP 5: CREATE SECURITY POLICIES


To access DocPoint's Security Console
onsole click on the 'Security' icon in the 'DocPoint' program
progra group.

CONFIGURE A SECURITY DATABASE


When you installed DocPoint you defined a folder that stores the ssecurity
ecurity database. You now need
to direct DocPoint to that location. Do the following from DocPoint's Security Console:

1. Click on the security group tab.

DocPoint™ QuickStart Guide Page 11


2. Under ‘Join an existing security Dbase’, press the ‘...’ button on the right hand side of the
window to select the folder that contains the security database. The name of security
database is do_it.mdw
3. After selecting the folder, press the join button.

CONFIGURE USER NAMES AND ACCESS PERMISSIONS


1. Click on the ‘Permissions’ tab, and press the refresh button to see the list of users you
configured in Step 3.

2. Define
efine a username for each user in the ‘User Name’ column.
3. For each user, configure his access privileges by selecting the ‘Read’, ‘Write’, and ‘Admin’
checkboxes. The Read permission allows the user only to view documents. The Write
permission allows the user to view and also edit documents. The Admin permission allows
the user to view and
d edit documents, and configure system settings.
4. When done, click

DocPoint™ QuickStart Guide Page 12


CONFIGURE PASSWORDS
Click on the passwords tab and perform the following for each user:

1. Select a user from the ‘Username’ combo box.


2. Define a password for this user, and type it in the ‘‘New’ text field.
3. Type the password again in the ‘Verify’ text field.
4. Press the ‘Apply’ button.

After configuring DocPoint's security settings you will need to enter a username and password
whenever you start DocPoint.

DocPoint™ QuickStart Guide Page 13


CHECKLIST
By now you should have accomplished the following:

 Step 1: Decided whether to use an MDB or SQL database.


 Step 2: Installed DocPoint on a workstation, setup the SQL server, and created
directories for the database, security information, and document repository.
 Step 3: Created
ted workgroups and user accounts.
 Step 4: Created a cabinet/folder structure and setup document libraries.
 Step 5: Secured DocPoint and created document libraries.

STEP 5: DEPLOY DOCPOINT IN YOUR ORGANIZATION


At this stage, you have DocPoint installed on your file server using either Access MBD or SQL Server
as database. You also have defined workgroups, user accounts, and security privileges. All that's
left to do is to install DocPoint for every user on his computer and link him to the database on the
file server.

 INSTALL DOCPOINT ON A USER’S COMPUTER


1. Download the latest version on DocPoint from
http://www.docpoint.biz/download_area.html
2. Make sure you close all office applications before proceeding with the installation.
3. Install DocPoint on a workstation PC (not the file server).). Make sure you close all office
applicationss before proceeding with the installation.
a. Double-click
click the setup package and follow the onon-screen
screen instructions.
b. Select where to install DocPoint. The default location is
'c:\program files\\do_it\docpoint'
c. Specify a storage location for the database and se security
curity information. This location
should be on a file server in your local area network, and be exactly the same as the
location initially defined in ‘Working With an Access Database’ on page 5, or in
‘Working
Working With an SQL Database’ on page 6.
4. After installation is complete, activate DocPoint by clicking the DocPoint icon on the
desktop, and login by providing the administrator’s username and password.

DocPoint™ QuickStart Guide Page 14


 INITIALIZE DOCPOINT ON A USER’S COMPUTER
1. Select Tools->Initialize from the menu to display the "Initialize" screen.

2. Configure your database:


a. If you are using an SQL database follow initialization instructions on page 14.
b. If you are using ann MDB database:
i. Select the 'MDB' radio button.
ii. Press the '...' button under 'MDB' and select the database file called
POST_BD.MDB, located in the directory you defined in ‘Working
POST_BD.MDB Working With an
Access Database
Database’ on page 5.
3. Select the short
hort date format that suits your regional setting by selecting dd/MM/yy or
MM/dd/yy. All PCs need to share the same regional. You can press the 'Open Regional
Settings' button to access Window's regional settings screen
screen.
4. Press the 'Link to Dbase' button to initialize DocPoint.

After successfully initializing DocPoint, return to the 'Initialize' screen and press the '...' button
under 'Name of Outlook Folder' to configure your Outlook contacts folder. Select the folder that
contains your contact details and press 'OK'.

DocPoint™ QuickStart Guide Page 15


DocPoint™ QuickStart Guide Page 16
DOCPOINT AND SQL SERVER EXPRESS 2005
This section contains instructions detailing:
• How to attach a blank DocPoint database to Microsoft SQL Server Express 2005.
• How to connect DocPoint running on a client PC to the SQL server.

REQUIREMENTS
• 2005: a free, easy-to-use, lightweight version of SQL Server
Microsoft SQL Server Express 2005
2005.
• Studio: a free graphical tool for managing
Microsoft SQL Management Studio anaging SQL Server 2005
Express.

You can download Microsoft SQL Server Express 2005 here:


http://msdn.microsoft.com/vstudio/express/sql/download/

You can download the Microsoft SQL Management Studio here


here:
http://www.microsoft.com/downloads/details.aspx?FamilyID=C243A5AE
http://www.microsoft.com/downloads/details.aspx?FamilyID=C243A5AE-4BD1-4E3D
4E3D-94B8-
5A0F62BF7796&displaylang=en

HOW TO ATTACH A BLANK DOCPOINT DATABASE TO THE SQL SERVER

 Download a blank database and create a dir


directory structure on the file server:

a) Download the SQL database from www.docpoint.biz/downloads/docpoint_sql_db.zip


b) Extract the content of the zip file to a temporary directory. After extra
extraction
ction you should find
two files: DocPoint.MDF and DocPoint.LDF.
c) Create the following directory structure on the file server:

d) Copy DocPoint.MDF and DocPoint.LDF to the DocPoint\Dbase directory.

 Perform the following on your file server:

a) Start the SQL Server.

DocPoint™ QuickStart Guide Page 17


b) Start the Microsoft SQL Management Studio and connect to the SQL Server.

DocPoint™ QuickStart Guide Page 18


c) Right-click on 'Databases' and select 'Attach...'

DocPoint™ QuickStart Guide Page 19


d) Click 'Add…' from the 'Attach Database' window.
Attach Database

DocPoint™ QuickStart Guide Page 20


e) Select 'DocPoint.MDF' and press 'OK'.

DocPoint™ QuickStart Guide Page 21


f) The 'Attach Database' window should display the database you selected.

g) Press the 'OK' button to continue.

DocPoint™ QuickStart Guide Page 22


h) Right-click
click on ‘Logins’ and select ‘New Login’.

DocPoint™ QuickStart Guide Page 23


i) Select a group, user, or users that you want to grant permission to DocPoint. We
recommend that you select the ‘Domain Users’ group by doing the following:
a. In the ‘Login name’ field type ‘‘<your domain name>\Domain
Domain Users’.
Users
b. Click ‘OK’.

DocPoint™ QuickStart Guide Page 24


j) Right-click
click the group you just added (in the example above the group is called ‘Domain
Users’), and select ‘Properties’.

DocPoint™ QuickStart Guide Page 25


k) In the ‘Properties’ screen select ‘User Mapping’
Mapping’, and set the following:
a. In the ‘Database’ column, check ‘DocPoint’.
b. In the lower half of the screen ((titled ‘Database role membership for: DocPoint’)
check ‘db_owner’.’.
c. Click ‘OK’.

DocPoint™ QuickStart Guide Page 26


CONNECT DOCPOINT TO THE SQL SERVER DATABASE

Perform the following from any PC in the LAN:

a) Install DocPoint on the PC.


b) In DocPoint, go to 'Tools->Initialize
>Initialize'.

Select the SQL radio button and configure the SQL Server Name, DSN,, and Dbase Name.
The default Dbase Name and DSN are docpoint.

c) Click on the 'Create Connection' button.


Create an ODBC Connection
d) Click on the 'Link Dbase' button.
Link to Dbase

You can now start configuring DocPoint as described in Step 3: Create Workgroups and User
Accounts on page 7.

DocPoint™ QuickStart Guide Page 27


CONTACT US

For additional support please contact Do


Do-It! Software LTD:

Website: www.docpoint.biz/support.html

Email: support@docpoint.biz

sales@docpoint.biz

DocPoint™ QuickStart Guide Page 28