CaseWare Working Papers. Data Store user guide

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1 CaseWare Wrking Papers Data Stre user guide

2 Index 1. What is a Data Stre? When using a Data Stre, the fllwing features are available: Integratin with Windws Active Directry Prtectin File Tracking Deciding whether t use a Data Stre Installing the Data Stre Administratin Tl The Data Stre Administratin Tl is a cmpnent separate frm CaseWare Wrking Papers The Data Stre Administratin Tl can be installed n a server r directly nt the administratr s wrkstatin Creating a Data Stre Befre creating a Data Stre, ensure that each persn wh will be attached t the Data Stre has read, write, and delete permissins fr the directry and server, even if the physical CaseWare file will nt be n yur machine When selecting xbase Data Stre Data Stre Optins: Imprtant: Recrd the Database ID. The same Database ID will be needed if the Data Stre needs t be re-created When selecting SQL Data Stre Use Windws Authenticatin) Cnnecting users t the Data Stre Nn-administratrs can use the cnnectin file (.cwc) created by the administratr t cnnect t the Data Stre Fr a SQL Data Stre: Fr an xbase stre: Setting up users... 12

3 1. What is a Data Stre? Data such as users and file lists are autmatically stred in the lcal cmputer the first time that CaseWare Wrking Papers is launched. This cllectin f data is cntained in private strage, accessible nly t the single user, and is referred t as the Persnal Data Stre. Imprtant: Since the strage is private, there is n way t share user lists between cmputers if this cnfiguratin is used. Yu can imprt users frm legacy user lists and prceed t use the prtectin system. Alternatively, a Data Stre can be created and accessed n multiple machines. All users cnnected t the same Data Stre have access t a cmmn set f users, glbal grups, file list, Tracker settings and stre cnfiguratin infrmatin When using a Data Stre, the fllwing features are available: Integratin with Windws Active Directry CaseWare Wrking Papers integrates with the Windws Active Directry in tw ways: It allws fr imprting f Windws users lists; and It allws fr authenticatin f users (e.g. autmated verificatin and lgging in f users) Prtectin Prtectin can be enabled fr each data stre; hwever, users cnnected t the Data Stre can be assigned t grups that share the same prperties and administrative rights. Grups can be created fr specific client files, r glbal grups can be created fr multiple client files File Tracking CaseWare Wrking Papers tracks files s that they can be easily managed in the Tracker applicatin. When using a Data Stre, file infrmatin is tracked fr each data stre and can be viewed by all users attached t the same data stre. NOTE: Integratin t CaseWare Time using the Timeintegrated Data Stre Functinality is disabled frm CaseWare Wrking Papers 2009 and nwards. 2. Deciding whether t use a Data Stre Using a Data Stre is recmmended if ne r mre f the fllwing hld true: Yu want the prtectin system n all cmputers in yur firm t have access t a cmmn list f users and glbal grups. Yu want Tracker n all cmputers in yur firm t have access t a cmmn list f accessed client files. Yu wish t use Glbal Grups. Yu wish t use the Active Directry features t ppulate the user list and t enable Windws authenticatin. Yu wish t use the Security ID feature. NOTE: CaseWare Clud makes use f Tw-Factr Authenticatin and the credentials used t access yur clud instance can be used in yur CaseWare Wrking Papers file. Click here t access the article n Tw-Factr Authenticatin t learn mre. 3. Installing the Data Stre Administratin Tl 3.1. The Data Stre Administratin Tl is a cmpnent separate frm CaseWare Wrking Papers. It is intended fr use by an administratr with a fairly high level f IT experience and allws yu t create, cnnect t and custmise Data Stres.

4 3.2. The Data Stre Administratin Tl can be installed n a server r directly nt the administratr s wrkstatin. If installed n the server, the administratr will have t physically lg in t the server and run the prgram frm there t perfrm the actins A mre cnvenient ptin is t install the prgram n the administratr s wrkstatin. Hwever, if installing the SQL Server r SQL Express, the SQL cmpnent must be installed n the server. 1. Launch the setup prgram fr the Data Stre Administratin tl. The Data Stre Administratin Tl Install Shield Wizard launches. 2. On the Welcme page, click Next. 3. On the License Agreement page, select the ptin t accept the terms and click Next. 4. On the Select Optins page, select the Install the Data Stre Administratin Tl ptin and/r Install Micrsft SQL Server 2005 Express. NOTE: Only select t install Micrsft SQL Server 2005 Express if yu d nt have an existing SQL server installed. If yu are installing Micrsft SQL Server 2005 Express, please refer t the Micrsft website fr system requirements. Click Next. Click Install. 4. Creating a Data Stre 4.1. Befre creating a Data Stre, ensure that each persn wh will be attached t the Data Stre has read, write, and delete permissins fr the directry and server, even if the physical CaseWare file will nt be n yur machine. Launch the Data Stre Administratin Tl. Nte: During installatin a shrtcut is created n yur desktp. Click the Create/Cnnect ptin

5 Click Create. The Data Stre Creatin Wizard pens. Specify the type f stre yu want t create (either xbase r SQL). Deciding which database t set up: Click Next. xbase - Recmmended fr smaller ffices whse users will be cnnecting t the Data Stre ver a reliable fixed wire netwrk. The xbase database is similar t the Data Stre used in Wrking Papers 2008 r lwer. SQL - Using SQL Server technlgy, data integrity is maintained, allwing fr secure, centralized strage f sensitive infrmatin. This type f Data Stre is intrduced in Wrking Papers Perfrm ne f the fllwing based n selectin (xbase r SQL).

6 5. When selecting xbase Data Stre Type in r click n Brwse t navigate t the lcatin n the server where yu want the stre t be created. Either a drive mapped lcatin (i.e. m:\cmpanydata) r a UNC (i.e. \\Sharedserver\stre) may be used). Nte: It is imprtant that all users wh need t attach t the stre have full rights (read/write/delete) t the netwrk lcatin. Click Next. The Data Stre Creatin Optins page will cme up. Specify the data stre creatin ptin (either Create a blank Data Stre r Imprt frm existing Data Stre) and click Next Data Stre Optins: Create a blank Data Stre - When creating a blank data stre, If Glbal Grups are nt imprted; references t thse grups will be remved frm the client files when pened. Imprt frm existing Data Stre - When imprting frm an existing data stre, yu will have t specify the imprt lcatin by clicking n Brwse. The imprt lcatin is where yur current shared stre is saved.

7 Select the ptin Create a blank Data Stre and click Next. The Chse Database ID page will cme up. NOTE: Creating a Database ID is mandatry. Add the Database ID and click Next. Imprtant: Recrd the Database ID. The same Database ID will be needed if the Data Stre needs t be re- created. The Chse Security ID page will cme up. Creating a Security ID is ptinal. Add the Security ID r leave blank and click Next Imprtant: Recrd the Database ID. The same Database ID will be needed if the Data Stre needs t be recreated. The Chse Cnnectin File page will cme up. Select the lcatin n the server where yu want the cnnectin file t be created. Type in r click n Brwse t navigate t the lcatin n the server where yu want the cnnectin file (.cwc) t be created. Either a drive mapped lcatin (i.e. m:\cmpanydata) r a UNC (i.e. \\Sharedserver\stre) may be used. Nte: It is imprtant that all users wh need t attach t the stre have full rights (read/write/delete) t the netwrk lcatin. Data Stre Guide Page 7

8 Click Next. The cnfirmatin page will cme up. Click Finish. The Administratr is nw cnnected t the Data Stre 6. When selecting SQL Data Stre 1. Enter the fllwing t cnnect t a SQL Server. Select the SQL prduct being used t create the tables. The chices are: Micrsft SQL Server 2000; Micrsft SQL Server 2005; and Micrsft SQL Server 2005 Express. Deciding which SQL Prduct: SQL Server - Recmmended fr large ffices (mre than 50 users) r fr any ffice that has an existing Micrsft SQL Server. SQL Express - Recmmended fr medium-sized ffices (less than 50 users) that dn t have a Micrsft SQL server license. Als fr ffices whse users will be cnnecting t the Data Stre ver a lw bandwidth/unreliable netwrk. (i.e. Wireless, WAN). Data Stre Guide Page 8

9 Select r enter a server name. The drp-dwn list cntains all available servers n the cmpany netwrk. Select the ne n which the SQL databases t be used are lcated. Enter a database name. Enter infrmatin t lg n t the server (either Use Netwrk SQL Server Authenticatin) 6.1. Use Windws Authenticatin). Click Next. The Data Stre Creatin Optins page will cme up. Specify the data stre creatin ptin (either Create a blank Data Stre r Imprt frm existing Data Stre) and click Next. Data Stre Optins: Create a blank Data Stre - When creating a blank data stre, If Glbal Grups are nt imprted; references t thse grups will be remved frm the client files when pened. Imprt frm existing Data Stre - When imprting frm an existing data stre, yu will have t specify the imprt lcatin by clicking n Brwse. The imprt lcatin is where yur current shared stre is saved. Select the ptin Create a blank Data Stre and click Next. The Chse Database ID page will cme up. Creating a Database ID is mandatry. Add the Database ID and click Next. Imprtant: Recrd the Database ID. The same Database ID will be needed if the Data Stre needs t be re-created Data Stre Guide Page 9

10 The Chse Security ID page will cme up. Creating a Security ID is ptinal. Add the Security ID r leave blank and click Next. NOTE: Recrd the Database ID. The same Database ID will be needed if the Data Stre needs t be re-created. The Chse Cnnectin File page will cme up. Select the lcatin n the server where yu want the cnnectin file t be created. Type in r click n Brwse t navigate t the lcatin n the server where yu want the cnnectin file (.cwc) t be created. Either a drive mapped lcatin (i.e. m:\cmpanydata) r a UNC (i.e. \\Sharedserver\stre) may be used. NOTE: It is imprtant that all users wh need t attach t the stre have full rights (read/write/delete) t the netwrk lcatin. Data Stre Guide Page 10

11 Click Next. The cnfirmatin page will cme up. Click Finish. The administratr is nw cnnected t the Data Stre 7. Cnnecting users t the Data Stre Once the Data Stre has been created, all cmputers that require access t the Data Stre can nw be cnnected t the stre Nn-administratrs can use the cnnectin file (.cwc) created by the administratr t cnnect t the Data Stre. Send users a link t the cnnectin file r the cnnectin file. Ensure that the mapped drive is the same fr all users and that all users have write, read, and delete rights t the flder. Duble-click the cnnectin file (.cwc) created by the administratr. Restart Wrking Papers by clsing and re-pening the prgram. Autmatically cnnect users t the Data Stre by updating registry infrmatin during lgin. On the server where the Data Stre is saved, the registry will pint t the Data Stre that was created. Cpy the entire registry hive frm the server t any ther cmputer t gain access t the stre. Registry hive: HKEY_CURRENT_USER\Sftware\CaseWare Internatinal\Data Stre\Shared Stre Fr a SQL Data Stre: Fr an xbase stre: Data Stre Guide Page 11

12 8. Setting up users T setup / amend users in CaseWare click n Tls Prtectin. Type in User name and passwrd Standard user name & passwrd: sup/sup The Users and Grups setup menu will appear n the screen. User grups with predefined access rights have been set up in the CaseWare Africa template, categrised Data Stre Guide Page 12

13 by psitin. Adding a user t a grup will determine what access rights they are granted t the file. Add users t the file by clicking n underneath the user windw n the left. The User Prperties dialgue bx will appear n the screen, with the User Infrmatin tab active User Name: Enter a user name, e.g. initials, fr the user. This name is used t lgin t the file, as well as fr ppulating the Prbe Audit dcuments. Identifier: Enter the user s initials. This field is used fr signing ff wrking papers. Administratr: Check the bx if the user needs full administratr rights t the file (Administratrs d nt need t be added t a user grup they have full rights t all functins). Infrmatin: Enter the user s first name and surname in the fields prvided (the ther infrmatin is ptinal). Passwrd: Enter a passwrd fr the user Rates: Enter the charge ut rates fr the user. These are used fr budgeting purpses in the Prbe audit dcuments. Add grups t the stre by clicking n Add underneath the grup windw n the right. Data Stre Guide Page 13

14 Grup Name: Enter a name fr the grup in the Grup Name bx. This bx will appear dimmed if mdifying an existing grup. Grup Descriptin: Enter a brief descriptin fr the grup in the Grup Descriptin bx. Standard Rate: Enter the rate being charged t the client. Plan Rate: Enter the planning rate based n audit risk. Assign glbal grup t all client files: This glbalizes grups, in all client files. G t the rights tab, CaseView tab, and select an area and then assign the applicable access rights in the cmmands bx.

15 Cntact Us Main Cntact Details Adapt IT Receptin Help Desk Direct Extensin CaseWare Supprt Other Imprtant Details Register at fr easy access t frequently asked questins, upgrades, dwnlads and technical dcumentatin. Fllw us CaseWare Africa Suth Africa CaseWare Africa Suth Africa CaseWare Africa Suth Africa CaseWare Africa Suth Africa

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