Data Store and Admin Tool User Guide

Transcription

1 Data Store and Admin Tool User Guide

2 Contents Contents What is a Data Store?... 8 Getting Started... 8 System Requirements... 8 Supported Operating Systems... 8 Support SQL Servers... 8 Tools Required for Setup... 9 Deciding whether to use a Data Store... 9 Installing the Data Store Administration Tool... 9 Running the installation for the Data Store: Default Users Creating a Data Store When selecting xbase Data Store When selecting SQL Data Store Setting up SQL Server for Remote Access SQL Server Remote Access Windows Firewall Configuration SQL Browser Service Creating Connection (.cwc) Files To create a.cwc file to connect to a Data Store To create a.cwc file to disconnect to a Data Store Connecting to a Data Store using the Data Store Administration Tool To connect to an existing Data Store Connecting to a Data Store using the.cwc File To connect to a Data Store using a connecting.cwc file To disconnect from a Data Store using a disconnecting.cwc file Connecting users to the Data Store Populating the User List Active Directory Import To import users from the Active Directory to your Data Store Setting Up Users on the SQL Server Set up SQL Server for Windows Authentication Set up SQL Server for SQL Server Authentication CQS Technology Holdings Pty (Ltd) Page 2

3 Configure server role and database access privileges Maintenance Import Options To import users and groups using the Maintenance Import option Protection Setup in Version Administration and Maintenance Setting Administrative Options To set administrative options Security ID (Securing the Data Store) Disabling the Security ID To disable the Security ID Maintaining the Data Store Using the Data Store Pop-up Menu in Working Papers Upgrading from Previous Versions CQS Technology Holdings Pty (Ltd) Page 3

4 What is a Data Store? Data such as users and file lists are automatically stored in the local computer the first time that CaseWare Working Papers is launched. This collection of data is contained in private storage, accessible only to the single user, and is referred to as the Personal Data Store. Important: Since the storage is private, there is no way to share user lists between computers if this configuration is used. You can import users from legacy user lists and proceed to use the protection system. Alternatively, a Data Store can be created and accessed on multiple machines. All users connected to the same Data Store have access to a common set of users, global groups, file list, Tracker settings and store configuration information. When using a Data Store, the following features are available: Integration with Windows Active Directory CaseWare Working Papers integrates with the Windows Active Directory in two ways: o It allows for importing of Windows users lists; and o It allows for authentication of users (e.g. automated verification and logging in of users). Protection Protection can be enabled for each data store; however, users connected to the Data Store can be assigned to groups that share the same properties and administrative rights. Groups can be created for specific client files, or global groups can be created for multiple client files. File Tracking CaseWare Working Papers tracks files so that they can be easily managed in the Tracker application. When using a Data Store, file information is tracked for each data store and can be viewed by all users attached to the same data store. NOTE: Integration to CaseWare Time using the Time-integrated Data Store Functionality is disabled from CaseWare Working Papers 2009 and up. Getting Started System Requirements Supported Operating Systems Windows Server 2003 or later Windows XP or later Support SQL Servers Microsoft SQL Server 2005 or later Microsoft SQL Server 2005 Express Microsoft SQL Server 2008 Express Microsoft SQL Server 2008 Microsoft SQL Server 2008 r2 CQS Technology Holdings Pty (Ltd) Page 8

5 Note: The Data Store can be installed on an existing SQL Server as it creates its own discrete database. Working Papers clients must be able to access whatever SQL Server you use for the installation. Tools Required for Setup SQL Server Configuration Manager (integrated with all SQL Server 2005/2008 products) Windows Services Console (system built-in administrative tool) Microsoft SQL Server Management Studio (available via full SQL Server 2005/2008 products) Microsoft SQL Server Management Express (free to download, see the links below. Deciding whether to use a Data Store Using a Data Store is recommended if one or more of the following hold true: You want the protection system on all computers in your firm to have access to a common list of users and global groups. You want Tracker on all computers in your firm to have access to a common list of accessed client files. You wish to use Global Groups. You wish to use the Active Directory features to populate the user list and to enable Windows authentication. You wish to use the Security ID feature. Installing the Data Store Administration Tool The Data Store Administration Tool is a component separate from CaseWare Working Papers. It is intended for use by an administrator with a fairly high level of IT experience and allows you to create, connect to and customize Data Stores. The Data Store Administration Tool can be installed on a server or directly onto the administrator s workstation. If installed on the server, the administrator will have to physically log in to the server and run the program from there to perform the actions. A more convenient option is to install the program on the administrator s workstation. However, if installing the SQL Server or SQL Express, the SQL component must be installed on the server. The SQL server must be accessible by all users who will be using the store. It is recommended that the server be on the same Windows domain as the users who will be accessing the store. If Windows Server Authentication is being used, the database administrator must grant access to all Windows domain users that will be connecting the Data Store. CQS Technology Holdings Pty (Ltd) Page 9

6 Running the installation for the Data Store: 1. Launch the setup program for the Data Store Administration tool. The CaseWare Data Store Administration Tool Install Shield Wizard launches. 2. You may need to grant the program Windows permission to install by clicking Yes should you be prompted. 3. On the Welcome page, click Next. 4. On the License Agreement page, select the option to accept the terms and click Next. 5. On the Select Options page, select the Install the Data Store Administration Tool option and/or Install Microsoft SQL Server 2005 Express. Note: Only select to install Microsoft SQL Server 2005 Express if you do not have an existing SQL server installed. The Data Store Administration Tool can be used with either a SQL Server (Version 2005 or 2008) or SQL Server Express (version 2005 or 2008). If you are installing Microsoft SQL Server 2005 Express, please refer to the Microsoft website for system requirements. The following steps are only applicable if you select to install Microsoft SQL Server 2005 Express 6. On the next screen, provide a password for the database. If this database will be accessed from the network, select the check box to open the required port on the Windows firewall. 7. Click Next. 8. Click Install on the next screen. 9. If you chose to install SQL Server Express then the installation begins now. Accept the license agreement and click Next to continue. 10. Click Install on the next screen to install SQL Server Express. 11. An installation progress screen in presented during the installation. Click Next to continue. 12. A setup progress screen for the SQL Server Express in then displayed. Click Next when the button becomes available. 13. Click finish on the installation summary screen that is presented next. 14. When the completion screen is presented to you, click finish to complete the installation of all applications. CQS Technology Holdings Pty (Ltd) Page 10

7 Default Users When creating a new Data Store, the 2012 tool creates a new login on the SQL Server and assigns the appropriate server role (public only) and database role (db_owner) to this login. For example, the new Data Store name is Test, then the new login created by DSAT is CW_Test. By default, the creation wizard writes this login s ID & password to the connection file, so each Working Papers user that sets up Data Store connection via the connection file will be under the login name of CW_Test. Users who will be performing the administration on the SQL store with the Data Store Administration Tool must have db_owner rights. All other users must be granted db_datareader and db_datawriter rights. Creating a Data Store Before creating a Data Store, ensure that each person who will be attached to the Data Store has read, write, and delete permissions for the directory and server, even if the physical CaseWare file will not be on your machine. 1. Launch the Data Store Administration Tool. During installation a shortcut is created on your desktop. 2. Click the Create/Connect option. CQS Technology Holdings Pty (Ltd) Page 11

8 3. Click Create. The Data Store Creation Wizard opens. 4. Specify the type of store you want to create (either xbase or SQL). 5. Deciding which database to set up: a. xbase - Recommended for smaller offices whose users will be connecting to the Data Store over a reliable fixed wire network. The xbase database is similar to the Data Store used in Working Papers 2008 or lower. b. SQL - Using SQL Server technology, data integrity is maintained, allowing for secure, centralized storage of sensitive information. This type of Data Store is introduced in Working Papers Click Next. 7. Perform one of the following based on selection (xbase or SQL). When selecting xbase Data Store 1. Type in or click on Browse to navigate to the location on the server where you want the store to be created. Either a drive mapped location (i.e. m:\companydata) or a UNC (i.e. \\Sharedserver\store) may be used. Note: It is important that all users who need to attach to the store have full rights (read/write/delete) to the network location. CQS Technology Holdings Pty (Ltd) Page 12

9 2. Click Next. The Data Store Creation Options page will come up. 3. Specify the data store creation option (either Create a blank Data Store or Import from existing Data Store) and click Next. Data Store Options: a. Create a blank Data Store - When creating a blank data store, If Global Groups are not imported; references to those groups will be removed from the client files when opened. b. Import from existing Data Store - When importing from an existing data store, you will have to specify the import location by clicking on Browse. The import location is where your current shared store is saved. 4. Select the option Create a blank Data Store and click Next. The Choose Database ID page will come up. NOTE: Creating a Database ID is mandatory. Add the Database ID and click Next. CQS Technology Holdings Pty (Ltd) Page 13

10 5. The Choose Security ID page will come up. 6. Creating a Security ID is optional. Add the Security ID or leave blank and click Next. Important: Record the Security ID. The same Security ID will be needed if the Data Store needs to be re-created. 7. The Choose Connection File page will come up. Select the location on the server where you want the connection file to be created. Type in or click on Browse to navigate to the location on the server where you want the connection file (.cwc) to be created. Either a drive mapped location (i.e. m:\companydata) or a UNC (i.e. \\Sharedserver\store) may be used. Note: It is important that all users who need to attach to the store have full rights (read/write/delete) to the network location. 8. Click Next. The confirmation page will come up. 9. Click Finish. The Administrator is now connected to the Data Store. CQS Technology Holdings Pty (Ltd) Page 14

11 When selecting SQL Data Store Enter the following to connect to a SQL Server. 1. Select the SQL product being used to create the tables. The choices are: a. Microsoft SQL Server 2005; and b. Microsoft SQL Server 2005 Express. c. Microsoft SQL Server 2008; d. Microsoft SQL Server 2008 Express e. Microsoft SQL Server 2008 r2 2. Deciding which SQL Product: a. SQL Server - Recommended for large offices (more than 50 users) or for any office that has an existing Microsoft SQL Server. b. SQL Express - Recommended for medium-sized offices (less than 50 users) that don t have a Microsoft SQL server license. Also for offices whose users will be connecting to the Data Store over a low bandwidth/unreliable network. (i.e. Wireless, WAN). 3. Select or enter a server name. The drop-down list contains all available servers on the company network. Select the one on which the SQL databases to be used are located. 4. Enter a database name. 5. Enter information to log on to the server (either Use Network SQL Server Authentication or Use Windows Authentication). 6. Click Next. The Data Store Creation Options page will come up. Specify the data store creation option (either Create a blank Data Store or Import from existing Data Store) and click Next. CQS Technology Holdings Pty (Ltd) Page 15

12 7. Data Store Options: a. Create a blank Data Store - When creating a blank data store, If Global Groups are not imported; references to those groups will be removed from the client files when opened. b. Import from existing Data Store - When importing from an existing data store, you will have to specify the import location by clicking on Browse. The import location is where your current shared store is saved. 8. Select the option Create a blank Data Store and click Next. The Choose Database ID page will come up. 9. Creating a Database ID is mandatory. Add the Database ID and click Next. 10. The Choose Security ID page will come up. Creating a Security ID is optional. Add the Security ID or leave blank and click Next. CQS Technology Holdings Pty (Ltd) Page 16

13 Important: Record the Security ID. The same Security ID will be needed if the Data Store needs to be re-created. 11. The Choose Connection File page will come up. Select the location on the server where you want the connection file to be created. Type in or click on Browse to navigate to the location on the server where you want the connection file (.cwc) to be created. Either a drive mapped location (i.e. m:\companydata) or a UNC (i.e. \\Sharedserver\store) may be used.\ Note: It is important that all users who need to attach to the store have full rights (read/write/delete) to the network location. 12. Click Next. The confirmation page will come up. 13. Click Finish. The administrator is now connected to the Data Store. CQS Technology Holdings Pty (Ltd) Page 17

14 Setting up SQL Server for Remote Access The steps details in this section are required if you will be accessing the SQL Server remotely. In other words, if the SQL Server hosting the Data Store is installed on a different computer than where Working Papers is installed, then these steps are required. SQL Server Remote Access Some network protocols need to be enabled on the SQK Server in order to be able to connect to it. 1. In SQL Server Configuration Manager, in the console pane, expand SQL Server Network Configuration. 2. In the console pane, click Protocol for <instance name>. 3. In the details pane, right-click the protocol you want to change and then click Enable or Disable. 4. Note, at minimum, TCP/IP and Named Pipes should be enabled. 5. In the console pane, click SQL Server Services. 6. In the details pane, right-click SQL Server (<instance name>), and then click Restart to stop and restart the SQL Server service. Windows Firewall Configuration SQL Server will usually modify the Windows Firewall settings appropriately when it is installed. However, if multiple user are connecting to the SQL Server then the firewall settings should be confirmed and modified if required. The following inbound firewall rules should be present on the Windows computer hosting your SQL Server: Application Application Path (typical) Port SQL Server SQL Browser C:\Program Files\Microsoft SQL Server\MSSQL10.MSSQLSERVER\MSSQL\Binn\Sqlservr.exe C:\Program Files\Microsoft SQL Server\90\Shared\Sqlbrowser.exe Windows Firewall is configured differently for various editions of Windows. The most accurate and up-to-date configuration instruction can be found through Microsoft s web site. The site for Windows 7 Firewall appears below as an example. CQS Technology Holdings Pty (Ltd) Page 12

15 SQL Browser Service The SQL Browser service needs to be running for remote access to the SQL Server to function correctly. 1. In the console pane of the SQL Server Configuration Manager, click SQL Server Services. 2. In the details pane, right click SQL Server Browser and click Properties. 3. Click the Service tab and verify that the Start Mode is set to Automatic. If it is not, then click the dropdown box to change it. 4. Click OK to close the Properties dialog. 5. In the details pane, right-click SQL Server Browser then click Start or Restart to start the service. Creating Connection (.cwc) Files The main purpose of.cwc files is to distribute the Data Store settings to users without administrator rights so that they can connect to or disconnect from a Data Store. The.cwc files can be sent to other users (i.e. non-administrators) who can the user the file to access the Data Store. To create a.cwc file to connect to a Data Store Ensure that you are currently attached to a Data Store. 1. Launch the Data Store Administration Tool. 2. Click the Create/Connect option. 3. Ensure that the correct database is listed as connected on the screen. 4. Click Save. 5. Type in or click Browse and navigate to a location to save the.cwc file. Note: It is recommended that you name the.cwc file Connection File.cwc to distinguish it for a disconnecting.cwc file. To create a.cwc file to disconnect to a Data Store Ensure that you are currently not attached to a Data Store. 1. Launch the Data Store Administration Tool. 2. Click the Create/Connect option. 3. Ensure that the correct data store is listed as connected on the screen. If necessary, click the Detach button to disconnect from you data store. 4. Click Save. 5. Type in or click Browse and navigate to a location to save the.cwc file. Note: It is recommended that you name the.cwc file Disconnection File.cwc to distinguish it for a connecting.cwc file. CQS Technology Holdings Pty (Ltd) Page 13

16 Connecting to a Data Store using the Data Store Administration Tool Once the Data Store has been created, all computers that require access to the Data Store can now be connected to the store. To connect to an existing Data Store 1. Launch the Data Store Administration Tool 2. Click the Create/Connect option You will see the currently connected Data Store and its state, all of which are read-only. If you are not connected to a Data Store, the Data Store field will read No store currently active. And the Status will be N/A. If you are connected to an xbase store, the location of the.cws file as well as its status will be shown. When connected to the store with no errors, the status will be Online. When unable to connect to the store (e.g. the store folder is deleted or moved), the status will be Offline. If you are connected to the SQL store, all SQL connection properties will be shown, along with the status. 3. Click Attach. The Data Store Connection Wizard opens 4. Select whether you are connecting using the.cwc file, connecting to an xbase store, or connecting to a SQL store 5. Click Next 6. Based on your previous selection, perform one of the following: CQS Technology Holdings Pty (Ltd) Page 14

17 a. If you are using an existing connection file (.cwc), enter the location of the.cwc file. b. If you are connecting to an xbase store, enter the location of the existing xbase Data Store (.cws file) c. If you are connecting to a SQL store, enter all the SQL connection information 7. Click Next Connecting to a Data Store using the.cwc File Non-administrators can use the.cwc files created by the administrators to connect to or disconnect from Data Stores. Note that non-administrator users do not need to install SQL Server or SQL Express to connect to a SQL-based Data Store. The user should have access to the folder where the connection file resides. To connect to a Data Store using a connecting.cwc file 1. Double-click the connecting.cwc file created by the administrator 2. Restart Working Papers by closing and re-opening the program To disconnect from a Data Store using a disconnecting.cwc file 1. Double-click the disconnecting.cwc file created by the administrator 2. Restart Working Papers by closing and re-opening the program Connecting users to the Data Store Populating the User List When the Data Store is first created, it contains one user, administrator SUP with the password sup (note lowercase on the password). Subsequent users can be imported in one of the following ways: Active Directory import Legacy import from previous versions of Working Papers Maintenance Import option in the Data Store Administration Tool Note In general, a firm will do either an Active Directory import, legacy user list import, or an import through the Maintenance option. It is not necessary to import a user list: users may instead be added manually as described in the Working Papers help topic Creating a new user. Active Directory Import The Active Directory import allows users contained in the Windows Active Directory to be imported in the Working Papers user list. In addition to the user name, additional information such as the user s last name will be brought in. a user can have one ID and password that logs him or her in to the firm s network and automatically authenticates the user when he or she logs in to Working Papers. CQS Technology Holdings Pty (Ltd) Page 15

18 Note - The import can only be done from the default Active Directory server. It is possible to import from several Active Directory servers. However, the import for each server must be done from a computer that connects to that server by default. To import users from the Active Directory to your Data Store 1. Launch the Data Store Administration Tool 2. Click the Active Directory option. You will be required to enter your administrator login and password. Default username and password is sup. 3. Select from the following options: a. Enable Active Directory Integration i. Select this option to enable all the other options on the page. b. Active Directory must be connected to allow authentication i. If selected, authentication will not be allowed using cached credentials. c. Allow Active Directory authenticated users only i. If selected, the Working Papers option Tools Change user will be disabled d. Active Directory Server i. Use the default LDAP server for your domain or enter an alternate one here by specifying its Host name and Port number. e. Synchronise with Active Directory i. Click this button to launch the Active Directory Integration dialogue. 4. The Active Directory Integration screen that appears should display all of the Active Directory users that can be integrated with the Data Store. Select the check box in the Synchronize column for any staff that will have access to Working Papers. CQS Technology Holdings Pty (Ltd) Page 16

19 5. The Default Offline Password can also be set on the screen above. This password is shared for all logins and enables users to access the Data Store even if Active Directory authentication is unavailable. Once you have selected all of the required users and filled in the Default Offline Password fi required, click OK to continue. Setting Up Users on the SQL Server Once you have imported your Active Directory users in the Data Store Administration Tool, you will still need to log onto the SQL Server to complete some more setup for these users. Set up SQL Server for Windows Authentication 1. Launch SQL Server Management Studio and connect to the SQL Server Instance. 2. You must log in as a user that has the sysadmin server role. 3. In the Object Browser window, expand SQL Server <InstanceName> Security Logins node. 4. Verify that all Windows users who are going to access the Data Store hosted by this SQL Server instance are listed under the Logins node. 5. Alternatively, you can add a single Windows security group to the Logins list and add each Windows user as a member of that group. 6. To add a Windows user or group to the Logins list, right click the Logins node and click New Login. 7. Select Windows Authentication, then type in or search for a login name. 8. See the SQL Server help for more on adding users through this interface. 9. Ensure that your CaseWare datastore is selected as the default database for all of the users you are adding. 10. Once all of the required users or groups appear on the Logins node in the SQL Server Management Studio they should all be able to access and use the new Data Store. CQS Technology Holdings Pty (Ltd) Page 17

20 Set up SQL Server for SQL Server Authentication 1. Launch SQL Server Management Studio and connect to the SQL Server Instance. 2. You must log in as a user that has the sysadmin server role. 3. In the Object Browser window, expand SQL Server <InstanceName> Security Logins node. 4. Create a new login for others users who need to access the Data Store hosted by this SQL Server instance by right clicking the Logins node and clicking New Login. 5. Select SQL Server Authentication, then type in the new login name and password. 6. See the SQL Server help for more on adding users through this interface. 7. Ensure that your CaseWare datastore is selected as the default database for all of the users you are adding. 8. Once all of the required users or groups appear on the Logins node in the SQL Server Management Studio they should all be able to access and use the new Data Store. Configure server role and database access privileges No matter what authentication method is used, the new login must be properly configured to have access rights to connect to the SQL Server and perform operations on the Data Store database. 1. In the SQL Server Management Studio, locate the login ID (InstanceName -> Security -> Logins) that you are granting security to. 2. Right click the Login and click Properties 3. Select Server Roles in the left pane 4. Make sure only public role is checked Note You can assign the sysadmin role to the login and then skip the rest of the configuration step. However, the sysadmin role should be carefully granted to selected logins only. 5. Click User Mapping in the left pane 6. In the upper right pane, find the Data Store database and select the check box in the Map column. 7. In the lower right pane, selecte the database roles that you want to assign to this user mapping. For CaseWare Data Store operations, the db_owner role should be sufficient or, at the minimum, assign a combination of db_reader (mandatory) and db_writer (if engagement file tracking is required) roles. 8. Click OK to finish the login configuration. Maintenance Import Options The Maintenance Import option allows you to import users and groups into the Data Store. This option was introduced in the version of Workign Papers before a separate Data Store Administration Tool was available. To import users and groups using the Maintenance Import option 1. Launch the Data Store Administration Tool 2. Click the Mainetenance option. You will be required to enter your administrator login and password 3. Select Import. The Import Users and Groups dialogue opens CQS Technology Holdings Pty (Ltd) Page 18

21 4. Type in or click Browse to navigate to the folder containing the user/group database you would like to import 5. Choose to either merge the incoming users and groups with any already configured in the store, or to replace them. Select the Preserver passwords option if you would like to retain the existing users passwords and not have them overwritten by new passwords 6. Click OK Protection Setup in Version Each user can be assigned to a group in a Working Paper client file. A group is a collection of users who have the rights to perform certain action sin a Working Papers file. Once assigned to a file, the user then may perform actions (such as entering adjusting journal entries) on the file. The types of actions the user may perform depend on the properties of the group(s) to which the user has been assigned. To learn more about users, groups and assigning rights, please see the Working Papers help topics Assigning user to groups, Creating groups and access rights and Global groups. Administration and Maintenance Setting Administrative Options Once the Data Store is created or has been converted from a previous version, certain administrative options may be specified. These options can be set only by the users who are administrators in the Data Store. Administrators have the right to open and have full access to any Working Papers file. If the Security ID is set, the administrator can only open a client file with the same security ID. In addition, administrators have the right to set certain configuration information such as the Windows Active Directory. Important User names in Working Papers are not case-sensitive, while passwords are case-sensitive. To set administrative options 1. Launch the Data Store Administration Tool 2. Click the Settings option. You will be required to enter your administrator login and password. These settings interface includes the following options: Database ID Security ID The Database ID is displayed for informational purposes only and may not be modified. This is set when the Data Store is created. This ensures that global group information is taken from the Data Store and written into the client file. The Security ID may be specified if not previously set. If previously set, it will be CQS Technology Holdings Pty (Ltd) Page 19

22 displayed for information purposes only and may nto be modified. This ensures that only administrators from the proper Data Store are allowed to log in to a client file. Synchronisation Frequency of synchronisation of personal stores. You can select: Only at program start-up (recommended) Every 5 minutes Every 15 minutes Every 30 minutes Track Engagement This options controls whether client file access is recorded in the Data Store. The choices are: Disable tracking No record of client file access will be made in the Data Store. This is a shared setting that will be used by all users. And individual user may not override this option. Track But Do Not Share with Firm Each user will have access to the list of files he or she has accessed. This list will not be accessible to other users in the firm. This a shared settings that will be used by all users. However, users have an options to override this choice and turn off file tracking altogether in the main Tools Options Data Store page. Track and Share with Firm All file access is recorded and the list of all users file accesses is available to all users. This is a shared setting that will be used by all users. However, users have an option to override this choice and turn off file tracking altogether or to view only their own engagements in the main Tools Options Data Store page. Require log in for Tracker Perform log in after client files are uncompressed Use personal store image If this is selected, users must log in to Tracker when it is opened. If this option is selected, the login dialogue will be launched after the client file has been uncompressed. If this option is selected, a personal store image will be used. A personal store image is essentially an up-to-date copy of a fully synchronised personal store. Using a personal store image allows for the fast creation of a personal store for new users or for quick updating of personal stores for users already connected to a Data Store. A personal store image reduces the load on a Data Store server. Browse the you select the Use personal store image option, you will be prompted to enter the location of either an existing personal store image or the location of where you wish the image to be created. It is important to enter a path that is accessible by all users who will need to access the image. A shard network location is ideal. Refresh From time to time, you may wish to update the contents of an existing personal store image file. For example, if the contents of a Data Store changes significantly, it is advantageous to create a new personal store image to allow both new users connecting to the Data Store and existing users to quickly receive a fresh synchronised copy of the Data Store. To update a personal store image, click the Refresh button. Note The first time you run Working Papers after a personal store image is created; you will receive a pop-up balloon message stating that the program must be restarted to allow for synchronisation for the personal store image. This message will appear only once. CQS Technology Holdings Pty (Ltd) Page 20

23 Security ID (Securing the Data Store) As discussed in the previous section, administrators are allowed full access to any client file. This could be of concern if a client file is sent outside a firm because any user who is an administrator will have full rights to the file (as denoted in his/her Data Store). To resolve this problem, Working Papers use a Security ID. With this system, the firm time a client file is accessed, the Security ID of the Data Store is written into the client file. This ID ensures that only administrators connected to the proper Data Store be granted full access to a particular file. The Security ID works in the following way: Suppose the Security ID of the Data Store at Firm A is secretid1. The first time a client file is opened in Working Papers, the ID (secretid1) is written into the cleitn file. This provides a link between the client file and the Data Store that was beig used when the client file was first accessed within the firm. Now suppose the client file is sent to Firm B. the firm will have a different Data Store and a different Security ID, say pass342. When the client file is opened in Firm B, Working Papers detects that the Security ID of the Data Store dow snot match the ID contained in the client file that is beign opened outside the firm. In this case, the user in Firm B is not allowed to log in to the client file as an administrator, but only a regular user assigned to a group contained in the client file. Note it is recommended a gest user be created for files sent outside the firm. Disabling the Security ID From time to time, it may be desirable to disable the Security ID for a particular client file. For example, disabling the Security ID may be ideal for a large firm with several offices having several Data Stores and different Security ID s. To disable the Security ID 1. In Working Papers, while in the client file, select Tools Protection Protection Setup. This Users and Groups dialogue opens. 2. Click the Setup button. The Setup dialogue opens. 3. Click the Administrator option 4. Select the Allow administrators connected to a different Data Store to log onto this file check box if you want users connecting to a foreign Data Store to be allowed to acess the file as an administrator. 5. Click OK If a user who is connected to a foreign Data Store opens the file as an administrator, this option is cleared automatically and the Security ID of the new store is written into the client file. This means the client file becomes associated with the foreign Data Store. CQS Technology Holdings Pty (Ltd) Page 21

24 Maintaining the Data Store 1. Launch the Data Store Administration Tool 2. Click the Maintenance option. You will be required to enter your administrator login and password. 3. Select from the following options: a. Resync Forces all users to resync their personal store b. Pack Packs the Data Store databases, which also forces a resync of all users. Note if you select eh Resync or Pack option, the personal dta store will ntoe be resynced until you re-open Working Papers or select Refresh Now in the Data Store pop-up menu in the status bar. c. Repair Reindexes the Data Store databases d. Export exports the users and groups database to the specified location e. Import Imports the users an groups databases from the specified location Note all options except Resync are disabled when the Data Store is in Read-Only. Using the Data Store Pop-up Menu in Working Papers While in the Working Papers, you can access the data store pop-up by right-clicking on the data store icon located in the status bar at the bottom of the screen. Within the pop-up menu, you can choose from the following options: Properties Shows the properties of the data store such as Tracker settings. This information is the same as the properties shown when selecting Tools Options Data Store. Refresh Now Forces the Personal Data Store and Data Store to synchronise. The Data Store icon will change to the synchronisation icon for a short period of time and then change back. If not connected to the Data Store, this icon will be greyed out. Connec/Disconnect when connected to a Data Store that is online, selecting this option will take the Data Store offline. If not connected to a Data Store, this option will be greyed out. CQS Technology Holdings Pty (Ltd) Page 22

25 Upgrading from Previous Versions All administrative options for Data Stores (previously referred to as Shared Data Store ) are now performed using the new Data Store Administration Tool. In Working Papers, the Tools Options Data Store dialogue simply displayed the Data Store settings. When a user first installs Working Papers 2012, the Data Store setting will remain blank until they are connected to a new Data Store. Users can now select either an xbase Data Store (as used in Working Papers and prior) or a SQL Data Store. With the option to choose a Data Store type in version , Shared Data Stores from previous version of Working Papers are not automatically converted in Working Papers version Note integration to Time using the Time-integrated Data Store functionality is disabled in Working Papers Prior to upgrading everyone in the firm to Working Papers , we recommend that one user (i.e. an administrator) upgrades existing Shared Data Stores to the new Data Store. Upgrading Data Stores to version involves the following steps: Create a new Data Store (See creating a Data Store) Import existing users and global group using the Maintenance Import option (See Populating the User List) Create connection files To upgrade everyone in the firm to use the new Data Store, distribute the connection files along with Working Papers CQS Technology Holdings Pty (Ltd) Page 23