edocs Client Installation Guide for Macintosh

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Agnes James
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1 edocs Client Installation Guide for Macintosh This document describes the installation and operation of the edocs Client Application at the sending school installation site. The intended audience includes IT and network administrator personnel and others with a need to understand the technical characteristics of the installation process and software components. Software Overview The edocs Client Application software is installed on the Macintosh computer where transcripts or other student record documents are printed. The Client Application software is installed by using an installation program that is available through a link in the edocs Download Center Web page in the Docufide/ Naviance Web site. Use this link either to perform the installation directly from the Internet or to download the installation module to a local Macintosh for later use. The entire installation process should require from 10 to 20 minutes, depending on the available bandwidth of your Internet connection. During the installation process, please be prepared to enter the school s 5-digit ID number that is provided by Docufide/ Naviance. The installed software consists of two components, a Client Printing PDF workflow and the edocs Client Application. The Client Printing PDF workflow and work together to retrieve student record data from the local application and send it over a secure (SSL) Internet link to the Docufide data center for processing. The Client Printing Workflow In Macintosh OS X 10.5 or later, documents are printed as PDF files. To send a transcript, open the Print dialog, press the PDF button, then select Send to Naviance edocs to send documents to Naviance edocs. This process functions as a standard PDF service. edocs Client Application This application performs the following functions: Accepts transcript data from the PDF service, Creates a filename for the transcript data that includes the school id number, date and file creation time, Sends queued transcript files to the edocs Data Center over a secure Internet link. Software Installation To the software installer: This guide outlines the steps required to install the edocs Client Application. While this is a simple installation process, it should be performed by someone familiar with (and authorized to perform) software installations. Two steps are required to install and initialize edocs Services under the Macintosh OS X 10.5 (Leopard) operating system. Note: This application is supported and installs only on Macintosh computers running the OS X10.5 (Leopard) operating system or later. Please note that, under, OS X 10.5, you must log in to your computer with root user privileges to install the edocs Client. We recommend that you contact your Network Administrator for assistance during the installation. (See figure: admin-permission) Page 1 of 8

2 Figure: admin permission Step One: Download and Install the Docufide edocs Client Software a.) Follow the link in the Welcome you received from Naviance upon completion of the edocs registration process. b.) When you arrive at the edocs Download Center page, click on the Mac Installer link. To begin the installation, click the Open button in the Downloads window that appears. Once the download is completed, the installer will automatically start. If installer does not automatically start and it can be confirmed that the package was fully downloaded; on your Mac, locate the downloaded installer package located in your Downloads folder/ directory or navigate to the following path: Macintosh HD/ Users/ *username*/downloads/docufide Client Application.pkg. Then double click the installer to proceed with installation. Figure: Mac Downloads directory. c.) When you see the message Please enter the 5-digit ID for your school, enter the Naviance school ID number you received in your Welcome . (This Naviance ID number is also displayed on the Profile page, in the Preferences section of the Docufide/ Naviance Web site.) d.) Enter the name of your school. Click Add. Page 2 of 8

Figure: new school. e.) After the installation Completed successfully information window is displayed, click Close to complete the installation. f.) A system reboot is recommended at this point.

3 Figure: new school. e.) After the installation Completed successfully information window is displayed, click Close to complete the installation. f.) A system reboot is recommended at this point. Once rebooted, the Docufide Client Application should now be running on your system, indicated by a padlock icon in the Macintosh System Status Area at the top right corner of your screen. The edocs software will automatically start up whenever your computer is started. PLEASE NOTE: THE EDOCS SERVICE IS NOT ACTIVATED UNTIL THE NEXT STEP (2) OF THE INSTALLATION IS COMPLETED. Step Two: Activate edocs a.) Open your Student Information System or other student records application and print/send a transcript (or other test file) to Naviance edocs using the PDF Print Workflow service. b.) The edocs User Interface window will open on the screen. Select a student s name from the Student Roster list, (required), Select Initial Transcript from the Document Types dropdown list, Add Supporting Information (Optional) c.) Click Upload to Naviance to send the document. You will be contacted by within 24 hours, confirming receipt of the test document and notifying you that the edocs service is ready for use. Client Configuration and Network Requirements The edocs Client Application communicates with the edocs data center servers through a secure (SSL) Internet link to ensure data security. To permit this transmission, any firewalls that control network communications traffic must be configured to permit HTTPS secure hypertext communication protocol, which uses port 443. (See below on how to open port 443) For network installations that use proxy servers to control Internet traffic, configure the edocs Client Application as follows: Use the context menu that is accessible by clicking the Client padlock icon in the Macintosh System Status Area. Or, double-click the Client padlock icon in the Dock Tray. Page 3 of 8

4 Open the Client Application user interface by clicking the icon in the System Status area and selecting the Setup option. Click the Proxy Server tab. Enable proxy server addressing by checking the Use proxy server for your LAN option. Enter the proxy server address and port number in the fields provided (See Figure 1below) Click Apply then OK. Figure 1. Client Application Proxy Server Tab Verifying a Successful Installation When the installation process has completed and the target Mac has been re-started, successful installation can be verified as follows: (Note that the Configuration Interface is only available when the Client is running, which is indicated by the presence of the padlock icon in the Macintosh System Status Area at top of the screen.) 1. The edocs Client Application icon (a padlock) will appear in the System status area, in the top right-hand corner of the screen. This icon indicates the program is running and monitoring for the appearance of transcript data. 2. The Send to Naviance edocs will appear in the PDF drop down menu in the Mac PDF printing workflow service. 3. Prior to sending test transcripts, the Client Application s transmission confirmation feature can be enabled. This will allow the operator to confirm that the test transcripts have been successfully sent out through the school s network, and received by the Page 4 of 8

5 Docufide data center servers. This feature can then be disabled after testing is completed. To enable this feature, follow these steps: Click the edocs Client Application icon and select Setup from the menu. This will open the program s user interface. Figure 2. System tab of the user interface. Click the checkbox labeled Show transmission confirmation message. This will cause a window dialog to be displayed whenever a file is successfully transmitted by the Client Application to the Secure edocs Data Center. The Show transmission failure message option will enable the popup message that informs the user whenever a message transmission failure occurs. While this transmission confirmation feature is enabled, notification will also appear on the screen at periodic intervals, indicating that heartbeat test transmissions have either succeeded or failed. The time interval controlling heartbeat test transmissions can be set through the client user interface by setting the value in the dropdown menu shown in Figure 2. Test transmissions that verify Internet connectivity can also be initiated through the client user interface on the Check tab, shown in Figure 3 below. Click the Test Now button to send a test transmission to the Secure Transcript server. A confirmation message will appear in the adjoining window indicating the success or failure of the transmission test and the time of completion. Page 5 of 8

6 Figure 3. Check tab of client user interface When a transcript is printed to the edocs PDF service, it is queued for transmission and its file name is displayed in the window titled Files Queued for Transmission, as shown in Figure 3. Normally, queued transcript files are uploaded from the Mac to the Docufide servers at configurable time intervals. This transmission interval can be set by selecting a value in the Files dropdown box in the System tab of the client user interface (see Figure 2) For the purpose of sending test transcripts, the Start transmission button can be used to send any queued transcript files immediately. When a file has been transmitted, its file name will disappear from the displayed list. Installation Troubleshooting Steps Because of the variety of system and network architectures used in secondary school environments, occasional problems may arise during the installation or operation of the edocs Client Application program. In most cases, such problems can be resolved through simple configuration setting changes. Items to check before installing: Confirm that all operating system components are up to date with the latest service packs, updates, patches, etc. For Macintosh systems, the log-in permission level for the installation process must be root (Administrator level). If write access to folders in the Applications area is restricted for security reasons, the registrar (or any user that prints transcripts on this computer) must be a member of a group that has Full Control access to the Docufide folder in Applications and the spool folder in /Library/Application Support/Docufide/Spool/ directory. Page 6 of 8

7 Firewall/proxy servers should be configured to permit SSL traffic (make sure port 443 is open). Packet filtering should allow traffic to and from the Datacenter server IP address: Currently, versions of Macintosh OS X 10.4 or earlier are not supported by this installation. To determine what version you are using: With the Mac View finder in focus, click on Mac Logo (apple) and from the drop down menu, click on the About this Mac option An About this Mac window will pop-up and you will be able see the Mac OS X version number. Verify that a current version of the Safari or Firefox browser is installed. All other Mac applications on the target Mac should be closed during the installation process. If there is an active anti-virus program running on the computer, we recommend disabling it during the installation process. Problem symptoms and resolution: 1. Unable to log in to School Administrator s area of the Docufide Web site If the message Unable to access this page appears when the administrator attempts to log in to the School Administrators area of the site, this indicates that the administrator s Mac is unable to access secure Web pages. Things to check: Make sure that proxy server or firewall configuration settings are not preventing the Mac from using port 443 for secure Internet access and that the URL securetranscript.docufide.com and server IP address are not restricted by these configuration settings. On a Mac, to determine if port 443 is blocked, open a Terminal window and type: ping -c 5 It will show output similar to the following (5 times): 64 bytes from : icmp_seq=0 ttl=46 time= ms If the above syntax is returned, the port is not blocked. If this command times out, the port is blocked. If your proxy server uses a whitelist, include the URL securetranscript.docufide.com in this whitelist. (If there is a double firewall on your system and on the campus network, make sure that port 443 is not blocked and securetranscript.docufide.com is not blocked, and is whitelisted. Occasionally, problems arise with older versions of the Safari Web browser. If an older version of the browser is installed, we recommend upgrading to the most recent Safari version or latest. 2. Unable to download installation module If an error message is received when attempting to download the installation module from the Docufide/ Naviance Web site, or the download appears to hang, check local firewall and proxy server settings to make sure that the downloading of files from a remote Web site has not been blocked. Depending on the speed of your Internet link, the download can take several minutes or longer, in some cases. Verify that data transmission is occurring during the download process by checking the AirPort activity status. A Naviance edocs entry does not appear in PDF Services list after the installation is complete This can occur when the user does not restart the Mac after installing the edocs Client Application or if the user inputted the wrong school PKID, or if there is a proxy server settings that need to be corrected. 3. The file printed to the Naviance edocs PDF Service does not disappear from the Files queued for transmission list in the user interface within 15 minutes This Page 7 of 8

8 is an indication that the edocs Client was unable to connect to the remote edocs application server to send the transcript file. Check the computer s Internet connection and verify that communication through port 443 is not blocked by a firewall. Use the Test Now button on the Check tab of the Client Application user interface to check the Internet connection (Figure 3). 4. After installation and restarting of the computer, the edocs Client icon does not appear in the System status area This indicates that the client program is not running. Verify that the installation process has completed correctly by confirming that the Docufide Client Application folder has been created in /Applications/Docufide Client Application.app (conf/, lib/, resource/). 5. Virus protection and firewall software can sometimes prevent correct installation of the Client Application. Make sure that antivirus, and firewall software is temporarily disabled before beginning installation. 6. After clicking the client s icon and selecting Setup, the following message appears: Docufide Client is not running. The Client service was not correctly started when the Mac was started up. This can be caused by a software firewall that is slow to initialize. From the Macintosh HD Applications then double click on the edocs Client Application. How to Open Port 443: These steps open port 443, which should resolve communication with edocs Servers issue. 1. Turn on Personal Web Sharing in the Sharing preference pane. 2. Click the Firewall tab. 3. Click the New button. 4. From the Port Name pop-up menu, choose Other. 5. In the Port Number field, type: In the description field, type: https 7. Click OK. 8. Turn off Firewall and Internet Sharing. 9. Turn on Firewall and Internet Sharing. If you have any questions, please contact Naviance at support@naviance.com or , option 2 Page 8 of 8

Docufide Client Installation Guide for Macintosh

Docufide Client Installation Guide for Macintosh This document describes the installation and operation of the Docufide Client Application at the sending school installation site. The intended audience