Integration Platform. User's Guide for use with SQL Server. A guide for using the FileBound. Last Updated: Tuesday, April 16, 2013

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1 Integration Platform User's Guide for use with SQL Server A guide for using the FileBound Integration Platform Last Updated: Tuesday, April 16, 2013 Platform Version i

3 A User's Guide to the FileBound Integration Platform for SQL Server Abstract This book explains how to get started with the FileBound Integration Platform. It explains the basic concepts and procedures you need to know to work with the FileBound Integration Platform and the SQL Server Connector. iii

4 Table of Contents TABLE OF CONTENTS Table of Contents About this Guide What's in this guide? Intended Audience How to use this guide? Conventions used in this guide Related resources Send us your comments How to print this guide? Minimum Requirements What's New in this Version Platform New Features Platform Issues Resolved Connector New Features iv vii vii vii vii vii vii viii viii ix xi xi xi xi Introduction 1 Licensing Connectors 2 Connector Configuration 3 Microsoft SQL Server 3 Overview 3 Supported Versions 3 Pre-Requisites 3 Installation Requirements 4 iv

5 Table of Contents Installation Instructions 4 Importing Data From SQL Server to FileBound 5 Exporting Data From FileBound to SQL Server 9 Workflow Export Step Configuration 13 Workflow Step Creation 13 Assigning Items to the Workflow Step 13 Workflow Process Step Advancement 13 Workflow Route Step Completion 13 Manually Running a Configuration 15 Overview 15 Scheduling Configurations 17 Overview 17 Creating a Scheduled Task 17 Manually Starting a Scheduled Task 20 Editing a Schedule 20 Deleting a Scheduled Task 21 Execution Logs 22 Overview 22 Common Problems 23 Item Not Found 23 Solutions 23 Workflow Item Not Completed 23 Solutions 23 v

7 About this Guide What's in this guide? ABOUT THIS GUIDE What's in this guide? This guide explains the important concepts, features and tasks that you can perform with FileBound Integration Platform. Intended Audience This guide is intended for FileBound administrators who want to use the features of Integration Platform to add full text searching capabilities to find documents within FileBound. How to use this guide? Conventions used in this guide The FileBound Integration Platform interface element labels appear in bold. For example, Global Settings menu option. Related resources The following reading material may be referred for a complete understanding of FileBound Integration Platform: FileBound Users' Guide FileBound Administrator's Guide vii

8 About this Guide How to use this guide? Send us your comments Send us your comments on the FileBound Integration Platform Users' Guide. FileBound Document Managment Solutions welcomes your comments and suggestions on the quality and usefulness of this publication. Your feedback is an important part of the information used for updating documentation. Please send us your input regarding any of the following: Did you find any errors? Is the information clear? Do you need more information? If more information is required, where should it be added? What features of this manual did you like? If you find any errors or have any other suggestions to improve the quality of this publication, please indicate the chapter, section, and page number (if available). You can submit comments to us in the following ways: U.S.Mail: FileBound Document Managment Solutions Attn. Technical Publication 1701 Cushman Drive, Unit 1 Lincoln, NE Ifyouwouldlikeareply,pleaseincludeyourname,addressandtelephonenumber. How to print this guide? This guide is optimized for printing on A5 page size (5.5 inches by 8.5 inches). If you would like to print on any other page size, select the Fit to Page check box in the Print window before you print this guide. viii

9 Minimum Requirements MINIMUM REQUIREMENTS To install and run FileBound Integration Platform successfully, the following minimum requirements must be met: Operating System Microsoft Windows XP or later 32-bit or 64 bit Microsoft Server 2000 IS NOT SUPPORTED Memory Minimum 2GB RAM required. FileBound Server The FileBound Integration Platform will only work with FileBound Server version or later. Integrations can be configured for use with FileBound On-Site, FileBound On-Demand, FileBound Express ix

11 What's New in this Version Platform New Features WHAT'S NEW IN THIS VERSION Here are the latest new features and updates to reported issues in the FileBound Integration Platform for SQL Server Platform New Features Added Support for Mapping E-form Data and Extra Data for Export When configuring the file data export from FileBound to a connector, e-form and extra data for the document and file can be mapped to be exported. Platform Issues Resolved Documents are no longer sent automatically to the step created immediately after the exporting step, they will go to the selected step. The parent workflow process name can now be selected, this will allow the Integration Platform to use the latest published workflow process during the export. During import any fields that are not mapped will no longer be automatically cleared. Connector New Features SQL Views are Now Supported During the mapping process elements from a view can be mapped for export and import.integration Platform for SQL Server. Microsoft SQL Server 2012 Support Added Support for MS SQL Server 2012 has been added. Trim Input Setting Added When data is imported to FileBound any spaces at the front or end of the content can be set to be automatically removed. xi

13 Introduction INTRODUCTION The FileBound Integration Platform is used to synchronize data between a FileBound Document Management system and other applications. The Integration Platform uses different connectors to match the type of application that FileBound will be integrated with. These different connectors will allow a seamless integration and user experience when users are faced with the need to view document images that are associated with business information. The Integration Platform works with FileBound On-Site, FileBound On- Demand, and FileBound Express. The Integration Platform will always run on a local server or PC at the end-users location. It is highly recommended that the Integration Platform should be running on a utility server. When integrating with a FileBound On-Demand site the Integration Platform will need to be run locally at the end-users location. 1

14 Licensing Connectors LICENSING CONNECTORS If a connector is not licensed the Integration Platform will allow only 1 record to be imported or exported and the user will not be able to setup a scheduled task. To license a connector follow the directions below: 1. Click the Start button, and then point to All Programs. Point to FileBound, and then point to Integration Platform and then click Integration Platform. 2. Select Licensing from the File menu 3. On the File menu, click Licensing 4. Select the connector name from the list of Products 5. Click License 6. Enter the registration code provided by FileBound 7. Click OK 2

15 Connector Configuration Microsoft SQL Server CONNECTOR CONFIGURATION Connectors are used by the Integration Platform to pass information back and forth between FileBound and the application that FileBound is being integrated with. Connectors have different functionality based on the application that it is designed to interact with. After selecting the connector you want to use you will be guided through a series of steps to configure the connector. Microsoft SQL Server Overview The FileBound Integration Platform for SQL connector is used to synchronize data between a FileBound Document Management system and a Microsoft SQL Database. The integration provides the ability to import any data from a Microsoft SQL database table or view into index fields within a FileBound project. The FileBound Integration Platform for SQL connector also provides the ability to export any FileBound index field data or e-form data from a FileBound project sitting on a specified workflow step into a specified Microsoft SQL database table. The FileBound Integration Platform for SQL connector allows only one SQL database table, or view, to be mapped to one FileBound Project per configuration. Supported Versions SQL2012 (Express, Standard, or Enterprise) 32-bit and 64-bit SQL 2008 and 2008 R2 (Express, Standard, or Enterprise) 32-bit and 64-bit SQL 2005 (Express, Standard, or Enterprise) 32-bit and 64-bit Pre-Requisites Using FileBound On-Site or later, FileBound On-Demand, FileBound Express or later 3

16 Connector Configuration Microsoft SQL Server Local server that will run the Integration Platform that can connect to the FileBound site that is being integrated with You will need to have a working understanding and knowledge of the FileBound server and the configured projects that will be used for the integration. The FileBound Server will need to have Workflow licensed on the server to be able to perform an export from FileBound to SQL Server The integrated project, or projects, will need to have already been created within FileBound before starting to configure the integration You will need to have a working understanding and knowledge of SQL Server to properly configure the integration SQL Server will need to be properly setup and configured before the integration can be properly configured The FileBound Integration Platform SQL Integration Connector only supports integrations with MS SQL Server 2005, SQL Server 2008 (32-bit or 64-bit) and SQL Server 2012 (32-bit or 64-bit) When setting up the integration you will need to know the connection information (i.e. Username/Password) for the SQL database that the integration is being configured for and be familiar with the SQL database table structure that is being used for the integration Installation Requirements The FileBound Integration Platform will need to be installed before the connector is installed. Installation Instructions 1. Verify that the FileBound Integration Platform is installed, if not, install the Integration Platform using the installation instructions for the application 2. RuntheFileBoundSQLServerConnectorInstallerandfollowthe prompts. 4

17 Connector Configuration Microsoft SQL Server Importing Data From SQL Server to FileBound The Integration Platform uses configuration files to specify the operations to be performed. Multiple configuration files can be created and stored to be used at different times and for different situations. Follow the directions below to create a new configuration file that will import data to FileBound from a SQL Server database. 1. Click the Start button, and then point to All Programs. Point to FileBound, and then point to Integration Platform and then click Integration Platform. 2. Once the application opens click on the Add Configuration button in the bottom left corner of the application window 3. Select SQL Server Import and click OK. 4. Enter a name for the configuration and click OK, two steps will need to be configured. 5. Enter the FileBound Server URL that the SQL Server information will be imported to. 6. Enter a Username and Password that can access the selected FileBound server. 7. Click Next 8. Within the Server field enter the name of the SQL Server that you want to integrate with. 5

18 Connector Configuration Microsoft SQL Server 9. Within the Database field enter the name of the database that the imported information will be extracted from. 10. Select the Authentication Method to be use by the Integration Platform to connect to the SQL Server. 11. If SQL Authentication is selected enter the Login (Username) and Password for the SQL User account to be used by the Integration Platform to connect to the SQL Server. Note: If Windows Authentication is selected, the logged in user of the PC being used to run the Integration Platform must also have rights to access and run SQL Server. 12. Set the Trim Inputs drop-down menu. If unsure set this to Yes. This setting will remove any spaces at the beginning or end of imported data. 13. Click Next when finished. 14. Select the SQL Server Object from the left side drop-down menu and the FileBound project from the right side drop-down menu. The FileBound Project will be the project you want to move data to. 15. Map the objects you want to import by clicking on the object name and dragging it to the matching FileBound index field on the right. 6

Connector Configuration Microsoft SQL Server Note: A mapping can be removed by right clicking on a SQL Server object or FileBound Index field and selecting Remove Mapping. 16.

19 Connector Configuration Microsoft SQL Server Note: A mapping can be removed by right clicking on a SQL Server object or FileBound Index field and selecting Remove Mapping. 16. Repeat Step 14 until all necessary objects are mapped. 17. Select how Matching should occur: No Matching (All New Files) - Data Imported will create new files in FileBound and no matching will be performed. Find and Update on Key Field - The key field will be evaluated for a match and merge on any matches. New Files Only (No Updates) - Will import only new files that do not exist in FileBound based on an existing key field. Update Only Existing Files - Will update only files that match the key field, non matching files will not be imported. 7

20 Connector Configuration Microsoft SQL Server 18. Click Finish and a summary screen will appear. 8

Connector Configuration Microsoft SQL Server Exporting Data From FileBound to SQL Server The Integration Platform uses configuration files to specify the operations to be performed.

21 Connector Configuration Microsoft SQL Server Exporting Data From FileBound to SQL Server The Integration Platform uses configuration files to specify the operations to be performed. Multiple configuration files can be created and stored to be used at different times and for different situations. Follow the directions below to create a new configuration file that will export data to a SQL Server database from FileBound. 1. Click the Start button, and then point to All Programs. Point to FileBound, and then point to Integration Platform and then click Integration Platform 2. Once the application opens click on the Add Configuration button in the bottom left corner of the application window 3. Select SQL Server Export and click OK 4. Enter a name for the configuration and click OK, three steps will need to be configured 5. EntertheFileBoundServerURLthattheinformationwillbeexportedfrom 6. Enter a Username and Password that can access the selected FileBound server 7. Click Next 8. Within the Server field enter the name of the SQL Server that you want to integrate with 9

Connector Configuration Microsoft SQL Server 9. Within the Database field enter the name of the database that the exported information will be added to 10.

22 Connector Configuration Microsoft SQL Server 9. Within the Database field enter the name of the database that the exported information will be added to 10. Select the Authentication method to be use by the Integration Platform to connect to the SQL Server 11. If SQL Authentication is selected enter the Login (Username) and Password for the SQL User account to be used by the Integration Platform to connect to the SQL Server Note: If Windows Authentication is selected, the logged in user of the PC being used to run the Integration Platform must also have rights to access and run SQL Server. 12. Click Next 13. Select the FileBound project from the left side drop-down menu and the SQL Server object from the right side drop-down menu. The FileBound Project will be the project you want to export data from. 14. To add any e-form or extra data to be mapped click the Add EformData/ExtraData button, enter the variable names (including the $$ at the beginning and end), click OK when finished. 15. Map the fields you want to export by clicking on the field and dragging it to the matching SQL Server object on the right. 10

23 Connector Configuration Microsoft SQL Server Note: A mapping can be removed by right clicking on a SQL Server object or FileBound Index field and selecting Remove Mapping. 16. Repeat Step 13 until all necessary objects are mapped 17. Click Next 18. Select the Workflow, Workflow Step, and Workflow Action on Success that will be used to determine when the data is ready for export. When exporting from a Workflow route step the Select Workflow Action on Success drop-down menu will be unavailable and will automatically complete the step after the file is exported. If a Workflow process step has been selected you will be able to select a connection for the document to be advanced to after the file information has been exported. For more information see "Workflow Export Step Configuration" on page

24 Connector Configuration Microsoft SQL Server Note: Any files on the specified step will be exported, when they are successfully exported the step will be completed 19. Click Finish and a summary screen will appear 12

25 Connector Configuration Workflow Export Step Configuration Workflow Export Step Configuration Workflow will need to be licensed on the FileBound server that information will be exported from. Within a project a workflow will need to be created. A step in the workflow will be used to determine the information that will be exported from FileBound into SQL Server. When the export is executed any items on the workflow step will be automatically advanced in the workflow and removed from the step upon a successful export into SQL Server. Workflow Step Creation You will need to create a workflow step within an existing workflow route or process in a FileBound project. Within the workflow create a step that will be used exclusively for the purpose of routing items to it to be exported by the Integration Platform. This step will need to be assigned to a FileBound user. Either assign it to an administrative type of user, or create a new user exclusively for the use of the Integration Platform, and assign this user to be responsible for the step. Assigning Items to the Workflow Step Documents are assigned to a workflow step within FileBound. This assignment can be done with any of the different methods that are available with normal workflow operation within FileBound. This could be done with the workflow buttons, task buttons, or value checks and automatic routing rules. Workflow Process Step Advancement If you are monitoring a step within a Workflow Process after a document is routed to the workflow step only information about the file is exported to SQL Server. This can be any file index information or other properties about the file. After the file information has been exported the Integration Platform will automatically move the document to the select step within the workflow process. Workflow Route Step Completion If you are monitoring a step within a Workflow Route after a document is routed to the workflow step only information about the file is exported to SQL Server. This can be any file index information or other properties about the file. After the file information has been exported the Integration Platform will automatically complete the workflow step. 13

26 Connector Configuration Workflow Export Step Configuration 14

27 Manually Running a Configuration Overview MANUALLY RUNNING A CONFIGURATION Overview Import and export configurations are most commonly scheduled to run at certain times or intervals. Users may need to run a configuration without waiting on the scheduled time. Follow the instructions below to manually execute a configuration. 1. Click the Start button, and then point to All Programs. Point to FileBound, and then point to Integration Platform and then click Integration Platform. 2. Once the application opens select a Configuration from the configuration list on the left side of the application window. 3. On the menu bar, click Run Now. 4. TheProcessingLogwill showyoutheexecutioninformationandany errors. Note: For instructions on how to create a schedule for the configuration to be executed on see "Creating a Scheduled Task" on page 17 15

29 Scheduling Configurations Overview SCHEDULING CONFIGURATIONS Overview This section will outline the basics to setup a new schedule to be used by the FileBound Integration Platform to perform operations of a connector. Configurations can be scheduled to run on any needed schedule. Through the use of multiple configurations with different execution times data can be transferred at the exact interval that is needed. Creating a Scheduled Task Scheduling a configuration to run at a pre-determined time is the most common way that the FileBound Integration Platform is used. 1. Click Schedule in the toolbar, you will be prompted that a schedule does not exist, click Yes. The Scheduled Task window will now be displayed. 17

Scheduling Configurations Creating a Scheduled Task 2. On the Task tab enter a network user for the application to use to perform the scheduled task.

30 Scheduling Configurations Creating a Scheduled Task 2. On the Task tab enter a network user for the application to use to perform the scheduled task. This is defaulted with the user that is currently logged into the PC that is running the Integration Platform. 3. Click Set password and enter and confirm the password for the network user that was entered in step 2, click OK. Note: You MUST perform Step 3 and enter a password even if you plan to use the user that was defaulted in the Run as field. 18

31 Scheduling Configurations Creating a Scheduled Task 4. On the Schedule tab click New. Select the criteria for when the task will be performed. 19

Scheduling Configurations Manually Starting a Scheduled Task 5. Clicking the Advanced button will provide additional settings to further refine when the schedule will be executed. 6.

32 Scheduling Configurations Manually Starting a Scheduled Task 5. Clicking the Advanced button will provide additional settings to further refine when the schedule will be executed. 6. When finished click OK. The scheduled icon will now appear next to the connector in the Integration Platform. Manually Starting a Scheduled Task It may be necessary to run a scheduled task before the scheduled time. This can be done using the Run Now icon in the toolbar. Within the Configuration pane select the connector to be run, then click Run Now in the toolbar. The configuration will be immediately executed. Editing a Schedule Configuration schedules can be edited at any time. Editing a schedule will allow an administrator to alter when a configuration is performed without the need to delete the configuration and recreate a new one. 20

33 Scheduling Configurations Deleting a Scheduled Task Within the Configuration pane select the configuration to be edited. Click the Schedule icon in the toolbar. The Task Scheduler window will open and allow you to edit the schedule. When finished click OK. Deleting a Scheduled Task Ascheduled taskcan bedeleted. Youwill needto deletethe Taskwithin thewindowstask Schedulerthat isa componentof theoperating systemon yourpc. 21

34 Execution Logs Overview EXECUTION LOGS Overview The Integration Platform maintains execution logs when a configuration file is executed and an error occurs. To view the Integration Platform log files click on Log Files within the navigation toolbar. 22

35 Common Problems Item Not Found COMMON PROBLEMS Listed below are some common problems that users experience when configuring or using the Integration Platform. Item Not Found Solutions 1. Ensure that the item is routed to the correct workflow route and the correct step. 2. Ensure that the user that Integration Platform uses to access FileBound has the appropriate permissions to the project and to complete the workflow. Workflow Item Not Completed Solutions Check the Integration Platform for the following: 1. Expected configuration is scheduled to execute 2. Expectedconfiguration isconfigured tolook atthe correctworkflow step 3. Log ensure the expected integration has been executed 4. Log review and address any errors 23

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